africa university disaster management...

(A United Methodist-Related Institution)

INVESTING IN AFRICA’S FUTURE

AFRICA UNIVERSITY

DISASTER MANAGEMENT PLAN

1st Edition November 2007

TABLE OF CONTENTSTABLE OF CONTENTS.............................................................................................. 21. Introduction ..............................................................................................................8

1.1 Definition of Disaster......................................................................................................8

1.2 Definition of a Disaster Management Plan.................................................................. 8

1.3 Importance of Disaster Management Planning (DMP).............................................. 8

1.4 Stages of Disaster Management Planning at Africa University................................. 9

2. Background Information..........................................................................................93. Process Involved......................................................................................................104. Disaster Scenarios...................................................................................................10

4.1 Flood.............................................................................................................................. 10

4.2 Fire................................................................................................................................. 11

4.3 Mechanical Failure.......................................................................................................11

4.4Earthquakes................................................................................................................... 11

4.5Disruptive Behaviour.................................................................................................... 11

4.6Thefts.............................................................................................................................. 12

4.7Loss of Staff....................................................................................................................12

5. Disaster Prevention and Preparedness...................................................................135.1 Lines of Authority.........................................................................................................13

5.2 University-wide Disaster Recovery Committee......................................................... 13

5.3 Disaster Preparedness.................................................................................................. 14

6. Emergency Procedures........................................................................................... 14Vulnerabilities Assessment......................................................................................... 18AU Disaster Management Plan Maintenance Program........................................... 20INDIVIDUAL UNIT DISASTER MANAGEMENT PLANS...................................231. Introduction.............................................................................................................242. Critical Processes.................................................................................................... 243. Disaster Scenarios and Strategies.......................................................................... 244. Emergency Contact Information............................................................................285. Location of keys and access to the ICT building................................................... 286. System Backup Procedures.....................................................................................29

6.1 Offsite Backup ............................................................................................................. 29

6.2 Information that is not backed up.............................................................................. 29

7. ICT Disaster Response Team................................................................................. 298. Contingency Measures............................................................................................30

1st Edition November 2007 2

a. Loss of Information................................................................................................ 30b. Loss of access to information and facilities........................................................... 30c. Loss of equipment....................................................................................................31d. Loss of ICT Personnel............................................................................................ 31THE JOKOMO /YAMADA LIBRARY DMP............................................................ 321. Introduction ............................................................................................................32

1.1 Initial Response to Disaster ........................................................................................ 32

1.2 Determine the Level of Disaster ................................................................................. 33

1.3 Library Disaster Response Team .............................................................................33

2. Initial Damage Assessment & Preliminary Actions Taken By the Disaster Response Team............................................................................................................333. Lines of Authority................................................................................................... 334. Disaster Scenarios and Strategies......................................................................... 345. Salvage Procedures ................................................................................................ 37

5.1 Staff Considerations ................................................................................................... 37

5.2 Salvage Priorities ......................................................................................................... 37

5.3 Salvage Procedures for Books: Water Damage ........................................................38

5.4 Salvage Procedures for Books: Fire Damage ............................................................38

5.5 Salvage Procedures for Magnetic and Electronic Materials ................................... 38

6. Post-Emergency Activities .................................................................................. 38BUSINESS OFFICE DMP........................................................................................ 401. Introduction and Background Information...........................................................402. Disaster Scenarios...................................................................................................403. Business Impact Analysis and Risk Assessment....................................................404. Disaster Response Team ........................................................................................ 41

a. Lines of authority in the Business Office......................................................................41

b. Disaster Response Team in the Business Office.......................................................... 41

c. Responsibilities of the Disaster Response Team.......................................................... 42

5. Disaster Preparedness.............................................................................................426.Emergency Procedures............................................................................................ 447.Disaster Recovery Strategies....................................................................................468.Recommendations.................................................................................................... 471. Introduction.............................................................................................................482. Disaster Scenarios...................................................................................................483. Business Impact Analysis and Risk Assessment....................................................484 Disaster Prevention.................................................................................................. 49


4.1 LOCATION OF KEYS................................................................................................50

5. DISASTER PREPAREDNESS............................................................................. 506. Emergency Procedures........................................................................................... 517. Disaster Recovery Outline...................................................................................... 51GENERAL SERVICES DEPARTMENT DMP........................................................ 53

1. Introduction.................................................................................................................... 53

2. Disaster Scenarios...........................................................................................................53

3. Business Impact Analysis and Risk Assessment.......................................................... 543.1 Business Impact Analysis.........................................................................................................543.2 Risk Assessment.......................................................................................................................55

4. Disaster Prevention........................................................................................................ 56

5. Disaster Preparedness.................................................................................................... 56

6. Emergency Procedures.................................................................................................. 57

7. Disaster Recovery Strategy............................................................................................58

8. General Recommendations............................................................................................59

PERSONNEL AND ADMINISTRATION DMP.......................................................611. INTRODUCTION AND BACKGROUND INFORMATION.............................. 61

1.3Functions of Unit........................................................................................................... 61

2. DISASTER SCENARIOS.......................................................................................613. DISASTER PREVENTION................................................................................... 624. DISASTER PREPAREDNESS.............................................................................. 625. EMERGENCY PROCEDURE............................................................................... 626. DISASTER RECOVERY STRATEGIES.............................................................. 63STUDENTS AFFAIRS DEPARTMENT DMP.........................................................651. Introduction and Background Planning................................................................652. Disaster Scenarios...................................................................................................653. Business Impact Analysis and Risk Assessment....................................................664. Disaster Prevention................................................................................................. 675. Disaster Preparedness.............................................................................................686. Emergency Procedures........................................................................................... 687. Disaster Recovery Strategy..................................................................................... 70FOOD SERVICES DEPARTMENT DMP................................................................721Introduction ..............................................................................................................722Critical Processes and Business Impact Analysis....................................................722.1 Risk Assessment.................................................................................................... 733Disaster Scenarios.....................................................................................................73


4Emergency Contact Information .............................................................................735Food Services Disaster Response Team...................................................................736Access to the Food Services Building ......................................................................747Backup Procedures .................................................................................................. 748Planned Response to a Disaster (s).......................................................................... 748.1General Emergency Procedures for Food Services Staff.....................................748.2Loss of Information............................................................................................... 758.3Mechanical Failure................................................................................................758.4Lack of Power Supply............................................................................................ 758.5Fire......................................................................................................................... 768.6Theft........................................................................................................................768.7Student Riot............................................................................................................ 779Gaps Identified and Recommendations................................................................... 77SECURITY DEPARTMENT DMP............................................................................781.Introduction..............................................................................................................782.Disaster Scenarios....................................................................................................793.Business Impact analysis......................................................................................... 794.Risk Assessment ...................................................................................................... 795.Disaster Prevention.................................................................................................. 806.Disaster Preparedness..............................................................................................807.Emergency Procedures............................................................................................ 81

0General Emergency Procedures for the Security Unit................................................. 81

0Lines of Authority.............................................................................................................82

0Specific Emergency Procedures...................................................................................... 82

8.Disaster Recovery Strategy...................................................................................... 84FACULTY OF MANAGEMENT AND ADMINISTRATION DMP........................851. Introduction ............................................................................................................852. Disaster Scenarios...................................................................................................853. Business Impact Analysis and Risk Assessment....................................................854. Disaster Prevention................................................................................................. 865. Disaster Preparedness.............................................................................................876Emergency Procedures ............................................................................................ 877. Disaster Recovery Outline...................................................................................... 90FACULTY OF HUMANITIES AND SOCIAL SCIENCES DMP...........................911. Introduction.............................................................................................................91


2. Risk Assessment...................................................................................................... 913. Disaster Scenarios...................................................................................................914. Disaster Response Team......................................................................................... 91

4.1. Access to the FHSS offices.................................................................................................... 92

5. Disaster Preparedness.............................................................................................926. Emergency procedures............................................................................................927. Disaster Recovery Strategy..................................................................................... 94FACULTY OF AGRICULTURE AND NATURAL RESOURCES DMP................951. Introduction.............................................................................................................95

2. FANR administrative functions and operations – Dean’s Office...............................95i.FANR Disaster Response Team...................................................................................................95ii.Lines of Authority....................................................................................................................... 95

2.1 Systems / Equipment and other Resources presently used Dean’s Office.............. 96

2.2 Risks ..............................................................................................................................96

2.3 What would be the impact if the office of the Dean was severely disrupted?.........96

2.4 Mitigation / Preventive Actions...................................................................................96

3. Teaching and Practical Training........................................................................... 974. Research, Community outreach, and Advisory services............................................ 98

4.1 Laboratory Systems / Equipment and other Resources .......................................... 98

4.2 What would be the impact if severely disrupted?..................................................... 98

4.3 Disaster Scenarios.........................................................................................................99

4.4 Mitigation / Preventive Actions...................................................................................99

5. Other FANR facilities .......................................................................................... 1006. Disaster Recovery Strategies and Emergency Procedures.................................. 101FACULTY OF HEALTH SCIENCES DMP...........................................................1031. Introduction and Background Information.........................................................1032. Disaster Scenarios.................................................................................................1033. Business Impact Analysis and Risk Assessment..................................................1034. Disaster Prevention............................................................................................... 1045. Disaster Preparedness...........................................................................................1056. Emergency Procedures......................................................................................... 1057Disaster Recovery Strategy..................................................................................... 107FACULTY OF THEOLOGY DMP.......................................................................... 108

1. Introduction.................................................................................................................. 108

2. Disaster Scenarios.........................................................................................................108

3. Business Impact Analysis and Risk Assessment........................................................ 109

4. Disaster Prevention...................................................................................................... 110


5. Disaster Preparedness.................................................................................................. 111

6. Emergency Procedures................................................................................................ 112

7. Disaster Recovery Strategy..........................................................................................113

INSTITUTE OF PEACE, LEADERSHIP AND GOVERNANCE DMP...............1141. Introduction...........................................................................................................114

1.1 Systems, equipment and other physical resources ................................................. 114

1.2 Risks ............................................................................................................................115

1.3 Impact of these risks...................................................................................................115

1.4 Possible mitigation and recovery strategies............................................................ 116

1.4 Emergency Procedures....................................................................................... 1161.5Disaster Recovery Strategy ................................................................................. 119FACULTY OF EDUCATION DMP........................................................................ 120

1. INTRODUCTION ..................................................................................................... 120

2. DISASTER SCENARIOS ...........................................................................................121

3. BUSINESS IMPACT ANALYSIS AND RISK ASSESSMENT.............................. 122

4. SETUP FOR DISASTER PREVENTION................................................................. 123

5. DISASTER PREPAREDNESS................................................................................... 124

6. EMERGENCY PROCEDURES................................................................................. 125

7. DISASTER RECOVERY OUTLINE.........................................................................126


1. Introduction

The mission of Africa University is to provide quality education within a Pan-African context through which persons can acquire general and professional knowledge and skills, grow in spiritual maturity, and develop sound moral values, ethics and leadership qualities.

Disaster Management Planning has become a very important part of the planning process at Africa University. The investments that have been ploughed into building the institution and ensuring that it grows from strength to strength need to be secured in terms of disaster preparedness. It is important for our well wishers, donors and general stakeholders to have confidence in our readiness as an institution to respond to disaster(s).

1.1 Definition of Disaster

A disaster is any interruption of service that results from some force beyond control (malicious attack, human error or act of God).

1.2 Definition of a Disaster Management Plan

A Disaster Management Plan is a plan of how to react to and recover from that ominous force. It is also called Business Continuity and Contingency Planning.

1.3 Importance of Disaster Management Planning (DMP)

a. We have real case studies of instances whereby institutions or nations did not plan for disaster and were caught un-aware when a disaster struck.

b. It is important for the continuation of critical and important unit operations in the case of interruption.

c. It is important for the recovery of normal operations.d. It defines who to notify in the case of a disaster (in a predetermined

manner).e. It provides for offline backup and availability – including data files,

software, hardware, voice and data communications, documentation, inventory lists, alternate methods for performing activities (electronically/manually), periodic testing of the plan, documentation of the unit’s plan for response, recovery, resumption, restoration, and return after severe disruption.

f. Disaster Management Planning informs of existing gaps in terms of achieving an “ideal” situation.


1.4 Stages of Disaster Management Planning at Africa UniversityThe development of the Disaster Management Plan is an ongoing process at Africa University. In order to come up with this Disaster Management Plan the following are the stages that the Africa University Disaster Recovery Committee went through:

a. The process began with Project Initiation and this involved the formation of the Disaster Recovery Committee, the appointment of the Chairperson and the definition of the project scope.

b. The second stage was called Vulnerability Assessments and General Definition of Requirements. The Disaster Recovery Committee carried out an assessment of the vulnerabilities associated with the different units of the university.

c. The Business Impact Analysis stage involved a reflection on the critical processes and systems and the impact that a disaster would have on those processes and systems.

d. The stage of Detailed definition of Requirements was related to stage b and the focus was on deeper analysis of the definition of requirements.

e. The stage of Plan Development involved the various units holding meetings to brainstorm on the plan. After the brainstorming sessions each representative in the Disaster Recovery Committee drafted their unit DMP. The DMP Committee met several times to fine tune the various DMPs. This is an ongoing process – the various units are responsible for continuously updating their DMPs.

f. The stage of Testing/Exercising Program is still being carried out at Africa University. This stage requires each unit to facilitate the development of their testing/exercising goals and the evaluation of alternative testing strategies. Testing strategies tailored to the environment are being selected and an on-going testing program is being established by each unit.

g. The Maintenance Program involved the development of the DMP maintenance program and a plan of action for the gaps that have been identified. The last stage is the Initial Plan Testing and Implementation. After this stage the Disaster Management Plan would be certified by an audit firm as being sufficient.

2. Background Information

Traditionally Disaster Management Plans have focused only on the “Computer Service Departments” and the associated Information Systems and infrastructure. With the realisation that disaster can take any form and affect any aspect of the institution it became critical to involve all the departments in this process. The units that were and continue to be involved in this planning process include:

a. Information and Communication Technology (ICT)b. Business Officec. Libraryd. Registry - Food Services; Security, Student Affairs, General Services

Department, Clinic, Counselling, Academic Affairs, Personnel and Administration


e. University Farmf. Information and Public Affairsg. Faculty of Humanities and Social Sciencesh. Faculty of Agriculture and Natural Resourcesi. Faculty of Management and Administrationj. Faculty of Health Sciencesk. Faculty of Theologyl. Faculty of Educationm. Institute of Peace, Leadership and Governance

3. Process Involved

The Director of the ICT Department, Ms Nodumo Dhlamini was appointed to chair the DMP committee which has representation from all the units in the university. Meetings with the committee members were held during the stage of project initiation, to inform them about the importance of the DMP and to empower them to create awareness in their units about the DMP process. Departments were then tasked to create an on-going awareness of DMP issues and collect information pertaining to:

a. Inventories of items, equipment, resources, furniture, etc in their units.

b. A Security Assessment of the following – personnel practices, physical security, operating procedures, backup & contingency planning, access control, insurance, and personal computers.

c. Critical systems, processes and functions; d. The economic impact of incidents, and assessment of the length of

time that their units could survive without access to systems, services and facilities.

4. Disaster ScenariosThe following list of disaster scenarios were derived from the university-wide possible disasters that were brought up by the various units.

4.1 FloodAfrica University is fortunate not to have been affected by floods – considering that neighbouring Mozambique has had to grapple with this kind of disaster on several occasions (e.g. the effects of Cyclone Eline in 2000).

Water taps left open when there is no water supply to a particular building have led to flooding (upon the return of the water supply) in several buildings on campus.


4.2 FireZimbabwe generally faces problems of fires that are started by people for whatever reason and these fires have crept into the university on several occasions. Fortunately so far there has been no major infrastructural damage caused by fires.

A Fire Response Team has been set up to create awareness to the Africa University community about how to react to fires. Each unit in the university is represented in the team. Fire drills and training of the community has been carried out and is ongoing. The team members are also responsible for ensuring that the fire detection and management equipment is in good working order.

4.3 Mechanical Failure

a. Water Pipes – Africa University frequently experiences water shortages associated with the interruption of power supplies. Plans are in place to connect the boreholes to a more reliable electricity power supply.

b. Air Conditioning Faults – The newer buildings at Africa University have air conditioning systems in place. Frequently this equipment develops mechanical faults that require spare parts to be purchased. There has also been problems that resulted in condensation.

c. Electrical Faults – Zimbabwe is currently experiencing immense power shortages and this continues to adversely affect the operations of the university. Efforts have been put in place to stabilize the power supply to the university.

d. Structural Faults – The ceilings of one of the offices collapsed about two years ago, indicating the need to constantly check on any structural defects. Several buildings do exhibit cracks in the walls and these need to be monitored and corrected.

4.4 Earthquakes

In March 2006 Zimbabwe experienced an earthquake whose force was quite severe. Fortunately no students were badly injured except one who fractured his arm. No visible structural effects on the buildings were observed.

4.5 Disruptive Behaviour

Fortunately students at Africa University have not engaged in disruptive behaviour (student unrest leading to strikes) that has lead to disaster(s). However the possibility of this happening in the future cannot be ruled out.


4.6 Thefts

Thefts continue to be a great concern at Africa University. There have been theft cases of computer equipment – rendering important data of a particular office lost; theft of library books from rare collections; theft of borehole equipment, theft of cash among many others.

4.7 Loss of Staff

Staff have been lost in the past through death or resignation –leading to the continuity of certain projects being affected. Africa University is currently facing major problems with recruitment and staff retention because of the prevailing unfavourable economic situation in the country.


5. Disaster Prevention and Preparedness

5.1 Lines of Authority

Africa University staff in the various units is being trained to respond to various kinds of emergencies and those to be contacted first in case of emergencies have been identified. Policies and procedures have been established which designate the following persons as those who have authority to make major decisions such as closing the university. Each unit in the university has its own defined lines of authority to be contacted in the event of a disaster. The names below are listed in the order they are to be called in the event of any major emergency such as fire, power failure, flood and bomb threats. If one cannot reach the first person on the list (the Vice Chancellor), one continues down the phone list until one reaches someone with authority.

Vice ChancellorProfessor R. Murapa extension 204(w) 011608465 (mobile)

Deputy Vice ChancellorProfessor A. Muphuru extension 203(w) 011631199 (mobile)

RegistrarMr F. Chikange extension 208(w) 011631504 (mobile)

Maintenance ManagerMr. L. Kanengoni extension 325 (w) 011604082 (mobile)

Security OfficerMr. D. Mupaso extension 320 (w) 011605382 (mobile)

5.2 University-wide Disaster Recovery Committee

Composition: Each unit is represented on the Disaster Recovery Committee. The committee has a total membership of 16.

Terms of Reference of Disaster Recovery Committee: The committee was set up to spearhead the development and implementation of a Disaster Management Plan for Africa University. Each member of the committee is responsible for initiating Disaster Response/Preparedness activities in their individual units; leading in the development of unit DMPs and initiating awareness programs relating to Disaster Preparedness and Prevention. When a member leaves the university she/he is replaced to ensure continuity of this important activity.


5.3 Disaster Preparedness

No disaster is exactly the same as the other. The following genral suggestions address what can be done in order to be ready for a disaster.

Useful Tips to minimize/prevent disasters that might occur

1. Post clear signs on each floor, showing location of emergency exits and stairways, fire extinguishers, and smoke alarms.

2. Keep buildings clean. Wastebaskets should be emptied regularly. 3. Unplug all non-essential machines at night and on weekends. It is advisable to

unplug terminals when power failure occurs, unless protected against power surge.

4. Have fire extinguishers inspected regularly to ensure that they are charged and operable.

5. Have staff participate in fire drills and review emergency procedures twice a year

6. Ensure that exit doors are not blocked. 7. Handle hazardous materials properly and in restricted areas.8. Shut all windows at night.9. Be aware of basic procedures to follow when emergencies occur. 10. Ensure water taps are closed in cases where you leave the building after the

water supply has been interrupted – to ensure when water supplies resume no flooding is experienced from taps left on.

11. Ensure you always backup important data on your machine to a removable media like flash disks.

12. Ensure proper handover with staff that are leaving the university. Ensure that work procedures are clearly documented so that if a staff member dies there is continuity.

13. Keep dangerous chemicals secured and post clear procedures on their use.14. Attend to all student issues and thus avoid disruptive behavior by the students.15. Train staff and students on how to behave in case of emergencies.16. The University needs to designate an emergency vehicle to be on standby for

use during emergencies. There is also an urgent need to have a standby roaster for staff that will always be on standby in case of emergencies.

6. Emergency Procedures

6.1 Procedures for the University-wide Disaster Recovery Team

a. In the event of a disaster affecting the university, the first team member to arrive should immediately take charge until relieved by the other members of the team.

b. Team member must appoint a person to secure the perimeter from unauthorized personnel.

c. She/he must set up a communications and command station.d. She/he must evaluate the scope of the problem.


e. She/he must design a plan of action and determine immediate supply needs and action priorities.

f. She/he must delegate responsibilities. Appoint a person to meet and direct arrivals of supplies and personnel.

g. She/he must set up teams with leaders to deal with equipment and train volunteers on the spot.

6.2 Fire

Anyone discovering a fire should:a. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the

building now. Clear the area immediately. Each department is responsible for clearing its own area. Do not take time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995HEAD OF UNIT IN THAT DEPARTMENT MAIN ADMINISTRATION OFFICE 263

Report the following information:

a. YOUR NAMEb. BUILDING (e.g. ICT Building)c. LOCATION OF THE FIRE (e.g. West/East Wing, floor or

room number)At the writing of this plan, the cell phone network in Zimbabwe is unreliable – it can take long to get through to a particular cell phone number. It is advisable to call landline numbers before trying cell phone numbers. It is also advisable to assign someone to drive to the police/fire department to report the fire.

c. FIRE EXTINGUISHERSMembers of the fire-fighting team should use fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

d. SMOKE DETECTORSSmoke detectors are located in some of the buildings at Africa University. These smoke detectors, when activated, sound an alarm. The smoke detectors are directly hooked up to the main building alarm.

e. SUPERVISOR RESPONSIBILITYEach unit supervisor will establish procedures to be followed, communicate these to the staff, and post.

f. ELEVATORS


Use the stairs and the indicated exits in the case of a fire outbreak.Elevators should not be used in a fire emergency, as the heat and intensity of the fire could disable the equipment.

6.3 Flood

Most floods at Africa University arise from water taps that would be left on after water supplies are interrupted. After the water supplies resume such water taps then cause floods in most buildings. The floods that affected neighbouring Mozambique in the recent years have resulted in trees falling and blocking some roads or pathways and have not resulted in flooding of university buildings.

Anyone discovering a flood should:

a. Take charge immediately and appoint a team to save any equipment or materials that are in danger.

b. Check for any open water taps and close themc. Identify an area where to move vulnerable equipment or materials to.d. Telephone for help immediately - call the following in this order:

SECURITY OFFICER ext 320 or 011605382 (mobile)HEAD OF UNIT IN THAT DEPARTMENT


6.4.1 Burst Water Pipesa. Call the Maintenance Department on extension 325 or

mobile number 011604082 during working hours.b. During non-working hours call the Maintenance Manager

on 011604082 or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular

building that you have access to.

