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Emergency Short-Term and
Long Term Recovery and Business Continuity Plan
The TAMUG
Long-Term Recovery and Business Continuity Plan is based upon the concept
that the TAMUG campus will be closed for at least the remainder of one
semester to an indefinite period of time. The focus of the plan is the
relocation of students, faculty and staff to the Bryan/College Station
area and the resumption of classes and services on the TAMU campus. The
Short-Term Recovery plan focuses on the time the campus will be closed but
will not require the relocation of students, faculty and staff to College
Station.
Objective
– TAMU College Station will accommodate all currently enrolled students,
courses, campus services, and research from the Galveston campus.
Concept of Operations
– If determined necessary and appropriate, TAMUG students, faculty, and
available staff will relocate to TAMU for the remainder of the semester
and subsequent semesters. TAMUG and TAMU faculty, staff, and services will
work in tandem to educate students, provide housing and food, and maintain
faculty research. Behind the scenes operations, such as student record
management and billing for services, appear seamless to Galveston
students.
Evacuation |
Short-Term Recovery 7-10 days
Short-Term Recovery 11-45 days |
Long-Term Recovery
Evacuation
The order
to evacuate the campus will be given by the Vice President and CEO or
designee at which time the campus Emergency Preparedness Plan will be
implemented:
www.tamug.edu/emergency/SevereWeather.htm
Announcements will be communicated through department heads to their
personnel and students, campus Aggnews, voice mail, E2Campus and the
Houston/TAMUG area media. Campus occupants will be ordered to evacuate the
campus at least 72 hours prior to projected landfall of the hurricane.
TAMUG
does not have a rental fleet available to transport students to College
Station. A TAMU shuttle bus will be dispatched to Galveston to transport
TAMUG students that have no transportation to College Station at TAMUG’s
request.
Students
with no transportation and no destination – These students will be
evacuated by TAMUG to TAMU, utilizing TAMU transportation services. Note:
Historically, this group has never been more than 10-15 students.
Short-Term
Recovery Plan
Campus Down Time:
7-10 Days
The
protocols established in the Long-Term Recovery and Business Continuity
Plan between equivalent TAMUG and TAMU departments regarding continuity of
services following a hurricane will be observed in the event of any
unforeseen circumstances. All employment actions as the result of a
hurricane are governed by TAMUG, TAMU, and System Personnel Policies in
addition to State and Federal employment laws.
The
activation of the Short-Term Recovery phase of the plan will be determined
by the Vice President and CEO or designee based on the assessed condition
of the campus and the projected requirements for reopening within a
reasonable period of time.
College Station Staff Contingent
Once the
TAMUG campus is evacuated, the following members of the Incident Command
Team will relocate to the General Services Building on the TAMU campus to
set up the TAMUG Command Post operations pre and post-storm:
·
Dr. R. Bowen Loftin, Vice President and CEO
·
Dr. Rodney P. McClendon, Executive Associate Vice President and COO
·
Dr. Bill Seitz, Associate Vice President for Research and Graduate Studies
·
Dr. Gil Rowe, Associate Vice President for Academic Affairs and CAO
·
Dr. Donna Lang, Associate Vice President for Academic Services
·
Susan Lee, Director, Associate Vice President for Finance
·
Rear Admiral William Pickavance, Interim Superintendent, Texas State
Maritime Academy
·
Dr. Brad McGonagle, Assistant Vice President for Administration
·
Grant Shallenberger, Assistant Vice President for Student Affairs and
Auxiliary Services
·
Dr. Tammy Holliday, Assistant Vice President for Research and Graduate
Studies
·
Steven Conway, Director, Computer Information Services
·
Karen Bigley, Director, Media Relations and Communications
Support Staff Contingent
Supervision and oversight of evacuated students and camp children in
College Station will be provided by the TAMUG Offices of Student Affairs
and Educational Outreach. Essential support staff will be asked to
relocate to College Station to provide these services.
Members
of these departments will be in continuous communication with the Command
Post.
TAMUG
Staff Contingent
Senior
TAMUG Campus Police Officers and the campus Safety Officer will remain in
TAMUG in a designated shelter location throughout the storm, evacuating
only if required by city/county government.
Phased
Return to TAMUG
Initial
Return:
Once
local authorities determine it is safe for essential personnel to return
to Galveston Island and the Galveston Causeway is re-opened, the
following protocols will be followed by TAMUG:
Tier I:
First Responders
All
TAMUG personnel designated as Tier I: First Responders are required to
return to campus when notified.
All
remaining TAMUG Campus Police will return to campus to provide perimeter
security. Texas National Guard may be requested to assist if necessary
and available.
The
designated members of the Campus Incident Command Team will return to
campus to assess conditions and begin the campus restoration process.
