Advance Planning in Preparation of Potential Outbreak of Avian Flu for BRE Introduction Professor T.P. Leung (VP(SD)) & Chairman of Task Force on Avian Flu for the University issued an email to all departments/units on 18 November 2005 urging each department/unit to set up contingency plans for the possible outbreak of Avian Flu in Hong Kong. A list of recommended areas of concern was also included in the email for the Heads of the departments/units to consider. BRE Action A meeting was conducted to develop the preliminary contingency plan for the department. The meeting was attended by Prof. Francis Wong (Head), Dr. Michael Yam (Chairman of DHSEC) and Mrs. Vivien Kao (EOI). The following preliminary plan and recommendations were developed for DEC members to comment and endorse: Areas of concern suggested by VP(SD) BRE Plan/Recommendations (1) Designate staff member(s) in your unit for handling the request for and receipt of face masks and other special personal protective equipments. Mr. I. K. Chan (DHSEO) is the designated staff to handle this issue. A file should be kept by I. K. for recording all the inventories. (2) Provide surgical masks to staff members who have frequent/close contact with the general public. The email from VP(SD) informed all staff that a central stock will be maintained to cover the daily use of both staff members and students for a period of at least 3 months. The BRE-DHSEC has also included in its budget an amount for the purchase of additional surgical masks (1500 pieces) for our colleagues. These masks will serve as the backup stock just in case that the surgical masks from the Central arrive late. We also suggest purchasing a small quantity of N95 (200 pieces) face masks for emergency condition.
Areas of concern suggested by VPSD BRE Responses (3) Report suspected/confirmed Avian Flu cases of both staff members and students to HSEO immediately. Mrs. Vivien Kao (EOI) is the designated staff to report the suspected/confirmed Avian Flu cases to the Central/HSEO. Vivien will send an email to all staff (when the outbreak begins in HK) to remind them to report all possible cases to her and a file of this record should be kept in the GO. The email should also be copied to I.K. for information. Vivien is also the point of contact between external parties and BRE regarding Avian flu matters. BRE can contact Ms. Phyllis Ng, Programme Officer of the HSEO at ext. 8399 or e-mail howcng@polyu.edu.hk on issues of the Avian Flu; or Head (HSEO), Mr. Y.K. Kam at ext. 8388. (4) Develop contingency plans for your unit by making reference to the following guidelines issued by the HKSAR government. Essential Services Teaching/e-learning* System Designated Personnel Stephen Mak Back-up Staff Lennon Choy (a) Identify personnel for designated essential services, and plan for them additional infection control measures and back-up staff Upload of material Checky Kwok Ken Chui Administrative Vivien Kao Irene Wu Health & Safety I.K. Chan Kenneth Lai * In case of the outbreak of the Avian Flu in Hong Kong and depending on the severity of the pandemic, face-to-face teaching may not be suitable. Hence, the use of e-learning is encouraged. E-learning platforms such as SMILE and WebCT are available for Colleagues to deliver their subjects. If an academic staff or a student unfortunately contracts the Avian Flu (suspected/confirmed), all the classes involving either the staff or the student should be suspended. E-learning approach should be adopted (no face-to-face teaching). However, it should be noted that this policy has to be in line with the general policy of the University during the outbreak. A telephone and email list of all staff is attached in the appendix.
Areas of concern suggested by VPSD BRE Responses (b) Prepare staff roster plan to meet crisis arising from staff shortage resulting from high rate of illness, or the need to take care of sick family members or absenteeism due to fear of exposure to infection. Discipline leaders are responsible to draw up staff roster plan to meet crisis arising from staff shortage resulting from high rate of illness, or the need to take care of sick family members or absenteeism due to fear of exposure to infection. Discipline leaders will keep the Programme Leaders informed regarding the roster plan. (c) Split working groups into smaller groups to work at different sites, use different access points, reduce the number of meetings and make more use of video/telephone conferencing facilities (it is advisable that e-learning be made use of as far as possible in place of face-to-face teaching). These recommendations will be encouraged especially when the outbreak of the Avian flu occurs. Vivien will inform all staff by email about these recommendations. (d) Designate back-up office/workshop space for countering possible contamination and facilitating cleaning. Backup General Office TU317. Backup staff office TU514, TU531 and TU516 (after Edwin moves out). We also suggest Colleagues to work at home if possible during the outbreak of the Avian flu. If Colleagues are staying in office during the outbreak, it is recommended to turn off the ventilation and open the windows in their rooms. BRE should jointly investigate with FMO that all windows are operable to open.
