A Guide to Academic Continuity Planning

Transcription

1 A Guide t Academic Cntinuity Planning Recmmendatins fr UMass Amherst s Academic Departments in Preparatin fr Crises that Impact the Academic Cre f the University OVERVIEW Academic Cntinuity is the prcess f preserving the functins f the academic cre f the university. This includes teaching and learning, as well as thse prcesses that impact faculty life, namely appintment, prmtin, and tenure. Crises in higher educatin impact different aspects f the university and warrant institutinal respnses in a variety f ways, depending n the type, scale, and level f crisis. Accrding t crisis management literature, a crisis is a lw-prbability, highimpact event that threatens the viability f the institutin, and is characterized by ambiguity f cause, effect, and means f reslutin, as well as by urgency f decisin-making. At a minimum, a crisis presents peratinal disruptins that may require emergency actin t prtect human life, academic cre functins, and physical assets. Crisis management mves beynd emergency preparedness r reactin plans fr specific ccurrences and is a systemic way t avert crises r manage thse that d ccur, and if dne effectively, shuld avert ptential crises r result in mre successful utcmes. A strng, institutinal crisis management plan shuld address a brad range f crises, and emphasize cmmunicatin, transparency, and learning frm self and thers. Academic Cntinuity Planning, then, fcuses n mitigating risk and reducing the ptential damage if an event were t ccur, in rder t prepare the university and its units t resume essential university peratins mre rapidly than if such a plan did nt exist. It shuld be nted that academic cntinuity planning differs frm crisis management planning in that it encmpasses a greater range f crises, and fcuses n hw crises might specifically impact the academic functins f the institutin. The academic cntinuity planning prcess shuld serve t prepare fr a mre practive respnse and mitigate the harsh impact f ad hc respnses t campus crises. Hwever, it des nt supersede the apprved prcess fr financial exigency planning nr des it establish a different set f criteria fr such financial exigency planning. Impact f crises that can have implicatins n the academic functins f the university: Prlnged campus clsures r quarantines Extensive damage t campus buildings and equipment Disruptin f cmputer systems peratins Acts f vilence that necessitate fcused clsures and security measures fr human safety PURPOSE The purpse f this guide is t prvide a general framewrk t guide planning and decisin-making as it pertains t the academic functins f the university in the case f a campus crisis. The fcus here is nt n the university s verall respnse t an institutinal crisis, but t raise questins and address issues related t the academic cre f the institutin which need t be cnsidered in any crisis respnse plan. This plan hnes in n issues related t teaching, learning, prmtin, tenure, and faculty appintments. Draft Dec 2014 V1

2 A Guide t Academic Cntinuity Planning GUIDING PRINCIPLES AND GUIDELINES FOR PLANNING The fllwing serve as principles which shuld be cnsidered thrughut the planning prcess t help guide cnsideratins fr academic cntinuity planning. Cmmunicatin A strng cmmunicatin plan needs t be in place. Internally, institutins must be prepared t cmmunicate effectively and in a timely manner with all faculty, staff and students acrss the university r n a specific campus. Such cmmunicatin links are essential in making apprpriate and respnsible decisins as the institutin mves frward. Teams need t be designated s that when a crisis ccurs the lcus f decisin making is already in place and can be quickly cmmunicated t all thse wh will be impacted by the decisins. Particularly with academic cre decisins, having vertical lines f cmmunicatin flwing frm the campus academic leadership thrugh t deans and department chairs will be imprtant. Effective and efficient cmmunicatin systems, which cnsider the unavailability f resurces which is likely in the event f crisis, must be in place befrehand. This system f cmmunicatin shuld include the identificatin f key individuals wh will serve as primary cntacts in times f crisis, and include a line f successin shuld these individuals nt be available. Mrever, a strategy fr external cmmunicatins with cnstituents and stakehlders is als an essential cmpnent t be cnsidered ahead f time. Timeliness Timeliness is f upmst imprtance in respnding t crises. When planning and carrying ut planning decisins, specific guidelines fr timeframes must be cnsidered fr different situatins s as t ensure prmpt respnse in addressing issues psed by academic crisis. Hwever, equally if nt mre imprtant, the integrity f different functins and prcesses f the academic cre f the university are t be preserved and maintained. INSTRUCTION Principles and Guidelines fr Planning Teaching, research and instructin are the primary activities and respnsibilities f the university, and are mst susceptible t interruptin during crisis. The fllwing serve as primary principles and guidelines t be cnsidered during the develpment f yur unit academic cntinuity plan. Cmmunicatins t students shuld be written clearly and shuld include the cmpnents f effective cmmunicatin, such as date, title, authr, subject, ratinale, and lists f surces t gain answers r further infrmatin. Such cmmunicatins need t be dne in a timely manner. Flexibility will be a vital piece in cntinuing with academic functin f the university in the time f crisis. The fllwing guide accmmdatins which shuld be cnsidered during planning: Academic units and faculty alike shuld be flexible t allw students t make up missed time/cursewrk in the case f certain students being affected by a crisis and thers nt. Alternative curse fferings shuld be cnsidered whenever pssible, either thrugh the use f technlgy, alternate teaching space, etc. These decisins shuld be situatinal and empwer faculty t cnsider creative slutins t uphlding student learning as a principle pririty. Clinical curses/student teaching/fieldwrk Schls will infrm students participating in curses which meet at lcatins ther than campus classrms what prcedure will be used t determine if the student shuld attend the ffsite experiences. Attendance expectatins at ffsite lcatins may differ frm the decisins fr campus buildings and are utside f UMass cntrl. Each schl having students enrlled in clinical r ff-site curses shuld review its existing plicies abut clinical make-up rules in light f a pssible crisis. Cnsideratin f accreditatin and graduatin requirements shuld be factred int planning and decisins. Page 2 f 6