This team will consist of the following personnel:
-
Brad
McGonagle, Assistant Vice President for Administration
-
Grant
Shallenberger, Assistant Vice President for Student Affairs and
Auxiliary Services
-
Tammy
Lobaugh, Director, Physical Plant and Marine Terminal Operations
-
Sam
Martinez, Chief of Police
-
Campus Safety Officer
The
Campus Safety Officer will be responsible for assessing the overall
safety of the campus and determining areas of accessibility.
Essential Physical Plant and Marine Terminal staff will return to begin
damage assessment and initial campus clean up.
Auxiliary Services staff members will be notified to return to campus to
provide assistance in the clean up of auxiliary operations areas and
begin providing initial services such as dining facility operations and
residential housing.
Tier II:
Essential Personnel
Campus
Incident Command Team members on campus in collaboration with the Vice
President and CEO will determine when the campus is safe for all faculty
and staff to return prior to re-opening campus for classes. In doing so,
each department head will be notified that he/she is to contact all
department personnel regarding the designated return date and time. This
information will also be communicated via the TAMUG website that is
maintained in the Command Post, E2 Campus and through local media.
All
TAMUG personnel designated as Tier II: Essential Personnel are required
to return to campus when notified.
All
employees will be expected to return to their positions by the
designated date and time. Failure to do so will result in disciplinary
action unless approved by department heads.
At this
time the Command Post in College Station will be reduced to a skeleton
crew that will coordinate the closure of the Command Post and conduct
after-action reviews of the hurricane with TAMU personnel.
Normal
operations will resume at TAMUG prior to the official re-opening of
campus.
Auxiliary services will open to provide services for returning on-campus
residents prior to the re-opening of campus.
Re-Opening of Campus:
The
Vice President and CEO will announce the date and time that the campus
will re-open for classes. This announcement will follow the resumption
of normal campus operations.
All
TAMUG personnel designated as Tier III: Non-Essential Personnel are
required to return to campus when notified.
Students will be notified to return to campus via the campus website,
E-2 Campus and local media.
Once
the campus is re-opened the Command Post will be closed and all media,
parent and other external inquiries will be directed to the Director of
Media Relations and Communications at TAMUG.
Short-Term Recovery Plan
Campus Down Time:
11-45 Days
College Station Staff Contingent
Command
Post operations in College Station will be expanded to include essential
personnel in Student Affairs, Academic Services, IT Communications, and
Financial Management Services.
Continuation of these services will be determined according to protocols
established by TAMUG and TAMU. Supervision for students and camp children
evacuated to College Station will be coordinated through the Command Post
with Student Affairs and Educational Outreach personnel.
Phased
Return to TAMUG
Tier
I:
First Responders
Once
local authorities determine it is safe for essential personnel to return
to Galveston Island, the following protocols will be followed by TAMUG:
All
remaining TAMUG Campus Police will return to campus to provide perimeter
security. Texas National Guard may be requested to assist if necessary
and available.
The
Campus Command Team will return to campus to assess conditions and begin
the campus restoration process. This team will function as the on-site
administrative body for the campus.
Essential personnel including Physical Plant and Marine Terminal staff,
IT Communications, Auxiliary Services and key support staff will be
asked to return to help identify the resources needed and provide
operational support for renovation, repair and clean up of the campus.
Should
the campus be deemed uninhabitable for an extended period of time,
System personnel polices and protocols established in collaboration with
TAMU will be followed.
Tier
II:
Essential Personnel
The
Campus Incident Command Team will coordinate the secondary return of
Tier II: Essential Personnel through the Command Post at TAMU on an
as-needed basis. Tier II: Essential Personnel may be called upon to
assist with a phased re-opening of the campus once infrastructure
repairs are completed and various campus operations are resumed.
Personnel not participating in the clean up and repair process or those
who have not been requested to return by their immediate supervisors
will not be allowed to return to campus until further notice.
Partial
and official Re-Opening of Campus: The Vice President and CEO will
announce the date and time that the campus will re-open for classes.
This announcement will follow the resumption of partial campus
operations. At this time all Tier III: Non-Essential Personnel will
return to campus.
Long-Term
Recovery and Business Continuity Plan Activation
(Campus down time: Beyond
45 days)
Relocation of Students |
Relocation of Faculty and Staff
| Student Services |
Providing
TAMUG Students Classes in College Station |
Billing and Fees at
TAMU College Station
College Station Staff Contingent
In the
event the campus is unable to reopen within 45 days of the hurricane or is
immediately determined to be closed for an indefinite period of time by
the assessment team, the Command Post operations in College Station will
transition back into the TAMUG Executive Team and will activate the
Long-Term Recovery and Business Continuity Plan in accordance with the
post-hurricane protocols established through the mutual agreement between
TAMU and TAMUG.
