Public Health

Pandemic Preparedness Plan

Purpose: To save lives and reduce personal, social and economic adverse effects, through the use of appropriate tools and interventions, while balancing benefits against associated costs and risks.

Goals:

  1. Minimize spread and severity of pandemic to students, faculty and staff; and maintain health and safety of the entire university.
  2. Maintain learning environment at as optimal a level as possible by:
    1. Continuing usual learning environment as long as it is safe;
    2. Using alternate methods of education when needed and feasible;
    3. Extending the semester, as needed, for make-up of academic work.
  3. Maintain essential student services (e.g., food, housing) to the degree possible.
  4. Assure rapid deployment of updated information regarding pandemic status in a coordinated effort with Cleveland County Health Department, NC Board of Health, the Center for Disease Control and Prevention (CDC) and the US Department of Health and Human Services.

Due to the unpredictable nature of pandemics and the high degree of variability in particular manifestations, it must be acknowledged that this pandemic preparedness plan is only a basic outline. It will be reviewed and refined on an ongoing basis, even within a pandemic situation.

Definitions and Gardner Webb University Implementation Triggers

The question of when to intervene and take definitive steps is of critical importance. Likewise, the virulence of the organism is a key element in decision making. Gardner Webb University will align the implementation of their Pandemic Preparedness plan with the recommendations made by the Center for Disease Control (CDC), the World Health Organization (WHO), the Federal Government Response Stages, and the Pandemic Severity Index.

GWU will remain Alert for any new pandemic threats and continue to monitor www.cdc.gov for any human infections that pose a threat to our university faculty, staff or students. The Pandemic Crisis Management Team will convene for regularly scheduled meetings and when needed for additional review of the pandemic preparedness plan.

When there are laboratory confirmed cases of human infections in the United States which the CDC determines pose a significant threat of virulence and contagiousness that risks substantial morbidity and mortality, GWU will move to Standby status. In this stage, the Pandemic Crisis Management Team will be convened more frequently in order to closely monitor the dynamic situation. The Pandemic Crisis Management Team will advise the President using the best guidance available from the CDC, the US Department of Health and Human Services, the North Carolina Board of Health, and the Cleveland County Health Department. If lab confirmed cases are identified on GWU campus or a GWU remote site, there is sufficient potential for severe morbidity or mortality, and in keeping with the most current CDC guidelines, the President may declare the University to be in Activate stage.

In the Activate stage, the threat is significant enough for disruption of the university to be warranted and steps be taken immediately to minimize the spread and severity of the pandemic to students, staff and faculty.

[See Appendix I: Criteria for Suspending Classes].

Departments and Essential Functions

  1. Pandemic Crisis Management Team
    1. Maintain a Pandemic Crisis Management Team with members from essential areas including:
      1. Administration
      2. Academic Services
      3. Housing & Resident Life Personnel
      4. University Police
      5. Communications-Media
      6. Facilities- Operations /Housekeeping/ Dining
      7. Human Resources-Policies
      8. Health Professional-Community Medical Providers
      9. Health Information & Policy Consultant
      10. Counseling Services
    2. Create, review and revise Pandemic Preparedness Plan.
    3. Remain Alert to public health threats.
    4. Identify essential personnel and alternates to be in charge of various operations when needed.
    5. Identify Pandemic Response Coordinator and alternate with clear channels of communication and chain of command.
    6. The Pandemic Crisis Management Team will have regularly scheduled meetings to assess the status of the ongoing pandemic and arrange for practice exercises concerning processes, procedures and communication.
    7. Convene as needed during Standby and Activation phases.
  2. Administration
    1. RemainAlert to changes in public health threat.
    2. Ensure communication and distribution of GWU's Pandemic Preparedness Plan.
    3. Maintain an emergency contact list of all faculty and staff including telephone numbers (home and cell) and e-mail addresses.
    4. When Standby phase is reached, communicate University's readiness to respond to an extended pandemic through the University's pandemic response webpage and other media.
      1. Distribute information to faculty and staff regarding best practices to avoid spread of illness
      2. Determine a succession and work-sharing plan for key leadership positions.
    5. Once GWU Activate phase is reached (see Definitions above), and threat is sufficient to indicate an interruption in the delivery of educational services, the President will so declare.
    6. At the time determined to be appropriate by the President and depending on the severity of the pandemic on campus:
      1. The University will cancel extra-curricular, mass gatherings and non-essential, face-to-face meetings.
      2. Aggressive social-distancing measures may be implemented.
      3. Employees who can work from home may be asked to do so. Essential employees should report to work.
      4. The President may declare the University closed (See Appendix I: Criteria for Suspending Classes).
        1. The President's office will determine the duration of the closure, adjustments to the duration period, and a plan for re-opening the campus and recovery.
        2. The President's office will determine the essential services to remain in place as the University transitions to closure.
          [Details of closure as related to specific areas of University Operations are detailed below.]
  3. Academic Services
    1. Remain Alert to changes in public health threat.
    2. When Pandemic Severity Index reaches 4 the GWU Pandemic response will move to Standby.
      1. Students, Faculty and Staff will be told to practice social distancing, practice exceptional hand hygiene and cough etiquette, and isolate themselves if they are ill.
      2. Those with suspected infections will be encouraged to seek care as recommended by public health officials.
    3. Once the President has declared a move to Activate, the Provost in consultation with the President, will determine whether and when to take the following steps:
      1. Extracurricular events on campus will be canceled (See Appendix II: Athletics' Plan).
      2. The University implements alternative delivery methods (i.e., course instruction via Blackboard, MyWebb tools, email, etc.)
        1. Intensive instruction will be made available to faculty for use of distance learning tools.
        2. An emergency attendance policy will be implemented, making it easier for students who become ill to complete course requirements.
      3. Should the President declare the University closed, classes will be cancelled for the duration of the closure.
        1. Alternative delivery methods will continue where possible.
        2. Upon re-opening of the University, the term will be extended as necessary and when possible to ensure completion of classes.
        3. Create a comprehensive plan to address delivery and decision-making regarding academic instruction and access to library resources.