3 A Guide t Academic Cntinuity Planning In rder t preserve academic integrity, the fllwing guidelines shuld be cnsidered when taking int accunt instructin time lst due t campus crisis: Beginning f the semester if students miss the first cuple f classes, can the faculty adjust wrklad in the curse by altering assignments alne and nt change class face time? Changing face time is subject t classrm availability and ntificatin t the class. Psting make up assignments and lecture ntes are ne pssibility. Deans/department chairs need t cnfer with faculty in curses that are affected by absences in making these decisins. Secnd quarter f the semester interruptin during the secnd quarter shuld be dealt with by wrklad/assignment adjustments, nt adding additinal class face time. Faculty can pst make up assignments and lecture ntes. Midterm interruptin cming at midterm will require exam flexibility n the part f faculty and make-up exams will be needed. Last quarter Faculty shuld entertain the idea f giving incmpletes ther ptins are giving a make-up exam later r giving the grade earned t-date in the curse. Faculty and units need t redefine what it takes t be dne with the curse in light f perfrmance t date in this scenari. If there are prjects that are nt cmpleted, can faculty extend deadlines and still get grades ut by the end f the defined semester? Issues and Cnsideratins The fllwing tpics and subsequent questins are t aid in the planning prcess. They shuld be cnsidered thrughut yur unit planning and addressed within yur final academic cntinuity plan. Accreditatin Is there any direct, immediate impact t campus r prgram accreditatin? Will the accreditatin calendar need t be adjusted t reflect time lst t crisis r management f crisis? D accrediting bdies need t be infrmed f the crisis and the university s plan t respnd? Wh is respnsible fr filing apprpriate ntificatin with campus, schl, and/r unit accrediting bdies? Academic calendar What percentage f the curse time must be lst in rder fr a semester t be unsalvageable? Is there a pint in the semester after which sme cnsideratin shuld be given t awarding a grade based upn perfrmance t date? Hw will the academic calendar be adjusted in rder t reflect time lst? Shrten scheduled vacatins Eliminate scheduled days ff Extend semester calendar Lengthen remaining class perids Will accelerated degree prgrams, cndensed summer curses, r 8-week curses require different cnsideratins if significant time is lst? Alternative Space and Preservatin f Materials What are the prcedures needed in rder t secure alternative space fr administrative ffices, academic services, and classrms? Are there any flexible spaces n campus r within the institutin that are suitable fr classes, ffices, r service spaces that aren t currently being used fr these purpses? Wh might be able t wrk frm hme r n different time schedules? (i.e. sme ffices might be able t wrk in shifts) Page 3 f 6

