UNCG Emergency Notification Policy Date Effective: September 22, 2011 Revised: September 14, 2012 Revised: May 28, 2013 Approved By: Executive Staff

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1 UNCG Emergency Notification Policy Date Effective: September 22, 2011 Revised: September 14, 2012 Revised: May 28, 2013 Approved By: Executive Staff

2 Table of Contents Introduction & Purpose Page 1 Definitions Page 1 Message Types and Content Page 2 Activation Authority Page 3 Activation Process Page 4 Testing and Training Page 6 Notification Modes Page 8

3 I. Introduction Safety is a top priority at The University of North Carolina at Greensboro (UNCG). The importance of providing timely alerts and emergency information to the campus community is recognized and taken seriously. A multi-tiered emergency notification system is utilized to quickly disseminate emergency messages to the campus over a variety of modes. UNCG will immediately notify the campus community upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health and safety of faculty, staff, or students on campus. Once a significant emergency or dangerous situation has been confirmed, the University, without delay and taking into account the safety of the community, will determine the content of the message and initiate the notification system. This process will be followed unless, in the professional judgment of responsible authorities, issuing a notification will compromise efforts to assist a victim, contain the emergency, respond to the emergency, or otherwise mitigate the emergency. II. Purpose The purpose of this policy is to establish authority and guidelines for activating the UNCG emergency notification systems. This policy should work in conjunction with the University s Crisis Communication Plan (CCP) and authorities defined by the University s Emergency Operations Plan (EOP). III. Definitions A. Emergency For the purposes of this policy, an emergency is any situation that presents, or has the potential to present, an immediate threat to the health and safety of the campus community. Examples may include but are not limited to an active shooter, a tornado, a significant hazardous materials release, etc B. Responsible Authority - Any authorized individual capable of activating the campus emergency notification system based on their professional role and knowledge or university affiliation. Individuals may include, but not limited to UNCG Police, UNCG Emergency Management, selected university officials, Greensboro Fire Department, Greensboro Police Department, and Guilford County Emergency Management. Page 1

4 Message Types & Content Types of Messages A. Alerts Alerts are issued when an incident, hazard, or condition has been confirmed, and either has the potential to or is causing an immediate threat to the health and safety of the campus community. B. Notices These are issued during various occasions including: 1) A general safety message regarding a situation that may pose a non-immediate threat to the health and safety of the campus community, 2) An up-date to a current or on-going situation/emergency, and 3) As a resolution to a Campus Alert (advising an all-clear). C. Test Messages Test messages are issued when the integrity of the campus notification systems, in whole or in part, are being tested. Tests may be announced or unannounced. See Section E for more information on testing. Message Content At a minimum, all messages should contain the following information: 1. Nature of the incident 2. Description of incident or person(s) 3. The location of the incident (as can be determined) 4. Instructions or actions to be taken (as feasible based on the situation) 5. The name of the entity sending the alert Note: Not all information may be known or confirmed at the time the initial alert is issued. Multiple messages may be required to provide all necessary information. Message Length The maximum number of character length for messages issued during alerts will vary based on the mode of notification. For example, alerts issued via SMS text message shall be 160 characters or less. All messages shall remain as concise as possible. Page 2

5 Activation Authority The following individuals have the authority to initiate activation of the emergency notification systems: 1. Chancellor, or designee in absence of the Chancellor: 2. Associate Vice Chancellor for Safety and Risk Management; 3. University Police Chief; 4. Director of Emergency Management; 5. UNCG Police Command Staff; 6. UNCG Police Shift Supervisor; 7. UNCG Police Telecommunicators (based on protocols established by the Police Department for the telecommunicators). The following chart outlines who is authorized to send emergency notification messages: Message Type Alert Notice Test Authorized By Issued By Systems Activated* UNCG PD, Director of Emergency Management, or other responsible University Authority. UNCG PD (Incident Commander or designee), Director of Emergency Management, University Relations, or other responsible University Authority/authorized users. UNCG PD) or Director of Emergency Management. UNCG Police or Emergency Management. UNCG Police, Emergency Management, University Relations, or other Trained Personnel. UNCG Police or Emergency Management. ALL see page 8 of this policy for a list and details of each system. May vary depending upon the event. At minimum, communications will be activated. Will vary depending on the type of test being conducted. *The types of systems activated and activation criteria may be determined at the time of the incident based on the nature of the threat(s) and/or hazard(s), the information available, the area being impacted, and other variables that may not be foreseen prior to the event. A description of available emergency notification modes is located in Section F of this policy. For a more detailed summary of the roles and responsibilities of those involved with the emergency notification process, reference Appendix 1. Page 3

