[BCM] [C1] [University] Understanding Your Organisation: University

Understanding Your Organisation: University

Before a university embarks on its BCM journey, it must deeply understand its unique characteristics, critical business functions, and potential risks.

Key Characteristics of a University

Diverse Stakeholder Groups: Universities cater to a diverse range of stakeholders, including students, faculty, staff, alumni, and the broader community.
Complex Operations: A university's operations encompass teaching, research, administration, and student services.
Physical Infrastructure: Universities rely on a significant physical infrastructure, such as campuses, laboratories, libraries, and dormitories.
Intangible Assets: A university's intellectual property, reputation, and brand equity are invaluable intangible assets.
Regulatory Compliance: Universities are subject to various regulatory frameworks, including accreditation standards, data privacy laws, and health and safety regulations.

Understanding Your Organisation: University

Understanding the organisation comprehensively is a fundamental step in implementing Business Continuity Management (BCM) under the ISO 22301 standard in a university setting.

For universities, this involves identifying core academic, administrative, and support functions, understanding the unique environment in which universities operate, and recognising the interdependencies that make the institution resilient and vulnerable to disruption.

Identifying Core University Functions

Universities have a multifaceted mission encompassing education, research, and community engagement.

Within this broad mission are various core functions essential for the university's continuous operation, including:

Academic Delivery: Teaching and learning are at the heart of any university. Understanding how course content is delivered, including classroom lectures, online modules, and laboratory sessions, is critical.
Research: Many universities are groundbreaking research centres, requiring secure data, facilities, and uninterrupted access to essential resources.
Student Support Services: Ensuring students’ academic and personal well-being, including housing, health services, and counselling, is crucial for the university experience.
Administrative Functions: These include admission processes, registration, finance, and HR, which support the university's day-to-day operations.
Facilities and IT Infrastructure: Universities depend heavily on their physical infrastructure (e.g., lecture halls, dormitories, libraries) and IT systems for academic delivery and administrative operations.

Each function has specific dependencies that must be identified and prioritised to establish a robust BCM program.

Analysing the University’s Operating Environment

Universities function in a unique environment that requires stability and flexibility to adapt to new educational demands, technologies, and societal expectations. Key elements to consider include:

Stakeholders: Universities serve a diverse group, including students, faculty, staff, and the broader community. Understanding each group's needs and expectations is essential for determining critical operations.
Regulatory Requirements: Universities are often subject to regulations regarding data privacy, financial accountability, health and safety standards, and more. Compliance with these requirements impacts BCM planning.
Physical Layout and Geographic Spread: Many universities have multiple campuses or buildings. Evaluating each site's potential vulnerabilities, including local hazards (natural or man-made), aids in developing location-specific continuity plans.

Identifying Interdependencies

Universities rely on interconnected services, departments, and even external partners. Recognising these dependencies is vital for effective BCM, as disruptions in one area can impact others. Common interdependencies include:

Academic and IT Systems: E-learning platforms, research databases, and student management systems are central to modern education. Downtime or data loss could interrupt the entire academic schedule.
Facilities and Security: University campuses must be secure and well-maintained, especially student accommodations and research labs. Disruptions to utilities, transportation, or security measures can affect university operations.
External Suppliers and Partners: Universities often depend on third-party vendors for supplies, including lab equipment, IT services, and facility maintenance. Assessing these dependencies is crucial to ensuring service continuity.

Assessing Risks and Business Impact

Understanding the university’s risk landscape involves identifying potential threats to operations and assessing the impact of disruptions. Some common risks include:

Natural Disasters: Universities, especially those with multiple campuses, may face natural hazards such as earthquakes, floods, and storms. Risk assessment should focus on the likelihood and potential severity of these events.
Cybersecurity Threats: Universities handle sensitive student and research data, making them targets for cyberattacks. Securing data and maintaining IT resilience is essential.
Public Health Crises: As seen with COVID-19, Pandemics can severely disrupt university operations. Preparedness for health crises includes planning for staff to use remote learning and telework.
Operational Failures: Equipment or resource shortages (e.g., electricity, internet) could halt classes and lab work. BCM planning should address ways to mitigate these failures.

Conducting a Business Impact Analysis (BIA) helps determine which functions are critical and the acceptable downtime for each. The BIA informs the BCM strategy, allowing the university to prioritise resources and responses.

Establishing Organisational Goals for BCM

A successful BCM program aligns with the university's mission and goals, addressing immediate and long-term continuity needs. Establishing BCM objectives may include:

Ensuring Uninterrupted Academic Operations: Minimising teaching, examinations, and research activities disruptions.
Maintaining Student Support Services: Ensuring housing, healthcare, and counselling remain available during disruptions.
Protecting Data and Research: Safeguarding academic and research data against loss, theft, or corruption.
Ensuring Regulatory Compliance: Aligning with educational and data privacy regulations to avoid legal or reputational damage.

Implementing a Culture of Resilience

Building a culture of resilience requires awareness, training, and buy-in from all stakeholders, including faculty, students, and administrative staff. This involves:

Awareness Programs: Educate faculty, staff, and students about their roles in continuity planning, from evacuation protocols to IT security practices.
Training and Drills: Regularly conducting exercises to simulate disruptions, ensuring all university members know their responsibilities in a crisis.
Ongoing Evaluation and Improvement: Continuously assessing and updating BCM strategies based on feedback and evolving risks.

Summing Up ...

Understanding the university's operations, environment, and dependencies is the first step toward developing an effective BCM strategy that meets ISO 22301 standards.

This foundational knowledge allows the university to prioritise its functions, address vulnerabilities, and create resilient structures to withstand disruptions.

A well-prepared university can ensure the safety of its community, maintain academic integrity, and continue delivering on its mission, even in the face of unexpected challenges.

Intro	C1	C2	C3	C4	C5	C6	C7
Implementing BCM for Academic Institutions	Understanding Your Organisation: University	Types of Universities	Influence by Types of Universities on the Initiatives	Core University Functions	Organisation Structure for University	Composition of BCM Team	Identifying Internal and External Stakeholders

C8	C9	C10	C11	C12	C13	C14	Conclusion C15
Analysing University’s Operating Environment	Establishing Organisational Goals for BCM	Setting Business Continuity Objectives	Determining Business Continuity Assumptions	Assessing and Analysing Risks	Conducting a Business Impact Analysis	BCM Planning Methodology for University	Securing Resilience in University Through BCM

More Information About Business Continuity Management Courses

To learn more about the course and schedule, click the buttons below for the BCM-300 Business Continuity Management Implementer [B-3] course and the BCM-5000 Business Continuity Management Expert Implementer [B-5].