4 A Guide t Academic Cntinuity Planning What steps are needed t prepare academic units t perate in alternative lcatins including ff campus sites? Are prcedures and practices in place t preserve unique curse related materials including exams and curse evaluatins? Curse Offerings What transfer pprtunities will be in place amng UMass campuses, Five Cllege Cnsrtium and with ther institutins? Is there a pririty fr which curses wuld be cntinued? What are sme alternative mdes f curse delivery if classrms are inaccessible and what classes culd be ffered in this way? Online, distance learning Alternative curse schedule and lcatins Blended curses that share existing classrm times Other Academic events Which ceremnies cannt be canceled and must be held every year? (Traditins, messages cnveyed, etc ) Cmmencement Funder s Day Events What external grups are using the campus at any given time? D we have a master list f these peple and where they are n campus? Identificatin f additinal faculty Hw will campus, schls, and units respnd in the instance where an entire academic unit is cmpletely unavailable as a result f crisis? What ptins d units have in the instance where the entire faculty is inaccessible fr extended perids f time? Operatinal cnsideratins fr classes: Schls will maintain a list f curses and their faculty f recrd and will prepare a list f back-up instructrs in the event faculty f recrd becme affected by the crisis. We realize back up instructrs may nt be available fr sme specialty r graduate curses. Each schl needs a plicy abut hw it will cmmunicate class cancellatin t the students in the curse, including wh is respnsible t d this. When labratry sectins f curses cannt be prepared due t a crisis lab classrms may have t clse even thugh classes in general d nt. Each schl with labratry curses must have a plicy n hw the decisin t clse labs will ccur. There are generally n additinal lab times fr make-up labs due t labratries being at capacity n mst campuses, s affected schls will need t make decisins abut hw t grade labratry cmpnents in such an event. Cnsider if anther campus might assist with labratry classrms fr a shrt time. When gatekeeper peratinal supprt ffices need t be shut dwn due t impact f the crisis n key peple, alternative plans fr student supprt fr thse functins need t be in place as reflected in business cntinuity plans. Examples f such ffices include schl advising centers, math assistance center, writing center, etc. Additinal issues will need t be addressed at the pint f decisin making. Fr example, the triggers fr shutting dwn extra-curricular student events, especially big gatherings and fr clsing public gathering places, such as a campus/student center. Everyne wh needs t be invlved in the decisin will be cnsulted at that time. Depending n the timing f a crisis within a semester, units will need t give sme thught t what cnstitutes cmpletin f a curse. This is a curricular decisin that must be made in the schl based n student knwledge needed t enrll in subsequent curses, and ther such factrs. Page 4 f 6

5 A Guide t Academic Cntinuity Planning Sabbatical What is the prcess t address interruptin f sabbaticals due t a crisis? Teaching Hw can the academic time required fr the curse be altered? Can curse material be cndensed and priritized in the event that teaching time is lst? What alternatives if any are available fr curses with labratry requirements? Des suitable alternative classrm space exist? D alternatives exist fr faculty t utilize ther Five Cllege Cnsrtium Clleges r curses fr cntinuing t prvide instructin t enrlled students? Are there any flexible spaces n campus r within the institutin that are suitable fr classes, ffices, service spaces that aren t currently being used fr these purpses? D acceptable spaces exist in the cmmunity that surrunds the campus? Are alternative mdes f curse delivery apprpriate and is it pssible t develp strategies fr these in advance? Online Pdcasts Other mdes which require faculty t adjust traditinal way f teaching. With curses delivered nline (distance educatin, nline curses, asynchrnus, hybrid curses), if technlgy system unavailable, hw might faculty adjust t alternative appraches? Are there alternatives fr addressing class times? Shift time f day classes are ffered in rder t accmmdate lack f air/heat, lighting, etc Lengthen curse meeting times t make-up fr lss f class perids. Page 5 f 6

6 A Guide t Academic Cntinuity Planning OTHER ISSUES FOR CONSIDERATION Library Services The UMass Library prvides strng cllectins, quality service and instructinal prgrams, and leadership in the applicatin f infrmatin technlgies. In the time f crisis, particularly ne which has lng-term effects n the peratins f the university, library peratins will be imprtant t cnsider. Fr instance, if a campus library is clsed, will there be a way t utilize the interlibrary lan services t request bk delivery withut needing a campus library as a delivery pint? Hw might students and faculty be able t access bks and ther research materials during interruptin f peratins? Will sme materials still be available and accessible while thers are much mre restricted? Financial Aid The campus ffice f financial aid serves a vital rle in supprting and advising students. Hwever, awarded state, federal, and institutinal aid are embedded with varius stipulatins and nuances. Hw these are t be navigated in rder t prtect students needs t be addressed by a different cmmittee which is knwledgeable in these areas and experienced in navigating the financial aid system. Research and Grant Management While grant agencies are usually sympathetic t universities during times f crisis, peer-institutinal research has shwn that cmplaisance is ften given in the frm f n-cst extensins. These extensins allw faculty t finish their research, hwever d nt accunt fr faculty, researcher, and graduate student salary and benefit csts which are defrayed by grant mnies. Hw this might addressed in rder t preserve the integrity f the research functin f UMass UMass must be cnsidered.. Whatever the emergency r event, UMass' gal is t be "Ready" s that we can cntinue ur teaching, research and public service missin with minimal interruptin Fr Mre Infrmatin Cntact the Office f Emergency Management Jeffrey Hescck Directr f University Emergency Management and Business Cntinuity Office: jhescck@ehs.umass.edu r Rbert Lafrd Assistant Directr f Emergency Management and Business Cntinuity Office: rflafrd@ehs.umass.edu Page 6 f 6