6.4.2 Air Conditioning Faultsa. Call the Maintenance Department on extension 325 or mobile

number 011604082 during working hours.b. During non-working hours call the Maintenance Department on

011604082 or the Security Officer on 011605382.

6.4.3 Electrical Faultsa. Call the Maintenance Department on extension 325 or mobile


011604382 or the Security Officer on 011605382 .

6.5 Accidents and Medical Emergencies

a. During working hours call the university nurse on extension 303 or mobile 011616519. The Africa University Clinic does have ambulance services


b. In addition call the head of unit of the concerned departmentc. Carry out any required first aid servicesd. During non-working hours call the police on 993/995e. For external ambulance services one must call the police on

993/995

6.6 Earthquake

a. Remain calm and evacuate buildingb. Move to the designated assembly points using the fire exitsc. Wait for further instructions


These are some general tips for dealing with disruptive persons:a. Remain calm and do not argueb. Be clear and stay in control of the situationc. Alert other staff members and the University Security Officer when

strange behaviour occursd. Be considerate and listene. Offer a choice of alternatives if you canf. Never try to detain or restrain the concerned individual(s)

forcefully

6.8 Thefts

a. If you discover a theft, immediately inform the University Security Officer and the concerned Head of Department for that unit. Do not interfere with the area where the theft occurred to enable proper investigations.

b. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the loss. Call the University Security Officer on extension 320 or 011605382 and help the concerned person to report the theft.


Vulnerabilities Assessment1. Power Supply

Zimbabwe is currently facing serious power shortages that continue to adversely affect the smooth operations of the institution.. The university has two sources of power – the unreliable ZESA line and the more reliable Redwing line. Efforts have been made to ensure that the whole of campus is connected to the more reliable line. However at the writing of the DRP the situation has still not stabilized.

Africa University has four generators installed in some of the buildings (ICT, Administration, Health Sciences and Theology). The ideal scenario would be to have one high capacity generator to service the whole institution. The current situation renders a number of areas in the university unoperational when power supplies are disrupted because of the lack of efficient backup power. The situation is worse for those places that are not connected to the more reliable power line.

2. Water Supply

The water supply on campus is from borehole water. When there is no power the boreholes stop pumping water. Upon the return of normal power supplies it still takes long to fill in the water tanks. Efforts are being made to connect the boreholes to the more reliable power supply line.

3. Physical Security of the Buildings

Some of the buildings at the university have alarm systems installed. The older buildings do not have alarm systems. However, those buildings with alarm systems are not connected to any response system. Ideally all alrms must be connected to the Main Gate that is manned by the Security Guards.

4. Management of Keys

Africa University does not have a proper centralised system for managing all the university keys. Some offices and student rooms no longer have spare keys. There is a need to identify space where key cabinets would be installed for safe storage of the keys – preferably a fire proof site.

5. Fire Fighting Equipment

The fire extinguisher equipment is generally available but there are some places without. In addition not all staff and students know how to operate this equipment. A program has been put in place to ensure all studnets and staff participate in fire drills and are trained on equipment use.

6. Off Site Back Up Centre


Africa University does not have an official off site backup center. The AU Information technology Training Center in Mutare town is currently being used for storing the backup CDs.

If the AU Server room located in the ICT building were to burn down, we would have to purchase new servers and configure them from scratch before restoring the backups – and hope that those back up restorations will not fail!

Ideally, a place should be identified so that the critical AU system could be replicated and those servers kept there. This would also facilitate the testing and restoration of backups at the off site center.

7. Telecommunications System

The Africa University’ Telecommunications System is unreliable. The current system goes offline when there is an interruption of power supplies. This renders the institution unreachable at all. There is a need to increase the capacity of the telephone lines at the switchboard, purchase spares for the telephone system, implement a standby power plant for the telephone system and upgrade the PABX.

The upgrade of the telecommunication system would also enable a more efficient communication system within campus especially for the security guards who currently have no way to communicate with university officials and among themselves in case of disasters or other incidents.

8. Africa University Network Infrastructure

The AU Network (wired and wireless) urgently needs to be upgraded in terms of an authentication server, implementation of encryption and upgrading of old network accessories. The network as it is is vulnerable to unathorized access. There is also a need to keep a supply of network accessories spares in the event that some accessory develops a fault.

9. General Services Department Building

The General Services Department urgently needs a building designated for its use. Workshop space is needed by the electricians, mechanics, etc. A warehouse will facilitate storage of supplies and enable the university to save the scarce resources by buying in bulk. This would also ensure efficiency in service delivery by the Works Department staff.

10. Buying Department

Africa University needs to establish a Buying Department in order to rationalze issues related to purchasing various goods and supplies.

11. University FenceThe Africa University campus does not have a fence in most of the perimeter. There is an urgent need to erect a fence in oder to safeguard the university premises.


Actiona PlanThe vulnerabilities listed have been presented to the university for prioritisation and funding.

AU Disaster Management Plan Maintenance Program

The maintenance of the Africa University DRP is critical to the success of an actual recovery. This plan reflects changes to the environments that will be supported by the plan. It is critical that existing change management processes are revised to take recovery plan maintenance into account. In areas where change management does not exist, change management procedures will be recommended and implemented.

1. Africa University Disaster Recovery Committee

The Africa University Disaster Recovery Committee is an official University Committee with membership across all the units. The units represented are as follows:

n. Information and Communication Technology (ICT)o. Business Officep. Libraryq. Registry - Food Services; Security, Student Affairs, General Services

Department, Clinic, Counselling, Academic Affairs, Personnel and Administration

r. University Farms. Information and Public Affairst. Faculty of Humanities and Social Sciencesu. Faculty of Agriculture and Natural Resourcesv. Faculty of Management and Administrationw. Faculty of Health Sciencesx. Faculty of Theologyy. Faculty of Educationz. Institute of Peace, Leadership and Governance

Whenever a member of the DRP Committee leaves, they will be immediately replaced to ensure the continuity of the coordination of the DRP activities at unit level.

2. A Budget for DRP Activities

An annual budget is required for the Disaster Recovery Planning activities of the university. This budget will cover the cost of meetings, one retreat for the committee every year, training needs and other costs related to the dissemination of the DRP. A proposal for the first budget line will be submitted for the 2008/2009 financial year.

3. AU DRP Committee Meetings

A minimum of four DRP Committee meetings will be held every year to continuously review issues related to risks, business continuity, disaster preparedness and


prevention. Minutes of the meetings and any issues arising that need the urgent attention of the university management will be communicated to the executive leadership of the university by the Chairperson of the committee.

4. Unit/Department DRP Meetings

Each unit/department will hold at least three DRP meetings every year to discuss issues of disaster preparedness. The meetings will also serve as way of creating on-going awareness of DRP issues. Units/Departments will ensure inventory lists are up to date, that there is adequate insurance cover for the equipment, that security vulnerabilities are communicated and that issues requiring financial expenditure are budgeted for during the university budgeting process.

5. Incorporation of DRP Training into the Students Orientation program

All first year students will be taught and made aware of the Africa University Disaster Recovery Plan. The program will also teach them what to do in the case of various disaster scenarios.

Returning students will also be continuously involved in fire drills and mock disaster drills to ensure they always know how to react.

These drills will be undertaken at the Student Affairs level, Faculty level and other relevant units.

6. Incorporation of DRP Orientation for new staff members

The Personnel and Administration Unit will include DRP orientation for all incoming members of staff. A handout on DRP highlights will be developed and given to new staff as part of the introductory package that all staff receive. The new staff will also be oriented at their faculties or units.

7. Annual Revision of AU DRP

The AU DRP will be reviewed once annually. The Chairperson and Secretary of the DRP Committee will be responsible for incorporating the various changes after receiving them from the various members. If the university experiences a major disaster, the DRP Committee will meet to review what went right and what went wrong and give the community the necessary feedback.

8. Fire Drills and other Mock Disaster Tests

At least one fire drill and mock disaster test will be held every year by each unit/faculty. The results of these drills and tests will be recorded and an official record kept for auditing purposes.

9. Factoring DRP issues into the budget and strategic planning


The DRP is part of the university-wide planning process. The issues that are raised that require long-term planning and investment in financial resources will be included in the annual budgeting and strategic planning process.

10. Access to the AU DRP

The AU DRP document will be uploaded on the university intranet for use by the community. Each faculty/unit will keep a soft copy of their DRP and update it as the need arises. These changes will be communicated to the Secretary of the DRP Committee. The chairperson of the AU DRP will be responsible for keeping a soft copy of the DRP.


INDIVIDUAL UNIT DISASTER MANAGEMENT PLANS

The section that follows covers the individual Disaster Management Plans for all the units at Africa University.

The following principles guide responses to the various possible disasters that can befall the university:

1. The safety of staff and students must take priority over all other considerations.

2. General university-wide and department-wide priorities can be determined but they will have limited applicability in any given case.

3. Information that is not backed up offsite should receive top priority when in danger.

4. There are other elements to consider when setting priorities. The individual units should be aware of the elements to consider when setting priorities for salvaging equipment or materials and of their implications; and should work with the Disaster Recovery Teams in their units to determine and maintain priorities.

5. Emergency action priorities must be determined at the time and on the scene of a disaster. These priorities will be general in nature. Depending on the quantity of equipment or material involved; item by item decisions can usually be made only after equipment or materials are stabilized.


INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) DEPARTMENT DMP

1. Introduction

The ICT Department is the custodian of all the ICT infrastructure and equipment in the university, i.e. the computers, software, the Africa University Network and the University Information Systems.

The University depends upon the integrity of its computer-based information and the availability and reliability of its Information and Communication Technology (ICT) systems for its academic activities and administration. If these systems are unavailable or their information is compromised, teaching and learning may be disrupted, research delayed and administrative processes severely affected. All PCs, peripheral equipment, software and data are vulnerable to theft, damage or likely disasters, hence the need for a Disaster Management Plan.

2. Critical Processes

The critical processes can be defined as:a. The security of the data and information kept on the ICT servers. These

servers include the email server, web server, business office system server, student information system server, library information system server and the e-learning server among several other servers.

b. Ensuring that the university network is up and running 24/7 – securing the network from intrusion and likely virus attacks.

c. Affording sufficient and consistent access to computers for staff and students.

3. Disaster Scenarios and Strategies

The disasters that are likely to affect the ICT Department might include fires; flood; mechanical failure of water pipes, air-conditioning systems and alarms; Virus Attacks; System hacking or compromise; Network failure due to breakdown of some accessories; bombs; etc.

a. FireIn August 2006 a fire broke out by the bush which is at the back of the ICT building. Fortunately the Fire Response Team in the Department responded swiftly. This was a clear reminder of what fire could do to the ICT investments located in this building.

Anyone discovering a fire should:i. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building

now. Clear the area immediately. Do not take the time to do a phone tree relay.


In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

ii. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995HEAD OF ICT DEPARTMENT ext 438 or 011601841 or

61841UNIVERSITY SECURITY OFFICER ext 320 or 011605382MAIN ADMINISTRATION OFFICE ext 263

Report the following information:a. YOUR NAMEb. BUILDING (ICT Building)c. LOCATION OF THE FIRE (e.g. West/East Wing, floor or


iii. FIRE EXTINGUISHERSMembers of the fire-fighting team should use fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

iv. SMOKE DETECTORSSmoke detectors are located in some of the buildings at Africa University. These smoke detectors, when activated, sound an alarm. The smoke detectors are directly hooked up to the main building alarm.

v. SUPERVISOR RESPONSIBILITYEach unit supervisor will establish procedures to be followed, communicate these to the staff, and post.

b. FloodTowards the end of 2005 the ICT Server Room was affected by floods resulting from a structural defect in the roof that caused water leakages through the ceiling. Africa University was grounded to a halt for two working days because all the servers had to be disconnected and taken to safety until the problem was resolved.


i. Take charge immediately and appoint a team to save any equipment or materials that are in danger.

ii. Check for any open water taps and close themiii. Identify an area where to move vulnerable equipment or materials to.iv. Telephone for help immediately - call the following in this order:

ICT DIRECTOR ext 438 or 011601841 or 61841


SECURITY OFFICER ext 320 or 011605382HELP DESK TECHNICIAN (working hours) ext 443

If the ICT Director is not available any of the following should be notified:Wisdom Machacha extension 433 0912588216 (mobile)Joseph Chinzvende extension 437 0912971866 (mobile)Unity Chipunza extension 364 0912588209 (mobile)

c. Mechanical FailuresMechanical failures pertaining to the water system have resulted in flooding of the ground floor (as a result of water taps left open during the absence of water supplies). Computer equipment kept in the ICT workshop had to be urgently evacuated.

Anyone discovering a mechanical failure, electrical-related, water-related or other should:

i. Report faults to the Help Desk Technician on ext 433 or visit the Help Desk Office on the first floor if it is during working hours.

• ICT staff will report the fault to the Maintenance Department by calling ext 325 or mobile 011604082

ii. Inform the ICT Director on ext 438 or 011601841 or 61841(h).

d. Virus Attacks

In the year of 2004, the university network went down for close to three weeks because of a major virus attack. The main problem was that the updating of virus information files was not automated and local support for the antivirus system was non-existent.

Anyone discovering a virus infection should:i. Call the Help Desk Technician on extension 443 and make a report.

ii. During working hours an ICT Technician will be deployed to attend the problem.

iii. If the infection cannot be cleaned immediately there might be a need to disconnect the machine and take it to the ICT workshop.

iv. If the infection is discovered during non-working hours, an email must be sent to [email protected]. It is advised that the user stops using his/her machine until the problem has been resolved.

v. The Systems Unit in the ICT Department regularly prints status reports from the Antivirus server and these reports usually alert the ICT department of any potential problems well in advance.

vi. Users are discouraged from plugging foreign removable disks such as flash disks on their machines – especially those from sources that users cannot confirm their cleanliness


mailto:[email protected]

e. Loss of information

The following systems are backed up by the ICT Department on a daily basis:Library Information SystemPastel Evolution System for the Business OfficeStudent Information SystemLearning Management SystemVarious Configuration files for the various serversWebsite and Intranet filesClinic Records

If any of the departments that use the above systems suspect or discover that information has been lost, they must:

i. Call the ICT Help Desk Technician on ext 443.ii. The ICT Department will restore the data using the latest backup.

iii. If the data lost was not yet backed up, the particular department will be advised to recapture that data.

f. Loss of access to a particular system

If a user of any of the systems listed in e) is unable to access them, they must:a. Call the ICT Help Desk technician on ext 443.b. The ICT Department will check what the problem is and inform the

users.c. If it is a network problem the user will be informed when the

problem will be resolved. There might be a need for the users to work offline and recapture that information when the system is back online.

d. The decision to work offline must be reached after following the correct reporting procedures within that department.


4. Emergency Contact InformationIn the case of emergency during working hours, the following are to be contacted:

a) Fire

Fire Department or Police 993/995

ICT DirectorNodumo Dhlamini extension 438 011601841 (mobile) 61841 (h)

Unit HeadsWisdom Machacha extension 433 0912588216 (mobile)Joseph Chinzvende extension 437 0912971866 (mobile)Unity Chipunza extension 364 0912588209 (mobile)

b) Other emergencies

ICT DirectorNodumo Dhlamini extension 438 011601841 (mobile)

Unit HeadsWisdom Machacha extension 433 0912588216 (mobile)Joseph Chinzvende extension 437 0912971866 (mobile)Unity Chipunza extension 364 0912588209 (mobile)

Help DeskNorman Mupambo extension 433

During non-working hours, in the case of emergency contact the followingICT DirectorNodumo Dhlamini 61841 (h) 011601841 (mobile)

University Security OfficerMr. D. Mupaso 011605382 (mobile)

Unit HeadsWisdom Machacha 023246557 (mobile)Joseph Chinzvende 091971866 (mobile)Unity Chipunza 0912588209 (mobile)

5. Location of keys and access to the ICT building

a. Each member of staff has a key to his/her office.b. All spare keys are kept under “lock and key” and the ICT Disaster Response

Team members know where they are kept.c. There is a well-documented system for allocating keys and gaining access to

the building.


6. System Backup Procedures

a. The back up of the Business Office server and other systems has been set up to happen automatically in the server room. Backup is currently being done onto an additional hard disk within the Business Office Server. The university is still to purchase as external back up drive to enable backup to be also done onto tapes that will be taken off campus for safe keeping.

b. The Systems Administrator is responsible for ensuring the backup proceeds without any problems.

c. The backup is scheduled to happen at 12noon daily. At 2:00am daily all the data in all the servers is also backed up.

d. A report or log file telling one about how the scheduled backup proceeded is produced and is printed and filed in the backup file kept in the ICT Department.

e. A backup tape must be taken to the ICT town office everyday as a security measure in case the backup stored on campus is also destroyed in the event of a disaster.

f. Currently additional backups are made onto CD’s that are taken to the town office on a weekly basis.

6.1 Offsite Backup Africa University does not have an official off-campus backup site. Ideally this site would mirror everything in the server room. In the event of a disaster the university would connect to the external site and be able to function. The AU Town Office is being used as a temporary back up site.

6.2 Information that is not backed upAfrica University has accumulated a great deal of information that is in paper format and is not backed up. This information is composed of student information from the early years when the university began and was not computerized and information pertaining to the historical records of the institution that is not in electronic format.

7. ICT Disaster Response TeamThe ICT Director (Ms Nodumo Dhlamini) is the coordinator of the ICT Disaster Response Team. Any one of the Unit Heads (Mrs U. Chipunza, Mr. W. Machacha and Mr. J. Chinzvende) act as the coordinator of this team in the absence of the ICT Director. Other members of the ICT Disaster Response Team are: Help Desk Technician – Mr. Norman MupamboICT Lab Assistants – Mr. T. Musesengwa and Mr. E. ManjoroAU student Lab Monitors - ****ICT Cleaners – Mr. L. Mudondisvika and Mrs. F. Nyahore

It is recommended that the students who use the ICT labs undergo drills to prepare them how to react in the case of a disaster such as a fire. These drills would help prepare the students to assist to carry equipment for safe keeping in the case of a fire or flood.


8. Contingency Measures

The following section describes what measures have been put in place to ensure disaster preparedness. In some cases where preparedness is lacking, there are suggestions of what needs to be done.

a. Loss of Information

The ICT Department Building houses various servers that contain critical Information Systems for the efficient management of the institution. These include: Business Office Accounting Information System, Student Information System, University Email System, University Intranet, Learning Management System, etc.

The contingency program for ensuring that the university survives any loss of information is as follows:

i. An official back up center must be set up whereby the critical systems will be duplicated – allowing the university to connect to those servers in the case that the ICT Server Room is burnt beyond recognition and everything is lost. This is an expensive but necessary investment.

ii. An external back up tape drive must be purchased to allow all the data and information for all the systems to be backed up onto an external device. There is also a need to purchase two servers that will be used to test the back up tapes to ensure they can be used in the case of a need to restore the data. The external tape drive will allow tapes to be taken to an offsite storage place for safe keeping. In the event of the total loss of information, new servers will have to be purchased, re-configured and the data restored.

iii. In the case of paper-based information that has never been converted to electronic form – e.g. the information prior to 2000 related to the students and other university archives – there is a need to make photocopies of all this information so that the backup copies can be stored at an agreed offsite backup center. It is proposed that funds be acquired to undertake a project whereby this information will be converted to electronic form possibly through document scanning.

b. Loss of access to information and facilities

In the event that there is a loss of access to information housed in the ICT Servers resulting from a network failure, virus attack or power failure, below is the contingency program for ensuring that the university operations are least disrupted:

i. The network fibre links for each building link to the ICT Building are in such a way that there is a backup link that can be activated in the case that the active link fails. In addition, the old network topology was not destroyed, meaning that for some buildings the university will be able to revert to those connections – e.g. the FANR and Administration buildings.

ii. In the event that a switch or router fails in a particular building, the university currently has no back up network accessories in stock to take care


of those eventualities. It is urgently recommended that at least five switches be purchased and kept in stock for those eventualities. This is important because in Zimbabwe it can be a challenge to purchase replacement equipment in the shortest possible time.

iii. In the event that there is loss of access to information because of a power failure – a high capacity generator must be purchased for the whole institution to ensure that all the buildings have access to an alternative source of power. Currently some buildings have generators and some do not.

iv. In the event that units such as the Business Office and Registry need urgent access to their information, arrangements will be made for them to relocate to the ICT Building Executive lab and access their systems from there.

c. Loss of equipmentLoss of equipment encompasses loss of network accessories, computers/laptops through theft, fire, mechanical failure etc.

i. For example in the event that a Business Office desktop computer is lost – it is expected that the user was backing up any information stored directly on their hard disk. The information that is backed up by the ICT Department for the Business Office is only that pertaining to the Accounting Information system that is stored on the central server. Information specific to a particular user must be backed up on flash disks, CD-ROMs or printed. Users are continuously being trained on how to secure their information.

ii. Critical accessories must be kept in stock to ensure that the university operations are not disrupted for unnecessarily lengthy durations. Examples of such equipment are backup servers, spare desktops, switches, routers, air-conditioning equipment, etc.

d. Loss of ICT PersonnelLoss of ICT personnel can result from resignation without notice or death. Currently the allocation of responsibilities is such that most of the individuals are carrying out specific and specialized work and do not work with a team that would allow handover and continuity. The limitation is mainly on financial resources to hire more people.

i. All the ICT units will purposefully meet to share information and their projects so that all are aware what the other is working on. For example the Head of the Systems Unit currently works single-handedly to design, implement and support the Student Information system. If he were to resign without notice there would be a crisis pertaining to the continuity of his tasks. As a long term solution we need to hire a Programmer to work with him.

ii. The proper documentation of work procedures and systems manuals is an on-going process that will alleviate the negative effects of loss of ICT staff.

iii. A retention scheme for ICT staff has been drafted and will be submitted for consideration by the university.


THE JOKOMO /YAMADA LIBRARY DMP

1. Introduction The Jokomo/Yamada Library Disaster Management Plan has two primary goals: to reduce the likelihood that the Library will experience disaster and to mitigate the impact of any disasters that do occur.

Potential for disaster can be reduced by identifying and correcting hazardous conditions and by encouraging staff and user alertness in detecting and reporting problems. Disasters can arise from a variety of sources; from events such as theft to fires and floods caused by the failure of man-made structures and equipment.

Opening HoursThe Jokomo Yamada Library opening hours are as follows:

Mondays to Thursdays: 9am to 10pmFridays: 9am to 8pmSaturdays: 9am to 1pmVacations 9am to 4:30pmClosed on Sunday and Public Holidays.

Emergency Exits / Fire Escapes

All the Library emergency exit doors are clearly marked.

