Comprehensive Colleges/University Plan

COMPREHENSIVE CRISIS AND CONTINUITY PROGRAM FOR COLLEGES AND
UNIVERSITIES ON CD-ROM:
RISK AND IMPACT ANALYSIS, CONTINUITY OF OPERATIONS PLAN (COOP),
DEPARTMENT/DIVISION PLANS AND CRISIS/RISK MANAGEMENT PLAN
DEVELOPMENT TEMPLATES
By Douglas M. Henderson, FSA, CBCP

Available: June 1, 2007

The Comprehensive Crisis and Continuity Program is a complete emergency management
program for colleges and universities. The templates include advice for all development steps
from the information collection process, through the analysis of information, to the actual
crisis response and continuity of operations documentation and finally with assistance for the
ongoing exercising and maintenance process. We believe it is the most complete product of
its type on the market. Special emphasis has been placed on faculty, staff and student
safety and security issues.

The HURRICANE & FLOOD PLAN template is a ‘must-have' for colleges/universities that face
a serious hurricane or flood threat.

The special PANDEMIC OUTBREAK PLAN TEMPLATE is a ‘must-have' for all
colleges/universities.

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This is an easy to use comprehensive program that takes the user from the data collection
process, to the analysis of the information and finally through the planning documentation.

The planning templates are written in an easy-to-use Microsoft Word on CD-ROM format,
designed with “fill-in-the-blank” and “edit-out” text.

In addition to the ReadMe.doc file and a Bonus.doc file, the entire package is organized into
the following four major components:

- Risk and Impact Analysis – Information collection and analysis
- Continuity of Operations Plan (COOP) – The central or overarching plan for the
college/university
- Department/Division Plans – A set of plans for the various departments, operational
groups and other infrastructural entities that comprise the college/university
- Crisis/Risk Management Plan – Emergency response guidelines for
college/university leaders, faculty, staff and students

Special emphasis has been placed on faculty, staff and student safety and security issues.

The special Hurricane & Flood Plan template is a ‘must-have’ for colleges/universities that
face a serious hurricane or flood threat.

The special Pandemic Outbreak Plan template is a ‘must-have’ for all colleges/universities.

Free Bonus Materials that add educational value.

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RISK AND IMPACT ANALYSIS TEMPLATE

How do we get started?
Where do we begin?
How do we collect information?
What type of analysis do we need to perform before developing a complete Crisis and
Continuity Program?

The Risk and Impact Analysis (RIA) template identifies step-by-step solutions to these and
other important questions.

Starting with the information collection process, the Risk and Impact Analysis template
addresses the entire plan development process.

The Risk and Impact Analysis template then guides the user (with ‘Author’s Notes’ and a
‘Sample RIA Report’) to create an RIA for your college/university.

The Risk and Impact Analysis template will also review the level of planning in the Information
Technology department so that an effective Information Technology Disaster Recovery Plan
can be developed.

The RIA is a straightforward report designed for executive management review.

The RIA follows the guidelines recommended by the Disaster Recovery Institute International,
Business Continuity Institute Good Practices Guide, NFPA 1600 Standard on
Disaster/Emergency Management & Business Continuity Programs and industry best
practices.

The user will have an RIA that provides the essential information and guidance for the
development of a complete Crisis and Continuity Program.

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CONTINUITY OF OPERATIONS PLAN (COOP) TEMPLATE

How do we recover normal operations?
Where do we begin?
How is the management team organized?

The Continuity of Operations Plan (COOP) template identifies step-by-step solutions to these
and other important questions.

The COOP template is a comprehensive plan that is compatible with the organization of a
typical college/university and should require little modification.

The COOP template contains a considerable amount of standard language that enables the
user to easily review and edit-out text.

Our Continuity of Operations Plan (COOP) and Risk and Impact Analysis (RIA) planning
templates have been developed in conjunction with each other, and a number of insertions
into the COOP are directly from the RIA.

The COOP Template follows the guidelines recommended by the Disaster Recovery Institute
International, Business Continuity Institute Good Practices Guide, NFPA 1600 Standard on
Disaster/Emergency Management and Business Continuity Programs and industry best
practices.

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DEPARTMENT/DIVISION PLAN TEMPLATE

How do our departments/divisions develop their plans?
What are the responsibilities of my department/division?
Where do we begin?
How are these plans organized?

The Department/Division template identifies step-by-step solutions to these and other
important questions.

The Department/Division template is a set of plans for the various departments, operational
groups and other infrastructural entities that comprise the college/university. The plans are
compatible with the organization of a typical college/university department/division and should
require little modification.

The Department/Division template contains a considerable amount of standard language that
enables the user to easily review and edit out text.

The Department/Division template includes plans for twelve (12) critical departments/divisions
– Academic Affairs, Auxiliary Services, Business Services, Environmental Health and Safety,
Facilities, Finance & Administration, Human Resources, Information Technology, Public
Relations, Residential Life, Security and Student Affairs.

The Department/Division template follows the guidelines recommended by the Disaster
Recovery Institute International, Business Continuity Institute Good Practices Guide, NFPA
1600 Standard on Disaster/Emergency Management and Business Continuity Programs and
industry best practices.

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CRISIS/RISK MANAGEMENT PLAN TEMPLATE

How do we respond to an emergency?
What are the priorities?
What actions should we take first?

The Crisis/Risk Management Plan (CRMP) template identifies step-by-step solutions to these
and other important questions.

The CRMP is designed to provide guidance to the leaders of the college/university to respond
to an actual crisis event and as such is written in a concise format that makes it highly useful
during an emergency event.

The CRMP is compatible with the organization of a typical college/university and should
require little modification.

A wide range of emergency situations are addressed so that most colleges/universities can
simply edit out any threats that are not relevant.

Our Crisis/Risk Management Plan (CRMP) and Continuity of Operations Plan (COOP)
planning templates have been developed in conjunction with each other. The CRMP is
designed to work with and not replace your COOP.

The special Hurricane & Flood Plan template is a ‘must-have’ for colleges/universities that
face a serious hurricane or flood threat.

The special Pandemic Outbreak Plan template is a ‘must-have’ for all colleges/universities.

The Emergency Response Plan template for Faculty and Staff, together with the Emergency
Response Plan template for Students, provides everyone with important guidelines in the
event of an emergency situation.

The CRMP follows the guidelines recommended by the Disaster Recovery Institute
International, Business Continuity Institute Good Practices Guide, NFPA 1600 Standard on
Disaster/Emergency Management and Business Continuity Programs and industry best
practices.

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WHAT FILES ARE INCLUDED WITH THE TEMPLATES?

README FILE
- DMI.CCCP.ReadMe.doc – Introduction, user & copyright information

RISK AND IMPACT ANALYSIS FILES
- InformationCollectionChecklists.doc – Forms for gathering information about the
college/university & physical environment
- DepartmentDivisionQuestionnaire.doc – Forms for gathering information about the
activities of the operational groups and support departments within the college/university
- C&U.RIA.doc – The Risk and Impact Analysis template that is designed to become
the actual RIA for your college/university
- C&U.RIA.sample.doc – A sample completed RIA for a hypothetical college/university

CONTINUITY OF OPERATIONS PLAN (COOP) FILE
- C&U.COOP.doc – The Continuity of Operations Plan (COOP) template that is
designed to become the actual COOP for your college/university
- DepartmentDivisionResponsibilities.doc – The identification and assignment of
responsibilities to the department/divisions

DEPARTMENT/DIVISION (EMERGENCY OPERATIONS PLAN) FILES
- DepartmentDivisionResponsibilities.doc – The identification and assignment of
responsibilities to the department/divisions
- DepartmentDivision.EOP.doc – An Emergency Operations Plan for the departments
and divisions of the college/university
- DepartmentDivision.EOP.Update.Instructions.doc – Instructions on updating the
Emergency Operations Plans
- AcademicAffairs.EOP.doc – An Emergency Operations Plan to maintain or rapidly
restore important education activities
- AuxiliaryServices.EOC.doc – An Emergency Operations Plan to maintain critical
physical support services
- BusinessServices.EOC.doc – An Emergency Operations Plan to maintain ongoing
business support services
- EnvironmentalHealthSafety.EOC.doc – An Emergency Operations Plan to maintain
critical environmental controls
- FacilitiesPlan.doc – Special building protection and recovery planning for the
Facilities Department
- Finance.EOP.doc – An Emergency Operations Plan to maintain critical financial
support for the Finance & Accounting Department
- HumanResourcesPlan.doc – An Emergency Operations Plan to maintain critical
employee support services for the Human Resources Department
- InformationTechnology.DRP.doc – An comprehensive Disaster Recovery Plan outline
of critical technology support services for the IT Department
- PublicRelations.EOP.doc – An Emergency Operations Plan to maintain
communications with employees, students, news media and other interested parties
- ResidentialLife.EOC.doc – An Emergency Operations Plan to maintain housing
services, and emergency shelters
- Security.doc – An Emergency Operations Plan to maintain security before, during
and after a disaster
- StudentAffairs.EOC.doc – An Emergency Operations Plan to maintain critical
student support services

CRISIS/RISK MANAGEMENT PLAN FILES
- DMI.CRMP. doc – The Crisis/Risk Management Planning template that is designed
to become the actual CRMP for your college/university
- HurricaneFloodPlan.doc – A special hurricane and flood plan supplement for colleges
and universities that face a serious hurricane or flood threat
- PandemicPlan.doc – A special plan designed to respond to a pandemic outbreak
- EmergencyResponsePlanFaculty&Staff.doc – An Emergency Response Plan for
distribution to faculty and staff
- EmergencyResponsePlanStudents.doc – An Emergency Response Plan for
distribution to students
- FamlyDisasterPlanning.doc – Important personal information summarized from the
American Red Cross

BONUS MATERIALS
- BonusFiles.doc – Articles, personal planning information, etc. files of educational
value

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HOW TO USE THE RISK AND IMPACT ANALYSIS TEMPLATE

Read the DMI.CCCP.ReadMe.doc file.
- Establish a Management Committee to guide the RIA development process.
Identify a Project Manager(s) to gather information and develop the documentation.
Utilize the Information Collection Checklists and Department/Division Questionnaires files to
gather information.
Review the C&U.RIA.Sample.doc.
Complete the C&U.RIA.doc file for your college/university.

HOW TO USE THE CONTINUITY OF OPERATIONS PLAN (COOP) TEMPLATE

Disaster Management, Inc. recommends that an RIA be completed first.
Review & edit the C&U.COOP.doc file.
Distribute the departmentdivisionresponsibilities.doc file to the department/divisions that need
to develop a plan.

HOW TO USE THE DEPARTMENT/DIVISION TEMPLATE

Disaster Management, Inc. recommends that an RIA be completed first.
Normally the COOP is completed next. However, the COOP and department/division
templates can be completed simultaneously.
Distribute the departmentdivisionresponsibilities.doc file to the department/divisions that need
to develop a plan.

HOW TO USE THE CRISIS/RISK MANAGEMENT TEMPLATE

Disaster Management, Inc. recommends that an RIA be completed first.
Normally the COOP is completed next. However, the COOP and CRMP templates can be
completed simultaneously.
Review & edit the CRMP.C&U.doc file.
If applicable, review and edit the HurricaneFloodPlan.doc file.
Review and edit the PandemicOutbreak.doc file.
Review and edit the EmergencyResponsePlanFaculty&Staff.doc file.
Review and edit the EmergencyResponsePlanStudents.doc file.

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RISK AND IMPACT ANALYSIS TEMPLATE OUTLINE:
Executive Summary
Business Operations
General Operations
Departments/divisions
Recovery Objectives and Strategies
Recovery Objectives
Recovery Objectives – Targeted and Minimum
Recovery Strategies
Risk & Vulnerability Analysis
Identification of Threats
Risk Probability
Expected Scope of Damage
Expected Impact
Risk Evaluation
Support Infrastructure
Buildings and Building Contents
Distance Learning
Personnel
Basic Services
Community Infrastructure
Campus Controls and Exposures
General Campus
Building Evacuation and Other Safety Procedures
Communication Equipment
Communication Procedures
Hazardous Materials
Insurance Coverage
Personnel Policies
Security
Student Shelter
Vital Data Management – Hardcopy Records
Technology Support
Alternate Site Planning
Data Center Controls
Information Security
Critical Data Management
Plan Organization
Key Individuals
Emergency Management Committee
Emergency Response Team
Continuity of Operations Plan (COOP)
Crisis/Risk Management Plan
Emergency Response Plan for Faculty and Staff
Emergency Response Plan for Students
Emergency Operations Plans
IX. Appendices
Alternate/Recovery Site Plans
Important National Weather Service Terms
Incident Command System
Physical Facility Fortification
Important Seismic Terms
IT Alternate/Recovery Site Service Providers
Attachment A – Analysis of Risk

CONTINUITY OF OPERATIONS PLAN (COOP) TEMPLATE OUTLINE:

Introduction
Purpose
Scope
Mission
Recovery Time Objective (RTO) – Targeted and Minimum
Assumptions
Limitations
Organization
Key Individuals
Emergency Management Committee
Emergency Response Team
Role of Faculty and Staff
Role of Students
Continuity of Operations Plan (COOP)
Crisis/Risk Management Plan
Emergency Response Plan for Faculty and Staff
Emergency Response Plan for Students
Emergency Operations Plans
Emergency Actions
Automatic Response
Plan Activation
Monitoring Responsibilities
Plan Activation
Notification
Plan Operations
Level of Response
Emergency Operations Center (EOC)
Location
Critical Incident Command Center
Communications
Ongoing Information – Faculty, Staff and Students
Emergency Operations Center
Location
Personnel
Specifications
Recovery
Emergency Response
Recovery Strategies
Recovery of Normal College/University Operations
Immediate Actions
Initial Recovery Periods
College/University-Wide Recovery
Crisis and Continuity Program Review
Department/Division Responsibility Assignments
Operational Requirements
Appendices
EOC Specifications
Important National Weather Service Terms
Important Seismic Terms
Fire Safety & Prevention
Critical Suppliers & Contractors
Incident Command System
Alternate/Recovery Site Plans
Ongoing Exercise, Training & Update
Attachments
Internal Contacts
External Contacts
Equipment Requirements (by department)
System Requirements (by department)
Risk and Impact Analysis
Crisis/Risk Management Plan
Emergency Operations Plans
Emergency Response Plan for Faculty & Staff
Emergency Response Plan for Students
Additional Attachments