Relocation of Students
Responsible Parties:
TAMU
Lead Position: Associate Provost and Dean of Undergraduate Programs or
designated representative
TAMUG
Lead Position: Assistant Vice President for Student Affairs & Auxiliary
Services or designated representative
Process:
Students will be directed to a central location upon arrival at TAMU for
information and instructions.
One
location will be designated and set-up for registration and student
service information/enrollment, billing, financial aid, and new or
adjusted ID card.
One
welcome program, or similar event, will be scheduled for students and
family members. The program will feature TAMUG and TAMU leadership,
“familiar faces,” and information.
Program
should be offered once, at a time when the majority of students have
arrived at TAMU.
Student ID Services
Responsible Parties:
TAMU
Lead Position: Aggie Card Office Manager
TAMUG
Lead Position: Associate Vice President for Enrollment Services and
Outreach or designated representative
Process:
All
TAMUG students relocating to TAMU and living in the residence halls and
dining on campus will have IDs (provide description of the student ID
service at TAMUG).
TAMU ID
Services will issue TAMUG students with Guest Student Identification
Cards.
TAMUG
students will be instructed where to get new ID Card.
TAMU ID
Card Services will coordinate access needs with appropriate TAMU
services.
Housing
Responsible Parties:
TAMU
Lead Position: On Campus Housing – Director of Residence Life or
designated representative, Off Campus Housing – Director of Student Life
or designated representative, Corps of Cadets - Commandant or designated
representative
TAMUG
Lead Position: Assistant Vice President for Student Affairs & Auxiliary
Services or designated representative
Process:
Given
TAMU will not have on-campus housing to accommodate all of the students
that are displaced by the disaster, TAMU will provide accommodations in
the TAMU residence halls for as many TAMUG students as possible
including limited linens, at a minimal fee. Additional housing needs
will be assessed and accommodated as the need arises.
All
Galveston students relocated to the TAMU residence halls will be issued
a student I.D for residence hall room access.
Food
Services
Responsible Parties:
TAMU
Lead Position: Director of Food Services
TAMUG
Lead Position: Director of Food Services
Process:
All
Galveston students will have a student ID card that is bar-coded for
food service facility access.
Short-term Solution – TAMU Food Services can provide Conference meal
cards as a short-term solution or an immediate interim solution.
Internally numbered cards would be issued to correspond with the
student's name and UIN. The amount of meals placed on cards can be
determined by the projected possible length of time for stay. Additional
meals could be added as needed. Information can then be provided on how
many meals total as well as time(s) and location(s) a student dined on
the College Station campus.
Any
special dining arrangements can be made for students on a case-by-case
basis.
TAMUG
students with existing meal plan – TAMUG Food Services and TAMU Campus
Dining Office will utilize names, UINs, and individual student meal
history to transfer unused meals from TAMUG plans to TAMU Food Services.
New
Meal Plans – The sale of entirely new TAMU Food Services’ meal plans
will be handled just as those for current students and function as
currently published.
Additional Information – Locations for dining will be based on hours of
availability and areas designated for stay, if appropriate. Location of
housing does not necessarily need to be a priority in arranging meals
and providing on campus services for meal use through Conference Cards
or meal plans. However, some decisions for determining dining locations
may be needed due to circumstances directly related to the emergency
situation or other possible criteria, such as meal requirements for
TAMUG members of the Corps of Cadets. Meals can be designated as limited
to certain areas or locations, such as using the “all-you-care-to eat”
facilities Duncan and Sbisa, or be permitted to work as current student
meal plans with eat on campus “anywhere any time” choices.
International Students
Responsible Parties:
TAMU
Lead Position: International Programs Office – International Student
Services (ISS) (979) 845-1824 or 1825
TAMUG
Lead Position: Career Planning and Placement (409) 740-4725
Process:
Overall
Issues:
U.S.
and foreign documents
-
If
at all possible, international students, faculty, and scholars
should take with them all original U.S. and foreign documents (e.g.
passport, I-94 card, etc.) for themselves and accompanying
dependents.
-
If
these are lost or irretrievable, TAMU International Student Services
(ISS) can assist in obtaining replacement documents.
-
Undocumented alien students should check in with ISS to receive
advising about potential options (e.g. HB 1403).
Immigration Issues for Students
-
All
enrolled international students at TAMUG are issued documents by
and/or monitored by ISS already, so there should be no major
immigration issues, as long as students continue to follow all
regulations governing their visa type (e.g. enroll full time,
maintain accurate addresses in SEVIS, etc).
