Holbrook confident in campus safety, security

Preparedness is excellent as international tensions escalate

By JONI BENTZ SEAL, onCAMPUS staff

Sharing the impact of the current national and international tensions on the University, and communicating Ohio State's safety and security plans were among the major themes of President Karen Holbrook's remarks to the Board of Trustees at the March 5 meeting.

Holbrook offered perspective on how these tensions are affecting international students and scholars and the campus climate, and promoted the many opportunities for dialogue and education in response to the University's commitment to foster a safe learning environment. She also highlighted plans in place and underway to maintain campus safety and security.

"As the nation awaits a final decision on the invasion of Iraq, and the color level corresponding to the threat of terrorism in our country is communicated, campuses must continue to provide a venue for open discussion and dialogue while we work to protect the safety and security of our people and our environment," Holbrook said.

International perspective

For international students and scholars, the normal challenges of culture and language barriers to study in the United States have been further compounded by new federal regulations.

Ohio State currently has 5,300 students and scholars who are in this country on visas. The University is required by federal law to report electronically to the INS the enrollment status, course of study and employment of all international students and scholars each quarter. Holbrook said that while Ohio State is in full compliance with this program, called the Student and Exchange Visitor Information System or SEVIS, it is challenging to keep the data up to date.

"The Office of International Education is working closely with academic advisers to keep information flowing in both directions, to assure that students and scholars remain in compliance and that their positions are secure as continuing members of our campus community," she said.

Holbrook mentioned that many students -- especially those from China and some Middle Eastern countries -- have had extreme difficulty obtaining visas since September 11, or returning to the U.S. after a visit home. A second federally directed system called the Interagency Panel on Advanced Science and Security or I-PASS, will be implemented soon, and Holbrook fears it will further impede the exchange of students and scholars.

"These are serious barriers to our students and to the continuity of their academic programs, as well as for the many disciplines that rely on them to contribute to the workforce in science and engineering, both in the U.S. and worldwide," she said.

Campus impact

International students aren't the only ones affected by these additional regulations and precautions. For example, study abroad programs will be closely monitored, and certain locales -- such as Israel, Syria and Jordan -- have been closed in response to State Department travel warnings, said Holbrook. Travel advisories for spring break will be issued, and departments and colleges that attract large numbers of inter-national students are beginning to set earlier deadlines to admit and enroll students who may face long delays when applying for visas, she added.

The University also is dedicated to supporting faculty, staff and students who are called to active duty with the military. Since January, 44 staff and faculty members and 39 students have been called to duty, and approximately 100 staff and faculty, and nearly 800 students serve in some reserve capacity with the potential to be called. Holbrook said policies and guidelines, available online, have been established for both employees and students to ensure a smooth transition out of and back into their roles on campus.

Open dialogue

Holbrook stressed that the opportunity to learn, to question and to debate our national position on Iraq is very important, and the University has and will continue to foster outlets for such dialogue and education.

A number of lectures, teleconferences and forums have been held and are scheduled for the future, and long-term educational opportunities will become increasingly visible through courses covering such topics as aggression, violence and war in the Middle East, and through programs and events, such as residence hall discussions coordinated and facilitated through the Mershon Center. And taking advantage of its reach and reputation, WOSU is broadcasting a series of programs through its PBS affiliation called "By the People," which provides opportunities for people in central Ohio to debate and discuss America's role in the world.

Because it values diversity, the University is committed to maintaining a positive climate where its international students and scholars can focus on teaching, learning and research, rather than personal safety, Holbrook said. While there has been no evidence of intimidation so far, the University will be monitoring the situation closely to assure that this remains the case.

"We continue to ask everyone to take extra measures to respect, support and value each other as individuals," Holbrook said.

Campus security

As the threat of war looms and the possibility of terrorist retaliation heightens, Holbrook confirmed the University's plans to maintain and increase the level of campus safety and security.

"While it is unlikely that our city or our campus would be a site for a terrorist attack, the FBI has suggested that campuses are at risk as ‘soft targets,'" she said. "It is therefore essential that we are as prepared as we can be, and that everyone connected with this campus -- directly or through friends and family members -- needs to have confidence in our preparedness."

Actions taken to increase this preparedness include:

• An increase in campus security since September 11, including coverage at athletic venues.