Areas of concern suggested by VPSD BRE Responses (e) Designate deputies of the management team in case they may get sick. Management Head Scheme Chair DRC Chairman Discipline Leaders Programme Leaders Back-up staff Associate Heads Dr. Y.H. Chiang Prof. LY Shen Derek Drew (Economics) Anthony Wong (Law) Daniel Chan (Management) Stanley Yeung (Real Estate) Michael Yam (Technology) Deputies (f) Specify the responsibilities of key individual teams for emergency management to ensure the normal operation of your unit; Management Team: Head and Associate Heads To ensure smooth operation of all the units in the department during the event. Health and Safety Team: Michael Yam & I.K. Chan To propose and coordinate possible actions related to health & safety that may need to be taken during the outbreak of the flu. Administrative Team: Vivien Kao and Irene Wu To provide administrative supports to all individual teams. Act as a point of contact between external parties and BRE regarding Avian flu matters. Teaching/Academic Team: Scheme Chair, Discipline Leaders and Programme Leaders. To ensure the normal delivery of academic programs as far as possible. Propose/formulate alternate plans for the delivery of subjects.
Areas of concern suggested by VPSD BRE Responses (g) Test and review the contingency/redeployment plans of your unit regularly; and (h) Provide trainings and briefings on personal protective equipments to staff members, and liaise with HSEO from time to time on actions which need to be taken. The contingency plan will be reviewed every two weeks by the Health and Safety Team. Any updates will be reported to the Management Team. An ad hoc group will be formed during the outbreak of the flu. The group will meet daily to review the situations and the members of the group are Prof. Francis Wong, Dr. Michael Yam, Mrs. Vivien Kao and Mr. I.K. Chan. Mr. IK Chan will liaise with HSEO to provide necessary training for the departmental staff if necessary. (i) Others Proposed to purchase two sets of thermometers (eartype) for checking body temperature. The thermometers will be kept in the GO. All the Colleagues will be informed the availability of these thermometers. Additional automatic alcohol gel dispensers will be installed at the entrances of the 5 th and 3 rd floors (departmental offices) in the TU block. An automatic alcohol gel dispenser will also be installed at the entrance of W606. Prepared by Michael Yam 16 Jan 2006 10 Feb 2006 (Revised #1) 13 Feb 2006 (Revised #2)
APPENDIX DEPARTMENT OF BUILDING AND REAL ESTATE Academic Year 2005/2006 Academic Staff List Name Ext. Group Wise Eudora Chan Hon Wan, Edwin (Prof.) 5800 Edwin Chan bsedchan@polyu.edu.hk Chan Ping Chuen, Albert (Prof.) 5814 Albert Chan bsachan@polyu.edu.hk Chan Shun Tim, Catherine 4262 Catherine Chan bscat@polyu.edu.hk Chan Wai Ming, Daniel (Dr.) 4387 Daniel W.M. Chan bsdchan@polyu.edu.hk Cheung Lo Ann Chien, Ann 5825 Ann Lo bsaclo@polyu.edu.hk Chiang Yat Hung (Dr.) 5822 Chiang Yat-hung