October ’17 Manage Up Session Notes

Thank you to all of our presenters for sharing the following information at our October 25, 2017, meeting!

  • OSU Emergency Management Plan with Robert Armstrong, Director of the Division of Emergency Management & Fire Prevention
  • Revised Performance Management Tool by Raegan Schneider, the Director of Human Resources for Enrollment Services

Announcement: Our next Manage Up Session will be in January, and we will be having an outside speaker join us. He was a student-athlete here and has since become a motivational speaker. Please watch for more information soon!

Presentation: OSU Emergency Management Plan with Robert Armstrong, Director of the Division of Emergency Management & Fire Prevention

  • Department of Public Safety: Police, 911 Call Center, Security, Emergency Management, Fire Prevention.
  • Emergency Management’s job is to write plans for responding to emergencies at OSU. They use information from previous incidents to help inform existing and revised plans. They also provide support from the office in Blankenship Hall during an incident, but are not responders.
  • Results that came out of feedback from the November incident last year that affected SASB:
    • An after action report is always completed after an incident, in which they gather feedback. Overall, it went fairly well, and there was some plain luck to have a police officer on site when it went down.
    • Desktop Pop Up Alerts – these were already in place for classroom screens at the time, but now they are trying to expand to employee computers. It’s faster than the text message system (takes about 30 seconds). They may eventually roll out as an option for student PCs.
    • Digital Signage across campus – over the next year, the plan is to integrate the signs with the alert system, where possible, to have those displayed widely. An example would be for the monitors down on the 1st
    • Visitor/Contractor access to Buckeye Alert – Registration for Buckeye Alerts can be done via text message for either 24 or 48 hour access for visitors, or 3 month access for contractors.
    • OSU Mobile – The Apple version now includes Buckeye Alert, with a 2 second response time. The Android version will roll out in the next 2-3 months.
    • Updates on Buckeye Alerts – They now have a timer that goes off every 15 minutes after the initial alert goes out, which serves as a reminder that they need to send out another reminder promptly for more consistency.
    • Preprogrammed Buckeye Alert messages – they now have 2 preprogrammed messages that the dispatchers can quickly activate that will let folks know that run/hide/fight or shelter in place procedures need to take place while they get first responders out to get more information on the threat.
    • Tornado warnings for OSU campuses now come directly from the National Weather Service thru to Buckeye Alert. Other severe weather will be distributed via social media (such as severe thunderstorms).
    • Note: There are approx. 95,000 people signed up for Buckeye Alerts.
    • Access to doors (like what took place in SASB) – looking on solutions for what to do. One option is a standardized lock for classroom pool buildings, but that would cost approx. $1 million dollars to implement.
    • Training police on how to use the speaker systems and not pull fire alarms in order to evacuate buildings.
    • Note: Funding is the biggest challenge for some solutions.
    • Portable equipment has been purchased to hide remains until they can be moved.
    • Expanding the Run, Hide, Fight video over the next year – will add more to the Hide piece in particular, also add more guidance for the Med Center. All incoming students are highly encouraged to watch it (it was added to their checklist) and they have asked for it to be added to HR employee entrance programs.
    • Syllabus addition is being prepared as an option for instructors to include. This will include info on severe weather and Run/Hide/Fight topics.
    • Building lockdowns – are not encouraged by EM, because we do have so many individuals walking around campus – they need to be able to get to safety too. Their suggestion is to focus on getting to an interior room and securing it instead.
  • BEAP = Building Emergency Action Plan. SAS’s is currently being updated – should be out in a few weeks and can be located at: https://dps.osu.edu/resources Select “Building Emergency Action Plans” (requires name.n log-in).
  • Business Continuity for severe weather/natural disasters – have had experiences that inform these processes. Examples:
    • Tornado hit Wooster campus around 2010, which either took out or damaged half of their buildings, resulting in $30 million in damages. Fortunately, it was Fair Day there, which meant campus was mostly deserted so human injury was minimal.
    • Earthquake struck the East Coast approx. 5 or 6 years ago – it was felt here and engineers had to check on the stability of some buildings.
  • Questions from audience:
    • Can we have Buckeye Alerts pushed out to the Parking Signage in garages etc? Robert will look into it.
    • How about CABS? They already looked into this, and unfortunately, it is not doable for buses or bus stations.
    • What about COTA? Robert will look into it.

Presentation: Revised Performance Management Tool by Raegan Schneider, the Director of Human Resources for Enrollment Services

  • Introducing Raegan: She has an open door policy and has been here for 6 months. She started at OSU 6 years ago and has held roles in central HR and University Communications before joining us here.
  • Last July, she looked into revising the PM tool, with the knowledge that it is highly likely we will have a new robust tool in 2021, so what would best serve our purposes between now and then?
  • Target go-live date: January. Testing will take place in mid/late November. If you are interested in participating, please email schneider.650.
  • The new tool is ADA compliant and includes a new goal: Talent, Culture & Operational Excellence.
  • Changes between the old and new systems:
    • Links to previous years’ PMs are provided.
    • Removed: hidden comments, employee rating him/herself, requirement for the manager once removed to sign it, separate values section.
  • Questions from audience:
    • Can we port information from the old and new tool? Unlikely.
    • Can this be used for student employees? She thinks so, but will confirm with techs.
    • Can you add attachments? TBD.
    • Is the process still tied to AMCP? Yes.

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