Disaster

Call

Tree

TABLE OF CONTENTS

Contents 1.0 Ordered Responsibility Lists .................................................................................. 3

1.1 Ordered Responsibility List - Executive ................................................................. 4

1.2 Ordered Responsibility List – Financial Services ................................................... 5

1.3 Ordered Responsibility List – Curriculum Services ................................................ 6

2.0 Leadership Contact Information ................................................................................ 7

2.1 Leadership Contact Information ............................................................................. 8

2.2 FLVS Board of Trustees Contact Information ........................................................ 9

3.0 Staff Contact Information ......................................................................................... 10

3.1 Exempt Employee Info ......................................................................................... 11

3.2 Non-exempt Staff Contact Info............................................................................. 12

4.0 Organizational Charts .............................................................................................. 13

4.1 Professional Learning .......................................................................................... 14

5.0 Critical Functions List .............................................................................................. 15

5.1 Critical Functions ................................................................................................. 16

5.2 Critical Positions within the Organization that must be filled during a disaster .... 17

5.3 Critical Need Positions ......................................................................................... 18

6.0 Disaster Call Tree .................................................................................................... 19

7.0 Instructional Leaders- Supervision Areas ................................................................ 22

7.1 Instructional Leaders – by Region ....................................................................... 23

7.2 Instructional Leaders – by Supervision Area ....................................................... 24

8.0 Emergency Resources ............................................................................................ 25

8.1 FLVS Employee Benefit Information .................................................................... 26

8.2 Florida's American Red Cross Chapters .............................................................. 27

8.3 Helping an Older Relative Cope after a Natural Disaster ..................................... 28

8.4 Helping Young Children Cope after a Natural Disaster ........................................ 28

8.5 Planning for Emergencies with Your Child Care Provider .................................... 28

8.6 Preparing for Natural Disasters ............................................................................ 28

8.7 Steps to Take After a Flood, Fire, or Other Disaster ............................................ 28

8.8 Preparing for Pandemic Flu ................................................................................. 28

8.9 Steps to Take After Pandemic Flu Hits Home ..................................................... 28

9.0 Employee Status Form ............................................................................................ 29

9.1 Proposed Questions for Disaster Planning Telephone Calls ............................... 30

9.2 Employee Status Form Call Log .......................................................................... 31

1.0 Ordered Responsibility Lists

1.1 Ordered Responsibility List - Executive

Planning Note: Each department at the school develops a similar page where they list their employees in order of contact based on leadership succession. This list is supported by an organizational chart for each team. A few examples of this page are given from our teams. Department: Executive Team

Department Contact Information: Please note these individuals are listed in the order they are to be contacted.

Name Phone numbers Location Jane Doe Cell: 555.555.5555

Home: 555.555.5556 Orlando, Fl

The rest of the executive team names here

Conference Call in times: Use Leadership Call Information Conference Call Information: Conference line 1 phone number here

Discuss Employee Status

Assign Critical Functions Refer to section 9.0

1.2 Ordered Responsibility List – Financial Services

Department: Financial Services Department Contact Information: Please note these individuals are listed in the order they are to be contacted.

Name Phone Numbers Location Joe Doe Cell: 555.555.5555

Home: 555.555.5556 Atlanta, GA

Director name Manager name

Conference Call in times: 9am and 4pm, daily Conference Call Information: Conference line 2 phone number here

Discuss Employee Status

Assign Critical Functions Refer to section 9.0

1.3 Ordered Responsibility List – Curriculum Services

Department: Curriculum Services Department Contact Information: Please note these individuals are listed in the order they are to be contacted.

Name Phone Numbers Location Julie Doe Cell: 555.555.5555

Home: 555.555.5556 Miami, FL

Director Senior Manager Senior Manager Senior Manager Senior Manager Manager Manager Manager Specialist Specialist Specialist Technician Etc.

Conference Call in times: 9am and 4pm, daily Conference Call Information: Conference line 3 phone number here

Discuss Employee Status

Assign Critical Functions Refer to section 9.0

Planning Note: Each department from the school would be represented in the remainder of this section.

2.0 Leadership Contact Information

2.1 Leadership Contact Information

Title Name Home Business Cell

President/CEO Julie Young 555.555.5555 555.555.5557 555.555.5556

Chief Financial Officer

Chief Financial Officer

Chief Strategist and Policy Officer

Chief Information Officer

Chief Human Resources Officer

Chief Learning Officer

Chief Development Officer

Vice President of Global Services

Director of Financial Services

Director of Information Systems and Support

Director of Instruction

Director of Instruction

Director of Professional Learning

Director of Curriculum Services

Director of Global Services

2.2 FLVS Board of Trustees Contact Information

Board Member Home Office Cell

3.0 Staff Contact Information

3.1 Exempt Employee Info

Planning Note: This section contains a full list of employees (exempt from public records) names, home addresses, and all phone numbers. Emergency contacts are included for each employee.

3.2 Non-exempt Staff Contact Info

Planning Note: This section contains a full list of employees (not exempt from public records) names, home addresses, and all phone numbers. Emergency contacts are included for each employee.

4.0 Organizational Charts

Planning Notes: This section contains detailed organization charts with employee names. This will support the call tree.