-
TAMUG officials will maintain a headcount and contact with TAMU
international students so international students' locations and
addresses can be updated immediately in SEVIS as per federal
regulations if they must leave Galveston. Students leaving the U.S.
must contact ISS prior to their departure.
Other
Issues for International Students
-
Assistance in evacuating TAMUG international students to College
Station will be provided for those students who may be without
transportation.
-
ISS
will provide nationality contacts in College Station to assist with
housing relocation of TAMUG international students, if necessary.
-
TAMUG
international students should carry ISS emergency contact cards in
case they need access to an ISS advisor in emergency circumstances.
-
ISS
and TAMUG will have emergency contact information for all
international students.
-
TAMUG staff will contact an ISS staff member to assist with an
international student’s death or other emergency medical situation.
The ISS emergency phone number is 979-255-6005 and is manned by an
ISS advisor 24/7/365. Galveston staff should feel comfortable
calling that number in any emergency situation.
Parking and Transportation
Responsible Parties:
TAMU
Lead Position: Associate Director, Transportation Services
TAMUG
Lead Position: Assistant Vice President for Administration or designated
representative
Process:
TAMUG
students taking a vehicle to campus are required to purchase a hang tag
and display the tag from the rear view mirror.
Identify temporary and permanent (length of stay) parking areas for
students living both on campus and off campus.
Transfer student parking data from TAMUG to TAMU.
If
possible, utilize the TAMUG hang tag as the student’s permit in College
Station. Determine cost, if any, to students needing parking at TAMU who
did not have parking at TAMUG.
Because
TAMUG does not have a shuttle bus system, students will need an
orientation to both the off campus and on campus bus systems.
Because
TAMUG students will not have paid the Transportation Fee at TAMU, a
determination will be made by TAMU and TAMUG officials as to the
applicability of any costs for TAMUG students to access shuttle bus
services at TAMU.
Orientation
Responsible Parties:
TAMU
Lead Position: Director of Student Life or designated representative
TAMUG
Lead Position: Assistant Vice President for Student Affairs & Auxiliary
Services or designated representative
Process:
Students will be provided with an orientation session and campus tours
prior to beginning classes at TAMU if possible.
Relocation of Faculty and Staff
Responsible Parties:
TAMU
Lead Position: Dean of Faculty (for faculty) and Employee Services (for
staff)
TAMUG
Lead Position: Associate Vice President for Academic Affairs or
designated representative
Process:
Faculty
and staff will be directed to a central location upon arrival at TAMU
for information and instructions on office location, research labs,
teaching assignments, job responsibilities.
One
welcome program, or similar event, will be scheduled for faculty and
staff. The program will feature TAMUG and TAMU leadership, “familiar
faces,” and information.
Faculty
and staff will be encouraged to attend the welcome program scheduled for
students.
Housing
Responsible Parties:
TAMU
Lead Position: Employee Services
TAMUG
Lead Position: Director of Human Resources or designated representative
Process:
Faculty will follow evacuation procedures and will be provided with
TAMUG contact information for updates on status of facilities and
semester courses. It will be each faculty member’s responsibility to
access the TAMUG update information and adhere to the timeframe for
arrival at the TAMU campus. Communication will follow the TAMU
Emergency Communication procedures.
http://www.tamug.edu/emergency/EmergencyResponsePlan.htm
Faculty and staff members may need temporary or permanent (for length
of stay) housing in the College Station area in order to maintain
their responsibilities with TAMUG. Coordination of available housing
will be provided through Student Affairs Off Campus Housing to
identify community resources for impacted faculty and staff.
A
central location for information and referrals for housing will be
established at TAMU.
The
TAMUG point of contact will include information on housing options in
the College Station area.
TAMU
and TAMUG will work together to coordinate short-term and temporary
housing with flexibility in length of lease.
International Faculty
Responsible Parties:
TAMU
Lead Position: International Programs Office (IPO) – International
Faculty and Scholar Services (IFSS) (979) 862-1719
TAMUG
Lead Position: Human Resources Department (409) 740- 4532
Process:
Overall
Issues
U.S.
and foreign documents
-
International faculty and scholars will bring with them all original
U.S. and foreign documents (e.g. passport, I-94 card, etc.) for
themselves and accompanying dependents.
-
If
these are lost or irretrievable, IFSS can assist in obtaining
replacement documents.
-
International faculty and scholars will report to IFSS for advice on
how to proceed with their continued employment
Immigration Issues for Faculty
-
Each International Faculty or scholar will be responsible for
contacting IFSS for assistance to prevent jeopardizing their
immigration status. Determinations will be made on a case-by-case
basis depending on the length and seriousness of the evacuation.
