1 School of Theatre and Dance Business Continuity Plan 5/23/13 Leadership Succession List here the people who can make operational decisions if the head of your department or unit is absent. Name Phone Alt Phone Number Number Head of Operations John Shearin First Successor Jeff Woodruff Second Successor Robert Caprio Third Successor none Objectives Considering your department s unique mission, describe your university support service, teaching, research service objectives, etc. List those services that will still be critical if the University were to close. Instruction is the primary mission of the School of Theatre and Dance. If the university were closed to students, face-to-face instruction would be suspended until the university reopened. If facilities became unavailable for any length of time, alternate means of delivering instruction will be critical. Much of the instruction--such as all technique classes in acting, musical theatre and dance--is experiential and cannot be duplicated if the participants become widely scattered. For such courses, faculty will need to develop alternative assignments that can be communicated via electronic resources. Alternate instruction will be maintained through the use of Blackboard, and other electronic means, provided servers remain functional and power is available. Theatre and dance production in public performance is also an important part of the unit s mission. As we did during the aftermath of Hurricane Floyd, when widespread flooding necessitated changes in performance schedules, we will broadcast such changes through various news media and internet web communication. For general communication with faculty, students and other clients, the SoTD maintains an electronic callboard to which all constituents are expected to subscribe for up to dates notices and announcements.
2 Emergency Access to Information and Systems If access to your department s information and systems is essential in an emergency, describe your emergency access plan below. This may include remote access (or authorization to allow remote access), contacting IT support, Blackboard, off-site data backup, backup files on flash drives, hard copies, or use of alternate systems (e.g., Yahoo). Pre-arrange any authorizations that are needed. Access to SoTD information and systems is not essential in a short-term emergency less than two-weeks duration. However, in the event of a long-term crisis, access to electronic records for faculty and students, course load and schedule files, inventory records, and donor databases is assured through storage on back-up external hard-drives, stored in locations apart from the administrative offices. Departmental Phone Tree Department: School of Theatre and Dance Department Head: John Shearin, Director (Adjust margins to the most useful size. Modify to suit your department s needs.) Employee Work Phone Home Phone Cell Phone Home Duties John Shearin contact Jeff Woodruff Connie Ballance Robert Caprio Natalie Stewart Patricia Weeks Cybele Moon All contact information-- phone, cell phone and addresses--is on file in the School of Theatre and Dance Cybele Moon contact Dorothy Austin Andrea Heilman Jeni Parker Reid Parker Erich Keil All contact information-- phone, cell phone and addresses is on file in the School of Theatre and Dance
3 Natalie Stewart contact Gregory Funaro Patricia Clark Jill Carlson John Carlson Leonard Darby Michael Tahaney Tracy Donohue Hector Garza Patricia Weeks contact Galina Panova Tommi Galaska Teal Darkenwald John Dixon Dirk Lumbard Marissa Nesbit All contact information-- phone, cell phone and addresses is on file in the School of Theatre and Dance All contact information-- phone, cell phone and addresses is on file in the School of Theatre and Dance Music Michael Tahaney contact Rhonda Riley Mollye Otis Josiah Stocker Jonathan Sitton Jeff Woodruff contact Rebeca Gomez All contact information-- phone, cell phone and addresses is on file in the School of Theatre and Dance All contact information-- phone, cell phone and addresses is on file in the School of Theatre and Dance
