Pandemic Influenza Plan

1. Purpose

The purpose of the Pandemic Influenza Plan is to identify and prepare for issues that may affect College operations in the event of an influenza pandemic. The plan outlines preparations that various members of the College community will need to consider in order to minimize the impact and disruption to the College community and to help protect the health of our students and staff. The plan identifies preventative measures the College community can take to avoid infection and minimize transmission of the virus.

Loyalist College has a comprehensive Emergency Response Plan (see Main Campus ERP 001) and a variety of related policies and procedures for specific types of emergencies. This Pandemic Influenza Plan is a subset of the Medical Emergency Procedure (ERP 005).

Due to the inherent uncertainty related to pandemic planning, the College’s plan strives to be flexible and will be subject to revisions and updates as more information becomes available during the course of an influenza pandemic.

2. Background Information

• 2.1 Influenza
  • is a highly contagious and common respiratory illness caused by a virus that is present in our community primarily on a seasonal (November-April) basis. Because the influenza virus constantly undergoes minor changes, a new vaccine must be developed each year to protect against the new viral strain.
• 2.2 Pandemic Influenza
  • occurs when the structure of the influenza virus undergoes a sudden and significant change. The resulting new strain of influenza virus can spread quickly in the community because people would not have immunity to the new strain and a vaccine would not be available for some time. Pandemic Influenza has occurred three times in the 20th Century and can occur at any time of the year. For most people, it is unpleasant but not life threatening. Most people recover within one or two weeks without requiring medical treatment. Some people will not recover, even with medical treatment because the illness is more severe. The very young, the very old and people with serious chronic illness are most at risk of serious illness. People of every age may be at risk of illness.

• 2.3 Transmission
  • The virus is transmitted from person to person through direct contact or droplet spread from activities such as sneezing, coughing and talking. Droplets may travel up to one meter or up to two meters in the case of coughing or sneezing. People can become infected if the virus gains access to the body through mucous membranes such as eyes, nose, or mouth.
• 2.4 Communicability
  • For most adults, the period of communicability is from approximately 24 hours before, and up to 3 – 5 days after symptoms develop. The incubation period is one to three days. Most people recover in 7 – 10 days.
• 2.5 Symptoms
  • While half of influenza infections show no symptoms, the other half demonstrate a number of symptoms ranging from mild to severe:
    • Sudden onset of fever, headache, chills, muscle aches, physical exhaustion, dry cough
    • Subsequent onset of sore throat, stuffy or runny nose and worsening cough
    • Children may feel nauseous, vomit or have diarrhea
    • Elderly, and those with compromised immune systems, may not develop a fever.

3. Scope and Assumptions

• 3.1 This plan is specific to an influenza pandemic and is not applicable to the management of routine respiratory illnesses.
• 3.2 In a pandemic, high absenteeism rate will result in significant disruption to supply chain resources and service delivery spanning all sectors of the economy. This will include the delivery of health care services in Hastings County. There will be the potential for a disruption of transit service to and from the Loyalist College main campus leading up to or during the pandemic outbreak.
• 3.3 It is assumed that the performance of the Internet will degrade during each wave of a Pandemic, with complete failure unlikely.
• 3.4 Traditional college and community services may not be available to staff and students during a pandemic outbreak.
• 3.5 Students and staff contracting influenza would need to remain home until they feel better and their symptoms disappear.
• 3.6 Some staff or students will be unable to work because of their need to care for ill family members or because of school or day-care closures.
• 3.7 Loyalist College’s plan will require involvement from a wide range of College departments and stakeholders to ensure an effective response to an influenza pandemic, to protect the College community from the spread of the virus and to continue core business operations.
• 3.8 It is inevitable that changes to most departments’ operations will be necessary during a pandemic, with some departments being impacted to a greater extent.

