Office of the Registrar

Business Continuity Planning

A Disaster Doesn’t Have to be a Catastrophe!

When disaster strikes…the time to prepare is passed

Earthquake Fire Flood

Flu Pandemic Shooting Strike

Are You Professionally Prepared?

Does your office have a plan? Is it written down? Do staff know about it? Have you practiced it? What if you’re not available to implement it?

Are you or any of your staff trained in CPR and first aid?

Do have emergency supplies for your staff (and family) for at least three days?

Are You Personally Prepared?

Do you have emergency contact information for both work and family with you today?

Have you identified an emergency contact outside of your immediate area for family and friends?

If you have children, do you know their school’s plan? Can you count on it?

If you answered NO to any of these questions…

YOU ARE NOT READY!

Session Agenda

1. Business Continuity Planning Defined

2. Office of the Registrar Business Continuity Plan

3. Critical Functions

4. Accomplishments

5. Lessons Learned

6. Questions

Business Continuity Planning

Planning for unplanned events that could threaten or interrupt your business

• Hard drive failures to earthquakes, fires & floods

Addresses how we:

• Prepare for these events

• Restore priority functions, if interrupted

• Continue business with diminished resources

Business Continuity Planning

Does NOT involve Emergency Response• Police, Firefighters, Medical, etc.• Emergency Operations Center (EOC) responsible

for this

Everyone should be involved• A comprehensive, campus-wide plan demands

broad participation• Especially important for a decentralized campus

Business Continuity Plan

Berkeley Approach: Standardized planning tool• Same template for all units at all levels• Key outcome: Readiness to-do list• Each unit’s action items informs the plans of

colleagues, superiors and subordinates

OR Continuity Plan

The Office of the Registrar has a written plan available at the campus Business Continuity Planning website

The plan takes into account guidelines established by the Emergency Operations Center (EOC)

The campus has identified resumption of instruction as a top priority (only payroll is higher)

Components of the Plan

1. Know Your Campus

2. Specify Critical Functions

3. Identify Key People and Resources

The UCBerkeley Campus

Urban Campus

Hayward Fault runs through campus

70% chance of major earthquake before 2030

Aging Infrastructure

The Berkeley Campus

Located near a fire zone

1991 Firestorm• Engulfed 1,500 acres• Destroyed 2,800 homes• Killed 25 people

The Berkeley Campus

36,000 Students

10,000 Faculty & Staff

Serves the Community• Athletic events• Lawrence Berkeley Lab• Libraries, Museums, Theaters & Botanical Garden• Community partnerships and programs

Campus Resourcesfor Business Continuity Planning

Office of Continuity Planning

Continuity Planning Tools

• Templates• Campus Plan• Research Seismic Recovery Action Plan• Preparedness Checklist for Faculty

People Locator

WarnMe Alerting & Warning System

Critical Functions

Enrollment

Grades

Classroom Scheduling

Enrollment

Critical functions include:• Determining enrollment eligibility• Enrolling students into classes• Cancellation/withdrawal• Reinstatement• Enrollment/schedule changes (adds & drops)

Enrollment activities performed by students, Academic departments, and Colleges & Schools.

Enrollment

Timing Determines Action

Enrollment

If Office is NOT Accessible:

1. Critical data housed on mainframe, and not dependent on access to office

2. Registrar or Alternate will:• Coordinate with EOC on alternate site, priority of

enrollment, when staff should resume work• Contact senior staff• Initiate Phone Tree

Enrollment

If Office is Accessible:

1. Deliver information in person

2. Disseminate info via hard copy

3. Use cell phones and bulletin boards

4. EOC and IST to post accurate info on web

Enrollment

If Office is Accessible:

And systems are available: Operate as usual

If systems are NOT available:

• Reconstruct enrollment records from other sources

• Accept enrollment changes via hard-copy forms; process after systems are restored

Grades

Faculty Senate

Office of the Registrar

Information Services & Technology (IST)

Communications

Added Law School to online grading system

Scheduling

Classroom Scheduling Duties:

1. Academic Classes-Fall, Spring, Summer Terms

2. Special Events

3. Final Examinations

4. Online Schedule of Classes

Scheduling

Resources:

1. Space—Classrooms, Tents, Lounges

2. Alternative Curriculum Methods

3. Course Data• Business Continuity Course Priority Website

4. Enrollment Data

5. Faculty Data

Scheduling

Resources:

1. Computers

2. Portable Data Devices

3. Paper Room and Building Lists

4. Scheduling Checklists

Scheduling

Put paper checklist sample here

Scheduling

Communication:

1. Relay Information Back to EOC

2. Pre-arranged contract with printer

3. Electronic resources

4. New technologies

Accomplishments

1. Off-site Backups of Core Systems

2. Successful Testing of Backup Systems• Mainframe Student Information System• “Bear Facts” SIS web interface• Directory Services, Authentication and Emergency

People Locator

3. Survival Kits for all Staff

4. Seismic Recovery Plan

5. Pandemic Flu planning committees

Lessons Learned

Recent Actions

Business continuity calendar approved by Academic Senate

Tested server-based student database and applications (failed 1st time, succeeded 2nd time)

Participated in review of UC Ready

Updated phone system; improved access for messaging

When disaster strikes…the time to prepare is passed

Earthquake Fire Flood

Flu Pandemic Shooting Strike

Ongoing Questions & Concerns

How can we best prioritize courses in a recovery phase?

How will increase in number of students and change in types of students affect our ability to respond and recover?

What will be the role of online courses?

More classroom technology—challenge or basis of recovery?

Resources

Office of Continuity Planning

University of California, Berkeley

University Hall 172

Berkeley, CA 94720

http://obr.berkeley.edu