4 Essential Function/Task List Unit: School of Theatre and Dance School Head: John Shearin Departmental Mission Essential Functions (departmental functions critical to the operation of the University and department). Note: most University mission essential functions such as payroll, after event counseling, etc. have already been planned for. Focus on Departmental missions that support University operations and/or it s recovery from damage. Function Task Employee/s Trained Pre-Disaster/Pandemic Computer Backup Backup information, records, etc. C. Ballance, J. Shearin, J. Woodruff, R. Gomez Departmental Phone Tree Employee contact information list Shearin, Stewart, Moon, Tahaney, Weeks Records Maintenance In the event of a flood, assure the safety of Shearin, Ballance, Woodruff, Gomez paper personnel records Lighting Equipment Make sure instruments in storage and boards are Keil Scenic and Properties construction equipment Costume construction equipment Instructional adjustments out of harm s way Make sure tools and equipment is out of harm s way Make sure tools and equipment is out of harm s way Instructional plans, alternate syllabi and other instruction-related processes R. Parker, J. Parker, A. Heilman Moon, Austin All teaching faculty After Disaster/Pandemic School of Theatre and Dance safety check and operations start-up. Assess technology function Assess faculty readiness for start-up Contact School Staff to assess safety and availability status Computer/network evaluate status Use phone tree to assess safety and availability status of the faculty Shearin Ballance, Woodruff, John Carlson Shearin, Stewart, Weeks, Caprio, Tahaney
5 Assess equipment for teaching and production Evaluate status of teaching and construction equipment Continued next page Shearin, J. Parker, R. Parker, Moon, Keil and all faculty using Smart Classrooms Critical Data/Software Inventory Department: School of Theatre and Dance Location of Data Backup Disks: External hard drive/s in J. Shearin s office Data/Software Normal Location Backup location Employee Responsible for Backup C. Ballance, J. Shearin MS Office 2008 Server External hard drive daily Paciolan (Box Office) Remote server Remote server Woodruff, Gomez daily Date Last Backed up Essential Back-up Forms, Rosters, References, etc. (paper) Determine what paper based forms, rosters & reference material your department might need to continue essential functions and operations should electronic service not be available. Form, Roster, Reference, etc. Identity Storage Location Quantity onhand Employee Responsible Course rosters SoTD Office 1 per course Ballance Paper Applications SoTD Office 100 Ballance undergrad Back up time sheets SoTD Office Ballance Personnel Files Director s 1 per faculty Shearin Office Date Verified
6 Employee Work-at-Home Plan This form is for supervisors to assign work-at-home assignments for each of their employees. Consider what resources an employee has at home and adjust assignments according to their resources. Also consider what other resources and contact information, software, documents, data the employee might need to complete their assignment. Each assignment should be able to be completed or continued with what resources they have at home and with other resources arranged for in advance by the supervisor. Employees: Faculty and Staff Assignment FACULTY Maintain communication with students and assign material as possible using blackboard, , or other electronic resources. Files, materials, data needed Syllabi will inform students of emergency communication. University File Source ECU servers Phone # & address for assignment related contacts School faculty will maintain student rosters for course sections. STAFF Maintain communication with SoTD administrator and leadership, and maintain essential function using SoTD laptop or ipad computers Essential Databases are accessible from remote locations, contingent upon power supply and network capability SoTD server and external hard drive/s See Phone Tree ADMIN Maintain communication w/external constituencies through boxoffice software Set up VPNs at home Paciolan (remote-california) Woodruff, Gomez see phone tree
7 Departmental Recovery Assignments Department: School of Theatre and Dance Date discussed with staff: 7/7/10 Essential Function Recovery Activity Employees Assigned Systems Check Boot up system, Ballance, evaluate data Gomez accuracy, upload backup data if necessary Records check Evaluate status of Shearin, Ballance personnel and Equipment Check student records Evaluate status of SoTD equipment in scene shop, paints and props shop, lighting shop, costume shop R. Parker, J. Parker, Heilman, Moon, Austin, Keil, Faculty using Smart Classrooms Assignment Location Messick Theatre Arts Messick Theatre Arts Messick Theatre Arts Office systems check Accounting and Box Office Management Systems Check Piano Check Evaluate status of SoTD office Evaluate status of systems and restarting accounting and ticketing operations Evaluate status of repair and tuning of pianos Ballance Woodruff, Gomez Sitton, Stocker Messick Theatre Arts Messick Theatre Arts Messick Theatre Arts