1.1 Initial Response to Disaster

• Contact Appropriate Personnel -When a member of the Jokomo/Yamda Library staff or patron encounters an emergency, the first response should always be to contact the Duty Librarian who then notifies the security officer. The name of the Duty Librarian is always displayed at the circulation desk. When the Library is closed, disaster will be detected from the outside. In this case the security officers who patrol around the library will notify appropriate Library staff or security officer.

• Stabilize the Situation -When appropriate, Library Staff should take steps to limit further damage while waiting for emergency personnel to arrive. Such steps include:

o Making sure that patrons and staff are not in danger.-Safety of human beings comes before protection of library materials. Library Staff themselves should not take unwarranted risks to save library materials.

o Eliminating the source of the problem-Library staff should be trained to use fire extinguishers to put out fires if possible. In the event of water damage, Library staff will attempt to cut off the water supply to the affected area and switch off power.

o Getting materials out of danger.-If the number of materials threatened by water is small, they can simply be moved to a dry place.


1.2 Determine the Level of Disaster

• In all emergencies involving the Library the Librarian will be contacted. On the basis of an initial assessment the first member of the Library Disaster Response Team to arrive at the scene will determine what other Library staff should be notified. For minor problems no additional help may be necessary. For more serious problems members of the Library Administration and other appropriate staff will be notified.

• In emergencies involving a special collection or specific department, the head of that area will also be a member of the Disaster Recovery Committee.

1.3 Library Disaster Response Team CompositionDisaster Recovery Coordinator Mrs. J Nzara ext 345 or 0912811359Client Services Librarian Mr. R. B Kutiwa ext 350 or 0912249104 Circulation Services Coordinator Mr. G. Ndongwe ext 349 or 0912588149Maintenance Services Coordinator Mr. D. Chikawa

Responsibilities• Assess the potential risks for the library• In the case of a disaster, conduct an initial damage assessment and take

preliminary actions • Inform university insurance and legal representatives of the nature and extent

of damage • Investigate financial resources for recovery efforts • Organize, train, and supervise other Library staff and volunteers on Disaster

Preparedness issues.• Keep records of all decisions made and activities undertaken • Ensure minimum loss during a recovery process.

2. Initial Damage Assessment & Preliminary Actions Taken By the Disaster Response Team

Enter the damage zone. Use extreme caution when entering the area where disaster has occurred. It may be necessary to wait until safety officials have determined that fire has been completely extinguished, the building is structurally sound, and there is no danger of electric shock in wet areas.

Set up a command post. This will serve as the single location where decisions are made, information disseminated, and responsibilities assigned. The command post should be staffed at all times. Make an initial assessment of damage to materials based on these questions; what types of materials have been damaged; what is the nature of the damage?

3. Lines of AuthorityDuty Librarian ext 351University Librarian Mrs. B. Pfukani ext 247or 0912603343 or 66606(h)


Senior Assistant Librarian Mr. B Chiparausha ext 245 or 0912772381

4. Disaster Scenarios and Strategies

a. FireAnyone discovering a fire should:

i. PULL THE NEAREST FIRE ALARM

Sounding the fire alarm means evacuate the building now. Clear the area immediately. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

ii. PHONE FOR HELP IMMEDIATELY – Call all of the following, in this order:

POLICE/FIRE DEPARTMENT 993 /995UNIVERSITY SECURITY OFFICER extension 320 OR 011605382 LIBRARIAN extension 247 or 011631406


• YOUR NAME• BUILDING (Library)• LOCATION OF THE FIRE (e.g. West/East Wing, floor or room number)

iii. FIRE EXTINGUISHERSThe fire-fighting team should use fire extinguishers. Staff and patrons should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

iv. SMOKE DETECTORSSmoke detectors are located throughout the Library building. These smoke detectors, when activated, sound an alarm. The smoke detectors are directly hooked up to the main building alarm.

v. ELEVATORSStairways should be used to exit the building in the case of a fire outbreak. Elevators should not be used in a fire emergency, as the heat and intensity of the fire could disable the equipment.

b. Floods

The floods that have occurred in the Africa University Library arose from water taps that were left on after water supplies were interrupted. After the water supplies resumed such water taps then caused floods in the Library.



i. Take charge immediately and appoint a team to save any equipment or library materials that are in danger.

ii. Check for any open water taps and close themiii. Identify an area where to move vulnerable equipment or library materials to.iv. Telephone for help immediately - call the following in this order:

SECURITY OFFICER ext 320 or 011605382 (mobile)LIBRARIAN ext 247 or 011631406 (mobile)

c. Collapsed Book Shelves

i. Clear AreaClear the area of staff and patrons near collapsed stack to insure personal safety. If anyone was injured immediate steps should be taken to secure medical aid.

ii. Notify The Following:• Disaster Recovery Coordinator or a member of the Disaster

Response Team• Duty Librarian, extension 351• Collection Area Coordinators for the affected stacks.

Take no further action until a member of the Disaster Response Team arrives to direct the recovery operation.

d. Thefts and Destruction of Library Materials

THEFT OF PERSONAL PROPERTY FROM PATRON IN LIBRARY Be supportive and helpful to the patron, but do not say anything which could be taken to mean that the Library has any responsibility for the loss.

i. Call the Security Officer on extension 320 for the patron and have him/her report the loss.

DESTRUCTION OF LIBRARY MATERIALS (examples: writing in books, cutting

out pages, damaging furniture, using library materials destructively, etc.)

i. If action seems to be accidental, unintentional, or fairly minor, tell patron to stop. If patron is cooperative, and this is a first offense, you may want to handle the problem locally, i.e., explain to the patron that he/she will have to pay for the replacement or repair of the material, etc. Use your own judgment, but call for help from the Duty Librarian if you have any doubts.

ii. If action seems deliberate and seriously destructive, call the University Security Officer on extension 320. Try to keep the patron in view; observe but do not approach him/her—let the Security Guards do that. When the officer arrives, identify the offender to the officer. The officer will secure the damaged materials as evidence. If the person leaves the area, be prepared to give the University Security Officer a physical description and to make a formal complaint when the officer arrives.

e. Power Failure


i. Notify the Duty Librarian via extension 349 and he will contact the Maintenance Department during office hours and report the situation. If it is outside working hours, call the Maintenance Manager on 011604082 for information on the possible duration of the power outage.

ii. SafetyIn the case of a power failure, the first concern of the staff is for the safety of the people in the library. If the power failure is prolonged, standard evacuation procedures should be followed. Elevators, restrooms, and stairways should be checked for stranded persons.

iii. If the failure occurs during daytime hours, there may be sufficient natural light to continue Library operations. The library also has an emergency power generator which operates lights and computer systems. However, in many cases during daylight and in all cases at night, the Library should be evacuated if the failure is expected to continue for an extended period of time.

iv. If the failure is to be extended, the University Librarian should be informed. It is his/her responsibility to make the decision on continued Library operations or to close the building.

Mrs. B. Pfukani 247/246 (w) 011631406 (h)

If the Librarian cannot be contacted, notify one of the following, in this order:

Mr. B Chiparausha 245 (w) 0912772381Mr. R.B. Kutiwa 350 (w) 0912249104

v. The library should have auxiliary lighting to be used in case of a power failure, even if this lighting is only in the form of flashlights. Staff members should be familiar with the locations. If these are battery-powered flashlights they must be checked monthly to make sure that the batteries are functioning.

vi. Elevator problems

Call the Duty Librarian and he/she will notify the Maintenance Department. After office hours, the Duty Librarian should call the Maintenance Manager on 011604082 or 9 to call the Main Gate to report all emergency situations. For the safety of staff and patrons, the Duty Librarian should act immediately to halt use of the elevator by posting warning signs on elevator door. In the case of a power failure, the elevator in the library may be unusable. Any attempt to remove people from the elevator should be done by Maintenance Department only.

f. Disruptive Behaviour

The following are general hints for dealing with disruptive patrons:i. Remain calm and repeat your request if necessary.ii. Do not argue with outrageous remarks.


iii. Be explicit. Stay in control of the situation; do not allow patron to manipulate you.

iv. Avoid humor or personal remarks.v. Alert other staff members when strange behavior occurs.vi. Be considerate; listen to the whole explanation even if you have heard it many

times before.vii. Offer a choice of alternatives if you can.viii.Be a team player when confronting a disruptive patron: get help. Do not try to

handle it alone. Ask another staff member to watch the person while you call for help.

ix. Give support to another staff member who has had to confront a disruptive patron.

x. Never try to restrain or detain a patron forcefully. Do not touch a disruptive patron.

g. Accidents or Medical Emergenciesi. During working hours call the Duty Librarian who will then call the

university nurse on extension 303 or mobile 011616519ii. In addition call the Librarian on 247.iii. Carry out any required first aid servicesiv. During non-working hours call the police on 993/995 and the University

Security Officer on 011605382or University Main Gate by dialling 9.

5. Salvage Procedures

In any major disaster some damage or loss is inevitable. The goal of a salvage operation is to preserve the collection overall. Salvage workers must resist the tendency to spend too much time on single items or particular formats at the expense of the collection as a whole. It is also important to avoid causing further damage during the salvage process by practicing proper techniques and careful handling.

5.1 Staff Considerations i. Salvage of damaged materials is not possible without a substantial contribution

of staff time. The following precautions should be observed: ii. Staff should be assigned to activities appropriate to their physical capacity,

iii. They should be instructed to dress accordingly, should also be encouraged to take breaks as needed rather than working to the point of exhaustion and they should also be kept informed about the progress of the salvage effort so that they will feel assured that their efforts are meaningful.

5.2 Salvage Priorities i. It is useful to have pre-established guidelines indicating the order of priority in

which various parts of the Libraries collections should receive attention. ii. Special collections such as audio visual material should receive top priority.

Most special collection items are of prime research as well as significant monetary value and would be difficult or impossible to replicate or replace.

iii. The Libraries' general book collections occupy the next level of priority. They contain significant research resources, some of which are also irreplaceable. While it is not possible to assign priorities to general collections materials on a


title-by-title basis, Faculty librarians should be involved in an emergency to identify areas of the general collections that may contain a high proportion of valuable or scarce materials.

iv. Collection of materials in which most items can be replaced should receive the lowest priority and should not be considered for salvage unless replacement funds are not available.

5.3 Salvage Procedures for Books: Water Damage Wet paper is extremely fragile and may tear at a touch. Any wet material should be handled as little as possible. All books, even those apparently dry, should be removed from the affected area and examined carefully. They should be stored in an area with good air circulation, air conditioning and with low humidity. All books should be thoroughly dried and checked for mould before they are returned to their places.As soon as the area has been declared safe by the Maintenance Department, or Library administrator, do the following: i. Secure the area, cordoning off the affected ranges in order to prevent possible

injury to staff and patrons. ii. Survey extent of damage. Make notes describing the scene, including number of

ranges and approximate number of books affected, condition of the stacks . This is a good time to photograph the scene if a camera and film are available.

iii. Make arrangements for equipment and suppliesiv. Make arrangements for additional staff to help in removing wet materials from

areav. Wet books must be moved to a space where they can be treated. vi. Keep a record by call number of every item removed from the shelf and its

intended destination. vii. Damp books should be set upright and fanned open. Do not allow them to sag or

warp, as these distortions will become permanent.

5.4 Salvage Procedures for Books: Fire Damage i. Books with heavy damage must probably be withdrawn, but consult a

conservator to make sure salvage is not possible. ii. Books with charred edges only can often be trimmed and rebound. Rebinding is

also an option for books with sooty covers. iii. Smoke odour can be lessened by exposure to rapidly circulating air.

5.5 Salvage Procedures for Magnetic and Electronic Materials i. Do not freeze microfilm, microfiche, or color slides unless they cannot be

dried professionally. If material has to be frozen it should be done as rapidly as possible.

ii. Tapes (audio, video, and computer) and floppy discs: These materials should be replaced rather than salvaged

6. Post-Emergency Activities • The Disaster Management Plan should be reviewed in light of the real

experience of disaster and revised accordingly.


7. Recommendations and Gaps Indentified

i. The Library Administration should make a special effort to cultivate an improved relationship with the Physical Planning Department that promotes understanding of the special nature of library materials and the necessity of rapid response to problems.

ii. The Library Administration should make arrangements with Physical Planning Department for a complete evaluation of the electrical wiring in the Library to determine whether it is sufficient and safe to support the load of electrical equipment currently in use.

iii. Conduct an inventory of fire extinguishers in the Library to determine whether they are sufficient in number and appropriate in type.

iv. Provide the University Accounts Department with an updated estimate of the total value of the Library holdings, to make sure that current insurance coverage is sufficient.

v. Conduct inventories in the library to assess the value of the most important items and collections. Keep a set of these assessment records in a location other than the Library.

vi. Offer annual safety refresher courses for Library staff and students. All Library employees, including student assistants, should attend a safety refresher course at least once a year. Provide the Library with a first-aid kit.

vii. Install more water and smoke detectors in the first floor and Kent Weeks Archives where the value of materials is highest but security requirements do not permit inspection patrols when these areas are closed.

viii. The library should partner with other institutions outside the campus which will provide offsite storage for all back up tapes for the server currently housed in the Library. Under present conditions all existing copies the tapes could be lost in the event of a major disaster.

ix. Implement a security patrol for nights and other times that the Library is unoccupied and when there is power outage and also increase the number of security patrols during the night. The security personnel at the entrance should be rotated frequently and the security personnel should also perform body search when necessary.

x. Install automatic shut-off faucets in restrooms so that water cannot be left running inadvertently to cause flooding.

xi. Repair the security alarm and fire alarm and increase the number of smoke detectors in the library.

xii. Appropriate evacuation and disaster control strategies should be developed in accordance with each floor of the library.

xiii. Appointed leaders must have access to all areas of the library and duplicate keys should be made available to the leaders.

xiv. Library staff member residing on campus should have duplicate keys to the library and university mobile phone to inform relevant authorities.

xv. The Automation librarian should have an assistant who is qualified in librarianship in case of his absence.

xvi. The library ground floor widows should be fitted with burglar bars and all exit and escape points should be accessible.

xvii. The 3 M book security machine should be serviced frequently and the CCTV should be repaired in order to record every activity in the library.


BUSINESS OFFICE DMP

1. Introduction and Background Information

The Business Office is the custodian of all the financial resources of the university. It is responsible for ensuring that these resources are secure and are invested wisely and that the university is not prejudiced in any way. Astute financial resources management is what will make Africa University the leading pan-African educational Institution.

The process of planning for the prevention of disaster, evaluating the preparedness to handle disaster and planning the recovery process in the case of a disaster is very critical for the Business Office.

2. Disaster Scenarios

The Business office has experienced disasters in the past related to:• System Failure (resulting from the server going down)and resulting in failure

to access the system for purposes of carrying on with the day to day activities• Theft of money • Failure to restore from the backup media• University-wide virus infection that made it impossible to access the accounts.• A flood in the ICT server room where the Business Office server is housed.

3. Business Impact Analysis and Risk Assessment

The core-business of the Business office is:• To receipt money and bank it• To manage the purchasing of commodities and other resources for the

functioning of the university• To create and manage the university budget• To invest university funds• To manage funded university projects• To insure university property from damage or loss• To keep an inventory of all university assets• To advise the university on all financial matters.• To monitor the various investments that the university commits to.

The critical systems are the Pastel Accounting System that manages all the financial resources of the university. In this light the University Network infrastructure is critical because it affords access to the server by the Business Office Staff.

The critical Business Processes are the following:• Receipting of money


• Banking of money• Tracking Income and Expenditure• Monitoring Investments• Managing the Cash Flows – both the US$ and Zimbabwe Dollar accounts• Responding to Department Purchase Requests• Updating the Fixed Assets Register• Securing the university’s financial information

The impact of any kind of outage is catastrophic:• Lack of access to up to date information may lead to wrong financial decisions

being made.• Funders and Donors may lose confidence in the University Financial Systems• The overall business processes of the institution have a financial impact and

they would be negatively affected• The manual system means more work because of the need to re-capture the

data.

Risk Assessment• The Business Office is located downstairs and this increases the risks of thefts

and break-ins. Additional strong mesh wire and bars on the windows and doors are required. Additional safes must be purchased for the safe keeping of important documents and money that is not banked on a particular day.

• There is no mirror server for the accounting system. A mirror server for the Sage Accounting System must be purchased and kept offsite so that in the case of disaster the university can connect to that one.

4. Disaster Response Team

a. Lines of authority in the Business Office

1. BursarMiss Irene Chibanda extension 214 ; 011631431(cell) ; 67402 (home)2. Assistant Bursar Mrs Welldone Maziriri extension 2393. OtherMr C. Betera extension 232Mrs Edina Mazikana extension 244Mr Richard Chihowa extension 315

b. Disaster Response Team in the Business Office

CoordinatorMrs Welldone Maziriri extension 239Other MembersProfessor R. Murapa extension 204 or 011608465Ms Irene Chibanda extension 214 or 011631431Mr C. Betera extension 232Mrs Edina Mazikana extension 244


Mr Richard Chihowa extension 315Miss C. Chairuka extension 213

c. Responsibilities of the Disaster Response Team

o Assess the potential risks for the Business Officeo In the case of a disaster, conduct an initial damage assessment and take

preliminary actions o Investigate financial resources for recovery efforts o Organize, train, and supervise other Business Office staff and

volunteers on Disaster Preparedness issues.o Keep records of all decisions made and activities undertaken o Ensure minimum loss during a recovery process.

5. Disaster Preparedness

• The Sage Accounting System Access is determined according to level of authority of the user. Not every system user has access to all functions – e.g. the Book Shop Sale Assistant sees only the part that deals with the point of sale and only sees the Book Shop stock. The administrative rights to the system have been given to the ICT Systems Administrator.

• Pastel Accounting System passwords must be changed at most every three months or when the user suspects password sniffing.

• It is very important that a backup copy of the Financial system be kept off campus.

• All staff is also encouraged to back up personal files that reside on their computers.

• A Buying Unit must be established to ensure that proper purchasing procedures are followed.

• The Business Office must have a vehicle dedicated to that office.

Disaster Training is extremely critical for the Business Office Staff.

a. Physical SecurityPhysical Security is of utmost importance. The fact that the offices are on the ground floor poses more challenges:

i. The wire-mesh on the windows is not very resilient and bars are preferred

ii. The doors also need to be secured with iron bars.iii. An alarm system is required to ensure quick response in the

case of emergency.iv. The whole block in which the offices are needs to have a

security guard assigned to it.b. Security of financial resources

i. Cash payments should be discouraged. Bank certified cheques and direct bank transfers should be encouraged.

ii. Money is banked on the day that it is receipted.


iii. If it is not banked it is kept in the safe.


c. System Backupi. The backup of the Sage Pastel Accounting Information and

other systems has been set up to happen automatically in the ICT server room.

ii. The System Administrator monitors this process.iii. The backup is done on a hard drive. The backup must also be

dumped on an external tape drive.iv. The backup is scheduled to happen at 12noon daily.v. At 2:00am daily all the data in all the servers is also backed

up.vi. A report or log file showing how the scheduled backup

proceeded is produced and is printed and filed in the backup file kept in the ICT Department.

d. System Security Issuesi. All computers in the university are connected to the EPO

Server that manages the McAfee Antivirus System. At 1pm daily every computer is updated.

ii. Access to the university resources through the network requires one to have an account (username and password).

iii. Access to the network does not mean access to the various systems. This second level requires a user to be further authenticated by supplying a valid username and password.

iv. Access to a particular system is also graded according to the function of that user. The administrator is the most powerful user within a particular system and others are users with varying levels of access.

e. Keys to the OfficesEach member of staff keeps a copy of the key to their office. Spare keys to each office are kept by the Registrar.


General Proceduresi. In the event of a disaster affecting the Business Office, the first team member to

arrive should immediately take charge until relieved by the other members of the team.

ii. Appoint a person to secure the perimeter from unauthorized personnel.iii. Set up a communications and command station.iv. Evaluate the scope of the problem.v. Design a plan of action and determine immediate supply needs and action

priorities. vi. Delegate responsibilities. Appoint a person to meet and direct arrivals of

supplies and personnel.vii. Set up teams with leaders, to deal with equipment. Train volunteers on the spot.


a. FireAnyone discovering a fire should:

i. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building now. Clear the area immediately. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

ii. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995BURSAR 214 011631431ASSISTANT BURSAR 239

Report the following information:d. YOUR NAMEe. BUILDING (e.g. Administration Building)f. LOCATION OF THE FIRE (e.g. room number)

iii. FIRE EXTINGUISHERS – Members of the fire-fighting team must operate the fire extinguishers. Staff should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher.

b. Thefts

i. If you discover a theft, immediately inform the university Security Officer and the Bursar. Do not interfere with the area where the theft occurred to enable proper investigations.

ii. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the loss. Call the university Security Officer and help the concerned person to report the theft.

c. Loss / Manipulation of Information

If anyone suspects or discovers that information has been lost or tempered with, they must:

i. Inform the Assistant Bursar / the Bursarii. The Assistant Bursar will call the ICT Help Desk Technician on ext 443.

iii. The ICT Department will restore the data using the latest backup.iv. If the data lost was not yet backed up, the particular department will be

advised to recapture that data.v. If data manipulation is suspected the Bursar must be informed in confidence

and an investigation will be conducted.

d. Mechanical FailureAnyone discovering a mechanical failure, electrical-related, water-related or other should:

i. Report faults to the Assistant Bursar on ext 239 if it is during working hours.

ii. Report the fault to the Maintenance Department by calling ext 325 or mobile 011604082

iii. Inform the Bursar on ext 214 or 011631431


e. Accidents or Medical Emergencies

i. During working hours call the Assistant Bursar or the Bursar who will then call the university nurse on extension 303 or mobile 011616519

ii. Carry out any required first aid servicesiii. During non-working hours call the police on 993/995 and the University

Security Officer on 011605382 or University Main Gate by dialling 9.

f. Disruptive Behaviour

These are some general tips for dealing with disruptive persons:i. Remain calm and do not argue

ii. Be clear and stay in control of the situationiii. Alert other staff members and the University Security Officer when strange

behaviour occursiv. Be considerate and listenv. Offer a choice of alternatives if you can

vi. Never try to detain or restrain the concerned individual(s) forcefully

7. Disaster Recovery Strategies

In all emergencies that affect the Business Office, notify the Bursar and her Assistant who is the Disaster Recovery Coordinator, immediately. If they both cannot be reached, call any member of the Disaster Response Team. This team is being trained in handling disasters. The following describes recommended procedures and techniques used in such emergencies.

a. Fire, Flood or Mechanical failure disastersDepending on the severity of the disaster there might be a need to:

i. Replace equipmentii. Restore data to a newly purchased and installed server using

back up media.iii. Recapture data manually.

b. System failure disaster i. Inform the ICT Department and work with them to determine the

severity of the effects.ii. In most instances there might be a need just to re-start the system.

iii. Determine how long the problem will last and agree on contingency measures – such as reverting to manual procedures.

iv. Restore data files from backup media if there is a need.v. If any data is lost or corrupted inform the ICT Department and

together work on restoring this data.


