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Continuity of Operations Plan

Test

The Continuity of Operations Plan (COOP) for the San Mateo County Community College District (SMCCCD) outlines strategies and procedures to ensure the continuous and effective delivery of essential functions and services during emergencies or disruptions. This plan is designed to safeguard the safety and well-being of students, faculty, staff, and the community while minimizing the impact on the district's operations.

Purpose:

The purpose of this COOP is to establish a comprehensive framework that enables SMCCCD to respond to and recover from a wide range of emergencies, including natural disasters, health crises, technological failures, and other unexpected events, while maintaining the continuity of critical functions.

Planning Assumptions:

  • Emergency situations can vary in scope and nature, necessitating a flexible and adaptable response.
  • Effective communication and collaboration among internal and external stakeholders are essential for successful COOP implementation.
  • Protection of human life and well-being is the highest priority, followed by the preservation of essential functions.
  • Recovery efforts will be guided by clear priorities and coordinated efforts.

Essential Functions:

Identify and prioritize the following essential functions specific to SMCCCD:

  • Academic Operations (Instruction and Learning Management)
  • Administrative Operations (Finance, HR, IT, Facilities)
  • Student Support Services (Counseling, Health Services, Student Affairs)
  • Communication and Public Relations
  • Emergency Management and Response

COOP Activation:

The COOP will be activated based on incident severity and scope:

  • Alert: Monitoring and initial assessment of the situation.
  • Partial Activation: Selected functions are activated to address specific impacts.
  • Full Activation: Complete implementation of COOP measures for widespread disruptions.

COOP Elements:

Communication:

  • Establish clear communication channels among key personnel and stakeholders.
  • Designate primary and alternate methods for information dissemination.
  • Implement a system for timely and accurate communication during emergencies.

Leadership and Decision-Making:

  • Identify a COOP coordinator and alternate with authority to make critical decisions.
  • Establish protocols for decision-making and escalation procedures.

Resource Management:

  • Maintain an inventory of critical resources, including personnel, facilities, technology, and supplies.
  • Develop strategies for resource allocation and redistribution as needed.

Personnel and Human Resources:

  • Identify essential personnel and define their roles in COOP implementation.
  • Establish procedures for remote work and alternative staffing arrangements.

Facilities and Infrastructure:

  • Identify alternate facilities and workspaces in case primary locations are compromised.
  • Develop plans for facility maintenance, repair, and restoration.

Information Technology (IT) and Data Management:

  • Implement data backup and recovery procedures.
  • Establish remote access capabilities for essential systems and services.

Student and Stakeholder Support:

  • Develop mechanisms to continue student services remotely, including counseling and academic advising.
  • Establish communication channels to keep stakeholders informed.

Finance and Procurement:

  • Identify financial processes and funding sources to support COOP implementation.
  • Establish procedures for financial transactions and procurement during disruptions.

Training and Exercises:

  • Conduct regular COOP training for personnel at all levels.
  • Conduct tabletop exercises and drills to test the effectiveness of COOP procedures.

Plan Maintenance and Review:

  • Review and update the COOP annually or as personnel, functions, or resources change.
  • Incorporate lessons learned from drills, exercises, and actual incidents.