8 Key Internal (Within ECU) Dependencies All ECU departments rely on ITCS, Payroll/Purchasing/Finance, Public Safety and Facilities Services. List below any other products and services upon which your department depends and the internal (ECU) departments or units that provide them. Dependency (Product or Service) Provider (ECU department) Dependency (Product or Service) Provider (ECU department) Dependency (Product or Service) Provider (ECU department) Dependency (Product or Service) Provider (ECU department)
9 Key External Dependencies List below the products, services, suppliers and providers upon which your department depends upon to complete its essential activities. We recommend that you encourage them to prepare a Disaster/pandemic influenza continuity of operations plan. Dependency (Product or Construction materials for scenery, properties service) and costumes Primary Alternate Supplier/Provider Phone Numbers Dependency (Product or Many local vendors On file with shop area heads service) Primary Alternate Supplier/Provider Phone Numbers Dependency (Product or service) Primary Alternate Supplier/Provider Phone Numbers Dependency (Product or service) Primary Alternate Supplier/Provider Phone Numbers
10 Critical Function Hardware Inventory Inventory and list hardware needed to conduct critical functions. Description Make Model Serial # Replacement cost Our inventory list is huge, consisting of lighting equipment, construction equipment, cuttingdraping-stitching equipment, paint storage, props storage, operating boards, dimmers, et al. Essential and high-end elements are kept on file with the university. Inventory lists of other support equipment, such as workstations, laptops, Smart Classroom inventory, etc. is kept on file by the University. Location
11 East Carolina University Disaster Recovery/Business Continuity Plan Testing Documentation Instructions: The following template should be utilized in documenting the test results of the annual disaster recovery/business continuity plan for user departments. A copy of this document should be kept on file in the user department and stored on-line with Information Technology and Computing Services. Please type NA if a particular section does not apply. Test Schedule: Work Unit: School of Theatre and Dance Participants: Shearin, Woodruff, Caprio, Ballance Name of Person(s) Completing This Form: Shearin Date of Test: 7/9/10 Time of Test: 9:00am Location of Test: Messick Theatre Arts office Vendors Involved: N/A Test Resource Requirements: System Resources: N/A Network Resources: N/A Off-Site Stores: N/A Forms and Records: N/A Other: N/A Test Objectives: List the test objectives and describe the anticipated results or goals of each objective. Objectives: As the first test of our new plan, the main objective of this test was to make the staff aware of the plan and their duties as outlined in the plan. Our second objective was to look for weaknesses in our plan.
12 Test Results: For each test objective, list the actual results of the test. Keep any supporting documentation of the test results on file in the department and note the location of the supporting documentation. Location of Supporting Documentation: Director s Office fireproof file Results: Staff members were made aware of the plan and understand their essential functions as related to the plan. Faculty will need to be informed in the fall and will need to include contingency instructional statements in their syllabi. The most important weakness of the plan is that this template forces a general plan for all contingencies. To be a more effective plan, we feel the need to consider different scenarios fire, flood, pandemic, hurricane, cyber attack separately, with the possibility of different solutions depending on the scenario. This will be an ongoing project. Summary of Observations: Summarize the test results and include any procedures and/or objectives that need to be revised. If the disaster recovery/business continuity plan needs to be revised as a result of this test, please update the on-line copy and any off-site copies. As a result of this test, the following information has been obtained: Our 9 grand piano will not be moveable from the Studio Theatre in an acute flood emergency. As a result of this test, the following procedures have been revised: n/a Based upon the results of this test, future tests will include the following objectives: To acquaint the faculty and staff with the plan. To monitor the plan for revision and continuing effectiveness.
