May 2019 Webinar This presentation was recorded To view the webinar recording please click here Why Are We Here Provide an overview on essential personnel Clarify who is essential personnel and what their responsibilities are ID: 917440
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Slide1
Essential Personnel
Emergency Preparedness
May 2019
Slide2Webinar
This presentation was recorded. To view the webinar recording, please click here.
Slide3Why Are We Here?
Provide an overview on essential personnelClarify who is essential personnel and what their responsibilities areDiscuss frequently asked questions Share preparedness resources and training information
Slide42019 Hurricane Season is Upon Us!
From June 1, 2019 – November 30, 20192019 Prediction (as of December 2018)Slightly below averageNamed storms: 12Hurricanes: 5Major hurricanes: 2
1
Forecast released on December 11, 2018 by the Tropical Storm Risk (TSR) Consortium of the University College London
Slide5Am I essential personnel
Slide6What is the definition of essential personnel?
Slide7Employees that will, in the event of severe weather conditions, utilities/technology issues, or major emergency situations be required to work before, during and/or immediately after an incident occurs.
Slide8Before, During, and After
Essential personnel may be required to work:Before an incident to prepare for a potential emergency situationsDuring the emergency to ensure that critical functions continue during the emergency event Immediately
following a natural or human-caused disaster to assess situations and quickly restore critical University functions.
Slide9Employees Expected to Work During an Emergency Situation
Are those needed to: Ensure critical functions continue during the emergency event (e.g. Department of Emergency Management, Police, Facilities Management)Provide services that relate directly to the health, safety, and welfare of the UniversityMaintain and protect University assets
Slide10I’m Essential – Is this Documented?After your supervisor/department head deems your position is essential
Your HR Liaison updates your position descriptionA report of roles currently deemed essential can be found at: myhrreporting.fiu.edu and the report name is FIUHR_ESSENTIAL_PERSONNELEmployees will able to check through self-service
Slide11Check if You are Essential Personnel
Slide12HR Liaisons
To add a new individual/position as essential personnelUpdate verbiage to the position description via an ePRF request:
Performs essential duties in any emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
Additionally, please check the “Essential Personnel” flag in PantherSoft when updating the position description.
Slide13HR Liaisons
To remove an individual/position from this delegation:
Submit the ePRF, uncheck the “Essential Personnel” flag, and inactivate the duty in the position description.
Should you have any questions about the process to update position descriptions, do not hesitate to contact Compensation Administration at
cmpadmin@fiu.edu
.
Slide14HR LiaisonsBefore you update position description:
Review position description with department head Discuss if this position really is essential?Push back if it doesn’t meet the definition aboveIf you are unsure, contact Compensation Administration for assistance and guidance
cmpadmin@fi.edu
305-348-4996
Slide15Frequently Asked Questions
Essential Personnel
Slide16True or False: What Do You Think?
Q. The Vice President or department head of my area makes the determination whether I am essential personnel or not.TRUEQ. I am considered essential personnel based on my years of service and supervisory status.FALSECorrect Answer: The determination is
based on your position
which has been deemed critically necessary before, during, or immediately after an emergency.
Slide17How Will I Be Contacted?
University CommunityCommunication/messaging may come in the form of e-mail, phone, and/or text prior to the incident
May come from Division of Human Resources, Division of External Relations, Office of the President, incident commander, area Vice President, or department head
Essential Personnel
Department head or supervisor will communicate to those deemed essential
Emergency Operations Activation
Example:
Preparation for hurricane impact or major event
Slide18How Will I Be Contacted?No-notice Incident
Example: Following a major utilities failure or tornado eventCommunication/messaging may come in the form of e-mail, phone, text, news media, FIU social media, etc. Pay close attention to all communication sourcesMessaging will come from Division of Human Resources, Division of External Relations, Office of the President, incident commander, area Vice President, or department head
Follow the directions from your area Vice President/ department head
Slide19How Will I Be Compensated?
If you are a non-exempt employee, you will be compensated for all hours workedIf you are an exempt employee, a flexible schedule may be considered with approval of your respective supervisor
Slide20Scenario
A hurricane is projected to hit Miami in the next two days. Due to the severity of the storm, it has been determined that the University will be closed to allow time for the university community to prepare and be safe. You are a non-exempt employee working in Facilities Management. As essential personnel, you will be working during university closures. You’re supervisor has already reached out to you and a COOP is in place for this emergency situation.