          [These guidelines apply primarily to the Boiling Springs Campus. See Appendix III: Pandemic Action Plan for Offsite Campuses
  1. Housing & Resident Life Personnel
    1. Remain Alert to changes in public health threat.
      1. Will provide educational materials and information resources
        1. Information will be handed out and displayed on bulletin boards from sources like the CDC, www.reslife.net and local, regional and national listserv and publications. RAs, as appropriate, will conduct programs on Pandemics and how to protect yourselves.
      2. May suspend visitation and guest activities, as appropriate.
        1. Our staff will notify the residents that visitation has been suspended until further notice. We will use different methods of communication (fliers, door to door, etc.) to make sure that word gets out.
      3. Will continue to respond to inquiries throughout.
        1. We will stay abreast of all the cases that have been reported on campus and deal with those accordingly. If someone has a confirmed case, then we will implement our plan below, making sure he/she is isolated.
    2. When Standby phase is reached, students will need to be assisted in returning home in an efficient, safe and timely manner.
      1. Will work to make sure that students have a plan of action of returning home. For students that may not have cars, we will try to locate someone that they can carpool with, from the same area.
    3. If students are unable to leave, then services need to be provided on an ongoing basis.
      1. For students who are not ill and are unable to return home, Residence Life will work with Dining Services to provide meals, and with the RAs and Student Activities to provide programs that students can participate in.
    4. If Activate phase is implemented, then those students that remain in the residence halls will isolate themselves from others and notify appropriate individuals if they become ill.
      1. Will work with the paraprofessional staff to “lockdown” the buildings. Students that are not ill will have to stay in their rooms and practice aggressive social distancing. Students that are feeling ill should contact their RA or GRD who in turn will notify us that one of their residents is sick, will then work to implement letter e. of this plan.
    5. Infected individuals will be quarantined, as recommended by CDC and NCBOH.
    6. Will use the rooms that have not housed students (128 Memorial Drive and the rooms in Decker and Stroup Hall) to quarantine students, as needed.
  2. University Police
    1. Remain Alert to changes in public health threat.
    2. Notify the Cleveland County Public Health Department, if any suspected cases are reported to them.
    3. When Activate phase is implemented, distribute required PPE to essential personnel.
    4. Assist with school closure plans and secure campus.
  3. Communications-Media
    1. Remain Alert to changes in public health threat.
    2. Maintain and update GWU web site pandemic response.
    3. Maintain an emergency contact list of all faculty and staff including phone numbers (home and cell) and e-mail addresses.
    4. To provide information to faculty, staff and students about strategies for preventing the spread of disease, develop a multimedia communication campaign including internal and external news media, Web, posters, texting, social media,. This campaign may include information/posters about general hygiene measures such as effective hand washing, use of hand sanitizers, coughing and sneezing etiquette, etc. Healthy habits will also be encouraged including a healthy and balanced diet, adequate sleep/rest, and regular exercise.
    5. In conjunction with University and Media Relations, will develop preliminary draft of key messages, scripts for emergency hotline and templates for web, e-mail and media announcements that quickly can be updated in the event of an infectious disease outbreak.
    6. Launch multimedia communication message when Standby/Activate phase is determined.
  4. Facilities / Operations
    1. Remain Alert to changes in public health threat.
    2. Identify building ventilation systems in the area considered appropriate for quarantine, isolation and temporary housing, if needed.
    3. Identify essential buildings to remain open.
    4. Communicate with custodial staff regarding cleaning protocols according to CDC guidelines and recommendations.
  5. Dining
    1. Remain Alert to changes in public health threat.
    2. When in Activate phase, will move to prepare and deliver meals to quarantined students, as needed.
    3. Coordinate with health services director regarding food needs for ill students.
    4. Coordinate with Residence Life to determine dining needs and schedules for resident students. Consider adjusting times and locations as necessary in order to establish “social distancing.”
    5. If conditions warrant, Dining Services may, in consultation with GWU administration, suspend self-serve areas, such as ice cream, salad bar, pizza and deli areas, in favor of pre-packaged selections.
  6. Human Resources
    1. Remain Alert to changes in public health threat.
    2. Each department should designate “essential functions” and/or “essential personnel.” Backups for these essential persons should be determined. (May require cross training in certain areas.) Departments should determine if some functions could be done at home and make arrangements with necessary personnel to perform those functions at home, should it become necessary.
    3. Issue policy memo to all faculty and staff concerning pay and benefits during a Pandemic Emergency.
    4. Utilize legal counsel to make sure that all policies and procedures comply with Federal and State laws, such as FMLA and ADA.
    5. Policies
      1. Review personnel leave policies.
      2. During Activate phase will assist with distribution of emergency leave policies.
      3. Maintain employee systems remotely, if possible.
        [See Personnel Policy Manual for compensation policy during University closure.]
  7. Health Professionals—Community Medical Providers
    1. Remain Alert to changes in public health threat.
    2. Coordinate and collaborate with public health officials to stay abreast of recommendations for pandemic response.
  8. Health Information & Policy Consultant
    1. Remain Alert to changes in public health threat.
    2. Review Pandemic Preparedness policy and procedure plans for currency and align with recommendations from the CDC and local and state Public Health officials.
    3. Act as resource person for pandemic team in regard to health- related issues.
    4. Coordinate plans with local public health department and care providers concerning seeing those with suspected illnesses, giving antiviral medications and vaccines.
    5. Locate volunteers to give medications and vaccines if recommended.
    6. Encourage students, faculty and staff to receive vaccines.
    7. In Standby and Activate will assist with deployment of recommended Public Health measures.
  9. Counseling Services
    1. Make provisions for telecounseling and crisis referrals.