8. Recommendations

• Information that is not in electronic format needs to be converted to electronic format. It also needs to be duplicated and secured off campus during the conversion process. Such information includes that which is historical from the time the university was built.


REGISTRY DEPARTMENT DMP

1. Introduction

The Registry department is the hub of the University administration as it is responsible for the day to day running of the university. It consists of the following units, Academic Affairs, Personnel and Administration, Student Affairs, General Services Unit, Security Office, Sports Office, Health Services and the Counselling Office.

Disaster Management Planning is crucial for the department because in case of Disaster all the university academic and personnel records as well as policies will disappear. Apart from the university records, with the transport section, in case of disaster in the form of an accident, life may be lost.


-Of late the Registry Department was affected by floods in the halls of residence which were as a result of water taps which were left unclosed.

-Examinations Results System Failure due to the results server which went down resulting in failure to access results.

-University-wide virus infection that made it impossible to access information in our computers.

- One of our buses which collided with a haulage truck near Mutare General Hospital leading to injury of some members of staff..

-Severe shortage of water due to power cuts leading to health hazards.


As said before the Registry department makes the University tick and function properly.

Its core business is as follows:

- Student admission- Student record keeping- Safekeeping of academic records and senate reports- Recruitment of staff.- Safekeeping of personnel records and cabinet reports as well as University

policies..- Provision of sports facilities- Transport- Maintenance of University property


- Provision of working facilities and- Health and safety.

3.1 CRITICAL SYSTEMS & FUNCTIONS

-Student records i.e. admissions; examinations results; certificates; exam booklets; graduants and financial aid and the process to come up with the above records.-Patients/clients documents; drug records incidental reports.-Borehole pumps, Electricity Sub stations, Fuel Supplies, Transport fleet, telecommunication etc.-Senate reports and policies; Board minutes and policies and Personnel Records. -Sports equipment.

3.2 IMPACT OF INCIDENTS AND RECOVERY

In the case of major disasters in the Registry department diverse as it is, it will profoundly affect the whole university systems for example fire to the University transport fleet will incapacitate the transportation of the personnel as well as goods and services critical to the System. In the short term the University will hire transport from other operators and the complete replacement will financially weigh heavily on the University. The failure of water pumps can cause the University to be temporarily closed thus the need to have water bowsers/tanks for backup

Given a disastrous event affecting the Registry department the length of time the department can survive is very minimal though it ranges from one unit to another.

.

3.3 RISK ASSESSMENT

Given a scenario of floods; earthquakes; power outages; theft; etc the department seems to be vulnerable. The fact that we don’t have a disaster prevention mechanism and Disaster Management Plan makes the department highly at risk to any form of disaster.

4 Disaster PreventionIn the case of fire members should contact the Fire fighting and Prevention team which was trained by Manica Fire to deal with fire.It is led by: Mr Z Ndikumana extension 296.

The members consist of:Mr Mvokwe 62153Mr ChibiMr MunzaraMr MujakataMr Mudondisvika extension 439 or 0912588218


In case of any disaster the following are to be contacted and they will rectify the problem or at least pacify it:

Fire Department or Police 993/995

Registrar.Mr F W Chikange extension 208 011631504 (cell)

Unit HeadsMrs C C Masiyazi extension 338Mr A Midzi extension 215Mrs J Zuweni extension 317Mr D. Mupaso extension 320Ms C. Rugube extension 324Mrs T Rwodzi extension 317Mrs T Murapa extension 303

4.1 LOCATION OF KEYS

a. The other keys for entry in the administration block are kept by the Registrar , guards on duty and cleaners. For the prefabricated building and halls of residence are kept at the guard room at block A. Those for the Health services unit are kept by the sister-in-charge.

b. All the spare keys are kept in the Registrar’s office.

c. Each member of staff has a key to his/her office.

5. DISASTER PREPAREDNESS.

To counter potentially great impacts of any form of disaster in the Registry department we need to do the following:

a. Partnering. There is need to have offsite backup for all our records. Records can be bound into thick volumes and kept at the archives in our library or town office.

b. We need to keep contact details for emergency response services like the police, fire department and the ambulance services.

c. To improve security to all buildings. To have more security guards. Burglar bars. Night latches on our office doors.

d. Comprehensive insurances for our assets as well as an asset register for the whole department.

e. Water bowsers in case our borehole pumps seize to function.f. Reliable electricity generators.g. Reliable and accessible fire extinguishers in all buildings and our transport

fleet.


h. Zero tolerance on bureaucracy when dealing with disaster management.i. A sound and practical disaster prevention and recovery plan.j. Awareness throughout the University community.k. To integrate with the National Disaster Preparedness, Management and

Recovery plan.


In case of a disaster whether it is a fire, flood, theft or mechanical failure, staff members should be proactive so as to stop it or at least reduce the impact.

• In the case of fire members shall pull the nearest fire alarm. Clear the area immediately. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

• Members should report to the fire fighting and prevention team, unit heads, Maintenance Manager, Security Officer, the Registrar and call the Police/Fire Department on telephone 993 or 995

• Fire extinguishers - Staff should try to extinguish the fire unless the fire is very serious and they don’t know how to operate the fire extinguisher.

• In the case of other disasters do the following:i. The first team member to arrive should immediately take charge until

relieved by the other members of the team. ii. Appoint a person to secure the perimeter from unauthorized personnel.iii. Set up a communications and command station. Follow the line of

authority to inform the authorities within the Registry Department.iv. Evaluate the scope of the problem.v. Design a plan of action and determine immediate supply needs and

action priorities. vi. Delegate responsibilities. Appoint a person to meet and direct arrivals

of supplies and personnel.vii. Set up teams with leaders, to deal with equipment. Train volunteers on

the spot.• If it is a bus accident, members should help those who will be seriously

injured and immediately call the ambulance and the Police.

7. Disaster Recovery Outline

In all emergencies that affect the Registry department, notify head of the affected unit, General services unit for relevant disasters, ICT for computer related disasters and the Registrar. If they cannot be reached, call any member of the Disaster Recovery Committee.


Below are the recommended procedures and techniques used in such emergencies.

i. Fire, Flood or Mechanical failure disastersDepending on the severity of the disaster there might be a need to:

- Replace equipment- Restore data to a newly purchased and installed server

using back up media.- Recapture data manually.

ii. System failure disaster - Inform the ICT Department and work with them to

determine the severity of the effects.- In most instances there might be a need just to re-start the

system.- Determine how long the problem will last and agree on

contingency measures – such as reverting to manual procedures.

- Restore data files from backup media if there is a need.- If any data is lost or corrupted inform the ICT Department

and together work on restoring this data.


GENERAL SERVICES DEPARTMENT DMP

1. IntroductionThe General Services Department is part of the Registry Department. The functions of the department are as follows:

a. Provision of maintenance services through the following artisans – electricians, plumbers, carpenters, mechanics and builders.

b. Provision of transport services to the university community.c. Management of activities related to the construction of buildings.d. Management of projects related to the electricity and water supplies.e. Provision of general services in the form of cleaning and grounds maintenance.

2. Disaster ScenariosThe General Services Department has experienced a number of serious disasters in the past and these include:

a. Motor Vehicle Accidents

In 2001 a female student was run over and killed by a university truck close to the university main gate. Road humps to deter high speeds have since been erected on the campus road.

In 2003 a university motor vehicle was involved in a fatal accident along the Harare / Mutare road resulting in the death of one member of staff and the serious injury of the other two members of staff.

In 2006 a university bus was involved in an accident while carrying staff to work in the morning. Fortunately staff escaped with minor or no injuries.

In October 2007 a university bus carrying 35 students was involved in a head on collision along the Mvuma / Chivhu road, resulting in the death of the driver of the other vehicle.

b. Disruption of Electricity Supplies

Zimbabwe is currently facing serious power shortages. Power is regularly rationed and this results in power cuts that impact on the day to day activities of the university. Students cannot do their academic work in the dark and are forced to use candles. Candles are a high risk in terms of fire outbreak.

In September 2007, a new transformer blew up and this resulted in lack of power for a number of days. The lack of power also renders the bore-holes unable to pump water, therefore resulting in water shortages. The lack of power also results in the telephone system going down because it has no back up power supply.


The university has a total of four generators that are used in specific buildings such the ICT & Library, Health Sciences, Administration and Theology. The ideal situation would be to have a high capacity generator that would service the whole institution.c. Water Shortages

Africa University relies on bore-holes for the water supplies. As alluded above, the pumping of water by the bore-holes is heavily dependent on the availability of power. When power supplies are interrupted this then results in water shortages. Water shortage negatively impacts on the level of cleanliness and the general hygiene of the student and general facilities.

d. Floods

When water supplies are interrupted, on several occasions water taps are left on in most buildings. Upon the return of water supplies, this then results in flooding – in cases where water returns after working hours when there are no people in the buildings to turn off the taps.


3.1 Business Impact AnalysisThe described disasters impact negatively on the overall functions of the university. Water and Electricity supplies are fundamental to the smooth running of the institution.

a. If there is no electricity supplies the following business processes are negatively affected:• The teaching and learning services – the students cannot read and do their

assignments at night; the computer labs and library cannot be used and academic work is affected; the Africa University e-learning platform becomes inaccessible;

• The computerised systems that are used for administrative functions cannot be accessed – meaning that critical business decisions are delayed;

• Catering services provided by the Food Services are seriously affected.• The telephone system goes down because it currently has no backup power

supplies. This situation renders the whole institution inaccessible until power supplies resume. For an international institution such as Africa University, this impacts on literally all the business processes of the university.

b. If there are no water supplies the following business processes are negatively affected:• The bathrooms become a major health risk because of lack of water.• All the academic and administrative functions of the university are interrupted

as a result.• Catering services provided by Food Services are seriously affected.• The Africa University Farm work is also greatly affected.


c. If the provision of transport services is affected either because of road accidents or non-maintenance of the vehicles, the following business functions are affected:• The staff would not be able to get to work on time and they would also be

unable to get to town easily. Lack of transport services for staff will affect all the business processes of the institution because the majority of staff live far from campus and their coming to work heavily depends on the university transport.

• The teaching and learning activities related to the supervision of students on attachment/internships would also be negatively affected. In addition academic field visits would be affected.

• The attendance of meetings/conferences within and outside Zimbabwe would also be negatively affected.

• Emergency response services to disasters would also be negatively affected.

d. Floods also impact on the value of the university infrastructure. They also impact on the financial resources. In most instances floor tiles have had to be replaced, carpets have had to be removed and new ones fitted and computer equipment has been affected.

e. Structural defects also impact on the day to day business of the institution. In the case of the Personnel and Administration ceiling that collapsed it resulted in the serious interruption of the business of that office.

3.2 Risk AssessmentThe following are the risks associated with the critical services provided by the General Services Department:

• The instability of power supplies by Zimbabwe Electricity Supply is a major risk.

• The lack of an effective backup power supply is high risk.• The lack of a back up power supply for the university telecommunications

system is also a major risk.• The fact that water supplies are closely associated with the availability of

power is a major risk.• The limited number of vehicles means that in the case of emergencies the

university may fail to respond appropriately.• In terms of the leadership of the General Services Department there have been

problems – with the various appointees resigning or being fired. This has resulted in instability of the various projects and services.

• The fact that the General Services Department is located in a temporary building is also a major risk in terms of the effective service delivery. Currently the department does not have a warehouse or a garage.


4. Disaster Prevention

Lines of AuthorityThe Registrar is responsible for the General Service Unit, with the Maintenance Manager reporting to him. The Chargehand reports to the Maintenance Manager. In terms of decision making, below are the lines of authority:

Registrar Mr. F. Chikange extn 208 011631504 (mobile)Manager Mr. L. Kanengoni extn 325 011604082 (mobile)Chargehand Mr. J. Gwiza extn 326 011610765 (mobile)

Disaster Response TeamThe General Services Disaster Response Team is composed of:

Coordinator: Mr L. KanengoniMembers: Electrician

PlumberBuilderCarpenterGroundsmanSecretary


Below are the recommended strategies that will assist towards ensuring the General Services Department is prepared for disaster:

a. Fire extinguishers must be installed in all university buses and cars. All drivers must be trained to user the fire extinguishing equipment in the vehicles.

b. Red reflective triangles for indicating breakdown must be purchased for each vehicle so that they are used in the case of an accident

c. A list of all passengers that ride university buses must always be kept –especially for out of town journeys.

d. Travelling at night must be avoided at all times.e. A system for managing all the university keys must be put in place. Currently

because of lack of appropriate facilities the various Heads of |Departments are keeping the spare keys to their buildings.

f. Educate the various units to check for any open taps when water supplies have been interrupted. In addition close the main pipes if water supplies are interrupted to ensure no flooding occurs when water supplies return.

g. Keep an up to date inventory of all university equipment like furniture, motor vehicles, tools, etc.



6.1 Motor Vehicle Accident

The person/people involved in the accident must:i. Assume leadership if you are not badly hurt and calm everyone downii. Call the Police on 995iii. Call the Ambulance Services on 994iv. Call the Maintenance Manager on 011604882 or 60075/26 extension 325v. If there is no telephone network seek help from other vehicles passing byvi. Administer first aid where necessary

The Maintenance Manager must:vii. Provide the required leadership and calm those involved in the accident downviii. Call the Police on 995 and Ambulance on 994ix. Inform the Vice Chancellor (011608465), Registrar (011631504) and the Security

Officer (011605382)x. Send another vehicle to the scene of the accidentxi. Send medical and food supplies to the accident scene if the accident happened far

away from Mutarexii. Send Security Staff to guard the vehicle that has been involved in an accident

6.2 Fire

If a fire erupts in a vehicle that you have been driving do the following:i. Call the Police on 995 and the Fire Department on 993ii. Whoever is not badly hurt must assist the other passengers to exit the car.iii. If necessary knock off the exit windows to facilitate the exit of the other

passengers.iv. Take leadership and calm the passengers down and use the fire extinguishing

equipment to extinguish the fire.

Anyone discovering a fire in the university buildings or grounds should:i. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building

now. Clear the area immediately. Each department is responsible for clearing its own area. Do not take time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

ii. Telephone for help immediately – Call all of the following, in this order:FIRE DEPARTMENT 993POLICE 995MAINTENANCE MANAGER 325 or 011604082 SECURITY OFFICER 320 or 011605382HEAD OF UNIT OF THAT DEPARTMENT

Report the following information:• YOUR NAME• BUILDING (e.g. Engineering Building)• LOCATION OF THE FIRE (e.g. room number)


At the writing of this plan, the cell phone network in Zimbabwe is unreliable – it can take long to get through to a particular cell phone number. It is advisable to call landline numbers before trying cell phone numbers. It is also advisable to assign someone to drive to the police/fire department to report the fire.

iii. FIRE EXTINGUISHERS - Members of the fire-fighting team should use fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

iv. SMOKE DETECTORS - Smoke detectors are located in some of the buildings at Africa University. These smoke detectors, when activated, sound an alarm. The smoke detectors are directly hooked up to the main building alarm.

v. SUPERVISOR RESPONSIBILITY - Each unit supervisor will establish procedures to be followed in case of a fire outbreak, communicate these to the staff, and post them in visible areas.

vi. ELEVATORS – Staff and students must use the stairs and the indicated exits in the case of a fire outbreak. Elevators should not be used in a fire emergency, as the heat and intensity of the fire could disable the equipment.

6.3 Flood Anyone discovering a flood must:i. Ensure that the mains power supply for the concerned area is turned off to avoid

electricity shocks.ii. Close any taps that have been left open. If possible close the main water supply

until you are sure that all the taps have been sealed.iii. Call the Maintenance Manager on 325 or 011604082 and the Plumber on ***

6.4 Water Shortages

i. Call the Maintenance Manager on 325 or 011604082 and determine how long the water problem will last.

ii. Make arrangements to avail alternative water supplies. iii. Issue out a circular to the community about the situation and advise them to

conserve the limited water supplied to them.iv. Ensure the bathrooms that have no alternative water supplies are locked.

7. Disaster Recovery Strategy

a. Motor Vehicle Accidenti. Report the accident to the police.

ii. Inform the Registrar in order to facilitate insurance claim issues. iii. Arrange to get the vehicle repaired if it can be repaired.iv. Hold a meeting to review how the disaster was handled and what improvements

are required.


b. Firei. Clear and clean the affected areaii. Retrieve the inventory list of the contents of that buildingiii. Make an official report to the University of the items that were damaged by the

fire.iv. Arrange to replace any equipment that was damaged by contacting the possible

suppliers and requesting for quotations.v. In case of documents lost in a fire, the Maintenance Manager shall determine

which of the items lost can be obtained from backup copies or from other offices used by the General Services staff members. If a copy of the document cannot be obtained from any source, an attempt should be made to reconstruct the content of the document.

vi. Hold a meeting to review the disaster, the level of preparedness and generally what improvements are required.

c. Flood

Depending on the degree of destruction caused by the flood, the following steps should be taken as a recovery measure:

• All sources of water leakages shall be identified by staff occupying the office affected and reported to the Plumber for his attention.

• The staff using the office concerned shall compile a list of all items lost in the disaster and submit to the Maintenance Manager.

• In case of documents, the Maintenance Manager shall determine which of the items lost can be obtained from backup copies or from other offices used by the General Services staff members. If a copy of the document cannot be obtained from any source, an attempt should be made to reconstruct the content of the document.

• Using the report on each equipment item and facilities the Department Disaster Response Team shall meet to make recommendation on each equipment item, in terms of whether to repair or discard; and on what is to be done on other facilities

• If an item or facility is covered by insurance, the report will be submitted to the appropriate office of the University to process the insurance claim

• Equipment items and facilities marked to be repaired should be so repaired as soon as possible

• For equipment items and facilities to be discarded and which are not covered by insurance, a plan to acquire new ones should be drawn by the Department Disaster Response Team. The Maintenance Manager shall ensure that the plan is implemented.

8. General Recommendations

a. Staff in the General Services Department must be regularly trained in disaster preparedness, response and prevention strategies. All new staff must also undergo the training as part of orientation.


b. A warehouse and garage urgently need to be built for the department. This will ensure the university saves the scarce resources through bulk buying and servicing vehicles from campus.

c. This DMP must be reviewed at least twice every year to ensure it is up to date in terms of risks, emergency procedures and the people to be contacted.

d. A system must be put in place to manage all university keys. A fir-proof room must be built for the purpose of storing spare keys.

e. The issue of erratic electricity supply and the lack of reliable backup power must be urgently resolved.

f. The telecommunications system needs to be upgraded and a back up power supply for the telecommunications system installed.


PERSONNEL AND ADMINISTRATION DMP

1. INTRODUCTION AND BACKGROUND INFORMATION

1.1. A Disaster Management Plan is a strategic system put in place that outlines how an organization or unit responds to a disaster, salvages its assets and prevents complete dysfunction of operations. It involves preventive and recovery measurers put in place to minimize damage to operations in the event of disaster.

1.2. The Personnel and Administration Unit performs strategic functions in the University operations that need safeguarding against disaster..

1.3 Functions of Unit

The functions of the Personnel and Administration Unit are as follows:• Leave Administration• Employee Records Management• Salary Administration• Training and Staff Development Management• Disciplinary Procedure• Industrial Relations• Social Welfare• Policy and Procedure Change Management • Recruitment

1.4. A Disaster Management Plan is important for the safeguarding of employee records and corporate legal papers (such as Board resolutions, policies and procedures that are kept in this offices).

1.5. The Personnel and Administration Unit is still operating manually and hence paper records are prone to destruction in the event of a disaster.

1.6. Personnel and Administration Disaster Response Team

Coordinator: Assistant Registrar, (Mr. L. Midzi) ext 209Members: Ms S. Nyoni (ext 215) and Ms M. Mapangire (ext 210)

2. DISASTER SCENARIOS

2.1. The Personnel and Administration experienced the following disasters:

• Crushing of a computer that had company records.• Vandalism of employee manual files of individuals with pending disciplinary

hearing.


• Collapse of the office ceiling causing excessive damage to office equipment• Massive power cuts that paralyzed operations during key calendar events like

the Board of Directors’ meeting.

3. DISASTER PREVENTION

3.1. All members of the Unit were instructed to keep office keys safely and to test doors after locking to ensure maximum security to the office.

3.2. The Manual Employee files are to be kept under lock in lockable cabinets and the Assistant Registrar and the Secretary will keep the keys in lockable drawers.

3.3. Electronic records are saved as back-up on mobile flash diskettes that are kept on members’ person. Records on one machine are saved as back-up on another machine within the Unit. Plans are underway to put all circular documents on the website and open a separate storeroom where archival data will be kept.

4. DISASTER PREPAREDNESS

4.1. The Unit would like to see its door and windows secured by burglar bars. Manual files should be locked in steel cabinets instead of the wooden ones that can easily burn down.

4.2. The Unit should be computerized so that both manual and computerized records are kept separately in case there is a disaster.

4.3. Faculties/Departments should be encouraged to maintain an up dated file system of records copied to them.

4.4. Important corporate records should be placed in a safe to prevent their destruction in the event of a disaster.

4.5. A member of the Unit should be trained in fire fighting and fire extinguishers should be put in offices.

5. EMERGENCY PROCEDURE

5.1. In case of fire members should be evacuated to a safe place before considering the records in the office.

5.2. A report of fire should be made to the Executive, the Security Officer and the Fire Brigade that was trained to deal with fire outbreak.

5.3. Members should attempt to put out the fire while waiting for professional help.


5.4. In the event of a flood, members should be evacuated to a safe place. SOS reports should be sent to Disaster recovery institutions such as the District Fire Office, the police and hospitals.

5.5. In the event of massive power cuts the generator is triggered on and computers will remain operational.

6. DISASTER RECOVERY STRATEGIES

6.0. The Unit will build records by activating back up files saved on mobile flash diskettes, compiling data by gleaning Departmental records and by salvaging the records locked up in steel safes.

6.1. Employees will be encouraged to resubmit all personal data such as CV’s, certified certificate, marriage certificates and medical forms in order to reconstruct files.

6.2. Records posted on the website will be used to create manual records in the office.

7. Emergency Procedures for the Disaster Response Team

a. In the event of a disaster affecting the Administration and Personnel Unit, the first team member to arrive should immediately take charge until relieved by the other members of the team.


c. She/he must set up a communications and command station.d. She/he must evaluate the scope of the problem.e. She/he must design a plan of action and determine immediate supply

needs and action priorities. f. She/he must delegate responsibilities. Appoint a person to meet and

direct arrivals of supplies and personnel.g. She/he must set up teams with leaders, to deal with equipment. Train

volunteers on the spot.