4.1 Professional Learning

5.0 Critical Functions List

5.1 Critical Functions

• Communication – Each team will designate a leader to communicate procedures to team

members

• Call center operations

• Instruction

o Student placement

o Guidance

• Information Systems

o Critical Systems to remain online

� VSA (internal and external)

� Lotus Notes

� Educator

� Payroll – CrossPointe

� Purchasing – CrossPointe

� Communication (Office Phone, Cell, VOIP, Air Card, High Speed)

� Website

o Home office environment:

� Home office environment available for all critical office based employees

o Helpdesk support

• Human Resources

o Benefits Administration

o Employee Communication

o Employee Assignment

• Finance

o Payroll

� Emergency credit facilities for employees

o Essential Procurement

• Accounts Payable

5.2 Critical Positions within the Organization that must be filled during a disaster

o Instructors (enough to meet student demand if possible)

o President and CEO

o All Chief Officers

o All Directors

o At least 50% of the Instructional Leaders

o At least 50% of the Guidance Counselors

o At least 50% of the Enrollment Coordinators

o At least 50% of the Customer Care Reps

o At least 2 ISS Managers

o At least 1 Data Base Administrator

o At least 2 Programming Specialist

o At least 1 Network Specialist

o At least 1 Communication Specialist

o At least 2 Helpdesk Support Reps

o At least 1 Learning Systems Manager

o At least 2 Learning Systems Specialists

o At least 1 Benefits Manager

o At least 1 HR Manager

o At least 2 HR Support Reps

o At least 1 Financial Manager

o At least 1 Payroll Manager

o At least 1 Account Manager (Clients)

o At least 1 Franchise Manager

5.3 Critical Need Positions Administration Role Function

List of people who can fulfill this function, in leadership succession order

Role Function List of people who can fulfill this function, in leadership succession order

Budget and Finance Payroll Specialist Ray Sunshine June Bug

Curriculum Role Function List of people who can fulfill this function, in leadership succession order

Florida Services Role Function List of people who can fulfill this function, in leadership succession order

Human Resources Role Function List of people who can fulfill this function, in leadership succession order

Information Systems and Support Role Function List of people who can fulfill this function, in leadership succession order

Instruction Role Function List of people who can fulfill this function, in leadership succession order

Teaching Staff General percentage required

Professional Learning Role Function List of people who can fulfill this function, in leadership succession order

6.0 Disaster Call Tree

7.0 Instructional Leaders- Supervision Areas

7.1 Instructional Leaders – by Region

Region Instructional Leader

Home Business Cell

Central Florida

Northwest Florida

Southern Florida

Northeast Florida

Global School

7.2 Instructional Leaders – by Supervision Area

Supervision Area Instructional Leader

Home Business Cell

Math

Science

Social Studies

8.0 Emergency Resources Planning Note: This section contains resources that can be used during calls to assist employees with disaster needs.

8.1 FLVS Employee Benefit Information

BENEFIT DETAILS CARRIER PHONE WEB SITE

All BENEFIT

GENERAL PLAN

QUESTION

Medical

PPO

Healthcare HMO

Dental

Vision

Life Life and

Group Term Life Plan

& Accident Optional Life Plan

Disability Disability Shor-Term

Long-Term

EAP Employee Assistant Program

FSA Health Care Flexible Account

Dependent Care Flexible Account

AFLAC

Personal Sickness

Accident

Cancer

Specific Healt Event

8.2 Florida's American Red Cross Chapters

COUNTY PHONE WEB SITE

Broward County Chapter 954 - 797 - 3800 www.arcbcc.org

Capital Area 850 - 878 - 6080 www.tallytown.com/redcross/ds

Central Florida 407 - 894 - 4141 www.centralpanhandle.redcross.org

Central Panhandle 850 - 763 - 6587 www.centralpanhandle.redcross.org

Charlotte County 941 - 629 - 4345 www.sunline.net/redcross

Collier County 941 - 596 - 6868 www.colliercountyredcross.org

Florida's Coast to Coast 386 - 226 - 1400 www.daytonaredcross.org

Greater Miami & The Keys 305 - 644 - 1200 www.miamiredcross.org/

Greater Palm Beach 561 - 833 - 7711 www.redcross-pbc.org

Lee County 941 - 178 - 3401 www.arclcc.org

Manatee County 941 - 792 - 8686 www.redcross.org/fl/martincounty/

Martin County 561 - 287 - 2002 www.redcross.org/fl/martincounty/

North Central Florida 352 - 376 - 4669 www.alachua.redcross.org

North Treasure Coast 772 - 562 - 2549 www.northtreasurecoast.redcross.org

Northeast Florida 904 - 358 - 8091 www.nefloridaredcross.org

Northwest Florida 850 - 432 - 7601 www.westfla-redcross.org

Polk County 863 - 329 - 5941 www.redcross.org/fl/polkcounty

Southwest Florida 941 - 379 - 9300 www.southwestflorida.redcross.org

Space Coast 321 - 723 - 7141 www.redcross.org/fl/brevard

Tampa Bay 813 - 348 - 4820 www.redcrosstbc.org

Other Sections that could provide information during calls:

8.3 Helping an Older Relative Cope after a Natural Disaster

8.4 Helping Young Children Cope after a Natural Disaster

8.5 Planning for Emergencies with Your Child Care Provider

8.6 Preparing for Natural Disasters

8.7 Steps to Take After a Flood, Fire, or Other Disaster

8.8 Preparing for Pandemic Flu

8.9 Steps to Take After Pandemic Flu Hits Home

.

9.0 Employee Status Form

9.1 Proposed Questions for Disaster Planning Telephone Calls

1. Are you and your family ok?

2. Do you have power?

3. Do you have regular and cell phone use?

4. Is your home ok, or do you need shelter?

5. Do you have adequate food and water supply?

6. Are you living in your own home, or elsewhere?

7. Do you have internet access?

8. Is there anything you need?

9. Are you able to work?

10. Have you heard from any other FLVS staff members who may need assistance?

9.2 Employee Status Form Call Log

Name: _______________________ Position: ____________________ Manager: ________________________ Location: _____________________ State/County: ________________

Date Time Number (s) Called

Status

Notes: