Pandemic Preparedness Checklist

University and
Non-Governmental Organizations Pandemic Preparedness Checklist

This checklist can serve as a framework to prepare organizations for future pandemics. It aligns with the insights and recommendations from the roadmap, focusing on collaborative efforts, equity, innovation, and data-driven strategies.

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Cross-Sector Collaboration and Integration

Determine stakeholders and likely-responding organizations that should be involved in pandemicplanning and response discussions

Establish relationships among these government entities, public health agencies, private sector,academic institutions, and community organizations. Resulting collaborations could include activepartnerships for research, community engagement, and shared positions.

Identify and regularly update primary and back-up points of contact for each organization to beinformed or activated upon a health threat alert. Develop and maintain an emergency organizationalchart with roles that these individuals and organizations will fill so that advanced planning fortraining and identification of coverage gaps can be conducted.

Develop organizational and individual relationships and keep them strong through frequentconnections (suggest at least quarterly). Options for connections include in-person meetings/socials, communities of practice (topics could include identifying additional partners, optimizingengagements, response protocols, and activation processes), speaker series, and drills and exercises.

Identify and participate in state and national public health networks for resource sharing andsmoother working relationships during a health event.

Develop and maintain Memoranda of Understanding (MOUs) or other pre-identified mechanisms foremergency response with health departments, labs, etc.

Establish an institutional pandemic response committee that holds regular meetings with representation from various sectors and areas of expertise.

Define clear roles and responsibilities for organizational leadership during health emergencies.

Foster a culture of proactive preparedness and response among administration, governing officials, and likely responders.

A

Cross-Sector Collaboration and Integration

Determine stakeholders and likely-responding organizations that should be involved in pandemicplanning and response discussions

Identify and regularly update primary and back-up points of contact for each organization to be informed or activated upon a health threat alert. Develop and maintain an emergency organizational chart with roles that these individuals and organizations will fill so that advanced planning for training and identification of coverage gaps can be conducted.

Identify and participate in state and national public health networks for resource sharing andsmoother working relationships during a health event.

Develop and maintain Memoranda of Understanding (MOUs) or other pre-identified mechanisms foremergency response with health departments, labs, etc.

Establish an institutional pandemic response committee that holds regular meetings withrepresentation from various sectors and areas of expertise.

Define clear roles and responsibilities for organizational leadership during health emergencies.

Foster a culture of proactive preparedness and response among administration, governing officials,and likely responders.

B

Infrastructure and Resource Allocation

Identify, evaluate, and optimize all available resourcesfor emergency conversion that would aid in response if mobilized (e.g., laboratory and research equipment, housing, transportation). Contact individual in control ofthose assets and prepare any necessary authorizations for their use. Keep this list and required paperwork upto date by reassessing at least twice per year

Assess and prepare university facilities for potential use as emergency response centers, including making alternate plans for activities that usually occur in those spaces

Establish rotating stockpiles of essential supplies, such as PPE and testing supplies, with central supply services to ensure availability of ready-to-use emergency supplies.

C

Data Management and Security

Create a system for real-time ethical data collection and sharing with public health agencies.

Explore the development of a dashboard to share information with participating organizations and the public (consider data sourcing, ethics, etc.).

Support data security infrastructure.

Maintain ethical protocols and clearances for identifiable essential activities, such as wastewater and other innovative surveillance methods.

Draft additional protocols, especially for ethical data sharing and use in research and surveillance.

D

Equity, Ethics, and Human Rights

Review and enhance campus health services to ensure equitable access for all students and community members.

Establish channels for understanding the needs of underrepresented and marginalized communities.

Implement policies to ensure nondiscriminatory practices in healthcare delivery during emergencies.Attempt to ensure that pandemic response plans respect individual rights and freedoms, while supporting societal needs for health safety.

Integrate ethical considerations into decision making processes.

Promote transparency and accountability in all actions related to pandemic preparedness and response.

E

Training and Workforce Development

Encourage interdisciplinary training, incorporating One Health principles, across the organization.

Develop a method to train and track employees with response experience or other useful skills to be prepared to aid in the next public health emergency, possibly using a National Guard readiness model.

