Guidance for the Operation of the Emergency Mass Text Procedure

Transcription

1 Guidance for the Operation of the Emergency Mass Text Procedure 1

2 Contents Page No. 1. Introduction 3 2. Definitions 3 3. Responsibilities and Authorisations 3 4. Circumstances of Use 6 5. Initiating an Emergency Text 6 6. Training 7 7. Follow up action Following an Emergency Text 7 8. Testing the System 7 Schedule A: Crisis Team Members; Nominated Officers; 8 Circulation List Schedule B: Approved Text Messages 9 Schedule C: Flow Chart for sending a text 10 2

3 1. Introduction A facility to contact members of staff and students by text message in the event of an emergency has been developed by ICT Services. The telephone numbers that will be used when this facility is implemented will be those of staff and students who have provided details to be entered onto the University Corporate Systems (SIMS and AIS). The system has been designed to send out a text within 5 minutes to all those numbers that are held on the system. The 5 minute timescale will be tested annually, although the timeframe is not absolutely guaranteed due to variations in the mobile phone network performance. This policy outlines the responsibilities and authorisations of various parties in operating the Mass Text Procedure, and guidance for those who are authorised under the policy. The policy works through a nominated Crisis Team, the members of which are listed in Schedule 1. This policy is complementary to the University Crisis and Disaster Plan which is under review. 2. Definitions Mass Text: A text sent out to large numbers of people in order to alert them to an Emergency Event and give them advice on recommended actions. It is sent on the basis that it is a communication route which can reach a large number of people at once. It is recognised that there are a number of scenarios which would impact on the effectiveness of this communication mechanism; these include the responsiveness of the network at the time and the ability of individuals to receive the text. List Group: A University pre-determined circulation group of telephone numbers. Crisis Team: Nominated individuals who have specific roles in an Emergency Situation Crisis and Disaster Plan: The written plan which determines the action to be taken in the event of a crisis. This plan may be viewed at: Category of Alert: The classification of the type of Emergency which is being responded to under the terms of the Policy, A or B Nominated Officer: The group of staff listed in schedule A who are trained to send a mass text message 3. Responsibilities and Authorisations Executive/SMG Members of Executive/SMG are responsible for ensuring that their Direct reports are discharging the duties allocated to them as detailed in this policy. All Members of the Executive/SMG are authorised to: approve or decline a request to send a mass text. The Vice Chancellor (or the Acting Vice-Chancellor in his absence) should be consulted as a matter of priority, prior to sending out an Emergency Notification text to any List Group. The duty member of the Executive/SMG can be contacted out of hours; the Security Office holds contact details for all the members of Executive/SMG on call. 3

4 ICT Director The Director of ICT is responsible for: Setting up and maintaining the contract with the third party provider of the text tool facility Ensuring that the provider of the text facility has updated numbers on a nightly basis. Ensuring that suitable lists groups are maintained in order to effectively direct texts Providing user training for the use of the mass text facility Ensuring the user interface on the corporate system is suitable Director of HR The Director of HR is responsible for: Ensuring that employees are encouraged to enter their personal details onto the Corporate system during the recruitment and induction process Sending out reminders to employees to update their details on at least an annual basis Director of MARCOMMS The Director of Marcomms is responsible for: Nominating members of MARCOMMS staff to be contactable out of hours should an Emergency require the implementation of the mass text facility (Category B Alert). Taking a joint lead on all weather related alerts and power outage alerts with the Director of Facilities Updating the University web site with follow up information following the implementation of the mass text policy to allow further information to be given. Authorising the content of text messages to be added to Schedule B. Communicating the reasons for having a mass text facility to staff and students in order to promote the benefits and encourage people to lodge their details on the system. Reminding staff and students about the existence of the notification system on an annual basis to ensure they are aware of its existence Ensuring that relevant members of staff are trained in how to implement the mass text facility and have written instructions on the modes of operation. Testing the effectiveness of the emergency facility by carrying out a test text message on an annual basis, alternating between web based texts and phone based texts Ensuring all nominated officers under this policy are informed of the test date in advance by . Sending an Evaluation report to the Director, Health and Safety Services after each test The Director of MARCOMMS and nominated officers are authorised to: Send a text without prior approval from a member of Executive/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). 4

5 Director of Health and Safety Services The Director of Health and Safety Services is responsible for: Nominating members of Safety Services staff to be contactable out of hours should an Emergency require the implementation of the mass text facility. Keeping the protocol under regular review and publishing it on the Safety Services website. Taking a lead on Alerts arising from fire and escapes of dangerous substances The Director of Health and Safety and nominated colleagues are authorised to: Send a text without prior approval from a member of Exec/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). Director of Estates The Director of Estates is responsible for: Taking a lead on alerts associated with power outages and joint lead on weather related alerts with the Head of MARCOMMS Ensuring all security staff are fully aware of the protocol for sending emergency texts Ensuring the designated incident rooms can be made available and are suitably equipped (see section 6) The Director of Estates is authorised to: Send a text without prior approval from a member of Exec/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). Security Manager The Security Manager is responsible for: Taking a lead on alerts associated with terrorism and personal security Ensuring all security staff are fully aware of the protocol for sending emergency texts Co-ordinating the set up of the incident room should this be required. The Security Manager and nominated colleagues are authorised to: Send a text without prior approval from a member of Exec/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). Director of Student Services The Director of Student Services is responsible for: Nominating members of staff to be contactable out of hours should an Emergency require the implementation of the mass text facility. Ensuring students are encouraged to provide their mobile telephone details during registration. Reminding students to keep mobile telephone details up to date The Director of Student Services and nominated colleagues are authorised to: 5

6 Send a text without prior approval from a member of Exec/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). Principal of Scarborough The Principal of Scarborough is responsible for: Nominating members of staff to be contactable out of hours should an Emergency require the implementation of the mass text facility. Encouraging students to enter their telephone numbers onto AIS during the recruitment process Reminding students to keep mobile telephone details up to date The Principal of Scarborough and nominated colleagues are authorised to: Send a text without prior approval from a member of Exec/SMG should circumstances arise where approval is not realistically achievable due to imminent risk (Category A alert only). Deans /Heads of Academic Departments and Service Heads Heads of Department are responsible for: Familiarising staff with the existence of this policy through local health and safety arrangements Encouraging students to enter their mobile telephone numbers onto AIS during the recruitment process (part time students) 4. Circumstances of Use The emergency text system should be used to transmit brief urgent messages to a large segment of the institution s population as quickly as possible. Other than when testing our emergency arrangements, this system is typically to be used for unplanned emergency events. Category A - Red Alert Emergencies Bomb threats and other violent imminent threats Fires, natural gas leaks, hazardous spills which may affect a large part or all of the campus Biological emergency notifications Natural disasters Power outages and failures resulting in imminent threat Category B - Amber Alert Emergencies Campus closure due to civil emergency Campus closure due to severe weather (out of hours) As the system can be activated using a mobile phone, if necessary those sending a text can evacuate the building they are in, in the interests of their own safety if this is required. 5. Initiating an Emergency Text The flow chart in Schedule C should be used to initiate the text. Where it is possible to do so, authorisation should be obtained prior to sending a text. Category B alerts must always be authorised by the Vice-Chancellor or acting V-C. 6

7 Category A alerts (e.g. person with fire arms on campus) may present a more immediate and urgent need to warn others, in these exceptional circumstances Category A alerts may be sent without authorisation from the Vice-Chancellor. Although it is very important to try to warn people should a serious incident occur, it should not be forgotten that the primary action is to summon the Emergency Services to act as first responders. Any nominated Officer (as defined above) may initiate a text message should they be made aware of an Emergency where the sending of a text alert would be of benefit. Consideration of the list groups which will be relevant will be necessary in order to avoid unnecessary panic. The following checklist should be used for sending the text: Has the correct staff or student group been chosen? Is the wording of the text compliant with the approved list of templates? Is it clear what further communication will be forthcoming? 6. Training Nominated Officers will be trained in the use of the mass text facility by the ICT Department on request. 7. Follow up action following an Emergency Text Category A emergency text messages should be followed up with a closure text which gives brief information on the state of play and refers staff and students to other sources of communication. Following the implementation of an Emergency text a follow up explanation of events should be published. If an unauthorised text message is sent because it has not been practical to get authorisation, the Vice-Chancellor/SMG should be alerted to the action taken and a meeting of the Crisis Team should be convened at the first available opportunity. This may be off main campus. This meeting should be convened by the person sending the Alert text message. If it is safe to do so members of the crisis team should be invited to congregate in the incident room*, using circulation list 1. In the case of a Category A alert, once the initial text has been sent, if the Police have been notified about the situation they will liaise with the Security Team to send any follow up messages. 8. Testing the System Annually, a test shall be completed to allow the timing of the message delivery to be recorded and to gauge how many people would be notified in the event of a real emergency. Prior to the test all Officers with responsibilities under this policy will be notified by . *Depending upon the nature of the Emergency a designated incident room will be identified by the Vice-Chancellor. Currently, outside the Venn Building, designated incident rooms can be set up in the Drama Studios in the Loten Building and in the computer suite in the Esk Building (This list will be reviewed and updated when the crisis and recovery plan is updated/including provision for Scarborough). 7

8 Schedule A Crisis Team Members A Member of the Executive/SMG Director of MARCOMMS Director of Health and Safety Services Director of Student Services Director of Estates Director of Campus and Accommodation Services Scarborough Contacts Nominated Officers Rachel Stephenson (Health and Safety) Ian Hughes (Health and Safety) Tim Coldwell (Health and Safety) Alan Hewett (Health and Safety) Adam Rees Taylor (MARCOMMS) Sian Alexander (MARCOMMS) Nina Beadle (MARCOMMS) Simon Allison (Student Services) Glenn Hodgson (Security) Peter Thompson (Scarborough) Sean Wadsworth (Scarborough) Angelique Mawdsley (Scarborough) circulation list 1: c.gaskell@hull.ac.uk; p.b.thompson@hull.ac.uk; r.stephenson@hull.ac.uk; l.p.hockley@hull.ac.uk; Chris.Paget@hull.ac.uk; A.Rees-Taylor@hull.ac.uk; calie.pistorius@hull.ac.uk; Plus relevant SMG members . 8

9 Schedule B Template text Messages: Text messages should be a maximum of 160 characters including spaces. 1. Test Messages This is the annual TEST of the Mass Text Facility which has been implemented in the interests of Personal Safety. There is no emergency, this is a TEST 2. Emergency Messages templates First Text Specific: A serious fire has occurred in the Chemistry building, evacuate all areas of the campus immediately Alert others A suspicious package has been found in the Chemistry building, evacuate all areas of the campus immediately. Alert others A serious fire arms incident has been reported in the area of ******. Take Cover, remain inside, secure entry. Alert others. Weather conditions have necessitated the partial closure/ closure of the University ******Campus. Refer to for further updates. Follow up Text To be issued in conjunction with the Police where necessary: A controlled evacuation will be organised by the Police. Please remain where you are until you are contacted Schedule C 9

10 Flow Chart for sending a text 10