Local Health Emergency Strategic Response

​​Last updated: April 15, 2020 (1.1)

Level definitions:

  1. Confirmed cases and/or escalation of health cases.
  2. Suspected case(s) at College or suspected/confirmed cases in local community.​
  3. Confirmed case(s) at College or temporary closure of college locations.

Organizational structure, titles and terms for the response are set-up using the Incident Command System (ICS) and National Incident Management System (NIMS).

Organizational ElementsLevel 1Level 2 (in addition to Level 1 actions)Level 3 (in addition to Level 1 and 2 actions)
Chancellor’s Office/Board Relations

*Area Commander
  1. Monitor situation and update appropriate personnel.
  2. Establish communication with District locations through Incident Commanders.
  3. Issue communication(s) to District location(s) community regarding status of health emergency, self-protection and District response. (Examples: email, website, and phone system.)
  1. Activate District Emergency Operations Plan.
  2. Notify Dallas County Health & Human Services (DCHHS) as required.
  3. Contact and advise appropriate personnel.
  4. Ongoing communications with college community regarding signs/symptoms, protocol for referral of suspected cases. Status of District functions
  1. Authorize temporary suspension or closure of classes.
  2. Implement temporary closure of building(s), quarantine activities and suspension of student and academic activities based on communications with DCHHS.
  3. Authorize alternate instructional modalities.
College Presidents & District Workgroups

*Incident Commanders
  1. Monitor situation and update appropriate personnel.
  2. Establish communication with District through Area Commander.
  1. Activate Operations Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  2. Identify alternative work modalities.
  3. Review modality options (e.g. 6 feet social distancing, staggered shifts).
  4. Report contingency plans to locations chief executive officer.
  1. Implement temporary closure of building(s), quarantine activities and suspension of student and academic activities based on communications with Area Commander.
  2. Ensure that each DCCCD workgroup function is addressed.
Emergency Management

*Planning Section
  1. Communicate with Dallas County Health & Human Services (DCHHS) regarding planning and surveillance.
  2. Contact and advise Area Commander, Incident Commanders and appropriate departments.
  3. Confirm that essential personnel (to be defined) have appropriate training specific to the health emergency & that available Personal Protective Equipment (PPE) is assigned to personnel as needed.
  4. Update Districts Emergency Operations Plan (EOP) and confirm Workgroups’ Business Continuity Program(s).
  5. Communicate and benchmark other college health plans.
Activate Planning Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS). Continue to operate under the District’s Emergency Operations Plan (EOP) and ICS.
Governmental Affairs (Marketing/Communications)

*Public Information Officer (PIO)
  1. ALL information released through PIO
  2. Draft internal and external bulletins and announcements for Area Commander’s review. (using DCHHS information as sole source)
  3. Coordinate with Planning Section on updating personnel(s) knowledge/ training on health emergency as needed.
  1. Activate under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  2. ALL information released through PIO.
  1. ALL information released through District
  2. Organize communication methods (example: websites, emails, support rumor control).
Academics & Student Services

*Operations Section
  1. Ensure that personnel have appropriate training specific to the health emergency by partnering with health centers and Safety Officer.
  2. When applicable, District Educational Affairs will monitor student travelers entering from effected regions and assist with communication to international students and their families.
  3. District Educational Affairs will formulate and rehearse plan(s) to address the continuation of the educational process and whether temporary suspension of operations will be necessary if District locations are required to close and/or attendance dramatically drops due to fears regarding the health emergency.
  4. Contact the Texas Higher Education Coordinating Board to determine if District plan(s) meet state, federal, and SACS requirements.
  1. Activate Operations Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  2. Establish protocol, train, and identify personnel for communicating with families in the event of serious illness or death of a student.
  3. Identify students affected by health emergency.
  4. Recommend alternative instructional modalities
  5. Possible alternative instructional modalities for review:
  6. Online classes — What classes can be done online? Who will provide deliverables?
  7. Remote Instruction — How will remote instruction be done? Who will provide deliverables?
  8. Extending Semester — How will that be accomplished? Who will provide deliverables?
  9. Social distancing Labs — How will social distancing Labs be accomplished? Who will provide deliverables?
  10. Implement plan(s) for continuity of the educational process.
  1. Implement alternative instructional modalities.
  2. Identify student needs. Who will provide deliverables?
  3. How will these alternative modalities affect students and student graduation? Dual Credit, ECHS, P-Tech, and F1 Students? ADA?
  4. Impact and requirements regarding FA, THECB, and TEA
District Police Department