• The revision and distribution of an emergency procedures booklet and the designation of key contacts around the University.

• The establishment of a Web site where members of the University community, including parents, can access emergency information, and the dedication of an 800 number that would be activated in an emergency.

• The establishment of a crisis intervention team prepared to handle various emergency situations.

• The creation and implementation of evacuation plans, which are in place for 75 percent of campus buildings and are in progress for the remainder.

• A review by Public Safety of the evacuation plan for the entire campus.

• The upgrading of the current communications plan in place within the campus and externally.

• The affirmation of an extensive system of plans in place and in development at University Hospitals to assure care for those hospitalized, to activate the engagement of first-line care providers, and to make technology and facilities available for decontamination and patient care.

• The occurrence of training exercises and periodic reviews of hospital capacity, reported to the White House as required, and the stockpiling of medical supplies.

Holbrook said Ohio State is connecting with the city of Columbus in these efforts, and is working with Battelle in areas where their technology and expertise are at the forefront. Along those lines, she provided assurance that the University is managing "select agents" -- organisms and toxins that could be the basis for a terrorist attack.

"We are in compliance with federal guidelines for management, storage and security, and are meeting all benchmark dates and policies," she said. "As well prepared as we are, University Public Safety continues to update a ‘to do' list to assure that we are as prepared as possible."

And like nearly every organization in the information age, the University is dependent on technology to manage all aspects of its operation, so cyber security is paramount.

"I have confidence that Ohio State has devoted great effort to the preparation and safety of our people and our operations," Holbrook said. "While we hope we never need to call on any of these emergency systems, I believe we can assure everyone that this University is thinking proactively about how to manage emergencies -- not just in this current national environment of concern, but on every-day matters that could disrupt our institution as well."

2003 Campus Campaign under way

By RANDY GAMMAGE, onCAMPUS staff

Campus Campaign volunteers are celebrating a storied tradition as they prepare to launch the 2003 version of Ohio State's annual faculty and staff fund-raising drive.

"This year, we're singing the praises of Ohio State in honor of the 100th anniversary of the performance of Carmen Ohio," said Linda Johnson, associate director of annual giving programs in the Office of University Development.

Across campus, posters are proclaiming "I Believe in Ohio State," the traditional campaign rallying cry. A closer look, however also reveals the words "Oh come let's sing Ohio's praise. And songs to Alma Mater raise."

Near and dear to the hearts of the many thousands associated with Ohio State, those words from Carmen Ohio also symbolize the many points of pride Ohio State has achieved in its quest for academic excellence, Johnson said.

Volunteers attended a March 18 kickoff for Campus Campaign 2003, highlighted by a presentation of the history of Carmen Ohio by University Archivist and Assistant Director of University Libraries Raimund Goerler, and songs sung by Buckeye Blend, a local barbershop quartet.

Attending the kickoff, President Karen Holbrook expressed support for Campus Campaign, which she said is one of the most impressive examples of the Buckeye commitment to excellence.

"Through generous gifts, our faculty, staff and students continue to demonstrate their strong belief in our University's mission and our potential to make a difference," Holbrook said.

"Thank you for your spirit and generosity to Ohio State. It is a constant reminder to us all that Ohio State is the place where excellence is a way of life."

The campaign is a year-round effort that intensifies each spring when more than 1,000 volunteers work together to coordinate individual college and departmental campaigns.

"Some departments have a very quiet campaign while others get out there and make a lot of noise," Johnson said. Past efforts have included a scavenger hunt across campus, pizza parties, and pie-throwing and kiss-a-pig contests.

The campaign has raised more than $90 million in receipts since it began in 1985, and is preparing to celebrate the $100 million mark at some point in this year's campaign, Johnson said. Last year's campaign raised $9.6 million, compared to $7.6 million the previous year. The 2001 campaign total was the highest yet, with $10.4 million being contributed by faculty and staff, both current and retired.

This year's co-chairs are Golden Jackson, associate professor of consumer and textile sciences, and Ron Shaull, director of print and Web content at the Ohio State Medical Center.

Active in the Medical Center's Campus Campaign from 1994 to 1997 before joining the campuswide Campaign Council in 1998, Shaull accepted the responsibility of co-chairing this year's Campus Campaign because of his strong belief in Ohio State.

"The University has had a huge impact on the community, the state, and on me personally. I'm honored to be able to play a small part in making it even more successful," Shaull said.