7.1. Fire


building now. Clear the area immediately. Each department is responsible for clearing its own area. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:


POLICE/FIRE DEPARTMENT 993 OR 995ASSISTANT REGISTRAR 209REGISTRAR 208


a. YOUR NAMEb. BUILDING (e.g. Administration)c. LOCATION OF THE FIRE (e.g. West/East Wing, floor or room

number)At the writing of this plan, the cell phone network in Zimbabwe is unreliable – it can take long to get through to a particular cell phone number. It is advisable to call landline numbers before trying cell phone numbers. It is also advisable to assign someone to drive to the police/fire department to report the fire.

c. FIRE EXTINGUISHERSFire extinguishers must be used by the members of the fire-fighting team. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

7.2. Mechanical Failure

7.2.1 Water Pipesa. Call the Maintenance Department on extension 325 or mobile

number 011604082 during working hours.b. During non-working hours call the Maintenance Manager on

011604082 or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that

you have access to.




7.3. Accidents and Medical Emergencies

a. During working hours call the university nurse on extension 303 or mobile 011616519

b. In addition call the Assistant Registrar, Personnel & Administrationc. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the

university Security Officer on 011605382


STUDENTS AFFAIRS DEPARTMENT DMP

1. Introduction and Background Planning

The Student Affairs is currently undergoing a restructuring exercise. This plan focuses on the Disaster Preparedness and Recovery Strategy only for the Student Hostels / Dormitories. In light of this the plan will continue to be revised in order to encompass the other units that are being integrated into the Student Affairs Unit. These units are the Clinic, Sports, Counselling and Food Services.

a) Importance of Disaster Management PlanningThe Students Affairs Unit deals with students directly particularly those who stay in University accommodation. At any one time, there are approximately 1000 students in residence which is more than 90% of the total student population. Their physical safety and that of their property (including information) is of paramount importance as it gives assurance of security and peace of mind to concentrate on studies. Because students stay in two -storey or three-storey buildings, if a disaster of any sort arose, due to the concentration of many people in one place, the preparedness of the Unit has to be effective to save life and property.


a) Past Disasters

i) Fires in Students’ RoomsSome students breach halls of residence rules by cooking in their rooms. Others iron in their rooms instead of using the designated rooms. Because of this, we have experienced two cases of fire breaking out in students’ rooms in A and N blocks. In A Block, a student had left an electric kettle on until all the water evaporated and the kettle started burning, and in the process destroyed beds, curtains, floor tiles, table, chairs, walls etc. We had to call in Fire fighters.

In N block, a student ironed his clothes in the room and forgot to switch off the iron. He left for church and locked his room. As the iron was left placed on a blanket, the blanket caught fire. Some students noticed smoke coming out of the room. One brave male student kicked the door and switched off the iron. The blanket and the reading desk on which the student was ironing were damaged.

In both incidents, if the fires had grown bigger before they were detected, more loss would have been incurred.

ii) Earthquake that occurred in 2006In March 2006, Zimbabwe experienced an earthquake whose force was quite severe. It happened around 12:00 midnight. Most of the students were fast asleep but those who were awake in their rooms and even some who were asleep felt it and were shocked. Students poured out of their rooms shouting and screaming. Fortunately, no one was badly injured except for one student who fractured his hand but in some


similar institutions in Zimbabwe, some students were badly injured and maimed when they jumped form their rooms from top floors and fell to the ground.

iii) Flooding of hostels Because of the water problems the University has been experiencing in the past, students and even staff members at times forget to turn off taps when there is no water. When water is restored, the taps run continuously and if this happens at night, water flaws into students’ rooms, storerooms where linen is kept and offices housed in hostels. In the process, gadgets are damaged, documents (paper) are destroyed, linen is damaged, floor tiles fall off etc.

A worse scenario might arise if the flooding occurred as a result of sewer water if there is a problem with the sewer pipes blocking or bursting.

iv) Attack on student on campus at nightIn March 2007, a female student was attacked by a male thug who severely injured her on the head. Severe force was used with a metal rod and the student could have lost her life. The student is to undergo special and very expensive eye surgery and she needs to replace her very expensive spectacles.

There are many more disasters that could happen as a result of lack of electricity and interruption of water supply. One cannot rule out the possibility of student riots and thefts.


Business Impact Analysis

A disaster in the Student Affairs Unit will indeed impact on the core business of the institution which is teaching and learning. The disasters that have been described above can render the student(s) unable to fully participate in their learning activities.

If a fire were to burn out a particular dormitory, students would have to be accommodated elsewhere outside campus. Mutare currently has very limited accommodation alternatives. Therefore such a disaster would render some students unable to continue with their studies and this would negatively impact on the core-business of Africa University.

If incidents of students being attacked at night on campus continue, it will negatively affect the name of the university and eventually its marketability as a first choice academic institution in Africa.

The floods that have affected the dormitories seriously impact on the core-business of the university. The time spent clearing the water impacts on the other tasks that staff would have been carrying out. Floods also damage infrastructure such as floor tiles, furniture, etc.


Risk Assessment

a) The SA Unit keeps a record of which students stay in what rooms. The Warden, Assistant Wardens, Subwardens and Security Officers manning hostels have these records. This is important because if a fire broke out or any disaster occurred, it will be easy to know which students were affected.

b) The Warden keeps spare keys to all students’ rooms (where available) while Assistant Wardens keep master keys. Please note that these staff members are housed in the hostels to be there for students in case of emergency.

c) There are fire extinguishers strategically located in the hostels and they are constantly checked and serviced when necessary. Unfortunately students have not been taught how to use these in case of emergency.

d) Where students share rooms and keys to the same, there is a security system for accessing keys to the shared rooms.

e) Not all the rooms in the SA unit have spare keys. This is risky in the event that those keys are lost. Additional funds are spent replacing the whole key unit.

f) Students and Staff need to be continuously trained in issues pertaining to Disaster Preparedness, Response and Recovery. Every year new students are admitted and the process must always be carried out.

If a) to f) are not in place, there will be problems of some students staying in the rooms unofficially, thefts, overcrowding, deteriorating health standards, bad reputation of the institution and fire outbreaks.


a) Lines of Authority

There is a well defined reporting structure which students follow starting with the Subwarden through the Assistant Warden, Warden then Assistant Registrar Students’ Affairs. This can be broken in case of emergency e.g. illness. Currently, there are two members who are part of the whole university Fire Fighting team. The SA Disaster Response Team is as follows:i) Housekeeperii) Wardeniii) 2 Assistant Wardensiv) 2 Subwardensv) Administrative Assistant- Students’ Affairsvi) 4 student representativesvii) 1 technical person from Works Departmentviii) Sister In ChargeThe team will be responsible for planning for, coordinating and actually handling disasters and activities related to them.

b) General Observations and Recommendations

The Unit still has a lot to do with regards to disaster preparedness. For example:i) There is need to secure fire alarms as some of them have been vandalizedii) There should be regular checks to make sure smoke detectors are working


iii) There is need to put in place a permanent fire guard around the hostels and maintain it.

iv) Exit and entrance signs should be clearly marked in the hostels and possible assembly points identified.

v) The back-up lighting system should be maintained regularly to make sure that if there is a power failure, there can still be minimum lighting in and around the hostels.

vi) There should be general training on response to disasters for all students.vii) The university insurance policy should be made known to all heads of

units so that they apply it when necessary.viii) It is important to have First Aiders trained to manage disasters where

human lives and health are at stake.ix) In short, the Disaster Response Team should be steering all this work and

linking with other units.x) Determine the value of all the assets in the hostels for adequate insurance.


Precautions to be taken in SA to prevent disastersi) Communicate with students regularly through notices and addressing them

about issues to do with their safety and that of the buildings and their property

ii) Get certification from Works Unit on safety of hostels in terms of electrical connections, cracks and leaks.

iii) Get certification from the Buildings Committee on the safety of hostels as physical structures

iv) Strictly enforce rules to do with cooking in hostels.v) Lower voltage in students’ rooms to make sure they cannot cook even if

they tried.vi) Have mock disasters to sensitize students on the importance of being alert

to the same. vii) Back up information on students and equipment in SA on diskettes and

memory sticksviii) Staff should know where to find spare keysix) Up to date room lists must be kept


General Procedures for the Student Affairs Disaster Response Teama. In the event of a disaster affecting Student Affairs, the first SA Unit

Disaster Response team member to arrive should immediately take charge until relieved by the other members of the team.



needs and action priorities.


f. She/he must delegate responsibilities. Appoint a person to meet and direct arrivals of supplies and personnel.

g. She/he must set up teams with leaders, to deal with equipment. Train volunteers on the spot.

i. In case of a fire


building now. Clear the area immediately. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995ASSISTANT WARDEN *** WARDEN ***

Report the following information:YOUR NAMEBUILDING (e.g. N Block)LOCATION OF THE FIRE (e.g. West/East Wing, floor or room no.)


c. FIRE EXTINGUISHERSMembers of the fire-fighting team must operate fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

ii. In case of a flood

a. Sound an alarm b. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.c. During non-working hours call the Maintenance Manager on 011604082

or the Security Officer on 011605382.d. Switch off electrical power at the mains supply (to prevent electrocution

by water)e. Assist in moving people to higher ground

iii. Mechanical Failure

a. Assure the victims of assistance (to prevent injuries as a result of shock)b. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.


c. During non-working hours call the Maintenance Department on 011604382 or the Security Officer on 011605382.

iv. Accidents and Medical Emergencies

a. Report to your Subwarden or Assistant Warden. You can also call the nurse directly if the situation is critical.

b. During working hours the Subwarden or the Assistant Warden will call the university nurse on extension 303 or mobile 011616519.

c. In addition inform the Warden Assistant Registrar.d. Carry out any required first aid servicese. During non-working hours call the nurse on 303 or mobile 011616519 or

the police on 993/995 or the university Security Officer on 011605382

v. Earthquake


vi. Disruptive Behaviour


strange behaviour occursd. Be considerate and listene. Offer a choice of alternatives if you canf. Never try to detain or restrain the concerned individual(s) forcefully

vii. Thefts

a. If you discover a theft, immediately inform your Sbwarden or Assistant Warden. They in turn will inform the University Security Officer and the Warden and Assistant Registrar. Do not interfere with the area where the theft occurred to enable proper investigations.

b. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the loss. Inform your Subwarden and Assistant Warden and they will call the University Security Officer and help the concerned person to report the theft.

7. Disaster Recovery Strategya) How the Unit will recover from:

i) Fire disaster- Take stock of the damage and loss and cost it. Inform management for them to contact our insurance company. Cleaning will commence immediately. Contact the police to have an official report of the incident. Hold a post mortem meeting to learn from this disaster. If the damage is small, local arrangements will be put in place for repairs


and replacement to be done. If it is huge, other arrangements will apply.

ii) Flood, Mechanical failure and System failure disasters – similar to the fire disaster recovery.


FOOD SERVICES DEPARTMENT DMP

1 Introduction

The Food Services Department is responsible for providing catering services to students, staff, visitors and workshop participants in a safe and healthy environment and in a timely manner. The need for Disaster Preparedness is evident. Currently over 1300 clients are served in the university dining hall. Food Services Department staff work in shift systems and the unit operates right round the year – even during national holidays. Food Services Department relies on electricity as the main source of power and at the time of writing this plan, electricity supplies are unreliable in Zimbabwe.

2 Critical Processes and Business Impact AnalysisThe critical processes in the food services can be outlined as the following:

a. The preparation of food and its serving to the clientsb. The preservation of food materialsc. The sourcing of food to restock suppliesd. The receipting and banking of money that is collectede. Certification of food as being fit for human consumptionf. The security of the equipment, financial resources, human

resources and the food stocks.

The impact of a disaster on the business processes of the defined critical processes cannot be ignored.

a. If food cannot be prepared on time as scheduled, it can have devastating impact on the performance of the students and staff that require energy in order to carry out their day to day duties. Since the campus is located 17km from the city center, the Food Services clients have no alternative place to get meals if there is a disruption in the service.

b. Food is stored in the Food Services store-rooms and the cold rooms. It is critical that there is reliable power supply to keep the food supplies at the required temperatures. It is also important that there are adequate and secure store-rooms for the food supplies. Re-stocking of food supplies in Zimbabwe is a challenge most times and the availability of sufficient storage space is critical.

c. Food Supply shortages in the country pose a major business challenge for the Food Services Department.

d. The collection of money and accounting for it depends on the functioning of the Accounting System, the reliability of the network and the functioning of the cash registers.


2.1 Risk Assessment

The critical processes face the following risks:a. The provision of food services is severely affected by the

erratic power supplies. A generator has been purchased to ensure that the cooking proceeds. At times firewood has been used to ensure the service proceeds when the generator failed.

b. There is also a risk of not getting food supplies locally within Zimbabwe. This calls for flexibility in the purchasing procedures as there can be no proper tendering process when there is no choice of suppliers.

c. If one of the cash registers develops a mechanical failure we currently cannot supply a back up cash register as we don’t have one on standby.

d. The money that is collected is kept in a safe in the Food Services’ Manager’s office until it is banked with the Business Office. A possible risk is if the Food Services staff were to be attacked and forced to handover the proceeds for the day.

3 Disaster ScenariosThe Food Services Department has met with the following disasters before:

a. Loss of power in most of the university buildings rendering it impossible to provide meals and preserve perishables.

b. Theft of food itemsc. Inability to source specific food items and required quantities

of specific food items.d. Staff burnt while carrying out their cooking duties.e. Flood

4 Emergency Contact Information

In cases of emergencies the following people must be contacted:

Food Services Manager ext 259 or 011631261Food Services Supervisor ext 258

Fire Department telephone numbers 993/995Police numbers 993/995Security Officer numbers 320 or 011605382 (mobile)University Clinic 303 or 011616519 (mobile)

5 Food Services Disaster Response TeamCoordinator: Food Services Manager-Mrs T. Kagurabadza ext 011631261 (mobile)


Members: K. Dozve; G. Chiveza; O. Mugadza and M. Ruwona………..…………

6 Access to the Food Services BuildingThe keys to the main doors of the Food Services Department are kept by the Food Services Supervisor and another set by the Food Services Manager. The set kept by the Food Services Supervisor is kept overnight with the Security Guards at Greenglades Flats in town (university flats).

The spare keys to the Foods Services building are kept by the University Registrar.

The keys to the following areas within the Food Services building are kept by the Food Services Manager and the two supervisors have access to them:

a. Store-roomb. Cold roomc. Food Services Manager’s office

7 Backup Procedures

There are two desktops in the Food Services Department. Files and information stored in the hard disks of those machines is backed up by the users. The department has one flash disk for saving their data.

The financial data is backed up by the ICT Department as part of the backup for the Business Office Server.

The receipts generated from the cash registers are filed and kept in the Food Services Manager’s office

8 Planned Response to a Disaster (s)

8.1 General Emergency Procedures for Food Services Staffa. In the event of a disaster affecting the Food Services Department, the

first team member to arrive should immediately take charge until relieved by the other members of the team.




direct arrivals of supplies and personnel.


g. She/he must set up teams with leaders, to deal with equipment. Train volunteers on the spot.

8.2 Loss of Information

a. If Food Services financial information is lost due to a fire, network failure or mechanical failure – ICT will be responsible for restoring the data from the most recent backup.

b. Financial Information from the cash registers that is not yet captured in the central finance system must always be backed up by keeping it in another location besides the Food Services Building.

c. Ideally till points that connect directly to the Pastel Accounting Server must be installed so that financial transactions are posted directly to the server.

d. If one suspects that some information has been lost, a report must be made to the Bursar who will then work with ICT to restore the information.


If equipment such as the stoves, refrigerators fails to work for some reason, a report must be made to the Food Services Manager or Supervisor.

1. Water Pipesa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Plumber on *** or the Maintenance

Manager on 011604082 or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that you have

access to.

2. Electrical Faultsa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Electrician on 011610765 or the

Maintenance Department on 011604382 or the Security Officer on 011605382 .

8.4 Lack of Power Supply

a. If there is no power supply (electricity) a report must be made to the Food Services Manager or Supervisor.

b. There might be a need to use alternative sources of energy for cooking – such as firewood. Firewood must be used if the power problem will last for more than 2 hours.


c. Firewood supplies must always be kept at sufficient levels. The Department must plan to purchase coal /firewood stoves because at the moment of writing this plan there are no proper firewood cooking facilities.

d. For all electrical faults inform the following:i. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.ii. During non-working hours call the Maintenance Department on


8.5 Fire

Anyone discovering a fire should:

a. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building now. Clear the area immediately. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995FOOD SERVICES MANAGER 259 or 011631261 FOOD SERVICE SUPERVISOR 258


d. YOUR NAMEe. BUILDING (e.g. Food Services)f. LOCATION OF THE FIRE (e.g. West/East Wing, floor or


c. FIRE EXTINGUISHERSThe members of the fire-fighting team must operate the fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

8.6 Theft

a. If you discover a theft, immediately inform the university Security Officer and the Food Services Manager. Do not interfere with the area where the theft occurred to enable proper investigations.

b. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the loss.


Call the university Security Officer and help the concerned person to report the theft.

8.7 Student Riot



9 Gaps Identified and Recommendationsa. There is a need to carry out fire drills and disaster preparedness for all the

Food Services Staff.b. A computerized inventory of all movable items is required.c. A computerized stock inventory system is also urgently required.d. There is a need to purchase coal or fire stoves that can be used in the event

of total power outage.e. The Food Services Building urgently needs to be extended to

accommodate the increased clientele.f. A basic “First Aid” orientation must be undertaken by Food Services Staff

to train them on what to do in the case of:• One of the staff members being burnt by water, steam or a hot

object• One of the staff members being cut• One of the staff fainting

g. The communication system at Africa University is non-existent – i.e. one cannot contact persons on duty when one is off campus; direct lines do not work and the communication network is sporadic.

h. There should always be a plumber and electrician available especially on weekends and holidays.


SECURITY DEPARTMENT DMP

1. Introduction

The Security Department is a unit in the Registry Department. The Registrar is the head of this department. The Security Officer heads the Security Unit. As such, the Security Officer reports directly to the Registrar. Reporting to the Security Officer is the Assistant Security Officer, followed by the Operations Officer of the guards on campus and then the Corporals that directly supervise the work of the Guards.

The Security Unit is unique in that it does not have a center of its own that it controls but nonetheless it provides services to all faculties, departments, members of the university community and their bona-fide visitors. The mission for the Security Unit is to prevent crime and create a safe working and learning environment. In the event that a crime is committed the Security Unit’s role is to investigate the case expeditiously and diligently without fear or favour with the aim of establishing the truth, to recover the stolen property and to facilitate the prosecution of any identified perpetrator/s. In the event of any natural disaster, the Security Unit will do everything possible to manage the situation and minimize devastation. To achieve this, the Security Unit has set the following objectives:

a. To be proactive in its approach by preventing and reducing crime on campus and other AU properties by:

i. Advising management on security policies and issues that improve the security environment on AU properties.

ii. Informing workers and residents on AU properties about safe security practices that do not only protect AU property but also their own properties and guarantee personal safety.

iii. Imparting skills, knowledge and attitudes to Security Guards that prevent/reduce crime and any negative effects caused by other scenarios.

b. To attend to all security problems expeditiously once a report has been made by faculties, departments, individual employees, students or bona fide visitors.

c. To maintain liaison with the farm manager and the security supervisor with a view to getting feedback on the farm security situation then advise them accordingly.

d. To investigate thoroughly, diligently and without fear or favour all cases reported or detected on campus and other AU properties with the aim to recover stolen property and to establish the truth of what happened.

e. To report to the Police and other state organs for assistance whenever there is a distressful situation that we cannot handle alone.

f. To prepare the Security Guards for any natural disaster management and recovery.


g. To attend to all natural disasters that affect AU with the aim of reducing any devastating effects likely to be caused by the disaster.

For this reason, Disaster Management Planning is important because more often than not, the Security Unit is called to react to almost all distressful situations of a safety and security nature.

2.Disaster Scenarios

Disaster scenarios are in two categories - man-made and natural. The reaction to both categories is primarily to save life and property. However in addition to this primary aim, the reaction by the Security Unit to man-made disasters is to establish the truth about the scenario - either to recover lost or damaged property or both recovery and apprehension of the perpetrator for possible prosecution. The reaction to natural disasters by the Security Unit in addition to saving life and property is to both ameliorate the effects of the scenario on the community at large and also to control the scenario wherever possible and stop its escalation. Major scenarios are as follows:

Crime Plant failure Accidents (natural, traffic and industrial) Threats to community safety (including riots and bomb threats) Natural disasters (including earth quakes, floods and fires)

The Security Unit has suffered criminal attacks such as robbery, house breaking and theft. It has also attended to veld fires and traffic accidents on campus.

3. Business Impact analysis

Disasters are disruptive in nature because safety and security are basic and fundamental needs of all living creatures. In all cases of safety and security, loss is an element. The loss is either material as in stolen or damaged property or in terms of lost man-hours arising from absenteeism due to injury or fear of physical attack/injury. Whichever way disaster strikes as in any of the above examples, institutions suffer significantly. When equipment is lost, there is a need to replace the lost or damaged equipment. The replacement of equipment entails funds outlay which probably would not have been budgeted for. This has a tendency of causing cash-flow problems to the institution.

4.Risk Assessment

The Security Unit’s critical systems and processes face the following risks:


a. The ability of the Security Unit to respond adequately to Disaster is seriously affected by the inadequate number of Security Guards patrolling the campus.

b. The Security Guards patrolling the campus have no communication system to use in cases of emergencies. They currently need to physically move from one place to another to alert the Main Gate Officers or the Security Officer in case of emergency.

c. Most buildings at Africa University have no alarm systems. d. The buildings that have alarm systems such as the Library and ICT, are not

connected to an alarm response system. This renders the alarm redundant because during non-working hours no one will respond to the alarm.

e. The university campus does not have an adequate fence, exposing the university to possible theft and other crimes.


An informed community is one that is empowered in terms of being proactive in issues of safety and security. In the light of this statement, the Security U regularly circulates educative information on topical safety and security issues across the whole university community to ensure that certain risky behaviour is avoided to save life and property.

a. The Security Unit actively trains and equips Security Guards with Disaster Prevention and Preparedness skills.

b. The Security Unit also supervises the Security Guards to ensure the required standards are maintained.

c. The Security Unit actively advises the University Management through the Registrar on all issues pertaining to Disaster Preparedness.

To prevent and minimize disaster, members of the university community have been encouraged to:

i. Report to security the presence of strangers on campus.ii. Report structural defects they might have observed on any physical structure

on campus and on any other AU property.iii. Ensure that all water and gas taps in buildings are closed when knocking off

duty. This reduces the risk of flooding of offices and causing fires.iv. Close windows and lock doors to offices and store rooms when knocking off

duty. In residential halls, students are advised to close their windows at night and when they are out of their rooms.

v. Immediately pass on information to management or security on known students’ disgruntlement/s or any impending student riots.


Disaster Response Team


The members of the Disaster Response team in the security unit are the Security Officer, the Assistant Security Officer, the Operations Officer and the Corporals. However, security operations require cooperation from other players in the university wide community. These people automatically become members of the security disaster response team. These are all heads of electricians, plumbers, carpenters, Health Services, Personnel, Students’ Affairs and SRC. We depend on these people on various issues during responses to disasters.