bschiang@polyu.edu.hk Choy Hung Tat, Lennon 5823 Lennon Choy bslennon@polyu.edu.hk Chung H.K., Barnabas (Prof.) 5875 Hung Kwan Chung bsbhkc@polyu.edu.hk Drew Derek S. (Dr.) 5824 D.S. Drew bsdsdrew@polyu.edu.hk Fan Wong Chi Ning, Linda (Dr.) 5815 Linda Fan bsfan@polyu.edu.hk Fong Sik Wah, Patrick (Dr.) 5801 Patrick Fong bspafong@polyu.edu.hk Fox Paul W. (Dr.) 5828 Paul Fox bsfox@polyu.edu.hk Hao Jian Li, Jane (Dr.) 5797 Jane Hao bshao@polyu.edu.hk Hills Martyn J. (Dr.) 5833 M.J. Hills bshills@polyu.edu.hk Ho Man Fong, Christabel (Dr.) 5871 Christabel Ho bscrysta@polyu.edu.hk How Hwee Hong, Hebe 4439 Hebe How bshebe@polyu.edu.hk Hui Chi Man, Eddie (Prof.) 5881 Eddie Hui bscmhui@polyu.edu.hk Kong Wai Kei 5880 Kong Wai-kei bskong@polyu.edu.hk Lam Tsun Ip, Patrick (Dr.) 5799 Tsun Ip Lam bsplam@polyu.edu.hk Lau Chi Hong, Milton 4260 Milton Lau bsmilton@polyu.edu.hk Leung Yuk Ping, Barbara 4637 Yuk Ping Barbara bsbleung@polyu.edu.hk Leung Li Heng (Prof.) 5879 Heng Li bshengli@polyu.edu.hk Liu Chun Ho (Dr.) 5877 C.H. Liu bschliu@polyu.edu.hk Lo Kak Keung, Tony 5878 K.K. Lo bskklo@polyu.edu.hk Mak Wing Kai, Stephen (Prof.) 5820 Stephen Mak bssmak@polyu.edu.hk Man King Fai 5819 King-fai Man bskfman@polyu.edu.hk
Name Ext. Group Wise Eudora Morris Robert J. 5795 Robert Morris bsaikane@polyu.edu.hk Shen Li Yin (Prof.) 5805 Li-yin Shen bsshen@polyu.edu.hk Shen Qi Ping, Geoffrey (Prof.) 5817 Geoffrey Shen bsqpshen@polyu.edu.hk Tang Bo Sin (Dr.) 5816 Bo-sin Tang bsbstang@polyu.edu.hk Tang Lai Yee, Sandy 4261 Sandy Tang bssandy@polyu.edu.hk Tsang Wai Fan, Steven (Dr.) 5812 Steven Tsang bstwf@polyu.edu.hk Tse Tao Chiu, Kenny 4152 Kenny Tse bstctse@polyu.edu.hk Wong Kam Din, Andy (Dr.) 5831 Andy Wong bskdwong@polyu.edu.hk Wong Kin Ho, Anthony 5788 Anthony Kin-ho Wong bskhwong@polyu.edu.hk Wong Yiu Shing, Edmond 5804 Edmond Wong bsedmond@polyu.edu.hk Yam Chi Ho, Michael (Dr.) 4380 Michael Yam bsmyam@polyu.edu.hk Yeung Chi Wai, Stanley (Dr.) 5832 Stanley Yeung bscwyeun@polyu.edu.hk
Administrative Staff List Name Ext. Group Wise Eudora Chan Iat Keung 5793 4275 Iat Keung Chan bsikchan@polyu.edu.hk Cheong Kam Kei 5806 Kam-kei Cheong bscheong@polyu.edu.hk Chui, Maria 5808 Maria Chui bsmaria@polyu.edu.hk Chui Yat Wai, Ken 5870 Ken Chui bsken@polyu.edu.hk Hui, Clara 5140 Clara Hui bsclara@polyu.edu.hk Ip, Gracie 7770 Gracie Ip bsgracie@polyu.edu.hk Kao, Vivien 5809 Vivien Kao bsvivien@polyu.edu.hk Lai Chun Cheung, Kenneth 5793 Chun Cheung Lai bskenlai@polyu.edu.hk 4275 Law, Carman 6082 Carman Law bscarman@polyu.edu.hk Leung Wing Man 5869 Wing-man Leung bsman@polyu.edu.hk Lo Chi Shing, Francis 5792 Francis Lo bsfranci@polyu.edu.hk Ng, Christine 5807 Christine Ng bschrist@polyu.edu.hk Pak, Edna 6082 Edna Pak bsedna@polyu.edu.hk Tang, Irene 5808 Irene Tsui bsirene@polyu.edu.hk Wu, Irene 4367 Irene Wu bsyywu@polyu.edu.hk Yap, Connie 5807 Connie Yap bsconnie@polyu.edu.hk Wong Chiu Kit 5826 Faxline No. BRE General Office 2764 5131 BRE Head s Office 2764 2572 CARE Research Centre 2364 1163