4. Responsibility

• 4.1 World Health Organization:
  • The World Health Organization (WHO) is responsible for the influenza surveillance worldwide in order to detect prevalent and emerging strains. In addition, WHO is responsible for coordinating a global response.
  • Specifically related to Pandemic Influenza, it is the responsibility of the World Health Organization to: conduct worldwide surveillance and reporting of disease; identify the beginning of a pandemic using a phased response; co-ordinate the global response to a pandemic; and provide recommendations on the management of a pandemic. For more information refer to www.WHO.int.
• 4.2 Federal – Public Health Agency of Canada:
  • The Public Health Agency of Canada (PHAC) is responsible for coordinating the national health response to Pandemic Influenza. PHAC liaises with various international organizations to support surveillance, coordination and investigation activities including those related to vaccine programs. The Prime Minister is responsible for declaring a federal emergency. For more information refer to www.phac-aspc.gc.ca.
• 4.3 Provincial – Ontario Ministry of Health & Long Term Care:
  • The Ministry of Health and Long-Term Care (MOHLTC) is responsible for coordinating the province-wide response to an influenza pandemic, including the declaration of a provincial emergency through the Premier. For more information refer to www.health.gov.on.ca.
• 4.4 Municipal – Hastings and Prince Edward Counties Health Unit:
  • Although the Hastings and Prince Edward Counties Health Unit (HPECHU) is the lead agency in the event of a pandemic, many other departments play critical roles. It is anticipated that the HPECHU will provide colleges, including those with residences, with information related to pandemic planning and potential services that may be provided during an influenza pandemic. It is the responsibility of the Mayor, or designate, to declare that an emergency such as a pandemic exists in the municipality. For more information refer to www.hpechu.on.ca.
• 4.5 The College President will:
  • In conjunction with members of the College Executive Team (CET), consult with MTCU to confirm funding patterns in the event of a pandemic;
  • Consult with Colleges Ontario, the College Employer Council and the Council of Presidents to ensure that concerns common to the Ontario College system are addressed at an appropriate level;
  • Invoke the Emergency Response Plan as required for decision making (before, during and after a pandemic emergency);
  • Develop a plan to ensure continuity of leadership in the event of a pandemic;
  • Declare suspension of College operations (if required);
  • Declare return to normal operations (if required); 
  • Receive recommendations from the Pandemic Preparedness Team on all aspects of Pandemic Planning; and 
  • Inform Loyalist College’s Board of Governors on the College’s Pandemic Influenza Plan, preparedness activities, and details of the execution of the plan in the event of a pandemic. 
• 4.6 The Vice-President Academic will:
  • In conjunction with MTCU and other Ontario Colleges, establish plans and guidelines for the successful completion of the academic year for students who are unable to attend classes/exams for an extended period of time either through personal illness relating to pandemic influenza or in the event of cancellation of classes. See Guidelines for Academic Planning Issues (Appendix OHS-009(D)); and
  • In conjunction with the Academic Management Team and Student Services, develop a system for monitoring attendance of students, faculty and academic support staff, collating this information and forwarding the information to Human Resource Services (per their requested frequency).
• 4.7 College Administrators will:
  • Identify individuals to replace them in their capacity, should they fall ill. Ideally, two replacements will be identified, in order to ensure leadership continuity;
  • Ensure their potential replacements are kept apprised of critical department activities to ensure a seamless transition if a pandemic appears imminent;
  • Each school and department will create a Business Continuity Plan, whereby the potential loss of one third of the staff is addressed, to ensure essential services and activities are maintained. Use Form OHS-009(A) Critical Functions Worksheet to document and prioritize department functions;
  • Administrators are also responsible for implementing any health initiatives as directed, such as effectively communicating the Pandemic Influenza Plan with staff; communicating the importance of implemented health initiatives such as hand washing and flu shots; and considering the implications of a pandemic when preparing any contracts for services;
  • In the event of a pandemic, curtail/cancel non-essential activities to limit person-to-person contact;
  • Report attendance related to influenza on a frequency directed by Human Resource Services (See HR-225). To assess if someone has influenza-like symptoms, use Appendix OHS-009(A) Influenza-like Illness – Decision Making Tool;
  • Promptly report any instances of employee work refusal to the Occupational Health & Safety Coordinator, who will report and organize the investigation, as necessary; and
  • Monitor compliance of any implemented health initiatives.
• 4.8 College Employees will:
  • Follow any hygiene practices or other direction provided by Hastings and Prince Edward Counties Health Unit. This information will be made available to the College community through education strategies and other forms of communication such as the myLoyalist portal and the College website;
  • Due to absenteeism, it can be anticipated that employees will be required to assume different/additional tasks in accordance with the provisions within the respective collective agreements;