-
J-1
scholars may need a new DS-2019 indicating a location change. SEVIS
records will need to be updated with change of personal address and
work location information
-
H
visa holders may need wage adjustments to comply with labor laws and
the refilling of an LCA and a new H-1B petition.
Other
Issues for International Faculty
-
IFSS
can provide nationality contacts in College Station to assist in
housing relocation of TAMUG international faculty and scholars if
necessary.
-
TAMUG-HR
will facilitate reporting of its own emergency contact information, in
accordance with TAMUG evacuation plans, to their international
faculty, scholars and employing department heads in case of death or
emergency medical situation of an international faculty or scholar.
IFSS, however, will provide assistance to TAMUG-HR by means of
facilitating the following support telephone number 979-862-1920 for
the above stated emergency contact.
Parking and Transportation Services
Responsible Parties:
TAMU
Lead Position: Associate Director, Transportation Services
TAMUG
Lead Position: Assistant Vice President for Administration or designated
representative
Process:
Provide
information on temporary parking for TAMUG faculty relocating to TAMU
campus.
Identify permanent parking location for TAMUG faculty on the campus of
TAMU.
Develop
method for communicating parking information to relocated TAMUG faculty,
either through central location or through Zone Administrators and/or
department contacts.
Orient
TAMUG relocated faculty to the TAMU shuttle bus systems.
Faculty and Staff ID Cards
Responsible Parties:
TAMU
Lead Position: Aggie Card Office Manager
TAMUG
Lead Position: Director of Human Resources or designated representative
Process:
All
TAMUG Faculty and staff relocating to TAMU and living in the residence
halls and/or dining on campus will have IDs (provide description of the
student ID service at TAMUG).
TAMU ID
Services will issue TAMUG Faculty and staff Guest Identification Cards.
TAMUG
Faculty and staff will be instructed where to get new ID Card.
TAMU ID
Card Services will coordinate access needs with appropriate TAMU
services.
Faculty and Staff Office Space
Responsible Parties:
TAMU
Lead Position: Deans or designee
TAMUG
Lead Position: Associate Vice President for Research & Graduate Studies
or designated representative
Faculty Research
Responsible Parties:
TAMU
Lead Position: Vice President of Research
TAMUG
Lead Position: Associate Vice President for Research & Graduate Studies
or designated representative
Employee Assistance Services
Responsible Parties:
TAMU
Lead Position: Employee Services - Faculty and Staff Counseling Services
(979) 845-3711
TAMUG
Lead Position: Director of Human Resources or designated representative
Process:
TAMU
will act as liaison to TAMUG Employee Assistance Services.
TAMU
will provide TAMUG faculty and staff access to TAMU services.
TAMU
will coordinate and respond to request for counseling including crisis
intervention and referrals for specialized care and follow-up. Faculty
and Staff Counseling Services psychologists may service in declared
shelters and other locations to provide services to evacuees and shelter
support personnel.
Student Services
Student Medical Services
Responsible Parties:
TAMU
Lead Position: Director of Student Health Service or designated
representative
TAMUG
Lead Position: Assistant Vice President for Student Affairs & Auxiliary
Services or designated representative
Process:
TAMUG
students will be given access to A.P. Beutel Health Center and its
services, including the pharmacy.
TAMUG
students will receive information on the services at the Health Center
and how they can access those services
Student Counseling Services
Responsible Parties:
TAMU
Lead Position: Director of Student Counseling Services or designated
representative
TAMUG
Lead Position: Director of Counseling or designated representative
Process:
The
Galveston Offices of Counseling and Career Planning & Placement are
responsible for a number of student services provided by three
professional staff. All three are either licensed professional
counselors (LPC) or LPC interns. Primary areas of responsibility include
personal counseling, educational counseling, services to students with
disabilities, career planning and placement services, and providing
related student programs. Secondary responsibilities include assisting
TAMUG international students, acting as liaison to contracted medical
service provider and overseeing health and wellness initiatives.
If
classes resume in College Station, it is essential that TAMUG students
have ready and immediate access to TAMUG counselors early during the
relocation period – especially those that were receiving services prior
to the relocation. Ideally, this access would be available in the main
assembly area. In addition, a secure location will be needed to maintain
confidential student files. In doing so, TAMU will:
-
Provide immediate and public access to information on counseling
services to TAMUG students.
-
If possible, have TAMUG counseling staff visible and available to
students as they arrive on campus and proceed with relocation process.
-
Provide TAMUG students access to TAMU services.
-
Provide TAMUG counseling staff with appropriate and secure office space
on TAMU campus.
-
Locate secure storage for confidential student counseling files that is
accessible to counseling staff.
-
Utilize TAMU Counseling Service if counseling services are beyond the
capacity of the TAMUG staff.