13 DIVISION BUSINESS CONTINUITY/DISASTER RECOVERY PLAN To the Division Head: The Internal Auditor s office, ITCS and the Office of Environment, Health & Safety (EH&S) are pleased to present a format to help you prepare your Division s Business Continuity/Disaster Recovery plan (CB/DRP) The BC/DRP is an integral part of an overall campus emergency preparedness program. Putting the written program into action provides specific guidance for your Division staff to follow when, due to an emergency, the EMERGENCY OPERATIONS PLAN is implemented. These document are meant to be a tool for your Division and sub-units to use to develop a systematic Emergency Action Plan and a guide to help your staff organize their response to an emergency to ensure business continuity. Once developed, this plan should be reviewed and tested annually to insure information is current and viable. This document is divided into two sections. The first section, which you are reading now, is intended to provide you, the Division Director, with some relevant background information on the goals of BC/DRP as well as give guidance on the tasks that may be required to effectively implement the plan. You may want to post or make some of this information available to other key staff or unit directors. The second section is comprised mostly of templates to help direct activities of the various BC/DRP personnel within your organization. Each template has many sections where you are guided to insert specific information, like the location of your Division s Emergency Operations Center, if designated, or the name of specific personnel assigned to complete that duty. These templates are intended to be a starting point, an example, and a means of provoking thought. You may also wish to use some of the key (*) templates as unit operational templates. Be sure to establish strong lines of communication within your division. It is strongly suggested that you involve your key staff when determining the relevance and use of the templates and their particular role in the organizational chart. Adapt as many templates as you feel you need, drop those that do not apply to your operation and make new guides for activities not covered. The key to these templates is to fashion the plan that will work best to organize a response that will insure your division s business continuity and accelerate recovery from a disaster situation. Also, consider the organization example. Your division may be organized differently or you may wish to organize your staff s activities differently. This is O.K. and you should feel free to organize responsibilities in a manner that will work best with your division or department. After you have customized the template to your Division, you are requested to distribute a copy of it to all departments within your division and provide one copy to EH&S. While these templates are modeled on the hazards and recovery activities associated with Hurricanes, care should be taken to give thought to other emergency situations like
14 fires, loss of facility, loss of information systems, or drastic reduction in staff which could cause extensive damage or severely disrupt your operations or the operation of the University. We strongly encourage all units to start using these templates this summer to develop an emergency action plan as part of your emergency procedures update process. All plans should be completed by August 1, EDUCATING DIVISION STAFF The best-laid plans are useless if people are not familiar with them. If your Division s staff are not prepared for an emergency, business and operational recovery efforts will be delayed. It is important that Division staff is familiar with what to do before, during, and after an emergency such as a fire, hurricane, flood, information systems failure, or other disaster. Educating staff is the key to emergency preparedness and should be a joint effort of the Division s administration and Division staff. The following are suggested steps to take towards preparedness: 1. Develop a Division BC/DR committee Appoint and work with your BC/DR committee to draft an effective response plan and to prepare and distribute informational materials to the rest of your staff. Assign this group the responsibility of identifying the role your division plays in a disaster situation, assess the roles and responsibilities of each unit within your division, designate department/unit responsibilities and develop strong communication and reporting channels. The committee members should be responsible for distributing materials to their respective departments. You should schedule a Division BC/DR Committee meeting to go over the Emergency Recovery Plan and to conduct a tabletop drill to test the plan. 2. Ensure Division staff are informed and prepared. Your Division s BC/DR Committee should make sure that each department and unit is trained as to their responsibilities and that the plan is readily available for referral. Each unit should develop an emergency kit to hold the plan, any necessary forms and software that would be needed to carry out their specific responsibilities in an emergency situation. Include other items that may be needed by staff to maintain their roles. One thing that cannot be stressed enough is that employees may not be able to or willing to function professionally unless their own families are prepared for emergencies. In this sense, personal preparedness is professional preparedness. Department Heads should insist that staff take steps for their own family s safety. EH&S offers presentations and materials on emergency preparedness for home and at work to help your staff get prepared.