Slide21Scenario Cont.The hurricane came and went. Thankfully, Miami did not take a direct hit but the university remained closed for a total of five days. You were required to work three out of the five days.
As a non-exempt employee, how will you be compensated for the days the university was closed?
Slide22What is the Correct Answer?
You will be compensated for 40 hours of work (five days).B. You will be compensated for 40 hours (five days) of straight pay plus 24 hours of “Emergency Hours” worked. C. You will be paid for only the 24 hours (three days) of “Emergency Hours” worked during the storm. D. You will be paid time and a half for all hours worked.
Slide23Correct Answer
You will be compensated for 40 hours of work (five days).B. You will be compensated for 40 hours (five days) of straight pay plus 24 hours of “Emergency Hours” worked. C. You will be paid for only the 24 hours (three days) of “Emergency Hours” worked during the storm.
D. You will be paid time and a half for all hours worked.
Slide24Preparedness
It’s important to be prepared and have a plan
Slide25Preparedness at Home and at Work
University PreparednessFollow department’s emergency plan2Follow department head’s directionsPersonal PreparednessMake a planPrepare a disaster kit
Stay informed
2
The FIU Ready program is a continuity planning tool used to maintain normal University operations in the face of disruptive events. For more information on FIU Ready, please visit the FIU Department of Emergency Management website at: dem.fiu.edu.
Slide26Continuing of Operation Plan (COOP)
Do you know your department’s COOP? Do you know who to contact about your COOP? Do you know the chain of communication in your department? (e.g. department phone tree, WhatsApp) Do you know what your role is?
Slide27Make a Personal Plan
Some factors to consider when developing your own plan:How will I receive emergency alerts and warnings?What is my evacuation route?
How will I
communicate
to my family/household?
Where do I
shelter
?
What will I do with my
pet
?
What
documents
do I need to store and/or carry?
Do I have
special needs
(e.g. medical, dietary)?
Slide28Prepare a Disaster Kit
CashWaterFoodFlashlight w/ extra batteriesCrank or battery-powered radio
First aid kit
Important documents
Entertainment
Bug repellant
Hygiene products
Prescription medication
List of important telephone numbers
Disposal plates and utensils
Closed-toe shoes
For more information regarding disaster kits, please visit the FIU Department of Emergency Management website at: dem.fiu.edu.
Slide29Hurricane Preparedness with Roary
Slide30Stay Informed
Register for FIU Alerts to receive emergency phone calls and text messages
Broadcasts emergency notifications on campus via office phone and loud speakers
FIU Hotline – FIU HELP (305) 348-4357
Social media – Twitter
@FIU
and “Like”
FIU Facebook Page
FIU website –
www.fiu.edu
Electronic message boards throughout campus
Local media (e.g. television, radio, social media)
Slide31Helpful Resources & Training
FIU Division of Human Resourceshr.fiu.edu
FIU Department of Emergency Management
dem.fiu.edu
FIU
Huracanes
(Spanish)
huracanes.fiu.edu
FEMA IS-100.HE: Intro to Incident
Command System for Higher Ed
http://go.fiu.edu/ICS-100
FEMA IS-700.a
: Intro to the National Incident Management System
http://go.fiu.edu/ICS-700
U.S.
Department of Homeland Security:
Ready Campaign
https://www.ready.gov
U.S. Department
of Homeland Security: Ready Campaign (Spanish)
https://www.listo.gov/es
Slide32Questions/Concerns
Contact the Department of Emergency Managementdem.fiu.edu; (305) 348-0670Contact your Department Head or area Vice PresidentContact the Division of Human Resources:
Modesto A. Maidique Campus (MMC) - (305) 348-2181
Biscayne Bay Campus (BBC) - (305) 919-5545
hr.fiu.edu
Slide33Authorities and ReferencesFlorida Statues Chapter 252, Emergency Management
Florida Board of Governors Regulation 3.001 Campus Emergency ManagementFIU Bylaws of Board of TrusteesFIU Policy 180.105 Emergency Management and Continuity of OperationsFIU Policy 1710.285 Severe Weather/Emergency Closing
Slide34THANK YOU!