  • While it is impossible to predict exactly how a pandemic will affect operations, it is anticipated that the College will remain open. All employees are required to attend work as scheduled, unless they are ill, while the College remains open; and
  • Report absences in the manner identified by Human Resources procedure HR-225 – Absence Reporting.
• 4.9 The Occupational Health and Safety Coordinator will:
  • Work closely with Health Services to monitor the global and local threat status of an influenza pandemic and keep abreast of current and proposed Public Health and Infection Prevention and Control Measures;
  • The OHS department will use and share this information to provide guidance and recommendations to the EMC, Joint Health and Safety Committees, Safety Representatives and the general College population; and
  • Offer or arrange for fit testing of particulate N95 respirators.
• 4.10 The Student Health Centre Nurse will:
  • Work closely with the Occupational Health and Safety Department to monitor the local status of the Pandemic Periods and Phases, via the Hastings and Prince Edward Counties Public Health Unit;
  • Offer and promote the influenza vaccine yearly, to all students and staff;
  • In the event of a provincial or municipal outbreak of influenza, will maintain communication through the local Public Health Unit and the Ministry of Health, and keep CET and the Health and Safety Coordinator apprised of the recommendations and directions from the Health Unit, as well as the Ministry of Health; and
  • Implement screening procedures for patients entering the Student Health Centre to allow for rapid identification and isolation of patients with influenza-like symptoms. See Appendix OHS-009(A) Influenza-like Illness – Decision Making Tool.
• 4.11 The Executive Director, Human Resources Services will:
  • Review existing Human Resources policies for applicability to circumstances surrounding a pandemic and, if necessary, revise or create shadow-policies specific to pandemic situations, taking into consideration the respective Collective Agreement(s) or the Terms and Conditions of Employment for Administrative Staff, as appropriate. For reference see Appendix OHS-009(C) – Guidelines for Human Resources Issues; and 
  • Receive copies of each division/department’s completed Critical Functions Worksheet (Form OHS-009(A)) and will consolidate the worksheets to form part of the Business Continuity Plan for the College. 
• 4.12 The Facilities Services Department will:
  • Ensure buildings are maintained in a safe, clean and hygienic condition;
  • Implement any additional cleaning or sanitizing regimes as directed by the Emergency Management Committee;
  • Ensure any adjustments to the ventilation systems are implemented, as recommended by the Hastings and Prince Edward Counties Health Unit. This action may be necessary, should the College be required to house ill students on campus;
  • Complete Memoranda of Understanding (MOU) with telephone service providers to confirm arrangements in the event of a pandemic; and
  • Keep all Contractors working on-site aware of any special infection prevention and control measures that they will need to follow.
• 4.13 Residence Services will:
  • In conjunction with Student Services, develop a system for monitoring influenza-like illness levels of students in residence;
  • Implement any additional cleaning or sanitizing regimes as directed by the Emergency Management Committee; and
  • Plan for any additional care that ill residence students may require. See Guidelines for Residence Issues (Appendix OHS-009(B)).
• 4.14 The Executive Director, College Advancement will:
  • Respond promptly to pandemic concerns and issues and communicate with the College’s multiple audiences;
  • Coordinate pandemic crisis communications by creating key messages and maintaining a consistent, up-to-date communication with the College community. This will include:
    • The delivery of prevention and control messages;
    • Responding, as needed, to inform the College community of the pandemic crisis;
  • Based upon the nature of the pandemic, determine whether a response to the media is necessary and manage all media communications, including post-pandemic communications; and
  • Messages and updates to the College community will be vetted through the Occupational Health and Safety Coordinator in consultation with the Executive Director, Human Resources Services.
• 4.15 The Information Technology Department will:
  • Determine if key personnel have the right hardware, software and bandwidth capacity at home to work remotely; are trained to work effectively from home, and that they have access to the information they need.
  • Determine if the network can accommodate the anticipated number of users and maintain reasonable performance.
  • Complete Memoranda of Understanding (MOU) with internet service providers to confirm arrangements in the event of a pandemic;
  • Anticipate that reliance on the services of IT will be heightened in the event a pandemic is declared.
• 4.16 Financial Aid will:
  • Develop a plan for emergency financial assistance for students in need during a Pandemic Influenza outbreak.
• 4.17 Financial Services will:
  • Develop a plan for continuation of payroll services in the event of a pandemic. This plan may require an MOU with major service providers (e.g. banks); and
  • Develop a plan for stocking emergency supplies in central stores.
• 4.18 Financial Planning will:
  • Coordinate budget impact analysis of departmental pandemic Business Continuity Plans; and
  • Ensure that Force Majeure clauses are included in all contracts.