Disaster preparedness requires availability of resources which has remained elusive. The major resource that the security has at its disposal in limited numbers and capabilities is the human resource (guards). The ideal satiation is to have adequately trained and informed personnel to manage any disaster that strikes. These should be supported with sufficient equipment such as:

Transport – at least two truck vehicles.

Two-way communication radios – at least twenty hand sets.

Lighting equipment besides torches.

The above equipment is not readily available. If anything, sometimes personal vehicles are used in emergencies.


Since Security Services continue throughout the year, it is critical that the Security Unit is afforded access to each and every building on campus as and when disaster strikes, especially during non-working hours. This is essential in the event of all disasters that affect buildings such as fires, office flooding, break-ins, and when someone is locked inside a building. Some heads of departments and Faculties have allowed the Security Unit to keep keys to the main entrance to the buildings that they control so that in the event of any emergency after hours, the Security Unit may have access to the building. Others are yet to do so.

• General Emergency Procedures for the Security Uniti. In the event of a disaster affecting the University, the first Security Unit

Disaster Response team member to arrive should immediately take charge until relieved by the other members of the team.

ii. Team member must appoint a person to secure the perimeter from unauthorized personnel.

iii. She/he must set up a communications and command station.iv. She/he must evaluate the scope of the problem.v. She/he must design a plan of action and determine immediate supply needs

and action priorities. vi. She/he must delegate responsibilities. Appoint a person to meet and direct

arrivals of supplies and personnel.


vii. She/he must set up teams with leaders, to deal with equipment. Train volunteers on the spot.

• Lines of Authority

RegistrarMr. F. Chikange ext 208 011631504 (mobile)

Security OfficerMr. D. Mupaso ext 320 011605382 (mobile)

Assistant Security Officerext 323

• Specific Emergency Procedures

i) Fire

In the event of veld fires, such fires should be controlled or extinguished altogether so that they will not encroach onto buildings and equipment that is vital to the normal running of the university.

In the event of a fire in a building, the guards are expected to immediately do everything in their capacity to raise the fire alarm and evacuate anyone in the building while others attempt extinguishing the fire. The Security officer who is resident on campus should be informed without delay to assess the situation and arrange for external assistance if there is such need.



b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995SECURITY OFFICER 320 or 011605382

Report the following information:i. YOUR NAME

ii. BUILDING (e.g. Ireson/Kurewa)iii. LOCATION OF THE FIRE (e.g. West/East Wing, floor

or room number)At the writing of this plan, the cell phone network in Zimbabwe is unreliable – it can take long to get through to a particular cell phone number. It is advisable to call landline numbers before trying cell phone numbers. It is also advisable to assign someone to drive to the police/fire department to report the fire.

c. FIRE EXTINGUISHERS


Members of the fire-fighting team must operate the fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.

ii) Bomb scare.

People should leave the building under threat and the security guard on duty should immediately inform the Security Officer (extension 320 during working hours or the mobile number 011605382 ) who should liaise with the state security organs for assistance. All the people that would have been evacuated should remain out of the building and away from it until the building is confirmed safe by bomb disposal experts.

iii) All types of plant mechanical failure.

Technicians in the field affected will be informed without delay of any mechanical breakdown/failure on machinery they use or maintain so that they will attend to the breakdown/failure.

a. Water Pipes1. Call the Maintenance Department on extension 325 or mobile

number 011604082 during working hours.2. During non-working hours call the Maintenance Manager on

011604082 or the Security Officer on 011605382.3. Ensure the water taps are all closed in the particular building that

you have access to.

b. Electrical Faults1. Call the Maintenance Department on extension 325 or mobile

number 011604082 during working hours.2. During non-working hours call the Maintenance Department on


iv) Crime.

Security attends to all crimes reported not only on campus but also on other AU properties without delay to assess if the involvement of the Police is necessary or not. This is done in order to ensure that the Police are not unnecessarily delayed as any delay reduces the chances of gathering vital evidence and clues that may lead to the arrest of culprits in the crime committed.

All crime reports must be made to the University Security Officer:Mr D. Mupaso extension 320 011605382 (mobile )

v) Flooding


Flooding is in two scenarios. The first one is flooding of offices/entire building due to human error or malfunctioning systems like overflowing geysers and cisterns. In this scenario and when this comes to the attention of the security guards, the outside main valve that supplies water to that building/section of building should be turned off to stop further overflows. Depending with the likely damage, the user department is informed without delay.

The second scenario of flooding is the natural one caused by tropical cyclones, extended storms or incessant rains. In the event of such floods, all the people in low lying areas will be advised to move to shelter on higher ground. They should take with themselves valuables such as money, warm clothing and some food items. Mean while the relevant state organs will be informed of this danger so that arrangements will be made to airlift people to safer places. If the shelter that they move to is later threatened too, they will move on to even higher ground.

Reports of flooding must be made to the relevant Head of Unit of the concerned building or area and the University Security Officer:Mr D. Mupaso extension 320 011605382 (mobile)

8.Disaster Recovery Strategy

The Security Unit ensures it attends the scene of all the disasters that happen and communicates any relevant information to user departments and specialist service units or state organs to take over. User departments’ recovery strategies are then implemented by the user departments. The Security Unit follows up on issues so that user departments/units may not ignore their disaster recovery strategies. In cases of crime, the Security Unit carries out further investigations until all leads are exhausted.


FACULTY OF MANAGEMENT AND ADMINISTRATION DMP

1. Introduction

The Faculty of Management and Administration (FMA) was established in January 1996 as the University's third faculty. FMA’s academic programmes aim at developing both the intellectual and the managerial potentials of its students. FMA is the second biggest faculty after the Faculty of Humanities and Social Sciences. FMA is located in the main administration building. Some of the FMA lecturers are housed in neighbouring offices near to the Faculty office, but a number are housed in other buildings.

A Disaster Management Plan is very important for the unit for the following reasons:a. It will assist the unit to cope with the uncertainty resulting from a disaster (s)

by formulating courses of action to achieve specified results.b. Thinking through disaster scenarios enables FMA to have a plan which can

then be implemented when actual disaster occurs.


Although the unit has so far been very fortunate not to have witnessed a major disaster, calamities emanating from fire, floods, cracks and earthquakes are possible. The following disasters have affected the faculty in the past:

TheftThe Secretary’s office was broken into in 2002 and valuable equipment was stolen.

Leakage of Examination PaperAn exam paper was leaked to students a year ago, leading to the re-setting of that examination.


The core business of FMA is:a. Teaching of studentsb. Research activities undertaken by faculty staff.c. Setting and marking of examinations d. Outreach training activities through the Entrepreneurial Business

Development Centre (EBDC)

Critical SystemsThe critical systems comprise of the desktop computers assigned to the Dean, the academic staff, the secretary of the faculty, secretary of the Public Sector Management program and the secretary for the EBDC project. In addition there are student records kept in each of the three secretaries’ offices. There is also a great


amount of paper-based information dating as far back as 1996 when the faculty was established.

Impact of Outage and Risk AssessmentAn outage cased by any disaster would negatively impact on the core business of the faculty.

If a fire were to burn down the FMA offices, it would render the faculty un-operational for some time. The student physical files could be recreated using the records kept by Academic Affairs Office. However since FMA and Academic Affairs Office are located in the same building, if the disaster were to affect the whole building then if would be impossible to fully recreate the physical student files.

The Information and Communication Technology (ICT) Department currently houses the server on which the student records are kept. A backup is done on a daily basis and it is stored at the Africa University Town Office. Therefore the student data in terms of grades, academic records and personal information could be recreated in the event of a disaster that results in the loss of information. The information that is not kept by ICT is that which is paper-based such as certificate copies submitted at application/admission time and any academic-related communication documents to the students, etc.

The files on the local hard disk of each FMA computer are not backed up by ICT. It is the responsibility of each user to back up files on their computers. In the event of an irreversible system error occurring on a computer whose information is not backed up – recovery would be impossible. Such a situation would be catastrophic for that individual because they would lose their teaching material, research work and any personal documents.

There are currently not sufficient fire extinguishers installed in the administration building.

The faculty keeps a great amount of academic-related historical information that is in paper format. It is recommended that this information be converted by scanning to electronic information. Alternatively a strong room (fire-proof) could be built where all these paper documents could be kept.

Critical Areas in order of priorities are:a. Offices F22 and F23 (for the Dean and Faculty’s Secretary)b. Offices F37 and F38 (for the Co-ordinator and PSMPT Secretary)c. Office F26 (for the EMBA Secretary)

4. Disaster PreventionLines of Authority

In the case of a disaster and a need to make quick decisions, the following people must be informed in the order shown. However in cases of emergencies this relay tree must be ignored.Dean - Dr JG Ilunga extension 222 mobile 011630043Assistant Dean- Mrs S.Mukwakwami extension 224


PSMPT - Dr HP Kwandayi extension 355Heads of Departments A Gumbo extension 223C Njoroge extension 227G Mandewo extension 225 I Fungai extension 228 Disaster Response Team I Fungai - Coordinator office F16 extn 228 or 011501392 C Njoroge - Risk Assessment office F15 extn 227 or 0912302075 P Tarambawamwe - Disaster Preparedness office F18 extn 226 or 091226390


Precautiona. Structural faults in the building should be attended to urgently [e.g.

crack in the ceiling in Faculty Secretary’s office (F23) should be attended to urgently]

b. Measures to protect documents and stationery in the Secretaries’ offices should be put in place.

c. There is a need to demonstrate to Disaster Response Team how a fire extinguisher works.

d. FMA must implement a system for managing keys to the offices used by FMA staff and ensure that the Disaster response Team knows where to locate spare keys in the event of the need to access specific rooms.

6 Emergency Procedures

General Emergency Procedures for the FMA Disaster Response Team

i. In the event of a disaster affecting FMA, the first FMA Disaster Response team member to arrive should immediately take charge until relieved by the other members of the team.

ii. Team member must appoint a person to secure the perimeter from unauthorized personnel.

iii. She/he must set up a communications and command station.iv. She/he must evaluate the scope of the problem.v. She/he must design a plan of action and determine immediate supply

needs and action priorities. vi. She/he must delegate responsibilities. Appoint a person to meet and

direct arrivals of supplies and personnel.vii. She/he must set up teams with leaders, to deal with equipment. Train



FIREa. In the event of a fire outbreak, the fire extinguisher adjacent to office F28

should be utilized while ensuring that critical equipment in offices F22, 23, 37, 38 and 26 is moved to the Faculty of Agriculture & Natural Resources in preparation to partnering with that department.

b. Classes undertaken in the Main Lecture Theatre, Old Library, G10 and G11 to be relocated to the Theology Main Lecture Theatre Faculty of Theology Seminar Room and F38.

c. Faculty Staff to return to their offices only after those offices have been deemed safe by the experts.

d. The Disaster Response Team will assess the damage in dollar terms.e. The critical systems will be restored by the ICT Department.

General Fire ProceduresAnyone discovering a fire should:

a. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building now. Clear the area immediately. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995FMA DEAN 222 or 011630043 ASSISTANT DEAN 224


g. YOUR NAMEh. BUILDING (e.g. N Block)i. LOCATION OF THE FIRE (e.g. West/East Wing, floor or


c. FIRE EXTINGUISHERSStaff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.


FLOODa. Ensure that critical equipment in offices F22, 23, 37, 38 and 26 is moved to

the Faculty of Agriculture & Natural Resources in preparation to partnering with that department.

b. Classes undertaken in the Main Lecture Theatre, Old Library, G10 and G11 to be relocated to the Theology Main Lecture Theatre Faculty of Theology Seminar Room and F38.

c. Staff to return to their offices only after those offices have been deemed safe by the experts.

d. The Disaster Response Team will assess the damage in dollar terms.e. The critical systems will be restored by the ICT Department.

MECHANICAL FAILURE

Assess the need for a fire extinguisher and then:i. Ensure that critical equipment in offices F22, 23, 37, 38 and 26 is moved

to the Faculty of Agriculture & Natural Resources in preparation to partnering with that department.

ii. Classes undertaken in the Main Lecture Theatre, Old Library, G10 and G11 to be relocated to the Theology Main Lecture Theatre Faculty of Theology Seminar Room and F38.

iii. Faculty Staff to return to their offices only after those offices have been deemed safe by the experts.

iv. The Disaster Response Team will assess the damage in dollar terms.v. The critical systems will be restored by the ICT Department.

If there is a problem with water pipes do the following:a. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Manager on 011604082

or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that you have

access to.

If there is a problem with the electrical power supply do the following:a. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Department on


In the case of accidents or medical emergencies do the following:a. During working hours call the university nurse on extension 303 or mobile

011616519b. In addition call the Dean FMA or the Assistant Dean.c. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the university

Security Officer on 011605382


In the case of an earthquake do the following:a. Remain calm and evacuate buildingb. Move to the designated assembly points using the fire exitsc. Wait for further instructions

If you are confronted with “Disruptive” Behaviour do the following:a. Remain calm and do not argueb. Be clear and stay in control of the situationc. Alert other staff members and the University Security Officer when


In case of theft do the following:a. If you discover a theft, immediately inform the university Security Officer and

the Dean. Do not interfere with the area where the theft occurred to enable proper investigations.

b. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the loss. Call the university Security Officer and help the concerned person to report the theft.

7. Disaster Recovery Outline

There will be a need to take stock of the damage and loss and cost it. University Management must be informed so that they contact our insurance company. Cleaning of facilities must commence immediately. The police must be contacted for purposes of an official report of the incident being lodged and recorded. A post mortem meeting must be held so that the whole university learns from the particular disaster. If the damage is small, local arrangements will be put in place for repairs and replacement to be done. If it is huge, other arrangements will apply.


FACULTY OF HUMANITIES AND SOCIAL SCIENCES DMP

1. IntroductionThe Faculty of Humanities and Social Sciences (FHSS) Office is hosted in the Faculty of Agriculture and Natural Resources building and runs different activities ranging from the core business of teaching including others related to events organisation.

This document is a guideline on how to react to and recover from disaster(s). It contains all the necessary steps and procedures to follow and should be distributed to all FHSS staff. A summarized guideline is available as a complement to this document for quick action when fast response is needed.

2. Risk AssessmentThe day to day operations at the Faculty requires human and material resources which are critical to work efficiently. The human resources include all the staff members, students and visitors to the Faculty. The material resources include, among others, documents, computers, photocopying machine, printers, file cabinets, furniture, telephone handsets, etc and the most critical of these are students files, staff members files, general correspondence, results and students database in the secretary’s computer.In the event of a disaster, the destruction of any of these can cause business disruption for indeterminate period.In any disaster scenario human safety is the most important.

3. Disaster ScenariosThe disasters that might affect the Faculty are as follows: fire, theft, computer virus attack, flood (water infiltration, leakage, etc), mechanical failure, earthquakes and document misplacements and violent demonstrations.The Faculty has no record of any of these disaster scenarios, nonetheless, any disruption of normal activities caused by any of these can be considered as a disaster and thus proper procedures should be taken as explained in this document and in the master Disaster Management Plan.

4. Disaster Response TeamThe coordination of the Disaster recovery team is led by the Dean assisted by the Assistant Dean. They are in a position to coordinate the Disaster Recovery Team and to act when and where action on disaster is required.

Coordinator: Dean(Dr T. Chitepo) ext 269 011630032Members: Assistant Dean ext 206

Mr. A. Chimuzu ext 277Mr. F. Hodza ext 220


Mrs. Kies ext ..Ms. T Shamu ext 205

A list of the these team members and their contact details together with other key staff, are displayed in a visible place for both students and staff so they can be contacted in case of disaster scenarios.

4.1. Access to the FHSS officesKeys to the Faculty office are kept by the Dean and the Secretary. Spare keys are also available at the Registrar’s office.

5. Disaster PreparednessIn order to prevent or minimize disaster in the Faculty, the following critical precautions should be taken:

a) Regular training of staff and students in Disaster Recovery Response and Preparedness.

b) The Disaster Response Team and other members of the Faculty should be trained in the Faculty system processes.

c) FHSS staff should prevent the use of foreign removable storage devices in the Faculty office computers- to prevent virus infections.

d) FHSS staff should always make sure that the windows and doors are closed and locked at the end of the working hours.

e) FHSS staff should always make sure all the electric equipment, including lights is switched off when leaving the office.

6. Emergency proceduresGeneral Procedures for the FHSS Disaster Response Team

a. In the event of a disaster affecting the FHSS, the first team member to arrive should immediately take charge until relieved by the other members of the team.




direct arrivals of supplies and personnel.g. She/he must set up teams with leaders, to deal with equipment. Train


6.1 Fire


building now. Clear the area immediately. Do not take the time to do a phone


tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995DEAN 269 or 011630032 ASSISTANT DEAN

Report the following information:i. YOUR NAME

ii. BUILDING (e.g. Ireson/Kurewa)iii. LOCATION OF THE FIRE (e.g. West/East Wing, floor or


c. FIRE EXTINGUISHERSThe members of the fire-fighting team must use the fire extinguishers. Staff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.


6.2.1 Water Pipesa. Call the Maintenance Department on extension 325 or mobile

number 011604082 during working hours.b. During non-working hours call the Maintenance Manager on

011604082 or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that

you have access to.






b. In addition call the FHSS Dean.c. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the

university Security Officer on 011605382


6.4 Earthquake




strange behaviour occursd. Be considerate and listene. Offer a choice of alternatives if you canf. Never try to detain or restrain the concerned individual(s)

forcefully

6.6 Thefts

a. If you discover a theft, immediately inform the university Security Officer and the Dean FHSS. Do not interfere with the area where the theft occurred to enable proper investigations.


7. Disaster Recovery StrategyOnce the disaster procedures have been followed, the next step is to recover from the disaster using these guidelines in order to resume business as quick and as smooth as possible:

a. Assess the extent of the damage(s)/ loss(es);b. Ensure that all human casualties (if any) are attended;c. Replace or repair the damage in the equipment;d. Restore destroyed files/ documents by retrieving the backup copies;e. Members of the Disaster Management Plan Team and any other member who

is knowledgeable of the Faculty system operations should be called to be part of the restoration process.


FACULTY OF AGRICULTURE AND NATURAL RESOURCES DMP

1. Introduction

The Faculty of Agriculture and Natural Resources (FANR) was established in 1992 as one of the first two faculties at Africa University. To date, the faculty has a state-of-art infrastructure and facilities that are ranked highly in the region. The facilities allow the faculty to offer competitive programs in Agriculture and Natural Resources Management.

The faculty hosts its programs in its two main buildings, namely, the Ireson/ Kurewa Center, and the Engineering building. The Ireson/ Kurewa building houses the Office of the Dean, faculty staff-offices, students’ computer room, three laboratories, two lecture theatres, offices for the Dean, Faculties of Education, and Humanities and Social Sciences.

2. FANR administrative functions and operations – Dean’s Office

The Office of the Dean coordinates all the administrative functions within the faculty, and beyond. All teaching, evaluation of students, research and outreach activities are coordinated from this office.

The threefold business operations carried by FANR are:• Teaching and Practical training• Research, and • Outreach and Advisory services

The immense value of FANR physical infrastructure, materials and equipment demand utmost security and effective disaster preparedness, hence the need for a Disaster Management Plan.

i. FANR Disaster Response Team

Coordinator: Dean FANR-Professor F. TagwiraMembers: Mr. D. Nzengya; Mr. T. Mtaita, Dr Mandisodza, Mr. Z. Ndikumana

ii. Lines of Authority

Dean FANR Prof. F. Tagwira ext 282 or 011605671Assistant Dean Mr. Mtaita ext 271


2.1 Systems / Equipment and other Resources presently used Dean’s Office.

Currently, the administrative functions of FANR are handled by the Dean and secretary. Administrative procedures, operations and systems, e.g. keys to important cabinets, faculty store, filing of faculty board and board of examiners minutes, handling and keeping of semester examinations, etc. that enable the office to execute its important functions are only known by the two staff. The faculty has two printers and desk top computers which keep sensitive and critical administrative information. Passwords and access codes are known only to the Dean and secretary. The office also has a fax machine, small photocopier, and telephone, among other office assortments. Teaching equipment such as laptops, LCD projectors, stationery supplies for the office and faculty staff are also kept in the dean’s office.

2.2 Risks a. Fire in the building –fire can destroy faculty and staff offices and burn down

the laboratories. b. Student answer scripts can be lost or stolen.c. Leakage of Question papers.d. The Office of the dean has no reception area, and most equipment such as

photocopier are housed right in the dean’s office, and to date the tendency is most faculty staff to access the dean ‘s office for activities such as photocopying. Such an open-access practice may in the long term expose the office to “malicious acts’ and forms of disaster. This should not ever be underestimated especially given that the Dean and the secretary are entitled to go for leave, and their absence could turn-out to be ripe periods for malice to strike.

2.3 What would be the impact if the office of the Dean was severely disrupted?

The major losses would be: loss of exam results, files, student registration information, continuous assessment marks from staff, human life and question papers.In the event of the loss of teaching equipment / and stationery – this could lead to:

a. Students not being evaluatedb. Examinations not being administeredc. Classes not being taught for a number of days as lectures resort to old methods

of instruction such as the use of chalk.

2.4 Mitigation / Preventive Actions

a. A comprehensive inventory of the dean’s office equipment and resources can be kept in the Offices of the Bursar / Registrar so as to help guide the assessment of the financial loss.


b. Backup data files need to be kept away from campusc. Continuous assessment marks need to be submitted in electronic format so that

backup can be stored away from building by ICTd. Copy of inventory of all items in each room must also be kept away from

campuse. Student data will be recovered from registry and ICT who also keep backupsf. All question papers must have a soft copy which will be backed up and away g. FANR has a staff-room which is not heavily used. Should there be a disaster

which makes the Dean’s office unusable, faculty administrative activities and functions can be handled temporarily from FANR staff room.

h. Include disaster response / mitigation strategies in the FANR website.

3. Teaching and Practical TrainingAll the faculty teaching staff are housed in the FANR Ireson/ Kurewa building houses building.

3.1 FANR Staff Office Equipment and Resources

a. To enable lecturers to prepare their lectures, and exams, all FANR staff offices are mini-work stations equipped with computers, furniture, cabinets, and phone handsets. It is probable that a few staff keep personal or university equipment for teaching and research in their offices. Other office assortments include electric heaters, fans.

b. All FANR lecturers are computer proficient and use computers for communication, research activities, preparation of their lectures, management of exams in their courses, and records of students’ assessments, particularly, semester continuous assessment grades.

c. Staff also use computers to download material from the intranet.d. Staff keep books, journals, and other teaching resources in their offices. Whereas

an inventory of the computer and furniture facilities in the office is kept by ICT and the Works Office, the course materials such as books, journals, etc is known only to the respective faculty staff.

3.2 Disaster Scenariosa. Fire in the buildingb. Student answer scripts can be lost or stolenc. Academic staff member can be incapacitated before submitting exam marks

and continuous assessment marks.d. Students involved in an accident from a field trip.

