A. Emergency Use of the FAU Email System
B. Emergency Changes to Voice Greetings and Web Pages
C. FAU Emergency Policy
D. Equipment
E. Backups
F. Student Computer Lab Operations
G. IRM Disaster Recovery Plan

A. Emergency Use of the FAU Mail System

It is the policy of FAU to notify and protect its faculty, staff, students and visitors in times of impending natural and/or man-made disasters. The most efficient and effective means of doing so is via e-mail and the Internet, using the FAU Emergency Homepage.

Upon notification that a possible disaster condition exists, and once the Emergency Operations Committee (EOC), chaired by the President of FAU, decides that the University will close, all non-essential e-mail will be put on hold. Should it be determined by the EOC that FAU will not be affected by the possible disaster condition all e-mail distribution will continue as usual. Should it be determined by the EOC that FAU will be affected by a natural or man-made disaster an emergency e-mail distribution process will take effect immediately. The following sequence of steps will be carried out.

1. All e-mail currently set for distribution or in the process of distribution will be suspended and put into a holding queue for later distribution.
2. The emergency e-mail distribution protocol will immediately be activated by IRM. This protocol stipulates who is eligible to send e-mail through the FAU e-mail system in times of emergency.
3. Only e-mail identified as coming from the Office of the President and/or his/her designee will be accepted by IRM for distribution.
4. IRM will follow the procedures associated with this policy to ensure timely distribution of authorized e-mail during the emergency situation.
5. Upon the resumption of normal operations, IRM will proceed with normal e-mail distribution protocols and all e-mail held in the queue will be distributed.
6. If the FAU Data Center is inoperable, IRM will activate its disaster recovery site and will provide the EOC, or its designee, with a list of individuals authorized to send e-mail messages.

B. Emergency Changes to Voice Greetings and Web Pages

Emergency situations necessitate changes to voice greetings and web pages with current information for the general public regarding the University’s status, special events, class schedule changes and any other relevant information. The University President and/or his designee must approve all such changes. IRM staff working in conjunction with the requesting departments, colleges or administrative staff will carry out the changes. (Refer to Provost Memorandum, “Emergency Change to Campus-wide Voice Greeting and/or Emergency Changes to the FAU WWW Homepage”.)

C. FAU Emergency Policy

In the event of a disaster, IRM will follow the guidelines stated in the FAU Emergency Policy, http://www.fau.edu/library/fauhurr.htm . For additional information concerning the hurricane threat to the South Florida area in general and Florida Atlantic University in specific refer to http://www.fau.edu/library/hurric.htm .

D. Equipment

The following steps should be taken to protect all electronic equipment when threatened by a natural disaster.

• Phones are not to be unplugged. They should be placed in a desk drawer, cabinet or a plastic bag.
• Desktop computers and printers should be turned off, unplugged and wrapped in plastic.
• Servers should be turned off, unplugged and wrapped in plastic.

E. Backups

If the threat of a natural disaster becomes likely, backups of all essential computing systems by the responsible system administrators or their subordinates will commence immediately. At least one set of backups will be stored off site at a predetermined location as established within backup procedures. IRM recommends that all university personnel back up all essential personal computer or workstation files to a removable media on a regular basis as a part of their departmental and/or college disaster preparedness plans.

F. Student Computer Lab Operations

If the threat of a natural disaster becomes likely during normal business hours and the President has not closed the University, all open computing labs and non-essential instructional labs will be closed at 2:00 pm to allow adequate time to initiate disaster preparedness procedures.

G. IRM Disaster Recovery Plan

IRM has developed a Disaster Recovery Plan in the event of potential or actual prolonged equipment failure or other situation that hinders access to or use of IRM computing resources. This plan will be put into effect by the order of the Associate Provost when conditions warrant. In addition to containing a checklist of actions to be taken, responsible individuals within IRM, contact information and maps, the following key areas are addressed.

A. Hurricane/Floods

1. General Information
2. Storm Monitoring
3. Hurricane Watch Procedures

B. Fire

1. Fire Prevention
2. Fire Prevention Classes and Practice Fire Drills
3. Emergency Action and Evacuation

C. Civil Disorders and Vandalism

1. Emergency Action Plan
2. Advance Notice Action Plan
3. Emergency Action and Evaluation

D. Power Failure/Air Conditioner Failure

1. Power Failure
2. Brown Out
3. Air Conditioning Failure

E. Recovery

1. Disaster Recovery Coordinator
2. Evaluation Team
3. Systems, Networking and Operations Teams
4. Assistant Directors

F. Establishing the Computer Center at a Backup Facility

1. Backup Site
2. Personnel Notification
3. Facility Setup and Equipping
4. Software Restore Procedure
5. Remote Data Transmission
6. Equipment Availability
7. Personnel