Services for Students with Disabilities
Responsible Parties:
TAMU
Lead Position: Director of Disability Services or designated
representative
TAMUG
Lead Position: Director of Counseling or designated representative
Process:
The
TAMUG Counseling Office handles the responsibility of providing services
to students with disabilities.
TAMU
will honor the accommodations determined by TAMUG’s Counseling Office
staff and provide all accommodations supported by the student’s
documentation.
TAMU
will generate the accommodation letters for any students who were
receiving accommodations and services through TAMUG’s disability
services at the time of the evacuation.
Career
Services
Responsible Parties:
TAMU
Lead Position: Executive Director, Career Center
TAMUG
Lead Position: Director of Career Planning & Placement or designated
representative
Process:
An
office identity for TAMUG students seeking career services will be
maintained. Due to the unique nature of TAMUG’s academic programs and
the maritime academy, TAMUG staff must be on hand and have available
space to conduct employer meetings and interviews. In doing so, TAMU
will:
·
Provide TAMUG students access to TAMU Career Services.
·
Allow Galveston students to pay a career services fee to register for
TAMU career services.
Student Financial Aid
Responsible Parties:
TAMU
Lead Position: Assistant Provost for Student Financial Aid
TAMUG
Lead Position: Associate Vice President for Enrollment Services and
Outreach or designated representative
Process:
Because
TAMUG is a branch campus of TAMU, all federal financial aid applications
(FAFSAs) are sent to the main campus, and program funding is part of the
allocation to the main campus.
In the
event of a hurricane that temporarily disrupts processing at the
Galveston campus, the Department of Student Financial Aid at TAMU is
prepared to provide office space for TAMUG financial aid staff and/or
take over processing of TAMUG financial aid. Therefore, under emergency
conditions, TAMU’s Department of Student Financial Aid will become the
responsible office should TAMUG operations be disrupted.
Emergency Funding for Short Term Needs
-
Short
Term Loans – The first, and easiest to accommodate, is the short term
loan programs. Through a manual process, TAMUG students could apply
for and receive funds same day. These funds would need to be repaid,
but would provide immediate relief. This option also would not impact
aid packages that may have already been provided.
-
Emergency Scholarship Funds – The second is to allocate emergency
scholarship funds, either from existing program funds or from TAMU
reserves to support these students. The need for this emergency
funding will be largely dependent upon the severity of the disruption
and the timing of the disruption.
Financial Aid Documents and Awards
-
All
financial aid applications and awards are stored in Compass. There is no
impact on awards from relocation. All historical financial aid
documentation is stored in the TAMU imaging system. However, current
academic year documentation is stored in filing cabinets at TAMUG.
Given, the small amount of documentation involved, the best option, in
the event of an evacuation, is to pack up the documentation and take
it to College Station.
Access
to Financial Aid System
-
TAMUG
staff and students will still be able to access financial aid
information through Compass, FAMIS, and the My Financial Aid Portal.
-
At
least one staff member at TAMU will have access to TAMUG financial aid
systems with the THECB and with TG. TAMUG processing will be continued
in College Station by TAMUG staff or TAMU staff.
Work
Study and Student Employment
-
TAMUG
students can be added to the Jobs for Aggies database and given access
to apply for TAMU student worker jobs in the event of a long term
closure of the TAMUG campus. Since TAMUG work study jobs are primarily
in financial aid, TAMU’s Department of Student Financial Aid will
employ those on work study funding at Galveston or find other
employment for them in College Station.
-
For a
short period of time (evacuation and 1-2 weeks clean-up), the need for
providing this service is minimal.
Processing Checklist – In the event of an evacuation or other disruption
at Galveston, TAMU and TAMUG will take steps to ensure the following
occur:
·
Contact will be made by the Financial Aid Campus Director at TAMUG with
the Assistant Provost for Student Financial Aid at TAMU to start
temporarily disabling processes or start transferring operations.
·
TAMUG staff will be provided office space and computers in College
Station.
·
Compass staff will be notified of changes in TAMUG operations.
·
TAMU’s Financial Aid website will be updated with information on
Galveston’s financial aid.
·
NEO email will be distributed to Galveston students to notify them of
the availability of TAMUG financial aid staff and the availability of
resources for assistance.
·
All Galveston Compass printouts will be switched to print in College
Station.
·
Galveston loan processes will be immediately handled by TAMU loan staff
to maintain compliance and continue to transfer funds.
·
Notification of TG and THECB of changes in processes for loan
disbursements.
·
Galveston refund check processes will be switched to print in College
Station or placed on hold temporarily.