15 Try to identify any Division staff with special expertise or interest in emergency planning and possibly get them to coordinate their groups ahead of time. Support the person(s) taking care of emergency preparedness, education and emergency supplies in your department with time and resources. If you have questions, call the Office of Environment, Health & Safety ( ). EMERGENCY PLANNING CHECKLIST This checklist summarizes the important actions you need to accomplish in preparing for emergencies. The items listed are discussed in more detail in the following Emergency Operation Plan and in this introductory information. 1. Appoint your CO/DR Committee Appoint your committee members from your staff that would have key roles in your Divisions recovery efforts. Explain the need for this planning and the process of developing the recovery plan. Provide them with their charge and set a deadline for the completion of your Division s BC/DR Plan. Date Completed 5/29/12 2. Meet with the Emergency Recovery Committee Meet with Emergency Recovery Committee members to decide who will act as the overall coordinator (and alternate) for the recovery efforts during hurricane, winter storm or other University wide of departmental emergency situations. Date completed 5/29/12 3. Prepare Business Continuity Kits As Seen with Hurricane Floyd, utilities can be interrupted and we could expect to be on our own for up to 48 hours after a major hurricane event making business recovery difficult. Additionally, critical documents, equipment and software/files could be damaged. Taking time to put together Business Continuity survival kit could prove very useful. The Emergency Recovery Committee can help by recommending what information, forms and software may need to be protected and encourage units to prepare their own specific kits. Each Department and unit within a Division should inventory what materials will be needed to ensure business continuity and develop a secure Emergency Continuity Kit. Date completed_5/29/12 4. Prepare Your Division s Emergency Plan Work with your Division BC/DR Committee to prepare and finalize your Division s Business Continuity/Disaster Recovery Plan (BC/DRP). Date completed 5/29/12 5. Training The time and effort you put into planning will have little meaning unless your department and units are trained concerning those portions of your BC/DR plan that involve them. To do this, assign a representative on the Division s BC/DR Committee to plan a brief but direct informational training campaign in which they
16 inform their department members of the department's EOC location, unit responsibilities and recovery procedures. After that, a memo sent to all units with an annual update should be sufficient to keep most people informed. It is especially important that departments inform any new employees unfamiliar with the Division s Emergency BC/DRP of their role and responsibilities. Date completed 5/29/12 6. Practice Tabletop drills are required by ITCS and should be scheduled annually. The drills are generally brief, effective, and they give department/unit staff an opportunity to practice BC/DRP guidelines and procedures. These tabletop drills are a good time to look for areas where the plan may be weak or have gaps in recovery activities. Drills should be documented and kept on file. You may also want to include a shelter drill for tornado preparedness. May is a good time to plan this, since it is near the start of the hurricane season. Date completed 5/29/12 7. Update Your Business continuity/disaster Recovery Plan (BC/DRP) Review your BC/DRP annually to ensure the information is correct and complete and for changes in operational guidelines. Are there new departments in your Division? Are they included in your BC/DRP? Conduct the BC/DRP review each April and distribute updated BC/DRP material to your department and unit heads by mid May of each year. Updated next update March 14, 2011
17 Departmental Business Continuity/Disaster Recovery & Hurricane Preparedness Staff Meeting Points 1. Hurricanes/Disaster a. Hurricanes do strike our area b. Damage can be variable c. Rapid recovery is the key to University Mission and operation d. Most really critical functions are already planned for under the University Business Continuity Plan (security, payroll, infrastructure recovery, Human Resource, etc.) 2. Define Departmental Role in the University a. Critical function under normal operation b. Critical function under emergency situations 1. What tasks/services must continue 2. Who is responsible for critical functions 3. What are the most likely or worst disaster scenarios c. Critical functions for departmental operations 3. Department Recovery Plan a. Critical functions b. Critical recovery tasks c. Assignment of critical recovery tasks and alternates 4. Home Preparations and recovery for predictable disasters a. Do Now; before a hurricane i. Decide if you will shelter in home or evacuate & if so where ii. Trim trees away from your home iii. Test emergency equipment (generators, etc.) iv. Stock up on non-perishable foods v. Stock up on batteries & flashlights, battery lamps vi. Make a list of other emergency needs and prepare early (money, prescriptions, pet food, insurance and other important documents in a water proof container). vii. Severe Weather Leave policy b. Do during and after the hurricane passes i. Monitor ECU and local weather and emergency bulletins ii. Contact Supervisor and advise of safety and availability status iii. If you must report to work 1. Drive at a safe speed 2. Do not drive through flood waters 3. Avoid downed power lines 4. Return home and advise your supervisor if you cannot travel safely to work 5. All