Appendix I: Criteria for Suspending Classes

  1. Under the Gardner Webb University Pandemic Preparedness Plan, the President and the Provost will make the decision to suspend classes. Agreement on the criteria for such decisions will aid preparedness and response. Suggested criteria include:
    1. World Health Organization (WHO) Phase 6—Pandemic period: Increased and sustained transmission in the general U.S. population.
    2. Confirmation of a high rate of infection, morbidity and/or mortality.
    3. Local public health recommendations to limit or cancel public activities.
    4. Significant reduction in class attendance.
    5. Students leaving campus.
    6. Increased employee absenteeism.

Appendix II: Pandemic Preparedness Plan

Gardner-Webb Athletics

Decision to Cancel an Athletic Contest

Based upon recommendations from the local health department and the coordinator/chair of the Pandemic Preparedness Committee, decisions related to the cancellation of a home athletic event due to health and safety concerns will be made by the President or his designee (Pandemic Coordinator).

Decision to Suspend All Athletic Activity

Based upon the recommendation of the Cleveland County Health Department and information provided by other local agencies, the decision to suspend all athletic events due to health and safety concerns will be made by the President.

Communication

  • Subcultures of students will be identified that may have unique circumstances in the communication efforts. These subcultures include: student-athletes, theater and music students, interns, student teachers, and students on trips out of town. Residence Education personnel or other designated individuals will acquire a list of these individuals and make sure these students are communicated with regarding the University's official response and planned procedures.
  • The Vice President for Athletics will be responsible for communication with the appropriate personnel from visiting teams, the Big South Conference, any other athletics conference, or game officials related to the cancellation of athletic contests.
  • The Head Athletic Trainer or trainer assigned to the affected teams will contact the visiting team's athletic trainers to apprise them of the situation. Additionally, the training staff will also contact teams that had competed on campus during the preceding two (2) weeks to inform them about the events happening on campus.
  • In the event of a cancellation or an attempt to limit the number of individuals gaining access to the campus for an athletic event, the Sports Information Director and the University's Director of Public Relations will coordinate their efforts to distribute this on the University's main website and the Athletics Department website and communicate with the appropriate persons and media outlets.

Appendix III: Pandemic Action Plan for Offsite Campuses

As Gardner-Webb has seventeen sites at which classes are held other than main campus we will coordinate with the facilities where we are holding classes both by having their action plan on file and by informing the various entities of our action plan in advance.

Preparation

Inform professors of precautionary actions to be taken via flyer and email.

Advise students of precautionary actions to be taken via discussion with their professors. Professors initiate based on materials they received (see above). Reinforce via email.

Obtain action plans from various entities (community colleges, churches, high schools and hospitals) where GWU holds classes.

Supply the GWU centers with the necessary items to facilitate prevention.

Reporting of illness

Professor informs main campus health information officer/facilities coordinator.

Students will be encouraged to inform GOAL administrative assistant.

GOAL administrative assistant notifies GWU Academic Health Information and Policy Consultant and informs the dean of the GOAL department and the facilities coordinator.

Health information officer/facilities coordinator informs entity where classes with confirmed/suspected cases are held, as warranted.

Coordination is done between the two entities.

GOAL will maintain a running record of reports, for any further action as needed.

Illness action plan

Action is taken based on overall campus plan coordination between GWU and facility where classes are held.

Health information officer and facilities coordinator will coordinate informing site administrators, GWU students and GWU professors at specific site(s) of the case/possible exposure.

Health information officer/facilities coordinator inform other sites as needed based on interaction between GWU professors with students at more than one campus/site.

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