Providing
TAMUG Students Classes in College Station
Schedules and Room Assignments
Responsible Parties:
TAMU
Lead Position: Registrar
TAMUG
Lead Position: Associate Vice President for Enrollment Management and
Outreach or designated representative
Process:
The
TAMU Registrars’ office and the TAMUG Office of Admissions and Records (ADRC)
have a long history of good relationships. Class schedules and room
assignments will be highly inter-related to teaching assignments. Many
decisions will be impacted by the timing of the storm as well as the
level of damage. If it is determined to establish academic operations in
College Station, the following process shall serve as a basic guideline:
-
Call in essential staff to TAMU including Executive Director of
Enrollment Services, and at least two (2) designated ADRC staff.
-
Implement phone bank and web survey to contact TAMUG faculty. Determine availability of
faculty to relocate.
-
Determine
possible scenario type.
-
Explore feasibility of relocating ship to other Texas port, and
establishing maritime curricula aboard vessel. If not feasible, explore
relocating maritime students to another State Maritime Academy (possibly
California or Maine).
-
Define areas of specialization and course offerings with available
faculty.
-
Define areas that overlap with TAMU courses, and areas where TAMUG
faculty are not available.
-
Define areas of shortage where faculty members are not available and
TAMU cannot offer expertise.
-
Identify available classroom facilities for TAMUG faculty.
-
Allow flexibility for night and weekend scheduling of TAMUG
courses/labs.
-
Build new schedule within TAMU schedule if relocation occurs prior to
the beginning of the term. Build new Galveston schedule if
semester is underway.
-
Determine feasibility of distance education methodologies to deliver
courses to students not able to relocate and/or to deliver courses to
TAMU by faculty not able to relocate (possibly using IBT or other
Houston site). Maintain review process to approve distance education
courses.
-
Implement a student hotline and website to check in and declare intent to continue
enrollment prior to arrival at TAMU.
-
Post arrival date, times, and place to website including instructions to
call hotline number if possible.
-
Begin to “re”-register students with new schedules based on their
intention to enroll. (Every effort should be made to enroll the student
in a similar schedule to their “pre-storm” enrollment.)
-
Establish a centralized service center at TAMU including a process for
those that have indicated intent and those that have not.
-
Establish a method for students not intending to continue enrollment to
withdraw without visiting campus.
-
Develop an audit process and determine process for those students not
able to continue enrollment (most likely to no record drop students).
-
Negotiate reporting process with Texas Higher Education Coordinating
Board.
(This
process will require discussion and consideration that financial
transactions will be handled at the institutional level and not by
student level accounts.)
Teaching Assignments
Responsible Parties:
TAMU
Lead Position: AOC/GOC Deans
TAMUG
Lead Position: Associate Vice President for Academic Affairs or
designated representative
Assigning Students to Classes
Responsible Parties:
TAMU
Lead Position: AOC/GOC Deans
TAMUG
Lead Position: Associate Vice President for Enrollment Management and
Outreach or designated representative
Grades
and Transcripts
Responsible Parties:
TAMU
Lead Position: Registrar
TAMUG
Lead Position: Associate Vice President for Enrollment Management and
Outreach or designated representative
Process:
TAMUG
registration, grades, transcript, and student academic records are all a
part of the TAMU Compass system and are differentiated by a unique term
code for TAMUG semesters. This term code will remain active in the event
TAMUG students moved to the main campus during the period of recovery.
TAMU will be able to keep track of the TAMUG students while enrolled on
the main campus and provide them with all necessary record/registration
services.
This
process will be invisible to students.
Textbooks
Responsible Parties:
TAMU
Lead Position: Executive Director of Financial Management Operations and
General Manager, MSC Bookstore
TAMUG
Lead Position: Assistant Vice President for Student Affairs & Auxiliary
Services or designated representative
Process:
The
effect of a major hurricane on students’ access to textbooks depends
primarily on what time of year the storm hits. In the event that a major
storm is forecasted for landfall in Galveston, the campus will make
every attempt to relocate textbooks and critical supplies to College
Station so that when classes resume, students will be able to have
immediate access to resources to meet their academic needs.
If
TAMUG is able to relocate textbooks and critical supplies, TAMUG would
like to be able to sell them through a retail outlet established on the
TAMU campus.
-
TAMUG
would need to establish a retail outlet on the TAMU campus, including
supplying or borrowing from TAMU necessary retail supplies, such as
cash registers, establishing cash management procedures and locating
secure storage. The Executive Director of Financial Management
Operations will serve as the TAMU lead on this operation.
-
If
TAMUG is unable to relocate textbooks and critical supplies, the MSC
Bookstore, operated by Barnes and Nobles, will work with TAMUG to
order the books and supplies needed for TAMUG students and sell them
through their own (MSC Bookstore) inventory. The General Manager of
the MSC Bookstore will work with the TAMUG representative to
accommodate this need.