Jackson's volunteer activity with the campaign began in 1998 as a member of the College of Human Ecology Campaign Committee. She chaired the committee in 1999 and was asked to be a part of the Campaign Council during that year.

Jackson credits good leadership that has been sustained over time, support from administration, and the grassroots efforts of faculty and staff throughout the institution for the success of the Campus Campaign.

The benefits are felt throughout the University.

"In my own unit, the Department of Consumer and Textile Sciences, we have a very tangible benefit of Campus Campaign," Jackson said. "Most faculty contribute to a particular fund that supports graduate associates. We have been able to support one graduate associate each year from the earnings on this fund."

Shaull said campaign contributions have resulted in more staff training opportunities and student scholarships across campus.

"There also is a stronger sense of connection between those who give and their favorite Ohio State projects. I think that is important, too," Shaull said.

Apparently the approach is working, making Ohio State the No. 1 internal fund-raiser in higher education.

"There is no other institution that has maintained the faculty and staff support over the years that we have at Ohio State," Johnson said.

For details, call the campaign hotline at 292-3065, send an e-mail message to ccampaign@osu.edu, or visit the Web at www.giveto.osu.edu and click on Campus Campaign.

New regulations on patient privacy in place by April 14

By SUSAN WITTSTOCK, onCAMPUS staff

Efforts by administrators of Ohio State's faculty and staff health plans to prepare for compliance with national patient privacy regulations required by HIPAA, the Health Insurance Portability and Accountability Act, are on track for an April 14 deadline. The effort has included cooperation between OSU Managed Health Care Systems (MHCS), the Office of Human Resources (OHR) and the Medical Center, as well as with consulting firms.

"Ohio State is strongly committed to protecting the privacy of medical information for our faculty, staff and their families," said Larry Lewellen, associate vice president for human resources. "Compliance with HIPAA will help to assure our health care plan members that their privacy is respected."

HIPAA, originally passed by Congress in 1996, provides patients with access to and oversight of their medical records and requires physicians, insurers and health plan providers to implement policies that protect patients' individually identifiable health information.

HIPAA protects the privacy of information that:

• relates to the past, present or future mental health or condition of an individual;

• relates to the provision of health care services or the past, present or future payment for the provision of health care services; and

• either identifies the individual or could reasonably be used to identify the individual.

One of the first changes brought about by HIPAA that members will see is a notification of privacy rights that will be mailed out in early April. These notices also will be handed out when health care is received.

Members of Ohio State's medical plans will receive a mailing from MHCS outlining their individual rights to access, amend, restrict and track the use of their medical records, as well as receive confidential communications regarding their health care.

"As a patient, you've had the right to look at information the provider holds. Now you can see what information the health care plan and the pharmacy holds. And, under HIPAA, you have the right to request changes if you don't agree with what's recorded. It gives you more control over your health information," said Kim Kivimaki, health plan compliance manager for MHCS.

Faculty and staff who want to request access to their records will be able to fill out a form available at OHR or on the OHR Web site. After the form is submitted, a response will be given within 30 days.

Patients also may notice a difference when they make their next visit to a doctor.

"There may be subtle changes in things that happen in providers' offices or facilities," said Jeff Walters, executive director of Managed Health Care Systems. "There will be more space for private interviewing and adjustments to when staff interact with patients to make sure patient/provider interactions are as private as possible."

Under HIPAA, providers are expected to use and disclose patient information primarily only for treatment, payment and health care operations.

"Basically, whenever we use your information, we're only allowed to use the minimum necessary to accomplish our purpose," Kivimaki said.

If personal health information is misused, serious penalties, ranging from heavy fines to jail time, can be enforced.

"It used to be regulated as an industry standard -- there were certain things you could and could not do. Now, it's the law," Kivimaki said.

Training is being conducted for all staff members involved in the administration of the health plans.

While the process of getting the University into compliance has required a lot of extra effort, Walters said it is one Ohio State, and patients, will benefit from.

"The health care industry is the last major section of the U.S. economy to really take advantage of Internet technology. Prior to HIPAA, health care privacy was covered by a patchwork of state regulations and professional standards, but nothing was standardized," Walters said. "In theory, once HIPAA is implemented, there should be enough protection to allow use of Internet software and make the industry function more efficiently."