Consider offering specialized training programs for staff and students in public health emergency response to ensure an initial workforce is available when there is need to activate.

Establish lines of communication and discussions with labor unions and administrators with a goal of inclusion of emergency response convergence when necessary in position descriptions.

Engage in community outreach and partner in public health education.

F

Surveillance and Diagnostic Innovation

Work with regulatory agencies to find a method to pre-authorize qualified university labs for potential use as diagnostic and research centers in public health emergencies. Requires staff or relationships with appropriate partners people that understand how to navigate the regulatory environment to minimize complications during a public health emergency.

Participate in surveillance programs like wastewater testing and digital symptom tracking.

Innovate new methods for early detection of pathogens, including potential Disease X agents.

G

Communication and Public Messaging

Develop a communication strategy for clear and accurate public health messaging.

Train spokespeople in risk communication, media, and community engagement; especially needed is the ability to convey uncertainty in data-poor phases of emergency response with transparency and confidence in the evolving science.

Utilize or establish organizational channels, relationships with community-based organizations, and media relationships for disseminating public health information.

H

Research and Development

Encourage research on pandemic-related topics, including innovative surveillance, vaccine development, and virus transmission (see sample Research Agenda).

Facilitate cross-disciplinary research initiatives and identify and provide seed grant funding to foster coordination and innovation in pandemic preparedness.

Share research findings with the broader public health community and governing officials to inform policy and practice.

I

Public Policy and Advocacy

Engage with policymakers to advocate for funding and support for pandemic preparedness. Specifically consider development of an emergency response fund or identify mechanisms needed to access funds during a health emergency

With support of legal experts, understand the regulatory landscape for health emergencies.

Advocate for changes to improve public health systems based on pandemic experiences.

J

Continuous Evaluation and Improvement

Regularly review and update pandemic response plans based on new research and experiences.

Conduct drills and simulations to test the effectiveness of response plans and resilience of health system capacity.

Gather feedback from the community to improve preparedness strategies.

Protocols

When a health threat alert is triggered, activate the protocols that have been developed in advance through activities associated with the Checklist (above) and initiate the following:

1

Public Policy and Advocacy

Begin/intensify Surveillance and Health Monitoring:
Implement health screening and monitoring systems for students, staff, and faculty, include community members and environmental testing (e.g., wastewater and others) as appropriate.

Increase Promotion of Hygiene Practices:
Regularly review and update pandemic response plans based on new research and experiences.

Support Mental Health:
‍Augment access to mental health resources and counseling services.

Reduce Non-Essential Travel:
‍Implement guidelines for essential travel only.

Modify or Cancel Large Events:
‍Assess the feasibility of large events and consider virtual alternatives.

Provide Clear Guidelines:
‍Regularly distribute clear guidelines and updates on health and safety measures, travel policies, and campus protocols.

Develop an Exit-strategy:
‍Establish clear guidelines and metrics to inform decisions regarding eventual relaxation of health and safety practices and protocols as pandemic wanes.

2

Campus Infrastructure and Facilities

Adapt Physical Spaces:
‍Modify classrooms, dormitories, and communal areas to enable social distancing.

Enhance Cleaning Protocols:
‍If necessary, increase the frequency and intensity of cleaning, especially in high-traffic areas.

Double-check Ventilation:
Test and optimize ventilation systems to ensure maximum air exchanges, the possibility of 100% outside air and/or adequate filtration.

University and Non-Governmental Organizations Pandemic Preparedness Checklist

Cross-Sector Collaboration and Integration

A

Cross-Sector Collaboration and Integration

B

Infrastructure and Resource Allocation

C

Data Management and Security

D

Equity, Ethics, and Human Rights

E

Training and Workforce Development

F

Surveillance and Diagnostic Innovation

G

Communication and Public Messaging

H

Research and Development

I

Public Policy and Advocacy

J

Continuous Evaluation and Improvement

Protocols

1

Public Policy and Advocacy

2

Campus Infrastructure and Facilities

University and
Non-Governmental Organizations Pandemic Preparedness Checklist