If the
storm hits far enough in advance of, or well after, the start of
classes, most students will be required to have their materials and the
campus will simply require all students to take their materials with
them when they evacuate the campus. Minor supplies may be relocated to
College Station.
Billing and Fees at
TAMU College Station
Student Tuition and Fees
Responsible Parties:
TAMU
Lead Position: Executive Director of Student Business Services
TAMUG
Lead Position: Associate Vice President for Finance or designated
representative
Process:
An
important issue will be the payment for services. In most situations,
fees will have been collected from TAMUG students and will be in
Galveston financial accounts. An important point to note is that
Galveston and College Station fees are not necessarily the same in many
of these areas. Payment, once fair amounts have been determined, should
simply be a transfer from one account to another. TAMU services not
routinely provided on the Galveston campus, but deemed necessary for
TAMUG students in College Station, will either be paid from other
Galveston funds, or be collected from TAMUG students in College Station.
In some cases services and fees will change requiring adjustments, i.e.,
a commuting student in Galveston moves into TAMU housing or vice versa.
Accounts and Billing Services
Responsible Parties:
TAMU
Lead Position: Executive Director of Student Business Services
TAMUG
Lead Position: Associate Vice President for Finance or designated
representative
Process:
The
TAMU Student Accounts and Billing Services Office at TAMU College
Station currently has some processing responsibilities for TAMUG
students for which limited access to TAMUG student accounts has been
granted.
In an
extended emergency situation involving closure of the TAMUG campus, TAMU
Student Accounts and Billing Services will be approved for full access
and assume all processing responsibilities for TAMUG students until
TAMUG Student Financial Services Staff can be housed and brought back
on-line to resume their duties.
Student
Debt Management - TAMU Student Debt Management will offer assistance to
TAMUG students with extended payments if it becomes necessary.
Financial Operations
Responsible Parties:
TAMU
Lead Position: Accounting Issues – Associate Vice President for Finance
and Controller and Executive Director of Financial Management Services,
Payroll Concerns – Director of Payroll Services, Expense Tracking and
Reimbursement Efforts – Associate Vice Presidents for Finance
TAMUG
Lead Position: Director of Financial Management Services
Process:
Reporting to the Texas Higher Education Coordinating Board
·
TAMUG staff will have access to financial and payroll systems through
TAMU systems, as noted below.
·
TAMUG will continue submitting required reports as long as feasible for
TAMUG staff to handle.
·
Should TAMUG staff need assistance, TAMU staff will be available to
coordinate data and reporting needs.
FAMIS
Access
·
TAMU Financial Management Operations (FMO) will provide TAMUG staff
workstations to access FAMIS as necessary. Probable locations for the
workstations will include space in the FMO office and/or in the FMO
training room located in the Teague building. These locations will be
made available to TAMUG staff as a base of operations until the TAMUG
campus is available.
·
If necessary, FAMIS operations will redirect check printing from TAMUG
to TAMU. TAMUG will provide check stock if available. If not available,
TAMU will process TAMUG payments on TAMU check stock through a
restricted account. TAMU would then bill TAMUG for expenditures paid on
their behalf by TAMU.
BPP
Access
Payroll
Processing
-
TAMU Payroll Services will provide support with payroll processing as
needed. The BPP system will be able to process payroll in College
Station for all affected TAMUG employees.
-
TAMU Payroll Services will assist in retrieving payroll related data and
answering payroll related questions as necessary, including: relaying
management’s decisions on salary continuation if employees are unable to
return to work; distribution of paychecks; availability of cash
advances; changes in deposit information; posting of updates and
communications on the Employee Services Web site, etc.
-
BPP can be accessed from any computer hooked up to the Ethernet on the
TAMU campus.
-
Workstations provided above for FAMIS access could also be used to
access BPP; however, current TAMU Payroll Services staff are able to
handle all the data entry, review and processing of TAMUG employees.
Tracking and Documenting Costs for Reimbursement
-
TAMU/TAMUG will establish a fiscal account(s) to track hurricane related
costs paid by each institution. Departments will be reminded to use the
established account to record all hurricane-related expenditures and to
maintain appropriate supportable detail in terms of invoices, time
sheets, etc. depending on the nature of the expenditure incurred.
-
TAMU Division of Finance will establish contact with FEMA
representatives should expenditures be of a nature that may be eligible
for reimbursement. TAMU Finance staff will prepare materials to submit
invoices for reimbursement and track the status of expenditures versus
reimbursements until no further action is warranted.
Employee Services will provide guidance on the development of detailed
job descriptions and personnel records for those employees responding to
emergency conditions to permit maximum reimbursement through insurances,
FEMA, and comply with State and Federal employment laws.
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Revised May 2009 |