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CRISIS/RISK MANAGEMENT PLAN TEMPLATE OUTLINE:
General Procedures
Section I Introduction
Section II Disaster Event
Section III College/University Recovery Steps
Natural Disasters
Section IV Earthquake
Section V Flood
Section VI Hurricane
Section VII Severe Winter Storm
Section VIII Thunderstorm
Section IX Tornado
Man-Made Disasters
Section X Civil Disturbance
Section XI Criminal Acts
Section XII Hazardous Release
Section XIII Hostile Intruder/Violent Employee
Section XIV Sudden Emergency
Section XV Terrorist Attack - WMD
Other Disasters
Section XVI Accidents
Section XVII Medical Emergency/Epidemic/Pandemic
Section XVIII Utility Disruption
Section XIX Wildfire
Appendices
A: Securing Work Areas
B: Damage Assessments

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HURRICANE & FLOOD PLAN TEMPLATE OUTLINE

I. Introduction
Overview
Mission
Employee Groups

II Teams and Key Individuals
Key Individuals
Emergency Management Committee
Emergency Response Team

III. Plan Execution
Ongoing Preparations
Initial Alert (72 – 96 hours from expected impact)
Alert (48 – 72 hours from expected impact)
Initial Watch (36 – 48 hours from expected impact)
Watch (24 – 36 hours from expected impact)
Warning (6 – 24 hours from expected impact)
Immediate Pre-Strike (0 – 6 hours from expected impact)
Strike (hurricane force winds/flood waters cresting)
Initial Post-Strike (tropical storm force winds/flood waters receding)
Immediate Response (weather conditions now safe)
Disaster Response (travel can now be safely conducted)
Initial Recovery
College/University Recovery
Crisis and Continuity Program Review

V. Appendices
Expected Hurricane Impact
Shelter
Securing Work Areas
Important National Weather Service Terms
Ongoing Exercise, Training and Update

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PANDEMIC PREPARATION AND RESPONSE PLAN TEMPLATE OUTLINE

Introduction
Overview

Plan Organization
Key Individuals
Emergency Management Committee
Emergency Response Team
Pandemic Planning and Response Team
Essential Services

III. Pre-Event Planning
Task Assignments and Planning Status
Social Distancing Strategies
Special Policies for Infected Individuals

IV. Key Decision Factors
Action Levels
Key Factors
An Outbreak Scenario
College and University Response
Mortality Rate

V. Plan Activation

VI. Plan Execution
Initial Actions
Full Activation – Campus Remains Open
Full Activation – Campus Closes
College/University-Wide Recovery
Crisis and Continuity Program Review

VII. Appendices
Expected Impact
Personal Protective Equipment and Policies
Possible Influenza Case
Personal Safety
Disaster Assistance

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DEPARTMENT/DIVISION EMERGENCY OPERATIONS PLAN TEMPLATE OUTLINE

I. Introduction
Purpose
Mission
Requirements of All Departments/Divisions
Specific Responsibilities

II. Plan Organization
Head of the Department/Division
Department/Division Emergency Response Team
Representatives on the College/University Emergency Response Team
Department/Division Emergency Response Team Emergency Operations Center
Exercise and Training
Deadlines

III. Critical Data Management

IV. Resource Identification
Personnel Assignments
Operational Requirements
Special Equipment
Special Supplies
Special Reliance

V. Special Policies and Disaster Response Procedures

VI. Appendices
Work Area Damage Assessments

VII. Attachments
Critical Data Not Secured by Information Technology
Contact Information

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ABOUT THE AUTHOR

Douglas M. Henderson, FSA, CBCP, President of Disaster Management, Inc., has 20 years
of experience in management with major consulting firms. In August of 1992, Doug was the
key associate of the Emergency Response Team for a consulting firm located in South
Miami-Dade County. Inspired by real-life business experience with Hurricane Andrew and
concerned about the lack of preparation within the business and academic community, Doug
founded Disaster Management, Inc. in 1993.

Doug has a Bachelor of Science Degree in Mathematics from the University of Arizona. His
professional credentials include FSA – Fellow, Society of Actuaries and CBCP – Certified
Business Continuity Professional. Doug is also a member of FEPA (Florida Emergency
Preparedness Association), the editor of DisasterALERT!, a member of the Miami-Dade
Terrorist Mitigation Committee, the author of the book Is Your Business Ready for the Next
Disaster? and numerous planning templates for business continuity, crisis management and
emergency management.

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Order #DR820. ISBN #978-1-931332-40-8
Available: June 1, 2007.

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