Edinburgh Napier University Pandemic Flu Contingency Plan

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1 Edinburgh Napier University Pandemic Flu Contingency Plan July 2017

2 CONTENTS Section Page 1.0 Background Context Phases of an Influenza Pandemic Spread and Absences Communication with Students, Parents and Staff Sources Consulted 6 1

3 1.0 Background A contingency plan has been prepared to respond to a flu pandemic including avian flu, further it outlines the steps being taken to minimise the impact should a pandemic occur. The plan sits alongside existing emergency and business recovery plans. Should a pandemic occur, implementation of the plan will be led by the University s Crisis Response Team, as outlined in the Crisis Response Procedures. 1.1 Context A pandemic is defined as a worldwide spread of flu, with outbreaks or epidemics occurring in many countries and in most regions of the world. The Chief Medical Officer has advised that a human flu pandemic is inevitable; however no-one can anticipate the exact timing or the likely impact of a pandemic. It is therefore essential to prepare as much in advance as possible with a view to adding more detail to the plans when a pandemic is imminent. It is predicted that any pandemic would begin in Asia and would arrive in the UK within 2 3 weeks. There is however no guarantee that this will be the case so preparation is critical. It is possible that colleges and universities could be disproportionately affected because of the possibility of staff and students having arrived from affected areas and having already been exposed to the virus. It is likely that the pandemic will come in a number of waves each lasting between weeks in the UK; these waves may be a number of months apart. As flu virus change all of the time there is no vaccine for the specific virus, it is possible to produce a virus once it is known what the virus is like at that time therefore no vaccine will be available in the first wave of a pandemic. Current advice for the Scottish Government is that people should try to continue their everyday activities as normally as possible during a pandemic, while taking personal responsibility for reducing their risk of exposure to the virus and social responsibility to lessen the spread of the virus. 2

4 1.2 The Phases of an Influenza Pandemic The contingency plan is based on the 6 stage model of pandemic alert as set out by the World Health Organisation (WHO) which is responsible for monitoring influenza worldwide, this model is shown in the table below. The WHO website which contains the latest information on pandemic flu can be found at Phases 1-3 Predominantly Animal Infections: Few Human Infections Phase 4 Sustained Human to Human Transmission Phase 1 Phase 2 Phase 3 Phase 4 No viruses circulating among animals have been reported to cause infections in humans. An animal influenza virus circulating among domesticated or wild animals is known to have caused infection in humans, and is therefore considered a potential pandemic threat. An animal or human-animal influenza reassortant virus has caused sporadic cases or small clusters of disease in people, but has not resulted in human-to-human transmission sufficient to sustain community-level outbreaks. Limited human-to-human transmission may occur under some circumstances, for example, when there is close contact between an infected person and an unprotected caregiver. However, limited transmission under such restricted circumstances does not indicate that the virus has gained the level of transmissibility among humans necessary to cause a pandemic. Characterised by verified human-to-human (H2H) transmission of an animal or humananimal influenza reassortant virus able to cause community-level outbreaks. The ability to cause sustained disease outbreaks in a community marks a significant upwards shift in the risk for a pandemic. Any country that suspects or has verified such an event should urgently consult with WHO so that the situation can be jointly assessed and a decision made by the affected country if implementation of a rapid pandemic containment operation is warranted. Phase 4 indicates a significant increase in risk of a pandemic but does not necessarily mean that a pandemic is a forgone conclusion. 3

5 Phases 5-6 Widespread human infection Post Peak Possibility to recurrent events Post-pandemic period Disease activity at seasonal levels Phase 5 Phase 6 Characterised by human-to-human spread of the virus into at least two countries in one WHO region. While most countries will not be affected at this stage, the declaration of Phase 5 is a strong signal that a pandemic is imminent and that the time to finalize the organization, communication, and implementation of the planned mitigation measures is short. Characterised by community level outbreaks in at least one other country in a different WHO region in addition to the criteria defined in Phase 5. Designation of this phase will indicate that a global pandemic is under way. Pandemic disease levels in most countries with adequate surveillance will have dropped below peak observed levels. The post-peak period signifies that pandemic activity appears to be decreasing; however, it is uncertain if additional waves will occur and countries will need to be prepared for a second wave. Previous pandemics have been characterized by waves of activity spread over months. Once the level of disease activity drops, a critical communications task will be to balance this information with the possibility of another wave. Pandemic waves can be separated by months and an immediate at-ease signal may be premature. In the post-pandemic period, influenza disease activity will have returned to levels normally seen for seasonal influenza. It is expected that the pandemic virus will behave as a seasonal influenza A virus. At this stage, it is important to maintain surveillance and update pandemic preparedness and response plans accordingly. An intensive phase of recovery and evaluation may be required. When a new influenza virus is identified and has pandemic potential, the WHO will inform national governments. The Scottish government will then implement its own plan Scottish Government Pandemic Influenza Contingency Plan available at 7/dh_ pdf The Department of Health will widely publicise any changes to the alert level. 4

6 1.3 Spread and Absences A pandemic virus may spread quickly in educational establishments due to the volume and close proximity of people. Whilst the Scottish Government will assist in disseminating advice the decision on closures will normally be determined locally. Any decisions relating to reduction in service or closures will be made by the Principal and Vice Chancellor and/ or the University Secretary. General advice suggests that the University should remain open unless staff shortages or other circumstances make it impossible to continue operating. The Scottish Government does not expect to advise on whether to close such decisions are for Principal and/ or the University Secretary. The Department of Health advise that planning should consider for up to 25% of staff/student absence for around two weeks at the peak of a pandemic wave and lower levels for a few weeks either side. Staff/Student absences could be for a variety of reasons: - illness/incapacity - may need to stay at home to care for sick dependents - may feel safer at home (i.e. avoiding crowded places such as public transport). - fulfilling voluntary roles in the community. There are three possible scenarios that need to be considered, one that there is reduced staffing but the University remains open, two is that parts of the University are closed and three that the University is completely closed. 1.4 Communication with Students, Parents and Staff Prior to a pandemic the possibility of such an event should be communicated early as well as the University s preparedness to respond. Along with this communication staff, students and parents should be reassured that the University has a plan in place to respond in the event of a pandemic. 5

7 1.5 Sources The basis of this contingency plan has been prepared with particular reference to and acknowledgment of the following sources: - North Yorkshire Health Protection Unit Planning Guide for North Yorkshire Education Agencies and Providers, November Universities UK I Note 1/05/ Department for Education and Skills Planning for a human influenza pandemic. - Guidance prepared by Herriot Watt University. - Health and Safety Executive, Pandemic Flu Workplace Guidance 6

8 WHO Phase Actions Lead Responsibility Inter-pandemic period Phases 1 and 2 Review business continuity/emergency plans: - Identify critical functions that need to be maintained. - Identify key staff and required skills and where possible that this is backed-up by an alternative member of staff. - Ensure that key processes are documented. - Assess methods to increase social distancing. - Review organisational policies to encourage the ill to stay at home and enable staff to work safely from home. - Identify methods to minimise illness amongst staff and students and consider how essential communications can be communicated to staff and students. - Consider requirements for personal protective equipment (PPE), cleaning supplies and check air conditioning. - Consider purchasing additional contingency supplies. - Communicate to staff and students via the intranet what pandemic flu is, the symptoms and what can be done to minimise the risk of the virus spreading. - Ensure that all staff and student contact details are up to date. - Ensure that there is a list of all overseas staff and students. Set up Pandemic Flu Management Team (co-ordination group for preparedness and response): - Membership as per the current Crisis Response Team (Silver). - Meet regularly to monitor situation. - Regular updates on website to promote hygiene awareness and vigilance. - Regular monitoring of any travel restrictions via the Foreign and Commonwealth Office website - Draft press release to be prepared. - Contact details for local press, radio and TV. Governance Officer (Risk & Governance) in conjunction with relevant others Pandemic Flu Management Team 7

9 WHO Phase Actions Lead Responsibility Pandemic Alert period Phases Alert staff and students of change in pandemic status. - Activate staff and student overseas travel advice. - Review/test essential business continuity measures. - Accommodation leads to hold regular meetings to discuss issues, preventative measures and action plans around student accommodation and report back to the Pandemic Flu Management Team. - Ensure good levels of hygiene. - Arrange for a designated area for information dissemination. - Arrange for designated area for grouping affected students. - Co-ordinate and review plans for general environmental cleaning on campus. - Increase cleaning supplies stock. - Arrange for the provision of pedal bins for used tissues at strategic locations and for periodic inspection and collection of waste for disposal. - Maintenance of general environmental hygiene. - Disseminate updates on activity management as advised by the Pandemic Flu Management Team to students. - If necessary consider the need for any special arrangements for classes/exams based on the advice of the Pandemic Flu Management Team. - Participate in Pandemic Flu management team meetings. - Disseminate updated information to students via appropriate medium. - Provide preventative guidelines to international students based on Department of Health and Health Protection Agency guidelines Pandemic Flu Management Team Director of Property & Facilities Director of Property & Facilities Director of School Support Services/ Head of Student Administration 8

