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Disaster Plan
 

Disaster Plan

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    Disaster Plan Disaster Plan Document Transcript

    • Office of Student Financial Assistance Policy and Procedures – Office Policies SFA Disaster Plan 1. Immediate steps in case of disaster – OUR PLAN • Please refer to the SFA checkbox Course of Action sheet for a more detailed report for our staff to follow Management Responsibility and Succession • Decision Making Level o Chuck o Brent o Beth o Matt • Phone Tree – see attachment Interaction with Crisis Management Team The Crisis Management Team replaces normal administrative controls upon determination by the President or a Vice President. The Crisis Management Team will be responsible for administrative operations of the University through Phase I of continuous operations recovery. Communications with Departmental Staff and Families • Phone Tree – See attachment • All managers will be responsible for notifying their employees’ contact number (if provided) if the emergency happens during work hours • We have emergency contact forms for employees, hard copy and on g: drive Records Preservation • Removing and storing files if needed o Our goal would be to have records archived o Have sufficient amount (250) of banker boxes for files that are in CAB • Goal is to have all student files imaged by September 1, 2009 Potential Relocation – below are items that we need to be able to complete at the new location • Prefer to be located in an available computer lab – to be determined by Crisis Management Team in the event of a disaster • Have computers set up – able to access the G: drive and Banner • Need printers, chairs and critical equipment (pg.2&3) • One person to oversee main phone line • One person designated to deal with incoming email on main line • Set up a priority list – order task at hand or coming in the near future • Someone to load government records • Disburse funds through Banner • May need access to certain WebFocus reports • Access to forms for students – or ability to recreate Office of Student Financial Assistance, Miami University, CK
    • Office of Student Financial Assistance Policy and Procedures – Office Policies • Short-term Loans – currently we have over a million dollars combined in short and long term emergency student loans. We will make arrangements to make as many funds available as possible. • Regulatory Relief – see the following documents o http://www.nasfaa.org/publications/2004/gen0404.html o Federal Emergency Management Agency's (FEMA) Web site (www.fema.gov/disasters) o 2007-2008 Federal Student Aid Handbook 2. Interim operations Potential manual procedures • Policies and Procedures – found on G: drive • Our crucial functions o Aid Adjustments o Short-term Loans o Disbursing Funds • Contacts - contact sheet available to staff Records Management • Active files able to be salvaged will be stored in banker boxes • Active files - current year and two years prior are located in the file room • CAB Room No. 207 houses four years prior to active student records • Withrow Archives houses one year prior than CAB upstairs (currently housing 4 years due to Attorney General order) o We keep seven years total of student records Staffing 2 Counselors 1 Loan 1 Student Employment 2 Systems 1 Scholarship Supplies Furniture 3 Desks 9 Chairs 1 Table Equipment 1 Copier 1 Fax 5 Calculators 10 Pens/Pencils 6 Computers 1 Printer Office of Student Financial Assistance, Miami University, CK
    • Office of Student Financial Assistance Policy and Procedures – Office Policies 5 Telephones Paper 250 Banker Boxes 3 Flash Lights Critical Equipment Computer Printer Chairs Phone 3. Long term restoration of service, including transfer of manual records to central administrative systems This point will be determined once we review our status after the disaster. We recognize that we may need overtime for staff, more staff, temporary employees, furniture etc. Office of Student Financial Assistance, Miami University, CK
    • Office of Student Financial Assistance Policy and Procedures – Office Policies Call Tree – Note: All managers will be responsible for notifying their employees’ contact number (if provided) if the emergency happens during work hours. Otherwise, please follow the order below. All staff not listed will be contacted by Chuck or the person he designates. Chuck Brent Beth Matt Annelise Jody Brent Leigh Tasha Kim Linda Mark Sandy Paul Trisha Debra Heather Roger Beth Kathi Rachel Jennifer Sharon Candice Matt Jay Michelle Angela Annelise Linsey Jody Nettie Jenny Office of Student Financial Assistance, Miami University, CK