18 1. Keep in touch with your supervisor 2. Report to them daily until you are instructed to return 3. Help out your neighbors as you can 4. Watch out for your own safety
19 Departmental Hurricane Impact Reduction Checklist Hurricane Pre-planning - to be completed annually in June. apple Departmental Business Continuity/Disaster Recovery Plan reviewed and updated. apple Departmental telephone contact phone list reviewed and revised. apple Departmental recovery duties reviewed, revised and assigned. apple Mission Critical personnel list reviewed and revised. Make sure two to three people are cross-trained in the operation of any Mission Critical software/equipment/process. apple Identify and develop backup system and safe storage for departmental Mission Critical data. (plan to protect data from fire, water and physical damage) apple Identify alternate site for Mission Critical data storage and use. apple Identify needs and prepare to protect valuable equipment. apple Review plans and assignments with staff. apple (Department Specific Pre-Planning objectives) Hurricane Watch Activities (72 24 hours before local landfall) apple Review and update departmental telephone contact list as needed. apple Provide departmental telephone contact list to designated Division head and to all departmental staff. apple Inform Divisional Emergency Administrator of any activities/research/operation that might be affected by the Hurricane. apple Order stockpile supplies if needed. apple Post Hurricane information as provided by University o Keep Staff & Students informed. o Provide information of what they should do. apple (Department specific activities) Hurricane Warning Activities (Hurricane event eminent within the next 24 hours) apple Monitor University information sources for hurricane updates and instructions. (ANNOUNCE, Emergency Alert web page, Alert, ECU phone messaging) apple Back-up and make portable Mission Critical data and files. Store in designated safe location. apple Include copies of specialized software in safe location. apple Test emergency equipment. apple Fuel vehicles. apple If designated an Emergency Critical Unit, assign curfew passes. apple Secure off-site facilities/activities. apple Arrange appropriate cancellation of planned activities as directed by your Division head. apple Follow Divisional instructions. apple Provide requested information to Divisional Emergency Administrator. apple (Department specific activities for example: Clinics) o Check personal emergency kits.
20 All Faculty/Staff should follow these procedures before leaving assigned work area. apple Unplug electrical equipment. Do not unplug phone or computer phone jack. apple Cover electrical equipment and valuable equipment with plastic. apple In basements or ground floors, raise valuable equipment off floor to prevent damage from flooding. apple Close and lock windows. apple Lower and close blinds. apple Close and lock door. apple Inform Department Head of where you are going for shelter (home, public shelter, lodging, relative) and provide telephone number or other contact information. Provide your staff with the following information. Personal Safety During Hurricanes v Refer them to EH&S web page (www.ecu.edu/oehs/emergencyprocedures/severeweather.htm) v Develop family emergency supplies kit. v Leave for shelter while it is still safe. v If caught in a building: Ø Stay there! Ø Stay inside! Ø Stay away from windows! Ø Stay near the center of the building! Ø Notify family where you are; notify ECU Police if in an ECU building! v Wait until authorities say its safe to go outside v DON T drive unless you must!!! v Do not drive through flooded roadways. v Be careful of downed power lines. v After the storm, contact ECU Hotline or check TV for cancellations and contact your supervisor for work assignments. Emergency personnel required to stay on campus should pack and carry the following equipment. apple Flashlight with spare batteries apple 2 quarts of bottled water apple 4 high energy snack bars apple Rain gear apple Note pad & pencil/pen apple Portable radio apple Assigned communication equipment.
21 Laboratory Check List apple Be alert to Hurricane warnings. apple Plan early when and how to suspend experiments. apple Suspend experiments within three hours after the issuance of a Hurricane Warning if possible. apple Secure biological and radiological materials. apple Secure all chemicals, especially water reactive chemicals. apple Check that incubators, refrigerators and other critical equipment are on emergency power or make other arrangements. apple Move valuable equipment away from windows. apple Cover other equipment with plastic. apple For more information see