3.3 What would be the impact if severely disrupted?a. Students not being evaluated, if the exams are destroyed before submission to

dean’s office.b. Examinations not being administered especially continuous assessment tests

and practicals.c. Classes not being taught for some days


3.4 Mitigation / Preventive Actions

a. The Office of the Dean to keep master keys of all offices, and labsb. Staff should hand in marks soon after each assessment and back them up.c. Folder must be created for staff to put marks.d. Staff should not move around with student question paperse. A comprehensive and up-to date inventory of the Faculty staff office

equipment and resources should kept in the Offices of the Dean / Bursar / Registrar so as to help guide the assessment of the financial loss in the case of a disaster.

f. All staff to set two question papers for each examination to make sure that if one paper is leaked another can be used.

g. Students can be assessed on basis of course work.h. Course work marks should be made available.i. University regulations should include an exam Disaster Management Plan. It

should be stated that in the event of scripts being stolen, students will be assessed on the basis of their course work

j. Use the alternative question paperk. Critical teaching resources, course-outlines etc can be kept in an electronic

format such as CD in the Dean’s office to enable staff to recover and continue with classes even after a disaster has struck their offices.

4. Research, Community outreach, and Advisory services

The teaching of agriculture like many of the science disciplines complements classroom theory and lectures with laboratory based practicals. As mentioned earlier, FANR has a state-of-the-art laboratories which are the back-bone of FANR’s practical training, research activities and advisory and community outreach services. There are six laboratories. Three of the labs are located within the main FANR building, one in the engineering building, one in the administrative building, and one at the farm.

4.1 Laboratory Systems / Equipment and other Resources

All the FANR labs are equipped with expensive equipment and chemicals. Only the technical staff are knowledgeable and familiar with the standard operating procedures of the labs, and most of the equipment, handling of potentially hazardous chemicals, and the practices that could mitigate impact of disasters in the labs. Also, it’s only the technical staff who manage these facilities, know the lists of chemicals and other consumables purchased from time-to-time.

4.2 What would be the impact if severely disrupted?a. Research in progress loses datab. Financial lossc. Loss of farmer samples / results in case of advisory servicesd. Loss of source of practical lab activities


e. The cost of most lab equipment runs into millions of dollars, and insurance is crucial.

f. Practicals / practical training not being carried out.g. On-going research not being performedh. Loss / threat to human life and safety

4.3 Disaster Scenariosa. Fires – gas leaks, electrical faults, chemical firesb. Human errorc. Students poisoned in the laboratoryd. Epidemic Outbreak of diseasee. Technical staff member can be incapacitated before carrying out laboratory

exercises / or analysis, thereby leading to failure to submit students’ marks for practicals, results of analysis of samples from farmers, etc.

4.4 Mitigation / Preventive Actionsa. A comprehensive and up-to-date inventory of all FANR lab equipment should

be kept in the Business / Registrar’s offices, for insurance and audit purposesb. Guards to be empowered to be alert if fire breaks outc. Sirens to alert staff / students of fire outbreaks – and training of staff / students

on fire disaster emergencies – “In case of fire……….”d. Pro-active vaccinatione. Education of workers and studentsf. All hazardous / dangerous chemicals must be clearly labelled.g. Students must be educated on how to handle dangerous chemicalsh. No cooking / eating in the laboratoryi. No smoking around FANR buildingj. Only specimens for students’ practicals should be allowed in the lab and not

farm produce for sale.k. The clinic must be appraised of all the hazardous / dangerous chemicals used

in the FANR Labs to be in state of preparednessl. Only FANR students with practical activities should be allowed to use the

labs.m. Only FANR technical staff and lecturers administering practicals should be

found in the lab and not any other staff, anytime.n. All labs should not be used for other purposes such as alternative lecture

venues or otherwise.o. Surveillance cameras should be installed in the lab areas for surveillance of

suspicious behavior.p. The Office of the Dean and Registrar should keep record of students using

labs during the semester in session.q. Emergency exits should be clear all the time, and no extra furniture should

ever be added into the labs.r. There should be breakable emergency exits in case of fire-outbreaks during a

practical session.s. Partnerships with other institutions to ensure continuity of practical training

and research in case of a major disaster.


Recovery Strategies

a. Close all the labs and the environs after disaster such as fireb. Quarantine in case of diseases

5. Other FANR facilities 5.1 Students computer lab

The FANR students computer lab is equipped with systems and equipment and other Resources presently used for teaching and learning. The room is equipped with 20 or more desktop computers

Disaster ScenariosComputer Virus outbreaksFire in the FANR buildingStudents unable to handle assignments or access the intranet.

Mitigation / Preventive ActionsInstall surveillance to monitor suspicious behaviorUsers to backup all their important data and information

5.2 Lecture roomsThese are equipped with furniture, boards, etc

Risks to FANR lecture roomsFire in the building

Mitigation / Preventive Actions• No eating in the lecture rooms• No smoking• Emergency procedures should be clear in case of fire outbreaks.• Emergency exits / doors should be checked from time-to-time to

ensure they are working.• FANR Partnerships with capable institutions that can provide teaching

space in the event of disaster that renders lecture rooms unusable.

5.3 FANR staff room Systems / Equipment and other Resources presently used to carry-out this function- The room is equipped with relaxing lounge seats, furniture, water heater, and fridge.

5.4 Disaster ScenariosFire in the building

5.5 FANR BoardroomThe room is equipped with seats and conference table.

5.6 What if a major disaster affected the entire AU-FANR complex!


• The University will need to ensure partnerships with capable institutions so that in event of major disasters there will be no postponement of academic programs so that the faculty can still admit students, and ensure continuity of its programs.

6. Disaster Recovery Strategies and Emergency Procedures

General Procedures for the Disaster Response Teama. The first team member to arrive should immediately take charge until

relieved by the other members of the team. b. Appoint a person to secure the perimeter from unauthorized

personnel.c. Set up a communications and command station. Follow the line of

authority to inform the authorities within the Faculty of Agriculture and Natural Resources.

d. Evaluate the scope of the problem.e. Design a plan of action and determine immediate supply needs and

action priorities. f. Delegate responsibilities. Appoint a person to meet and direct

arrivals of supplies and personnel.g. Set up teams with leaders, to deal with equipment. Train volunteers

on the spot.

a. FireAnyone discovering a fire should do the following:

1. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building now. Clear the area immediately. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

2. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995DEAN FANR 282 or 011605671ASSISTANT DEAN 271


a. YOUR NAMEb. BUILDING (Ireson/Kurewa)c. LOCATION OF THE FIRE (e.g. room number)

3. FIRE EXTINGUISHERS - Staff should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher.

b. Thefts

a. If you discover a theft, immediately inform the university Security Officer and the FANR Dean. Do not interfere with the area where the theft occurred to enable proper investigations.



c. Mechanical FailureAnyone discovering a mechanical failure, electrical-related, water-related or other should:

a. Report faults to the Assistant Dean on ext 271 if it is during working hours.

b. Report the fault to the Maintenance Department by calling ext 325 or mobile 011604082

c. Inform the Dean on ext 281 or 0912265521

d. Accidents or Medical Emergencies

a. During working hours call the Assistant Dean or the Dean who will then call the university nurse on extension 303 or mobile 011616519

b. Carry out any required first aid servicesc. During non-working hours call the police on 993/995 and the University

Security Officer on 011605382 or University Main Gate by dialling 9.

e. Disruptive Behaviour




FACULTY OF HEALTH SCIENCES DMP

1. Introduction and Background Information

The mission of the Faculty of Health Sciences (FHS) is to train a leadership cadre of community and public health practitioners who will be able to function adequately in sub-Sahara African countries as managers of community health projects, district health managers, coordinators of district level HIV/AIDS and disease prevention and control programmes. The training will focus on service in the rural areas, which are usually underserved by the health authorities in most of the least developed countries on the African continent. The faculty was established in 2003.

This FHS Disaster Management Plan is a plan of how FHS staff and students will react to and recover from a force beyond their control. FHS needs this plan for:- The recovery of normal operations to enable teaching, learning and research

activities to proceed.- The formalisation of who to notify in case of a disaster.- Facilitation of the provision for an offline backup and availability of alternate

methods for performing day to day activities. - The documentation of the periodic testing of the plan - Informing the Faculty staff of existing gaps in terms of achieving an ideal

situation.

The Faculty of Health Sciences building is made up of offices, laboratories, lecture rooms and meeting rooms.

2. Disaster ScenariosDisasters that have befallen the Faculty recently:

- Tap water flooding the floors of the Faculty building- Shortage of water supply in the Faculty - Absence of diesel in the Faculty Generator

3. Business Impact Analysis and Risk Assessment The core business of FHS is to provide the following services:

- Teaching and Learning for students. - Conduct workshops/seminars.- Provide Medical Laboratory services to the community.- Provide Meeting facilities for university meetings.- Provide Office facilities for FHS staff and other faculties.

Critical Systems, processes and functions:

The critical equipment comprises of the desktop computers assigned to the Dean, the academic staff, the secretary of the faculty and the faculty computer lab. The faculty also owns several vehicles. In addition there is laboratory equipment located in the various FHS laboratories.


The teaching of students and all the learning activities are the most critical functions of FHS. The process of examining students at the end of the semester is also very important. The projects that are hosted by the faculty also form a critical component of the day to day activities of the faculty – these are the Orphans and Vulnerable Children Project and the St Jude HIV Vaccine Project. Another critical function is that of providing medical laboratory tests to the community – e.g. malaria testing, etc.

4. Disaster Preventiona. Lines of authority:In the case of a disaster the following are the persons responsible for making decisions pertaining to the way forward:

- Dean of the Faculty, Dr. Peter Fasan- Assistant Dean, Mrs S. Gwaze- Heads of Departments - - Lecturers (Dr. B. Krumme, Mrs V. Chikanya, Ms P. Krumpen, Ms E.

Chadambuka)

b. Members of the Disaster Response Team in the Faculty are:Mrs.V. K. Chikanya: Is a member of the Disaster Recovery Committee and she coordinates disaster preparedness and activities at Faculty level.

Mrs. W. Mushonga: Facilitates Disaster preparedness and activities at the Faculty level.

Ms Evermary Majokoto: Ensures security and safety of equipment in the Faculty

c. Observationsi. Generally Faculty staff lack information about disaster preparedness

and response – e.g. what, how, when and where to act in case of a disaster striking. As an ongoing process FHS staff is being sensitized on these issues. As part of orientation a new member of staff will be trained in Disaster Recovery issues.

ii. In addition training in the use of fire fighting equipment will be ongoing to ensure that staff knows the evacuation plan.

iii. In some places such as the teaching laboratory on the ground floor there is no fire extinguisher.

iv. Students and staff leave taps not turned off in case of no water supply in the Faculty. Faculty Cleaning staff have been sensitized on the need to check all the taps by end of day. FHS staff is also being reminded to close a water tap even at times when there are no water supplies.

v. Electrical equipment and switches are left on when knocking off. A campaign to make staff aware of the need to switch off power is underway.



The following are the precautions that FHS staff and students will take to prevent/minimise disaster in the Faculty:

1. Faculty of Health Sciences has met and agreed to hold 1 meeting a month to create awareness among the Faculty staff about Disaster Management Planning.

2. Security Assessmenta. Personal practices: A circular has been prepared and circulated to all personnel

in the Faculty concerning cautions to be taken in relation to electrical equipment e.g. switching off electrical equipment when knocking off; checking that water taps are closed especially in the kitchen, ablution rooms and laboratory

b. Physical Security: A memo has been prepared.c. Access control: Every member of the Faculty has a password for access into the

computers and a circular will be issued by the Dean to all members of staff to guard their password to avoid others from accessing their computers.

d. Generator: The Laboratory Scientist checks fortnightly that the Faculty generator has diesel.

e. Insurance: We wish to believe that the University has insured all the equipment and assets on the campus against fire, theft and damage against natural disasters.


Procedures for Faculty of Health Sciences Disaster Response Team

a. In the event of a disaster affecting the Faculty of Health Sciences, the first FHS Disaster Response team member to arrive should immediately take charge until relieved by the other members of the team.


c. She/he must set up a communications and command station.d. She/he must evaluate the scope of the problem.e. She/he must design a plan of action and determine immediate supply needs and

action priorities. f. She/he must delegate responsibilities. Appoint a person to meet and direct arrivals

of supplies and personnel.g. She/he must set up teams with leaders, to deal with equipment. Train volunteers

on the spot.


6.1 Fire

Anyone discovering a fire should:a. Pull the nearest fire alarm. Sounding the fire alarm means evacuate the building

now. Clear the area immediately. Do not take the time to do a phone tree relay. In the process of evacuation, close doors upon leaving the building. This will aid in isolating the fire.

b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995DEAN FHS 457 or 011631433 ASSISTANT DEAN 480


j. YOUR NAMEk. BUILDING (e.g. Health Sciences)l. LOCATION OF THE FIRE (e.g. West/East Wing, floor or

room number)At the writing of this plan, the cell phone network in Zimbabwe is unreliable – it can take long to get through to a particular cell phone number. It is advisable to call landline numbers before trying mobile phone numbers. It is also advisable to assign someone to drive to the police/fire department to report the fire.

c. FIRE EXTINGUISHERSStaff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire, it may explode.


6.2.1.Water Pipesa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Manager on

011604082 or the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that you

have access to.

6.2.2.Electrical Faultsa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Department on





b. In addition call the Dean of the Faculty c. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the university


6.4. Earthquake


6.5. Disruptive Behaviour

These are some general tips for dealing with disruptive persons:a. Remain calm and do not argueb. Be clear and stay in control of the situationc. Alert other staff members and the University Security Officer when strange

behaviour occursd. Be considerate and listene. Offer a choice of alternatives if you canf. Never try to detain or restrain the concerned individual(s) forcefully

6.6. Thefts

a. If you discover a theft, immediately inform the university Security Officer and the Dean of the FHS. Do not interfere with the area where the theft occurred to enable proper investigations.


7 Disaster Recovery Strategy

Once the disaster response procedures have been followed, the next step is to recover from the disaster using these guidelines in order to resume business as quickly as possible:

a. Assess the extent of the damage(s)/ loss(es);b. Ensure that all human casualties (if any) are attended to;c. Replace or repair the damaged equipment;d. Restore destroyed files/ documents by retrieving the backup copies;e. Members of the Disaster Response Team and any other member who is

knowledgeable of the Faculty system operations should be called to be part of the restoration process.


f. A follow up process to review the disaster and learn from it must take place.

FACULTY OF THEOLOGY DMP

1. Introduction

The Faculty of Theology of Africa University is a community of learning whose purpose is to educate women and men to be pastors and teachers of the Christian Gospel for the churches of Africa. The Faculty is committed to excellence in teaching and research where an understanding of the Bible’s transforming and prophetic message is central. The mission of the Faculty is to prepare women and men to be “servants of Christ and stewards of the mysteries of God” (I Corinthians 4:1) for the work of the Church of Jesus Christ.

The Faculty of Theology building houses the faculty, used for office space and lectures. It contains other vital equipment which includes administrative data for the faculty, electric generator and an air conditioner. A disaster plan is therefore vital to save lives, data, information and equipment.


The likely disaster scenarios are - Fire outbreak due to electrical or other faults- Floods from taps left on- Water shortage - Destruction and/or disappearance of faculty data- Generator malfunctioning- Building alarm failure- air conditioning equipment failure

2.1 Previous Disasters

(a) Floods

The Faculty of Theology has been affected by two incidents of water floods in the past. The first one occurred in 2004 in the staff lounge, where water taps were left open at the close of business. There was no water during the day and when offices were closed, no one checked the water tapes to see if they were closed. By the time the water was restored, it poured out heavily for the whole night. Unfortunately, the stopper was hit by the heavy pours and closed the drainage hole. No one noticed this until the following morning. It spread to other offices in the western wing of the building. The flood resulted in water leaking through the ceiling to the ground floor. It damaged some office carpets and it took the whole day for the water to be drained.


This was an unnecessary expense to the University as it had to hire professional people to drain the water.

The second one occurred in 2005 in the Dean’s office. Again, a water tap in the Dean’s bathroom was left open. Water poured out the whole night. Six offices were affected. It took the whole day for the water to be drained. Business came to a halt as there was no way people could work. The following day, Staff occupying the affected areas could also not work in their offices to allow time for the carpets to dry out.

(b) Mechanical Failures

The above floods were caused as a result of a mechanical failure, which is the unavailability of water supplies.

In 2005, the Secretary’s office computer crashed. This affected the office work as there were no back-ups in some of the documents.


(a) The core business of the Faculty of Theology is:- to offer lectures to students- to assist students academically and spiritually- to maintain students’ records- to maintain administrative records.

(b) The Faculty of Theology building also provides space for:- meetings- public lectures- seminars, and- Student life activities after hours, such as election campaigns.

(c) The critical areas are:- the Dean’s office- Lecturers’ offices and computers- the teaching rooms, lecture theatre, seminar room and the chapel

(d) Impact of Outage- if the lecturers’ computers are damaged, there will be no access to

teaching material, thereby disadvantaging students- in case of fire, the faculty would lose teaching, office and spiritual

space- disasters such as fire and floods would impact student records and

render the faculty unoperational



a) Lines of Authority

DeanRev. Dr. Beauty R. Maenzanise ext. 401 011 630529Assistant DeanRev. Thomas M. Munengwa ext. 403 0912 920488OthersProfessor John W. Kurewa ext. 400 011 231164Ms Mary Tsengerayi ext. 402 011 434451

b) Disaster Response Team

CoordinatorRev. Thomas M. Munengwa ext. 403 0912 920488OthersDr. Edwin Zulu ext. 422Ms Mary Tsengerayi ext. 402 011 434451Ms Esnath Chitanganya ext. 426Mr. Leo Munzara ext 426

c) Responsibilities

a. In the event of disaster affecting the university, the first team member to arrive should immediately take charge until relieved by the other members of the team.

b. Appoint a person to secure the perimeter from unauthorised personnel.c. Set up a communications and command station.d. Evaluate the scope of the problem.e. Design a plan of action and determine immediately supply needs and action

priorities.f. Delegate responsibilities. Appoint a person to meet and direct arrivals of

supplies and personnel.g. Set up teams with leaders, to deal with equipment. Train volunteers on the

spot.

d) General Observations

a. Safety of human life must take priority.b. There is need for back-up on computers. Faculty staff have been given flash

disks and they are being encouraged to regularly back up their data. The data for all the students is centrally backed up by ICT and the backed up data is taken to the AU town office for storage.



The following are precautions that should be taken to minimise or prevent disaster in the Faculty of Theology.

5.1 Fire

(i) There is need for a fire drill where staff and students are informed on what to do in case of a fire or if an alarm kicks off. Students may have the drills at least once a year, during orientation period.

(ii) The alarm system should be updated such that when there is an unsuspecting movement, such as fire, floods or intruders, it goes off.

(iii) Prevent students from abusing the fire panel systems. (iv) The alarm system needs to be connected to the generator in case of

power cuts.(v) The alarm sensors should be regularly tested.(vi) Fire extinguishers should be regularly checked by the responsible

people.(vii) Use of metal filing cabinets that are resistant to fire.

5.2 Theft

(viii) A locking system whereby doors lock behind someone on entering the building will be appropriate, to avoid intruders.

(ix) There is need to apply to the contractor to change the plan of the building to accommodate construction of a glass at the computer laboratory.

(x) Furniture should not be moved from their designated rooms and buildings.

5.3 Floods

(xi) Drains should be regularly checked and cleaned all the time, and before the rainy season.

(xii) There is need to check the level of the generator and air conditioning system to determine if it cannot be affected in case of floods.

(xiii) Water tapes should be regularly checked. Notices are to be put to remind users to turn off tapes when there is no water.

(xiv) There is need of emergency water outlet points to prevent flooding.

5.4 Mechanical failure

(xv) Purchase of effective computers which can carry files in large quantities and constant checks and repairs of computers that are in place.

(xvi) Purchase of back-up systems such as flash disks, etc.


5.5 General

(xvii) The Dean must have direct lines at her residence in case of a disaster that occur after hours.

(xviii) Keys to the building must be accessed easily by the disaster response team, and should be kept in the Dean’s office.

(xix) Need extra copies of keys for the emergency exits to be kept at a central point, in this case, the Dean’s office

(xx) The storeroom key should be kept at the Guard room after hours.


6.1 Fire

a. In case of fire, the alarm system should go offb. break the nearest fire glassc. phone the security office, extension 320 or 011605382d. call for the fire department immediately; dial 993 or Police on 995e. phone the line of authorityf. Communication must be done and all people within the building assemble at a

fire assembling pointg. all emergency exists should be open

6.2 Flood

a. If it is caused by an open water tape, close the tape immediatelyb. all emergency exists must be open.c. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.d. During non-working hours call the Maintenance Manager on 011604082 or

the Security Officer on 011605382.

6.3 Mechanical failure

When the following areas develop a mechanical failure, a report to the experts should be made immediately: generator; air conditioner; alarm system; computers.a. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Department on 011604382 or

the Security Officer on 011605382c. Call the ICT Help Desk Technician on 443 during working hours



b. In addition call the Assistant Registrar, Personnel & Administration


c. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the university


6.5 Earthquake





6.7 Thefts

a. If you discover a theft, immediately inform the university Security Officer and the Dean of FOT. Do not interfere with the area where the theft occurred to enable proper investigations.



7. Disaster Recovery Strategy

There will be a need to take stock of the damage and loss and cost it. University Management must be informed so that they contact our insurance company. Cleaning of facilities must commence immediately. The police must be contacted for purposes of an official report of the incident being lodged and recorded. A post mortem meeting must be held so that the whole university learns from the particular disaster. If the damage is small, local arrangements will be put in place for repairs and replacement to be done. If it is huge, other arrangements will apply. In case of fire, flood and mechanical failure disaster, the Faculty may only recover by replacement of damaged equipment and data. Therefore, a financial reserve budget for disasters should be set aside.


INSTITUTE OF PEACE, LEADERSHIP AND GOVERNANCE DMP

1. Introduction

IPLG is awaiting the completion of construction of a building which will become the centre of its teaching and administrative operations. Currently IPLG occupies 7 offices in the second floor of the Administration Building and classes are held in the Faculty of Theology building.

The core operations carried out by IPLG at present are:• Academic teaching, research and non-academic training• Outreach and advisory services

Both of these operations are equally important to IPLG’s core purpose and therefore security of the systems, equipment and personnel related to these operations is of fundamental importance to IPLG.

1.1 Systems, equipment and other physical resources

The Office of the Director coordinates all the core operations and administrative functions of the Institute. With regard to the maintenance and security of these systems the Secretary to the Director plays a pivotal role.

The secretary’s computer stores critical administrative and programme information related to both of the core functions of the Institute. Hard copies of some of the information are kept in the secretary’s office, with more sensitive files being kept in the Director’s office. Those files requiring special security are kept locked and the secretary keeps the keys.