*Operations Section
  1. District police will update the training of police officers and support staff on health emergency as needed.
  2. Alert Health Center if police encounter individual(s) with symptoms related to health emergency.
  3. Ensure that personnel have appropriate training specific to the health emergency & that available PPE is assigned to personnel.
Activate Operations Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  1. Coordinate Clery Act Emergency Notification if required.
  2. Secure buildings & post signage if buildings and/or location(s) is closed.
  3. Non-Virtual personnel receive PPE based on available supplies as needed.
District Facilities and Campus Facilities

*Operations Section
  1. Facilities will update the training of personnel on health emergency as needed.
  2. Review building ventilation systems (if needed).
  3. Establish facility decontamination procedures for contract cleaning staff as needed.
Activate Operations Section under the District’s Emergency Operation Plan (EOP) and the Incident ​Command System (ICS).
  1. Stand by to shut down buildings and reduce utilities as directed by Area/Incident Commander.
  2. Continue cleaning and disinfection of buildings.
  3. Decontamination procedures of facilities as needed.
  4. Non-Virtual personnel receive PPE based on available supplies as needed.
Health Center(s)

*Operations Section

*Safety Officer
  1. If advised by DCHHS - Post entry door bulletins (in coordination with Public Information Officer) notifying individuals with symptoms related to the health emergency or who have traveled to (or have been visited by persons from) effected areas, to call Health Center.
  2. Health Center will ensure that personnel have appropriate training specific to the health emergency & that available PPE is assigned to Health Center personnel.
  3. Review and follow county and state protocols.
  4. Monitor college population and Health Center workers.
  1. Activate Operations Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  2. Follow DCHHS guidelines when resources are available.
  3. Isolate suspected cases when possible while awaiting patient’s transportation to his/her primary medical provider, hospital, or DCHHS alternate.
  4. Identify contacts of suspected case when possible.
  5. Communicate with parents and/or family (as current law or executive order allows) of suspected cases and explain procedure.
  6. Health Center will work with location Incident Commander and the safety officer to assist in providing updated information (using DCHHS information as sole source) as the health emergency progresses.
  1. Follow Dallas County Health & Human Services (DCHHS) protocols.
  2. Operate as the DCCCD Safety Officer.
  3. Track students and employees who self-report.
  4. Work with Educational Affairs on ALL student issues regarding public health emergency.
  5. Non-Virtual personnel receive PPE based on available supplies.
Talent Central

*Finance/Administration
  1. Work with Health Centers to monitor faculty & staff travelers entering from effected areas.
  2. Review and/or update policies for absences unique to a health emergency.
  3. Review and/or update policies for flex-work as needed.
  4. Make recommendations regarding payroll if there are extend absenteeism due to health emergency or location(s) are required to be closed.
Point of Contact for ALL Employee decisions related to public health emergency
  1. Plan for future issues related HR policy during and after public health emergency.
  2. Update HR Policy as it related to health emergency.
Business Affairs

*Finance/Administration
  1. Development of plans to address financial issues created by the health emergency.
  2. Make recommendations regarding financial issues to the Chancellor/Board. Example: will personnel continue to be paid if college is closed?
Activate Finance/Administration Section under the District’s Emergency Operations (EOP) and the Incident Command System (ICS).
  1. Implement steps for Payroll and A/P during health emergency.
  2. Address financial issues related to health emergency (e.g. ERS, TRS).
District & College IT Departments

*Logistics
  1. Ensure that personnel have appropriate training specific to the health emergency by partnering with health centers and Safety Officer.
  2. Update plans for supporting possible alternative instructional modalities.
  1. Activate Logistics Section under the District’s Emergency Operation Plan (EOP) and the Incident Management System (ICS).
  2. Confirm plans for supporting possible alternative instructional modalities with Academics and Student Services.
  3. Verify that backup personnel or contractors are cross-trained.
  1. Support alternative instructional modalities.
  2. Support telecommuting and conference call methods for employees.
  3. Support internal and public messaging methods.
Purchasing / Auxiliary Business Services

*Logistics
Communicate to auxiliary vendors the requirements (based on DCHHS recommendation and/or requirements and District needs) to operate on college campus during the health emergency.
  1. Activate Logistics Section under the District’s Emergency Operation Plan (EOP) and the Incident Command System (ICS).
  2. Arrange for any additional vendor services needed by District.
  • Emergency purchase orders to address public health emergency.
  • Work with auxiliary service on closings and/or reductions in services.