Dept of Military Science Emergency Plan

Administration of the Military Science Department in the event of flu outbreak/emergency

In the event of illness or other emergency that causes the Professor and Chair of Military Science to be unavailable, back-up would be provided by (in order):  Department Executive Officer, MAJ Sunny Mitchell; Senior Military Instructor, MSG Martin Fawbush; Assistant Professor of Military Science, CPT Craig Mitchell; and Assistant Professor of Military Science, CPT Sebra Warren.  If the back-up plan goes into effect, the senior individual will notify the Dean of A&S and the 7th ROTC BDE Chain of Command.

In the event of an emergency situation or extensive flu outbreak, e-mails related to the emergency are to be sent directly to the Professor and Chair of Military Science t0wise01@louisville.edu, with a copy to Department Executive Officer, MAJ Sunny Mitchell at skmitch05@louisville.edu.

Administration of Departments in the event of flu outbreak/emergency

In the event of key administrators and support staff missing work due to the flu or other such emergency, the following will occur:

• Priority replacement for MS 401/402 Instruction is MAJ Mitchell, then MSG Fawbush.
• Priority replacement for MS 301/302 Instruction is SFC East, then MAJ Mitchell.
• Priority replacement for MS 201/202 Instruction is MSG Fawbush, then a Gold Bar Recruiter.
• Priority replacement for MS 101/102 Instruction is MAJ Mitchell, then CPT Warren.
• Priority replacement for the Department Human Resources Administrator is the Department University Administrator, Ms. Camille Woods.
• Priority replacement for the Department University Administrator is the Department Human Resources Administrator, Barbara Koehler.
  
• If a satellite program’s instructor (IUS, BU, etc.) is “out”, students will attend the UofL session.

Maintaining efficient communications during an outbreak:

• Primary means of communication will be via e-mail, alternate is mobile phone.

In the event of the Professor and Chair of Military Science’s absence, the Department Executive Officer will assume command (meaning on official orders for signature responsibility) of the Department and will fill the void accordingly.  In the case of the Senior Military Instructor’s absence, the Training NCOIC (SFC East) will fill the role.  

If any instructor is "out" for an extended period, classes will be covered in the fashion described in the first bullet, maintaining pace with published syllabi and posted exams on the ROTC Blackboard website.

The department’s Unit Business Manager is Ms. Camille Woods, but if she becomes ill, her back-up is Barbara Koehler.

The primary person responsible for our Department’s website is the Executive Officer, MAJ Mitchell.  Because we do not utilize the website as a means of coordination or collaboration, her absence in this capacity will theoretically have a minimal effect; however, while she is gone, her replacement will be a Gold Bar Recruiter.

The following people can be reached at the office by calling 852-7902:

•  LTC Wiseman
• MAJ Mitchell
• MSG Fawbush
• CPT Hager
• MS. Camille Woods

Flu/emergency preparedness plans on the Cardinal Battalion website

This emergency plan will be posted at http://www.uoflarmyrotc.com/.

Status of department operations

The Dean of A&S will be notified and kept informed when departmental operations have been affected significantly by excessive absences or emergency situations. This includes notifying the Dean if faculty report extensive student absences from classes or if our department is experiencing excessive absences of faculty or staff.  As noted above, e-mails related to an epidemic or other emergency are to be sent directly to the Dean Hudson  jbhuds01@louisville.edu , with a copy to Assistant Dean for Administration, Anne Domeck a.domeck@louisville.edu  and the Dean’s Administrative Assistant, Pam Maze pam@louisville.edu .

If our department does not have staffing to cover phones due to an emergency or epidemic, a voice mail message will be left on the department’s main number (852-7902) to briefly describe the situation and to refer callers to 852-6490 (main phone number at the front desk of the Dean’s Office) if immediate assistance is needed.  

Cancellation of specific classes

If specific classes taught by faculty in our department need to be cancelled due to illness or other emergency situation, our department will make sure a mechanism is in place for announcing the cancelled classes (i.e., telephonic notification).  In addition, we will send an e-mail to notify the Dean jbhuds01@louisville.edu of the cancelled class(es) and copy the e-mail to Assistant Dean for Administration, Anne Domeck a.domeck@louisville.edu and our receptionist, Karen Axmaker, keasma01@louisville.edu.

Cancellation of events

If our department or program needs to cancel or reschedule an event that is open to the public or has been announced campus-wide or in the community, notify Dean Hudson by e-mail jbhuds01@louisville.edu  (with copy to Assistant Dean for Administration Anne Domeck a.domeck@louisvill.edu , Public Relations Coordinator Brian Heckel brian.heckel@louisville.edu , Administrative Assistant to the Dean Pam Maze pam@louisville.edu , Receptionist Karen Axmaker keaxma01@louisville.edu ).  If appropriate, the Dean’s Office can post cancellations to the main A&S website and to the A&S monitor system in lobbies of campus buildings, and they can send a notice to the A&S faculty and staff list servs.  Dean’s Office staff will consult with our department to determine which methods would be most effective based on the nature of the event. 

Other avenues that our department will use to announce cancellations:  

Departmental distribution lists

Guest list for event (if applicable)

Army ROTC website

Resources and tips

• Personnel concerns in the event of a flu outbreak     HR has provided a website listing Frequently Asked Questions Regarding Influenza A (H1N1).  This answers questions about time off, pay, alternative work sites and schedules, guidelines covering essential employees, and many other personnel issues that could arise with a flu outbreak.  The information is very useful for supervisor and employees.  Go to  http://louisville.edu/hr/information-regarding-h1n1-flu
• Authorization to work from home    As noted in documents posted at http://louisville.edu/hr/information-regarding-h1n1-flu, in the event of a flu outbreak or other emergency affecting the campus, work from home is an option for classified and P&A staff provided certain conditions are met.  First, the staff member’s duties need to be suited for work from home---not every position is suited due to specific job duties or operating requirements of the unit.  Second, approval is required, in advance, in order to work from home.  To arrange work from home, you must gain my approval.  Coordinating this action may be accomplished via e-mail.  The e-mail must specify the period of time (start and end dates) for which the work from home authorization is requested.  I will respond by e-mail, indicating whether or not the request has been approved, with a copy of this e-mail sent to Yolanda Demaree y.demaree@louisville.edu  and Becky McCandless becky@louisville.edu  in the Dean’s Office.  If classified employees are authorized to work from home, on their time sheets they need to designate which, if any, of their hours were “work from home.”  Please keep in mind that you should not exceed the number of hours normally worked within a week.
• Flex hours    As noted in documents posted at  http://louisville.edu/hr/information-regarding-h1n1-flu , under extenuating circumstances, such as a flu outbreak or other emergency affecting the campus, you can request authorization to work hours outside regular business hours if your position entails work that can be accomplished outside normal business hours.  Send a requests via e-mail to me, and specify the period of time for which the flex hours authorization applies (include starting and end dates and hours you would work outside normal business hours). I will respond by e-mail, indicating whether or not the request has been approved, with a copy of this e-mail sent to Yolanda Demaree y.demaree@louisville.edu  and Becky McCandless becky@louisville.edu  in the Dean’s Office.  

 NOTE:  It is permissible to work a combination of flex hours and work from home with prior authorization.

• Technology resources    We are currently establishing a section on the A&S website that describes a variety of technology resources that would be useful in the event of an emergency or the need to work from off campus.  This technology information will be posted at http://louisville.edu/artsandsciences/astech, and a link to this information also can be found at  http://louisville.edu/artsandsciences/flu
• Documents to keep at home   It is recommended that you print hard copies of contact lists and other documents that will be useful in the event of an emergency and keep these at home.  This would include contact information (home phone number, cell phone number, etc.) for staff and faculty within your department and a list of office phone numbers for staff in the Dean’s Office.