HUD's Web Management Operating Procedures

Section 3: Management Controls

D: Operating in emergencies

HUD's websites could play a critical role in emergency situations, getting information out to citizens, business partners, and employees about operations and procedures. Every Web Manager needs to know what he/she is expected to do within the organization, in case of emergencies. Every Web Manager needs to suggest possible impacts on, and uses of, the web in emergencies, to his/her organization head, to help ensure that his/her organization's emergency plans address web operations.

• Terror Alert Level - The terror alert level will be posted only on the front page of the national hud@work website. If specific regions or cities are at a different alert level, we will note it in that box. Employees only have to check one place - the front page of hud@work - to find out the alert level. The Departmental Web Managers will update the terror alert level based on a) notification from the Office of Security and Emergency Planning, b) notification from the White House or on the White House website, or c) notification from the Department of Homeland Security or on the Homeland Security website, whichever comes first. If the alert level is changed after normal working hours, the status will be updated on hud@work as early in the morning as possible, the next working day.
  
  
• Departmental Information and Guidance on Security and Emergencies - Important information about security and emergencies will be posted on HUD's Intranet (hud@work) by the Office of Security and Emergency Planning (OSEP). It will appear under the topic: "Emergencies and Security." That will serve as the primary information source for HUD employees about security and emergency procedures and protective measures. Any local emergency and security information posted onregional hud@work pages will be linked to the national Emergencies and Security page, so that all employees have just one place to look for this kind of information.
  
  
• Local Information and Guidance on Security and Emergencies - Regional Web Managers may create local Emergencies and Security pages on their Regionalhud@work pages, provided that they coordinate all content with OSEP in advance and that all content is approved by the Regional Director, in advance. They must ensure that local information is linked to the Emergencies and Security page on the Departmental hud@work site. Content onlocal hud@work pages must be strictly local and must not duplicate information already on or appropriate for the national site.

Specific Duties of Web Managers

• Be familiar with the Department's procedures for posting content during emergencies,
  
  
• Work with your COOP representative and others in your organization to make sure they are aware of emergency posting procedures and that any other web aspects are addressed.
  
  
• Maintain a current list of phone numbers, home email addresses, and other contact information for key managers in your organization, Web Coordinators, fellow Web Managers, Public Affairs Officers or Coordinators, and any others who you might need to contact in an emergency.
  
  
• Inform/train Web Coordinators in your organization on procedures for posting information and other emergency plans related to the web.

Posting in Emergencies

In the case of a major emergency, information related to the emergency can be posted to HUD's website remotely.

1. HUD's Web Team may post information on the front page of HUD's website or - in the case of local emergencies - on the front page of the "state" pages to inform employees, business partners, and/or the public about changes in the Department's operations. The following policies and procedures will be used in emergency situations.
   
   For Level 1, 2, 3, or 4 emergencies in Headquarters and Level 4 emergencies in the Field:
   
   
   • Information to be posted should be submitted for approval by telephone, in person, or in the most expeditious way possible to the Secretary, the Deputy Secretary, the Chief of Staff, or - if none of those officials is available - to the top official specified in the succession plan documented in the COOP. A concurrent alert should be sent to the Assistant Secretary for Public Affairs or his/her designee.
     
     
   • If the emergency affects one or more Field offices, information should be coordinated with the Assistant Deputy Secretary for Field Policy and Management or his/her designee before it is submitted for approval.
     
     
   • Once approved by the Secretary, Deputy Secretary, Chief of Staff, or top HUD official designated in the COOP, the information will be submitted to the Office of Public Affairs for content clearance. The Assistant Secretary for Public Affairs will designate - in advance - specific staff that may authorize this clearance.
     
     
   • The Assistant Secretary for Public Affairs or designee may post the information on the website him/herself or telephone one of the two Departmental Web Managers to alert him/her that information is being sent for posting. The Assistant Secretary or designee will email the information to be posted to the Departmental Web Manager, and the Departmental Web Manager will post the information as soon as possible.
     
     
   • Only the Assistant Secretary for Public Affairs and/or designee and the two Departmental Web Managers have the authority to post emergency updates. The Departmental Web Managers will post information only with the authorization of the Assistant Secretary for Public Affairs (or designee) or, if the Public Affairs staff is not available, with the personal approval of the Secretary, Deputy Secretary, Chief of Staff, or top HUD official according to the COOP. The Departmental Web Managers will not post information provided through third parties.
     
     
   • The Assistant Secretary for Public Affairs and/or designee and the Departmental Web Managers can post from anywhere in the country, as long as they have access to a computer with Internet access and as long as HUD's web servers are operational at the primary or secondary locations.
     
     
   For Level 1, 2, and 3 emergencies in the Field:
   
   
   • The Regional Web Managers may post information for employees, partners, and/or the public about the status of operations or actions to take related to local emergencies on hud.gov. Information to be posted on hud@work may be submitted through Fieldtrak as a "Now" priority.
     
     
   The following approvals and notifications are required:
   
   
   • For Level 1, Level 2, or Level 3 events, the Regional Director (RD) must approve the information before the Regional Web Manager can post it. The RD must inform the Assistant Deputy Secretary for Field Policy and Management, the Assistant Secretary for Public Affairs, and the Director of the Office of Security and Emergency Planning about the posting. For Level 1, 2, or 3 events, if the Regional Director is unable to reach the Regional Web Manager or his/her designated back-up, the RD may contact either of the Departmental Web Managers directly.
     
     
   • For Level 4 events in the Field, approvals will be the same as for Headquarters emergencies, outlined above and documented in the COOP.