University of Maryland Baltimore H1N1 Pandemic Plan
September 9, 2009 – Version 1.3a Purpose
The following Plan outlines the steps UMB will take to reduce the risk to the health and safety of its faculty, staff, students, clients, and patients, and to meet its education, research and health care missions during an H1N1 pandemic. This Plan is subject to change in accordance with updated government directives and information on H1N1. Responsibilities during an H1N1 Pandemic
- The President has overall responsibility for UMB’s response to the H1N1 pandemic.
- The President has delegated to the UMB Emergency Management Team (EMT) authority to manage UMB’s response to the H1N1 pandemic.
- The EMT will establish a subcommittee of medical experts to provide guidance to the EMT on UMB’s response.
- University Emergency Management Plan: The Emergency Management Plan outlines how UMB manages emergencies on campus. During an H1N1 pandemic, UMB will manage its response in accordance with the Emergency Management Plan.
- The EMT will coordinate UMB’s response to an H1N1 pandemic with the University of Maryland Medical Center (UMMC), the Baltimore Veterans Affairs Medical Center, and the University System of Maryland (USM).
- Each School and administrative unit is responsible for implementing its Continuity of Operations Plan (COOP).
- The Educational Technology Committee is responsible for implementing online instructional continuity plans.
Communication
- UMB will communicate with the campus community on a timely basis during an H1N1 pandemic.
- The EMT, through the Office of External Affairs, will inform the campus community where up-to-date information on an H1N1 pandemic can be found and how it will be communicated during a pandemic.
- The Office of External Affairs is responsible for communicating official directives and information from UMB to the media.
- Communication plans include:
a) A campus website as an official source of information on the UMB’s response to an H1N1 pandemic.
b) Periodic e-mails to staff and students on UMB’s response to an H1N1 pandemic.
c) As appropriate, use of social networking systems to communicate information during an H1N1 pandemic.
d) Communicate with external groups (such as parents, patients, and clients) during an H1N1 pandemic.
- The Vice Dean for Clinical Affairs of the School of Medicine and the Director of Student and Employee Health or their designee(s) will be the primary contacts with local, State, and Federal health agencies.
- The Director of Public Safety or designee will be the primary contact with local, State, and Federal law enforcement.
Continuity of Operations - Reduction of Campus Operations, Campus Closures, Cancellation of Classes and Public Events
a) The President or designee will determine whether to reduce the level of campus operations, cancel classes, cancel public events, or close UMB. The following factors will be considered when making that decision:
i) Directives from the Government or USM
ii) Actions by other universities that affect UMB operations
iii) Transportation system or public school closures
iv) Other factors related to an H1N1 pandemic
b) A UMB School that cancel classes or events prior to an official closing or cancellation by UMB will inform the President’s Office of the actions taken at the School level.
c) Leave for employees during a campus closure will be in accordance with existing leave policies, unless directed otherwise by USM.
- Academic Continuity
a) Each School will determine how to ensure the continuity of its academic programs. In the event of disruption in classes, each School will determine the appropriate changes to make to its academic calendar. The President or designee must approve changes to the academic calendar.
b) The Educational Technology Committee will develop plans for online instructional continuity during an H1N1 pandemic.
c) Refunds for tuition and fees during an H1N1 pandemic will be in accordance with existing University refund policies, unless otherwise directed by USM.
- Research Continuity
a) Access to UMB may be restricted during an H1N1 pandemic. In addition, the ability to provide utilities, security, and other support services may be affected. Thus, UMB may have limited capability to support research programs.
b) Schools will prioritize research programs and coordinate with the Emergency Management Team in order to indentify the support services required for priority research programs.
c) When prioritizing research, Schools will place the highest priority on protecting human life and the well-being of the surrounding community. Other factors Schools should consider include the protection of research animals and property and the environment and maintaining the integrity of research programs.
- University Student and Employee Health, Dental and other Medical Clinics
a) UMB health clinics will develop plans for delivering services during an H1N1 pandemic. UMB health clinics will coordinate their plans with the EMT to ensure that adequate resources are in place to handle public demand for health services.
b) During an H1N1 pandemic, UMB will place a high priority on ensuring that clinics remain operational. However, in the event that adequate resources are not available to ensure health care services can be delivered safely, clinics may triage requests for service or close temporarily.
- Travel
a) In addition to existing travel policies, UMB will consider Center for Disease Control travel advisories during an H1N1 pandemic. The President may restrict UMB travel.
b) The Center for Vaccine Development Traveler’s Clinic will provide guidance to the EMT on travel restrictions during an H1N1 pandemic.
Vaccination Plan
- The H1N1 vaccine will be provided to staff and students in accordance with Government distributions guidelines. Because initial supplies may be limited, the Director of Student and Employee Health will develop an internal prioritization list. The internal prioritization plan developed by the Director of Student and Employee Health should be vetted by the EMT expert subcommittee.
- Students who require vaccination for School-related activities will be vaccinated in accordance with UMB Policy V - 1.00(A) - UMB Immunization Policy. Students who have clinical exposure must be vaccinated or sign a declination letter. Students who sign a declination letter may not be allowed contact with patients in accordance with the policies of the clinical site where they are working.
