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Continuity of Operations Planning (COOP) for Community Colleges
Welcome
Introductions
Administration
Agenda
Classroom Decorum
Participant-Instructor Contract
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COOP for Community Colleges
Introductions Activity
Working with a participant next to you, interview each other by filling out the form on page 2.
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College Conflagration
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Continuity Planning
Reasons for Continuity Planning Planning for continuity operations greatly facilitates recovery from an emergency situation. Planning helps to: Ensure continued performance of essential functions. Minimize damage and loss to critical processes. Ensure succession if agency leadership is disrupted. Reduce or mitigate disruptions to operations. Ensure facilities for performance of essential functions. Protect essential facilities and resources. Achieve a timely and orderly recovery. Resume full service to customers. Maintain a test, training, and exercise program.
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Continuity of Operations Plans (COOP)
DefinitionsContinuity of Operations Plan (COOP)
Mission Essential FunctionsPrimary Mission Essential Functions (PMEF)
Mission Essential Functions (MEF)
Non-Mission Essential Function (Non-MEF)
Alternate Relocation Point (ARP)
Orders of Succession/Delegation of Authority
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Continuity of Operations Plans (COOP)
Ultimate ObjectiveRelocate (with or without warning) to an ARP within 12 hours and sustain MEF operations for 30 days.
Planning TimeframesBefore (Preparedness)
During (Implementation)
After (Reconstitution)
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COOP Preparedness (Before)
Establish a COOP Planning GroupIdentify personnel
Establish Direction and Control
Identify Mission Essential Functions
Identify records/data/systems
Identify an Alternate Relocation Point
Develop supporting procedures
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COOP Planning Group
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COOP Planning Group
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COOP Planning Group
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COOP Preparedness (Before)
Alert and Warning NotificationStandard organization “call-down” list
Vigilance necessary to keep up to date
Must have identified “triggers”Usually based on activating COOP
Must not break the “call-down”
Must make actual voice contact
NEVER DELAY SELF-PROTECTION!
Alice
Bill
Carlos JerryAgnes Mary George
Fred Keisha
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COOP Preparedness (Before)
Call-Down ListActivity
Working with any other participants from your organization’s sub-division, fill out the form on page 12.
Be prepared to quickly brief your findings to the other class participants.
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COOP Planning Group
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COOP Preparedness (Before)
Establish Direction and ControlOrders of Succession
Delegation of Authority
Executive informationPasswords/Codes
Keys
Signature authority
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COOP Preparedness (Before)
Order of Succession/Delegation of Authority Activity
Working with any other participants from your organization’s sub-division, fill out the form on page 15.
Be prepared to quickly brief your findings to the other class participants.
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COOP Planning Group
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COOP Preparedness (Before)
Identify MEFs / Non-MEFsMEF services must continueNot every function is essential
Identify CRT / CST personnelNot everyone relocatesPersonal preparedness
Family preparednessMedical issuesSpecial needs
Must CRT be staffed immediately?
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COOP Preparedness (Before)
Primary / Mission Essential FunctionsActivity
Working with any other participants from your organization’s sub-division, fill out the form on page 18.
Be prepared to quickly brief your findings to the other class participants.
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COOP Planning Group
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COOP Preparedness (Before)
Identify data/systems by MEFVital records/systems
Paper– Forms– Documents/references– Backups
Electronic– Databases– CDs/Thumb drives– Backups
Drive Away KitsPre-positioned Resources
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COOP Preparedness (Before)
Vital RecordsActivity
Working with any other participants from your organization’s sub-division, fill out the form on page 21.
Be prepared to quickly brief your findings to the other class participants.
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COOP Planning Group
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COOP Preparedness (Before)
Identify data/systems by MEFDrive Away Kits
Items necessary to accomplish PMEF/MEFsStored at workplace, possibly pre-positionedTo be moved if adequate warning allowsNEVER DELAY SELF-PROTECTION!
Personal “GO” KitsShort/No-notice travel to ARP requiredPersonal itemsMedicationKeep in personal possession
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COOP Preparedness (Before)
Identify Alternate Relocation Point(s) (ARP)
Must be able to support PMEF/MEFs
Must be able to secure facilitySituationally dependent
Must have an agreement with owner
Allow for “pre-position” vital resources
Available to support operations for 30 days
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COOP Preparedness (Before)
Identify Alternate Relocation Point(s) (ARP) – cont.
InfrastructureElectricity and Backup Generator
Phone and Computer Networks
Sanitary Facilities
Who can get the facility open and infrastructure working?
Space and equipment availabilityWork surfaces
Office furniture
Office equipment
ARP Alternatives
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COOP Preparedness (Before)
ARP Considerations Activity
Working with any other participants from your organization’s sub-division, fill out the form on page 26.
Be prepared to quickly brief your findings to the other class participants.
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COOP Planning Group
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COOP Preparedness (Before)
Supporting Planning ItemsPersonnel Administration
CST Personnel Status
Travel support for CRT staff and ARP
Pay/Leave/Medical/Insurance
The ongoing “Planning Cycle”(Re) Assess
Plan
Train
Exercise
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COOP Activation (During)
No Warning ScenarioWork Hours
NEVER DELAY SELF-PROTECTION!Drive Away Kits (Maybe – Based on Hazard)Pre-Positioned ResourcesPersonal “GO” Kit
Non-Work HoursPre-Positioned ResourcesPersonal “GO” Kit
Alert / Warning ScenarioDrive Away KitsPrep & Movement of Additional ResourcesTime for Personnel to Pack and Prepare
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COOP Activation (During)
ReconstitutionAssessing Impact & Recovery:
Community
Facility
“Triggers”
Assessing Student ServicesMissing PMEF/MEFs
Increase / Decrease PMEF/MEFs
Assessing MEF Personnel Welfare
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COOP Re-Assessment (After)
The ongoing “Planning Cycle”
(Re) Assess
Plan
Train
Exercise
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What should…?
Happen if you organization activated its COOP? Happen if you were not personally prepared?
Happen if your family were not prepared?
Happen if your home was not secure?
Happen if loved ones needed your help?
Happen if you were notified to be prepared to relocate after impact?
Be your length of time at the ARP?
Happen in preparing to go to the ARP?
You be taking with you?
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Hurricane Party
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COOP Exercises
Online Tabletop ExerciseAdministrative Building Fire Scenario
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