5. Procedure

• 5.1 Infection Prevention and Control Measures
  • Infection control measures are actions that can prevent or minimize the spread of the influenza virus in the community, educational and workplace settings. Loyalist College’s Pandemic Influenza Plan incorporates the following public health and infection prevention and control measures recommended by the Ontario Ministry of Health for an Influenza Pandemic:
    • A. Hand Washing:
      • Hand washing is the most important infection control measure since the influenza virus is easily killed by hand washing products (soap or hand sanitizer products).
      • Clean hands frequently with soap and water or with an alcohol based hand sanitizer, especially after you sneeze, cough or blow your nose.
      • To be effective, lather hands with soap and warm water for at least 15 seconds, contacting all parts of the hand and wrist.
      • Use a hand sanitizer, containing at least 60% alcohol if you are not near a source of soap and water. Hand sanitizers do not replace hand washing, as they do not remove dirt and grime.
    • B: Respiratory Etiquette:
      • Cover your mouth and nose with a tissue when you cough or sneeze to prevent the spread of potentially contagious germs (droplets). Immediately dispose of the tissue.
      • If you do not have a tissue available, cough or sneeze into your sleeve, not your hands.
      • If possible, step away (2 meters) from other people when you are sneezing or coughing.
    • C: Use of Masks:
      • The wearing of masks by the public or people who do not have influenza is not recommended at this time.
      • However, those who wish to wear one can use surgical masks. When removing the face mask after use, hold mask by elastic straps and avoid touching the inner or outer surface of the mask. Surgical masks are not designed or certified to prevent the inhalation of small airborne contaminants and are not designed to fit with a tight seal around the face. Rather, surgical masks provide a physical barrier to protect against splashes of large droplets of blood or body fluids. Surgical masks also protect other people from contamination/infection by trapping large particles of contaminated particles that may be expelled by the wearer. Surgical masks are used for different reasons including:
        • Worn by sick people to limit the spread of infectious respiratory secretions; and
        • Worn by health care workers to prevent accidental contamination of patient wounds and to protect themselves from splashes or sprays of blood or body fluids
      • Respirators are designed to fit with a tight seal around the face to reduce exposure to airborne contaminants. Particulate respirators (N-95 efficiency) are appropriate for those employees that in the course of their job duties must come in close (< 2 m) contact with people with influenza–like symptoms. Respirators must be fit tested prior to use. Contact the Occupational Health & Safety Coordinator to perform or arrange for respirator fit testing. See OHS-013 Respirator Program.
    • D: Social Distancing
      • Social distancing refers to measures to reduce or avoid close contact with other people as much as possible to reduce exposure to the virus. Strategies for social distancing at the College include the following:
      • Avoiding large gatherings (e.g. gym, theatre);
      • Using stairs instead of crowded elevators;
      • Cancelling non-essential face-to-face meetings;
      • Using teleconferencing, e-mail and faxing for communicating;
      • Avoiding direct contact such as shaking hands, hugging or kissing people;
      • If possible, stay more than 2 meters away from people who are sneezing or coughing;
      • Bringing your own lunch and eating at your desk or in an area away from others; and
      • Avoiding non-essential travel.
      • Social distancing measures in the community include:
        • Reducing the number of household visitors;
        • Cancelling or postponing family gatherings, outings or trips;
        • Stockpiling household items to reduce the need/frequency to go shopping;
        • Paying bills at ATMs, online or over the phone.
    • E: Voluntary Isolation – Stay Home If You Are Ill:
      • Isolation refers to separating or containing an infected person during the communicable phase of a disease to prevent or minimize contact with other people, including the following:
      • If you are sick with influenza-like-symptoms, self-isolate and stay home to avoid contact with others.
      • At the moment, there is no firm data to support a specific period of time a person with influenza-like-symptoms should stay away from work or school to prevent the spread of the virus. However, it is generally recognized that it is safe for people to return to work or school after a day of feeling well again.
    • F. Vaccines and Antiviral Medications:
      • Antiviral medications and vaccines will likely play important roles for the treatment and prevention of a Pandemic Influenza. Antibiotics have no effect against a viral illness.
      • Unfortunately, the effectiveness of antiviral medications cannot be known in advance of a pandemic virus strain.
      • It is not anticipated that antiviral medications will be available through Loyalist College’s Health Centre.
      • Vaccination clinics for the pandemic influenza will be offered through the Public Health Unit. If the vaccine is made available, the College will offer vaccination clinics organized through the Student Health Centre to make it easier for students and staff to receive this vaccine. Employees are encouraged to be vaccinated.
    • G. Other Protective Measures
      • Keep your hands away from your eyes, nose and mouth.
      • Keep your work area, especially frequently touched surfaces, clean. Soap and water or commercially available “disinfecting wipes” are effective at removing viruses.
      • Staff and students will not be permitted to bring their children on campus in the event of an influenza pandemic outbreak.
• 5.2 Communications
  • Loyalist College will provide information to students, faculty, support and administrative staff on an ongoing basis, from the beginning of the planning process and throughout an outbreak situation.
  • The Loyalist Website will be the official source of information regarding Pandemic Influenza. The myLoyalist portal and other electronic communication tools will provide links to the official website source. Bulletin boards and other visual communication tools will also be used to share information with staff and students.
• 5.3 Decision Making
  • Should an influenza pandemic occur, difficult decisions will need to be made.
  • Loyalist College believes that these decisions must be firmly rooted in a moral and ethical decision-making framework and will strive to ensure that all decisions are open, transparent, reasonable, inclusive, responsive and accountable. Loyalist College will balance individual liberty and protection of our staff, students and faculty from harm, and ensure proportionality so that we can address the actual level of risk or need in our community.
  • Loyalist College will respect, as much as possible, the privacy of our staff, students and faculty, and strive for equitable treatment for all. Compassion, stewardship and trust will be at the heart of all our decisions.
  • The following is a brief description of Loyalist College’s decision-making principles and values that were taken into consideration when creating the Pandemic Influenza Plan, and will be used to make decisions during a Pandemic Influenza outbreak:

• 5.4 College Operations
  • Faculty, support and administrative staff in less essential service operations may be reassigned to help in other ways during Loyalist College’s time of crisis.
  • College services critical to the health and well-being of students and staff are especially important during an outbreak and will need to be maintained. Critical functions are identified on Form OHS-009(A) – Critical Functions Worksheet by each department and kept on file in Human Resource Services.
    • A. Critical Operations
      • The following critical operations are expected to be maintained during a pandemic, even in the event of the cancellation of classes:
        • Health Services
        • Marketing and Public Relations
        • Residence Services
        • Food Services
        • Parking and Security Services
        • Cleaning of Washrooms and Public Areas
        • Utilities – to the extent allowed by the Municipality
        • Maintenance of College Web Site
        • Internet Services – to the extent allowed by primary service providers
        • Network Services – to the extent allowed by primary service providers
        • Payroll Services – to the extent allowed by banks.
      • Every key position needs to be backed up by two or three other employees, if possible, so that adequate coverage is available for the duration of the pandemic period.
    • B: Business Continuity Plans (BCP):
      • Business continuity planning is an important part of the College’s risk management process, in which we assess all the risks that may prevent us from achieving our objectives, and deciding on ways to manage, or mitigate, those risks.
      • Every academic, administrative, and service department must complete a BCP for their specific area using Form OHS-009(A) Critical Functions Worksheet. When completed the forms are sent to the Executive Director of Human Resources Services for compilation. These plans will ensure that all staff are aware of their roles during a pandemic and that specific staff are trained as “back up” employees to assume different responsibilities, if called upon during a pandemic situation at the College. There are four key components for continuity of operations: people, information, technology and workplace.
    • C. Cancellations/Closures:
      • During a pandemic, it is essential to minimize person-to-person contact as much as possible to reduce the likelihood of the transmission of the virus.
      • College activities involving close person-to-person contact such as pubs, convocations, varsity games, athletic banquets, business meetings, etc., should be rescheduled in the interest of public health during waves of a pandemic. It can also be anticipated that there may not be sufficient staff, during a pandemic, to organize and hold such events. In addition, in the midst of a wave of a pandemic, the public may choose not to attend functions that may contribute to the spread of the virus.
      • In the event the circulating strain of influenza causes severe illness in many individuals, it may be necessary to close the College for a period of time. This decision will be reached in consultation with the College Employer Council, based on recommendations by Public Health officials.
      • There may be an outbreak affecting one or more identifiable constituencies or areas of the College, which may necessitate decisions being made concerning their operations. For example, these constituencies could include Bancroft Campus, The Spa, Club 213, Continuing Education and various outside groups that rent or use the facilities.
      • During a pandemic, the Pandemic Planning Committee will review all group events and make recommendations to College Executive Team regarding the feasibility of the scheduled activity. The decision will be based on the current information available from Public Health officials at that particular time.
      • If any single academic program would need to close, then all programs at all campuses will be evaluated to determine if circumstances are such that those programs should also close.
      • Loyalist College will work to keep classes running for as long as possible provided that this can be done safely for students, faculty and staff. The decision to close academic programs will be based on input from Public Health and College staff and student absenteeism.

6. Related Documents and Links

• Appendix A: Influenza-like Illness – Decision Making Tool
• Appendix B: Guidelines for Residence Issues
• Appendix C: Guidelines for Human Resources Issues
• Appendix D: Guidelines for Academic Planning Issues
• Form A: Critical Function Worksheet
• HR 225 Absence Reporting
• ERP 001 Emergency Response Plan – Main Campus
• ERP 005 Medical Emergency – Main Campus
• OHS 013 Respirator Program

7. References

• Colleges Ontario Pandemic Influenza Plan Guide Template
• World Health Organization
• Public Health Agency of Canada
• Hastings and Prince Edward Counties Health Unit