- As a mitigation strategy, UMB will vaccinate employees for seasonal influenza or other possible pandemic influenzas as follows:
a) UMB employees under contract with UMMC will be vaccinated for seasonal influenza and H1N1 by UMMC.
b) Clinical areas will be responsible for vaccinating their staff for seasonal influenza and H1N1.
c) Essential employees will be required to either be vaccinated for seasonal and H1N1 influenza or sign a declination form. The cost of influenza vaccination will be the responsibility of the employee’s department.
d) UMB will make the seasonal influenza and H1N1 vaccine available to its staff and students at a reasonable cost. Student and Employee Health will administer the program.
Infection Control
- Infection Control and Prevention
a) UMB will follow CDC recommendations regarding infection control and prevention practices during an H1N1 pandemic. UMB will provide faculty, staff and students information on infection control practices and make available infection control equipment.
i) Current CDC recommendations on infection control and
prevention strategies can be found at:
http://www.cdc.gov/h1n1flu/guidance/workplace.htm
ii) UMB health clinics will follow CDC recommendations regarding
infection control and prevention practices in a health care
setting. Health clinics will provide staff and patients information
on infection control practices and make available infection control
equipment. Current CDC recommendations on infection control
and prevention strategies for health care settings can be found at:
http://www.cdc.gov/h1n1flu/guidelines_infection_control.htm
b) UMB will post information on disease prevention methods.
i) CDC brochures and flyers on H1N1 are found at:
http://www.cdc.gov/h1n1flu/flyers.htm and
http://www.cdc.gov/germstopper/materials.htm
c) UMB will attempt to order and maintain an inventory of antiviral medications for H1N1. Student and Employee Health will be responsible for recommending antiviral medications and quantities to be ordered, and maintaining the inventory in accordance with CDC guidelines.
- Supervisor’s Ability to Send Employees Home
a) In accordance with CDC recommendations, supervisors may send employees home if the employees exhibit symptoms of the disease causing the H1N1 pandemic. CDC currently recommends workers not come to work as follows:
i) For non-health care settings, CDC recommends that people with
influenza-like illness stay home until at least 24 hours after they
are free of fever (100° F [37.8°C]), or signs of a fever without
the use of fever-reducing medications.
ii) For health care settings, CDC recommends that people stay home
for seven (7) days from symptom onset or until the resolution of
symptoms, whichever is longer.
b) The President or designee may temporally authorize advanced sick leave for employees without leave balances to cover their absence when sent home by their supervisor.
- Infection Prevention Supplies
The EMT will be responsible for procuring and storing adequate infection prevention supplies for an H1N1 pandemic.
Affected Groups
- Students
a) UMB will inform students of its response to an H1N1 pandemic.
b) The University Student Counseling Center will provide counseling to students during an H1N1 pandemic.
c) Schools will inform students of changes in their educational requirements, changes to the academic calendar, and other items related to their education resulting from an H1N1 pandemic.
- Essential Employees
a) Employees listed as essential in their respective COOP or who have received written notification that they are essential will be required to report to work during a campus closure. Upon adoption of this Plan, Schools and departments should verify that the COOP correctly identified essential personnel and that non-exempt personnel have received written notice of their designations as essential, as required by the Memorandum of Understanding between the University of Maryland, Baltimore and American Federation of State, County and Municipal Employees for the Non-exempt Employee Unit (“MOU”).
b) Exempt employees are not compensated for time worked during a campus closure. See USM Policy VII- 6.10, Policy on Work Schedules for Regular Exempt Employees.
c) Non-exempt essential employees will be compensated for time worked during a closure in accordance with UMB and USM policies and the most current MOU.
d) UMB reserves the right to designate additional employees as essential during an H1N1 pandemic.
- Faculty and Staff
a) UMB will attempt to deliver pay checks on a timely basis during an H1N1 pandemic. Employees are encouraged to change to direct deposit to reduce risk of delay in receiving pay checks as a result of the payee’s illness, campus closure, or other factors.
b) The use of sick leave will be managed in accordance with the University’s policy on sick leave, USM Policy 226.0 VII-7.45.
Referenced Policies, Emergency Plans and Labor Agreements
- University System of Maryland (USM) Policy VII- 6.10 Policy on Work Schedules For Regular Exempt Employees.
http://www.usmd.edu/regents/bylaws/SectionVII/VII610.htm
- USM Policy 170.0 VI-12.00 Policy on Emergency Conditions: Cancellation of Classes and Release of Employees
http://www.usmd.edu/regents/bylaws/SectionVI/VI1200.html - UMB V - 1.00(A) - UMB Immunization Policy
http://cf.umaryland.edu/hrpolicies/section5/t50100Asa.html - USM Policy 226.0 VII-7.45 – Policy on Sick Leave
http://www.usmd.edu/regents/bylaws/SectionVII/VII745.html - University Emergency Management Plan
- Most current Memorandum of Understanding (MOU) between the University of Maryland, Baltimore and American Federation of State, County and Municipal Employees (AFSCME), Non-exempt Employee Unit.
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