IPLG has a very small staff and the teamwork style is such that all have to be prepared to step in and cover for each other when necessary. Therefore password and access codes to the secretary’s computer are known to all staff in order to ensure that the information is accessible when needed. This is a security system, to ensure that work is not halted.

In terms of equipment, the secretary’s office also has a fax machine, a photocopier, and a telephone with a direct line. Due to the fact that many of the written resources required for teaching in the areas of peace, leadership and government are not available in published form, the photocopier is a vital piece of equipment for making these materials available for teaching. Teaching equipment and stationery supplies for the office and faculty staff are also kept in the secretary’s office.

Course files and resource books (some of which are personally owned) are kept in the offices of the teaching staff. Each member of staff maintains his/her own office key. Spare keys for most of the offices are kept in the Registrar’s Office, although not all office keys have duplicates.


The secretary’s office is kept locked at all times when the person in charge of the office is out, even for a few moments. One of the lecturers is given responsibility for the office keys when the secretary is away for part of the day, to ensure that the work is able to continue.

Access to the Director’s office is through the secretary’s office and the secretary screens entry. Direct access to the Director’s office is also through a side door for which only the Director has a key. The secretary’s office also serves as a reception area, so visitors have access to it when the secretary is in.

During periods that require tightened security - such as when examination scripts are being handled by the secretary - the office is locked even when the secretary is inside and access to the office by anyone other than IPLG staff members is restricted.

All the files and equipment described above relate to the academic teaching, the non-academic training and the outreach and advisory services of IPLG. Of vital importance to the function of IPLG is the communications network related to its outreach and advisory services. Equipment that is central to this function includes internet connections, telephones and transport. Networking is a vital aspect of IPLG’s work. Internet connections are also essential to the research aspect of IPLG’s work. All staff have computers and are connected to internet from their own desks. Contact with funders and operational partners is also of paramount importance to keep IPLG operational. There is one functioning telephone in the Institute with a direct outside line and this is located in the secretary’s office. All offices are connected to the internal university telephone lines. Transport purchased for IPLG outreach programmes is now old and no longer functioning and IPLG relies on the University pool for its outreach and advisory work off campus. There is a great deal of travel that takes place, particularly between Mutare and Harare, and all teaching staff are involved.

1.2 Risks All of the systems described above are subject to the risk of fire, theft, loss of vital items, computer viruses and breakdown of strategic equipment.

1.3 Impact of these risks• IPLG is unable to carry out its off-campus work when the university vehicle

pool is not in order.• Fire or other forms of extreme physical damage to the Administration

Building could destroy faculty and staff offices and burn important equipment, information files and records, and books.

• Theft of small items or documents that are not kept locked up could occur if the secretary’s office were left open and unmanned.

• The loss of the secretary’s keys could render the room and all its locked cabinets inaccessible, since all of these keys are kept on the same key ring.

• Loss of office keys that do not have duplicates could result in a loss of work time while carpenters come in to replace the locks.


• A virus affecting computerised information could wipe out vital information and archival materials.

• A breakdown in the telephone system puts a stop to some of the networking and partnering work that IPLG carries out.

• A breakdown in photocopying equipment means that teaching is severely compromised.

1.4 Possible mitigation and recovery strategies

• A comprehensive inventory of strategic equipment and resources could be kept in the Office of the Registrar so as to help guide the assessment of the financial loss.

• Backup data files could be kept on flash disk or in duplicate away from campus.

• All offices need to have duplicate keys made, to be kept in the Registrar’s Office.

• IPLG requires independent access to a vehicle to ensure that a campus-wide breakdown in the transport system does not put a stop to IPLG work.

• Duplicates to the secretary’s keys need to be kept in the Registrar’s Office; the secretary’s keys need to be separated so that the loss of one does not mean the loss of all.

• IPLG does not at present have alternative premises, so in the event that offices are damaged, alternative space would have to be provided by the university administration.

• IPLG used to have its own cell phone and line but this was cancelled under university regulations. It would be helpful to have this line restored as a back-up system, given the frequent breakdown in the telephone landline system.

• Strategic equipment such as photocopier and computers requires a regular maintenance policy and upkeep budget.

1.4 Emergency Procedures

1) Lines of Authority

Director IPLG Dr A.B. Shankanga ext 237 or 011622254Associate Director Dr P. Machakanja ext 230Senior Lecturer Rev S DeWolf ext 234

2) Disaster Response Team

Coordinator: Dr A.B. ShankangaMembers: Rev S DeWolf ; Mrs S. Musiyiwa; Mr T. Sengwe


3) General Procedures for the IPLG Disaster Response Team

• In the event of a disaster affecting IPLG, the first IPLG Disaster Response team member to arrive should immediately take charge until relieved by the other members of the team.

• Team member must appoint a person to secure the perimeter from unauthorized personnel.

• She/he must set up a communications and command station.• She/he must evaluate the scope of the problem.• She/he must design a plan of action and determine immediate supply

needs and action priorities. • She/he must delegate responsibilities. Appoint a person to meet and

direct arrivals of supplies and personnel.• She/he must set up teams with leaders, to deal with equipment. Train


4) Other Emergency Procedures

4.1. Fire



b. Telephone for help immediately – Call all of the following, in this order:POLICE/FIRE DEPARTMENT 993 OR 995DIRECTOR IPLG 237 OR 011622254 ASSOCIATE DIRECTOR IPLG 230


m. YOUR NAMEn. BUILDING (e.g. Administration)o. LOCATION OF THE FIRE (e.g. West/East Wing, floor or


c. FIRE EXTINGUISHERSStaff and Students should not try to extinguish a fire unless the fire is small and they are trained in operating the fire extinguisher. When the fire extinguisher is operated, the extinguishing agent is expelled by a continuous stream of pressure. Do not throw the fire extinguisher into the fire--it may explode.



4.2.1.Water Pipesa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Manager on 011604082 or

the Security Officer on 011605382.c. Ensure the water taps are all closed in the particular building that you have

access to.

4.2.2.Electrical Faultsa. Call the Maintenance Department on extension 325 or mobile number

011604082 during working hours.b. During non-working hours call the Maintenance Department on 011604382 or

the Security Officer on 011605382 .



b. In addition call the IPLG Director of Associate Directorc. Carry out any required first aid servicesd. During non-working hours call the police on 993/995 and the university


4.4. Earthquake


4.5. Disruptive Behaviour



4.6. Thefts

a. If you discover a theft, immediately inform the university Security Officer and the IPLG Director. Do not interfere with the area where the theft occurred to enable proper investigations.

b. If a member of the community reports theft of their personal property, be supportive and helpful but be careful not to imply any responsibility for the


loss. Call the university Security Officer and help the concerned person to report the theft.

1.5 Disaster Recovery Strategy • Take stock of the damage and loss and cost it. • The University Management must be informed so that they contact our

insurance company. • The clearing or cleaning of facilities must begin immediately. • The police must be contacted for purposes of an official report of the incident

being lodged and recorded. • A post mortem meeting must be held so that the whole university learns from

the particular disaster. • If the damage is small, local arrangements will be put in place for repairs and

replacement to be done. There might be a need to purchase replacement equipment from outside Zimbabwe.


FACULTY OF EDUCATION DMP

1. INTRODUCTION The Faculty of Education was established in 1996 with two departments, namely, the Department of Education and the Department of Humanities and Social Sciences. The Department of Education offered, and continues to offer, all the pedagogical and foundations of education courses while the Department of Humanities and Social Sciences offered courses in the teaching subject/content areas. In 1998, the Department of Humanities and Social Sciences was separated from the Faculty of Education to become the Faculty of Humanities and Social Sciences.

The Faculty of Education does not have a building of its own. The Faculty office and the office of another staff member of the Faculty are housed in the Roger Ireson Building (that is, the Faculty of Agriculture and Natural Resources Building). Other staff members of the Faculty have their offices located in four other Campus buildings, namely, the Agricultural Engineering Building, the Administration Building, the Prefab Building, and the Health Sciences Building. This spread in the location of staff offices unfortunately undermines effective coordination of disaster recovery activities. However, the Faculty endeavors to ensure that disaster recovery activities are coordinated to the best of its ability.

The issue of disaster recovery is important to the Faculty of Education for many reasons, including the following:

• The Faculty has vital data on students stored in computers or in files the loss of which would greatly compromise the operation and effectiveness of the Faculty.

• Many other materials such as course materials, examination scripts, official correspondence, and others are stored in the various offices which would be difficult to replace should they be lost as a result of any disaster.

• There are equipment and other educational materials in various offices which would be very expensive to replace should they be destroyed in a disaster.

• Disasters such as power outage may result in water not flowing because of lack of power to pump the water. This would result in absence of water for basic things like washing of hands, flushing toilets, and general cleaning. This could be a health hazard for both staff and students of the Faculty


2. DISASTER SCENARIOS The Faculty has experienced some disasters in the past, in the form of thefts involving computers and other items. In this section, a brief report is made of these disasters that the Faculty has experienced and others that could befall the Faculty, if appropriate prevention strategies are not put in place.

In 2002, the Faculty’s Video Cassette Recorder (VCR) was stolen from the office of one of the staff members of the Faculty. In 2003, a computer and its printer plus other accessories, puncher, stapling machine, a trunk, and other personal belongings were also stolen from the office of another staff member. As well, a computer mouse belonging to the Faculty and a cell phone belonging to one staff member of the Faculty got missing in two different offices of the Faculty. All these items were not recovered.

Other disasters which the Faculty had faced in the past include the loss of materials on the computer following a sudden outage in the electricity, which also resulted in breakage of floppy diskettes and flash diskettes that often led to the loss of materials on these. The malfunctioning of computers have in the past also led to loss of precious productive time since the computer users may have to run around seeking help for repairs and for retrieving lost materials.

The carrying of University equipment, such as computer or video camera, home for official purposes could also become a disaster for the University and the staff in that the staff member could be attacked, while on his/her way home or to the University, and the equipment stolen. The equipment could also be at the house of the staff and be stolen, a disaster which has also happened to a member of staff of the Faculty.

File pilfering could also be a major disaster in that it could lead to leakage of examination questions and leakage of sensitive information on disciplinary cases and other sensitive investigation reports. As well, unauthorized access to minutes of Examiners Board meetings and other important meetings of the Faculty as a result of file pilfering can undermine the integrity of the Faculty.

An outbreak of fire in any of the offices occupied by staff members of the Faculty at any time could result not only in loss of equipment, materials, and stored data but also possibly loss of human life. Luckily, to date the Faculty has not encountered any such fire disaster.

Flood is another disaster which could cause a lot of damage in offices of staff members of the Faculty. Such floods could be caused by unclosed taps during periods when tap water is not running and from leakages in roofs. Water entering sensitive equipment such as computers and printers could make them malfunctional or could even destroy them completely. As well, documents containing vital information from clients and on courses, staff, and students could be destroyed completely.

Although earthquakes have, in the past, been rare in this area, we have recently experienced earthquakes and tremors, probably as a result of worldwide climatic changes. Powerful earthquakes can destroy many sensitive pieces of equipment, damage buildings, and even result in deaths, especially when precautionary measures are not put in place.


Cyclones have also become a natural hazard in this part of Zimbabwe. In the early 2000, Cyclone Eline hit many areas in this part of the country which resulted in extensive damage and loss of lives.

While many of these disasters cannot be prevented, preparedness for them and strategies for recovery from them would ensure that minimum damage is sustained where they occur, hence the importance of a Disaster Management Plan.

3. BUSINESS IMPACT ANALYSIS AND RISK ASSESSMENTThe core business of the Faculty of Education centers on teaching, outreach, research, and consulting. In terms of teaching, the focus of the Faculty is to prepare secondary school teachers, school administrators, and curriculum officers. One way the Faculty does this is in collaboration with other faculties, to offer four main undergraduate programs, namely, a 4-year BA with Education, 4-year BSc with Education in Business/Commerce, 4-year BScAg with Education, and a 2-year BEd degree programs. Key activities on these programs include teaching of courses, and setting and marking of assignments and examinations. Any form of disaster would negatively impact on these activities. For example, fire may destroy sensitive client information, electricity outages may cause loss of examination questions or assignment information, and thefts could lead to leakage of examination questions.

Through its teaching and outreach activities, the Faculty also contributes to capacity building and empowerment by offering Certificate, BEd and MEd degrees in Educational Leadership, Management and Development towards preparing effective school administrators and curriculum officers. A generalized or widespread disaster such as cyclone or flood could hinder access to clients’ areas of operation thus limiting the Faculty’s effectiveness in offering such outreach activities. As well, delivery of materials to the areas and travel by clients for supervision would be seriously undermined. Other widespread disasters may also impose more demand on the Faculty. For example, when cyclone Eline hit Zimbabwe in 2000, the Faculty had to put in place a series of activities such as needs assessment and offering of program to help bring normalcy to the schools affected by the cyclone.

Research activities are an essential part of any lecturer’s role in the University. In the Faculty research activities are undertaken by both staff and students. Staff research activities often culminate in the publication of articles, papers, and books. On the other hand, student research activities result in the production of project reports which constitute part and parcel of their programs. Such disasters as fire, computer viruses, and floods may undermine these activities in many ways. Research papers may be destroyed by fire and floods, or may not be retrieved from computers as a result of computer viruses. The work of students may be delayed because a disaster such as fire may destroy assignments or electricity outages may prevent the student from accessing his/her assignments on time for marking.

Consulting activities of the Faculty consist of staff participating in many kinds of activities in schools, colleges, ministries of education, and other organizations. These activities would include advising, serving on committees, and serving as resource persons at professional seminars and conferences. When disasters occur, these


activities could be hampered. For example, a disaster such as fire or electricity outage may destroy materials or prevent the staff members from accessing such materials to be used for consulting purposes.

4. SETUP FOR DISASTER PREVENTIONIn this section, the authority structure and the Disaster Response Team of the Faculty put together to see to the prevention of disasters are presented.

4.1 Authority StructureThe authority structure of the Faculty consists of the following:

Dean: Professor James Quarshie, provides academic and administrative leadership in the Faculty. He is assisted in his day to day administrative functions by a Secretary, Ms. Patience Matende

Next in command is the Assistant Dean, Dr. Victoria Oyedele who may serve as Dean in the absence of the substantive dean. She is mostly responsible for some aspects of academic matters in the Faculty, such as timetabling and examinations.

Under the Assistant Dean are the following Unit Coordinators responsible for the areas mentioned:

Practicum: Mr. Luke ChipangureEducational Foundations: Mr. John Mapfumo Curriculum and Instruction: Mr. Davidson Fonnah

These unit coordinators are responsible for ensuring smooth operation of activities in each of those areas.

After the unit coordinators are the various Teaching Staff Members who are responsible for the individual courses that they teach.

4.2 Disaster Response TeamThe Disaster Response Team of the Faculty consists of the above-mentioned staff members. Their general responsibilities relating to disasters are as follows:

Dean, Professor James Quarshie (FANR Bldg F33, Tel Ext 293) is the overall manager of the Disaster Management Plan of the Faculty. He ensures that the Disaster Management Plan of the Faculty is regularly reviewed and updated. He receives reports or copies of reports of any disaster occurring in the Faculty. As well, he liaises with the Assistant Dean to ensure that all activities on the Disaster Management Plan proceed as planned.

Assistant Dean, Dr. Victoria Oyedele (AGE Bldg F9A, Tel Ext 356) serves as overall manager of the Disaster Management Plan in the absence of the Dean. She has the responsibility of reviewing the Faculty Disaster Management Plan on regular basis, but not less than once a year. She supervises all the activities of the Disaster Management Plan.


Mr. John Mapfumo (Admin Bldg F11, Ext 286; Prefab Bldg 8, Tel Ext 322) sits as a member of the Faculty Disaster Recovery Team to receive and approve the updated Faculty Disaster Management Plan. He also participates in other activities of the Faculty Disaster Management Plan.

Mr. Davidson Fonnah (FANR Bldg F22, Tel Ext 287) is the Faculty representative on the University Disaster Management Plan Committee. He regularly reports the decisions of the Committee to the Faculty. He works with the Assistant Dean to ensure that the Faculty Recovery Plan is updated on regular basis.

Mr. Luke Chipangure (FHS Bldg G16, Tel Ext 466) sits as a member of the Faculty Disaster Recovery Team to receive and approve the updated Faculty Disaster Management Plan. He also participates in other activities of the Faculty Disaster Management Plan.

Ms. Patience Matende (FANR Bldg F34, Tel Ext 298) serves as the Secretary when the Faculty Disaster Recovery Team sits to receive and approve the updated Facult Disaster Management Plan; as well as to act on any report on disasters in the Faculty.

5. DISASTER PREPAREDNESSThe following is an outline of the precautionary measures that are in place to prevent or minimize the occurrence of disasters.

5.1 Disaster Consciousness Members of the Faculty are to be disaster conscious. Thus every member of the Faculty should familiarize himself/herself with the University Disaster Plan as well as the Faculty Disaster Plan.

5.2 Backup of all software documentsThe ICT regularly maintains a backup of all results of all students in the Faculty. The Faculty Secretary is with immediate effect required to maintain a backup of all software document on the computer. All staff members of the Faculty are also encouraged to have a backup for all their software materials.

5.3 Knowledge of the Location of Fire Extinguishers and Fire DrillsStaff members of the Faculty are required to acquaint themselves with the locations of fire extinguishers in the buildings where they have their offices. Staff members are also encouraged to develop skills in the operation of fire extinguishers. In this regard, it is recommended that the University through the General Services Unit regularly organize fire drills and provide training for staff in the operation of fire extinguishers.

5.4 Knowledge of Exits and Assembly PointsStaff members are to familiarize themselves with all the exits in their buildings as well as the assembly points for their buildings in case of fire so that they can quickly move out of their building to such points when necessary.

5.5 Knowledge of water valves


To be able to prevent unnecessary floods in offices and buildings, it is essential that all staff members get themselves acquainted with locations of water valves in the building where they have their offices so that they can easily close running taps, if necessary. The General Services Unit could mount orientation exercise for this purpose.

6. EMERGENCY PROCEDURESShould any of the under-mentioned disasters occur, the emergency procedures described shall be followed:

6.1 FireWhen there is an outbreak of fire in any building where Faculty members are located, the following should be observed:

• A telephone call must be made by the person who sees the fire to the University Security Officer, Mr. D. Mupaso (Tel Ext 320).

• All persons in the affected building or area must evacuate immediately to the designated assembly point.

• All persons must remain at the assembly point until advised to go back to their offices.

6.2 FloodStaff members are encouraged to regularly listen to the weather forecasts so as to be aware of impending storms, cyclones, and other natural disasters that may be accompanied by floods.

When local flooding occurs, as a result of generalized rains, storms, cyclones, etc or as a result of localized malfunctioning of taps or for other reasons, Faculty members should, if possible:

• locate where the water is coming from, and if from a tap, to close the tap from which the water is flowing

• if water is leaking from the roof, the staff member should take note of where the water is coming from

• telephone the General Services Superintendent’s Office (Ext 325) to advise the office of the disaster

• set in motion the process for cleanup through the office of the Dean or other relevant offices

6.3 EarthquakeStaff members are encouraged to regularly listen to the news and particularly the weather forecast to acquaint themselves with the likelihood of an earthquake occurring in our local area. When an earthquake does occur, staff members should:

• stay away from trees and buildings• stay in an open area; and


• wait for the earthquake or tremor to subside before going back into the house

6.4 Electricity OutagesWhen an electricity outage does occur, staff members should:

• turn off computers and other electrical appliances;• telephone the General Services Superintendent’s office (Ext 325) to advise the

office about the outage; and • avoid attempting to repair the electrical fault.

6.5 Computer and Software DamagesIn case a computer becomes malfunctional for any reason, a staff member should not attempt to repair it. The malfunctioning should be immediately reported to the ICT Help Desk Technician, Mr. Norman Mupambo (ICT Bldg, Ext 443).

6.6 Theft and File PilferingWhen a theft, file pilfering, or break and entry occurs in any office, the faculty member occupying that office, on becoming aware of the incident, should:

• immediately report the incident to the University Security Officer (Ext 320) and the Dean (Ext 293); and

• follow up the report immediately with a written report of the incident that must be submitted to the University Security Officer, with copies to the Dean and the Registrar

7. DISASTER RECOVERY OUTLINEIn spite of the preventative actions put in place by the University in general and the Faculty specifically, a disaster may occur from time to time. When the unlikely event of a disaster occurs, the Faculty should be able to effectively recover from the situation. In this section, an attempt is made to outline how the Faculty would recover from various disasters, should they occur.

7.1 Fire DisasterDepending on the degree of destruction caused by the fire, the following steps should be taken as a recovery measure:

• The staff using the office concerned shall compile a list of all items lost in the disaster and submit to the Dean

• In case of documents, the Dean shall determine which of the items lost can be obtained from backup copies or from other offices used by the Faculty or from staff members

• For documents not obtained from within the Faculty, the Dean shall liaise with other offices that may have copies of the items lost in order to make copies

• If a copy of the document cannot be obtained from any source, an attempt should be made to reconstruct the content of the document. This reconstructed document should be so marked as a “Reconstructed Document”


• The staff at whose office the disaster occurred shall write a report on the state of each equipment item and other facilities in the office affected by the disaster

• Using the report on each equipment item and facilities the Faculty Disaster Response Team shall meet to make recommendation on each equipment item, in terms of whether to repair or discard; and on what is to be done on other facilities

• If an item or facility is covered by insurance, the report will be submitted to the appropriate office of the University to process the insurance claim

• Equipment items and facilities marked to be repaired should be so repaired as soon as possible

• For equipment items and facilities to be discarded and which are not covered by insurance, a plan to acquire new ones should be drawn by the Faculty Disaster Response Team. The Dean shall ensure that the plan is implemented.

7.2 Flood DisasterIn addition to the steps indicated under fire disaster for the recovery of documents, equipment, and facilities, the following action specific to flood disaster shall also be undertaken.

All sources of water leakages shall be identified by staff occupying the office affected and reported to the General Services Office for their attention

7.3 EarthquakeIn addition to the steps indicated under fire disaster for the recovery of documents, equipment, and facilities, (and if appropriate under flood disaster), the following action specific to flood disaster shall also be undertaken.

The staff occupying an office which has been damaged in any way as a result of an earthquake shall submit appropriate report on the structural and other damages in the office to the General Services Office for their attention. A copy of the report should be submitted to the Dean.

7.4 System Failure DisasterSystem failure disaster was considered as failure of the computer system, consisting of email and internet services, processing of students results, printing of grade reports and transcripts, and any other uses to which the computer is put to, such as word processing.

During the period of the disaster, some of the above activities such as email and internet services, and word processing would cease entirely, but others, such as processing of student results, may be effected manually.

For operations that cease entirely during the period of the disaster, staff and the Faculty Disaster Response Team should endeavor to use private and personal computers to continue operations during the period of cessation. Once the system is restored, materials may be transferred to the official University system.

With operations done manually during the period of the disaster, these should be transferred onto the system, once the system has been restored.


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