10 WHO Phase Actions Lead Responsibility Pandemic Period Phase 6 University open but staff absence rate of approximately 25%: - Call for urgent meetings to review the current situation and seek advice on any specific and additional measures. - Alert staff and students to change in status. - Keep all staff and students informed of current situation and the appropriate measures taken via appropriate medium. - Advise staff and students who have symptoms to stay away from University. - Where possible encourage home working, video conferencing or tele-conferencing instead of holding meetings. - Remind staff and students of the need for good hygiene - Review and update all action plans. - Activate overseas travel advice. - Encourage staff to avoid using public transport where possible to limit spread of virus e.g. use own car, walk, cycle. - Activate essential business continuity measures. - Activate measures to minimise introduction and spread of virus. - Communicate with staff, parents and students to promote confidence. - Activate process for recovered/well students and staff to return to work. - Review class/examination arrangements. - Review University activity arrangements. Pandemic Flu Management Team 9

11 WHO Phase Actions Lead Responsibility - Cleaning and waste removal increased to limit spread of virus. Director of Property and Facilities - Nursing Students may be asked to assist in hospitals in the event of an emergency and it will be necessary to ensure that these students are included in local risk assessments conducted by the NHS. - It will be necessary to ensure that Nursing Students on placement are included in local risk assessments conducted by the placement provider. Dean, School of Health and Social Care - Accommodation leads to advise Pandemic Flu Management Team on any special needs (e.g. briefing sessions, demands for masks, disinfection procedures). - Maintain good environmental hygiene. - Maintain some stock of surgical masks and disinfectant. - Arrange designated areas for dissemination of information. - Intensify education through notice boards. - All residents and guest returning from Pandemic and Avian Flu infection areas should notify the Senior Resident and report to their own GP if they develop respiratory symptoms/fever within 10 days of return. Director, Property & Facilities Services 10

12 WHO Phase Actions Lead Responsibility Post Peak University Closed - University buildings to be locked down. - Divert (as per out of hours)/automated message to be provided at switchboard. - Security staff to patrol as per Christmas Shutdown. - IT procedures to operate per Christmas Shutdown. - The above members of staff should be recommended to the NHS as a priority for vaccination (when available). - UK students advised to return home. - International students advised to remain in accommodation, NB they will require support and information from University. - Staff with home PC and internet connection could be encouraged to work from home if safe to do so. - Students encouraged to make use of the Managed Learning Environment where possible. - Information regarding closure to be provided via local radio, local television news, internet/intranet and as appropriate, This information will need to be available in different languages or having speakers of other languages available in case of the need to speak to relatives of staff and students who are not English speakers. - Continue to monitor situation pending return to business as normal. - Consider how best to return to business as normal including reduction/withdrawal of additional measures implemented to respond to pandemic and communications. Pandemic Flu Management Team Pandemic Flu Management Team 11

13 WHO Phase Actions Lead Responsibility Post Pandemic Period Manage return to business as normal: - Counselling and support mechanisms will need to be made available to assist staff and students who have been affected by the pandemic. - Withdraw additional measures implemented to respond to pandemic. - Review plans and identify any lessons learned. Head of Student Wellbeing & Inclusion/ Occupational Health Service (accessed through Human Resources & Development) Pandemic Flu Management Team 12

14 Annex A- Pandemic Flu Management Team Membership Dr Gerry Webber University Secretary Gillian Ingram Governance Officer Eric Munro Director Property & Facilities Services Andy McGoff Director Finance & Commercial Services David Telford Director, Information Services Leanne Mabberley Assistant Director Kerry Dewar Director, Human Resources & Development Liz Young Head of Health & Safety Steven Logie Director, School Support Service Alex Ratcliffe Head of Student Accommodation Sandra Cairncross Assistant Principal, Student Experience Sandra Duncan Head of Campus Services Lynne Smith Operations Support Manager Iain Russell Head of Infrastructure Patrick McFall Head of Corporate Comms Lee Conlan Head of HR Services Sean Hughes H&S Advisor Louise McElhone Head of Student Administration Donnie McCormick Senior Accommodation Officer Mark Wilkinson Head of Student Wellbeing 13