6 Emergency Notification Activation Process The following process outlines the general steps involved in issuing campus emergency alerts. The process may vary for based on the situation or circumstances surrounding each emergency situation. 1. Report of an immediate threat (or potential immediate threat) to the health and safety of the university campus is received. Reports may come from several sources including, but not limited to partnering agencies, police officers, a responsible authority, faculty, staff, students, visitors, and other individuals. 2. Reports will be confirmed as quickly as possible using the professional judgment of first responders (if the report is received from a non-public safety source). Information used to confirm an immediate threat to health and safety may include number of reports received, information provided by the caller/individual reporting, information available on the threat/hazard, physically confirming the threat at the reported location, etc In many cases, confirmation methods will depend on the type of hazard or threat. 3. Upon confirmation that a report is valid AND that the situation constitutes a significant emergency or dangerous situation involving an immediate threat to the health and safety of the campus community AND issuing a notification will not compromise efforts to assist a victim, contain the emergency, respond to the emergency, or otherwise mitigate the emergency, a Responsible Authority will authorize the activation of the emergency notification system following the guidance of this policy. 4. In the event a threat is not able to be immediately confirmed or technical expertise is not immediately available for consulting, the Shift Supervisor or other Response Authority may issue a campus alert based on their professional judgment, available information, caller reports, number of reports, and if it is felt to be in the best interest of the safety and health of the campus community without compromising efforts to contain the situation. 5. The authorized individual activating the emergency notification systems will ensure that the UNCG Police Chief and Director of Emergency Management have been notified of the situation as necessary. 6. When issuing an emergency notification, the individual authorizing the activation will determine what segment of campus shall be notified. The segment of campus receiving notification may depend on the type of emergency or situation. If an event will only impact a single building or is isolated to one section of campus, notifications may only be sent to the impacted area. If an event is, or has the potential to impact the entire campus community, notifications will be sent to the campus community. Page 4

7 7. If at any time conflicting information about system activation, message content, or other concerns are provided to the Police Dispatcher, they should contact their immediate supervisor or Police Shift Supervisor immediately for clarification. 8. Consideration may be given to notification of the surrounding community based on the type of emergency. This process shall be coordinated with county and city emergency services agencies and (as appropriate) University Relations and the Chancellor. On-going Notifications Following an emergency or disaster, it may be necessary to provide additional notices and information. This will be determined at the time of the incident and based on the current hazards, need for the University community to take further action, to provide incident closure to the University community, and other pertinent information. Consideration will be given to the emergency or disaster in regards to on-going communications with the surrounding community. This information will be coordinated between the individual charged with community emergency response agencies involved with the incident, UNCG incident commander, University Relations and the Chancellor. Page 5

8 Testing Testing and Training At least two campus-wide tests of the emergency notification systems will be conducted annually (once during the fall and spring semesters respectively). These tests will be advertised prior to the day of the test and will be conducted on a day with scheduled classes. The primary goal of these tests will be to allow the university community an opportunity to become familiar with the various emergency notification modes. A post-test survey will be made available to the campus community following at least one of the campus-wide tests each year to aid in evaluating the effectiveness of the emergency notification system. Notification systems are also tested daily by the UNCG Police Department Communications staff. These tests are conducted internally only and will not be sent to the campus community. The primary goals of these tests are to identify any malfunctions with the emergency notification system and to allow an opportunity for on-going proficiency training. Concerns following any test will be brought to the attention of the Office of Emergency Management. Concerns will be immediately evaluated by the appropriate parties based on the information provided, current recommendations, and best practices. Corrective actions and/or recommendations will be developed based on the findings of the review process and urgency of the problem. Training A. Campus Community Information will be made available to the campus community outlining the types of notification systems available, the purpose and use of the systems, how to access/register for services (ie: SMS text messaging) and any other pertinent information. This information will be provided in print (brochures, emergency guides, handouts), electronically (website) and through various events and presentations (as available). Additional information regarding the UNCG emergency notification systems can also be found at: B. University Officials University officials who can authorize the activation of the emergency notification systems shall remain familiar with the types of systems in place and their intended uses and limitations. This may include refresher training, exercising, testing, or other appropriate methods of review. Page 6

9 Those responsible for sending emergency notification messages shall receive regular training on the types of systems in place, their functions and intended uses, system limitations, when it is appropriate to use such systems, and how to send messages. Further, those responsible for sending emergency notification messages shall practice on a regular basis and are expected to maintain proficiency in how to operate the emergency notification system. Page 7

10 Notification Modes UNCG has the following emergency notification and communication systems in place: 1. Blackboard Connect - Allows for rapid activation of multiple systems to notify the university community and response personnel. 2. Blue Light Phones and Outdoor PA/Siren System - Placed throughout campus. Allows for emergency communications two methods: a. Each phone allows individuals to contact University Police directly by pushing an emergency button. b. Select phones are equipped with a public address system providing the ability to disseminate pertinent information about an emergency to individuals who are outside (on campus 3. Classroom Intercoms - Installed in computer workstations in most teaching classrooms. Intercoms allow for direct communication with the UNCG Police Department giving individuals a quick method of notifying emergency personnel of an emergency. 4. Computer Pop-up - Allows for a pop-up box with pertinent information about the event to be displayed on any computer with an internet connection and that has the software installed Allows for information to be shared both in emergency situations, as well as situations that may present a concern but are not considered an immediate threat (emergency). s can also provide more detailed information about an event. 6. Fire Alarm Mass Notification System - Allows for verbal/audible emergency notifications through the fire alarm system during emergencies other than a fire. Note: Not available in all campus buildings. 7. RSS Feed - This feed allows pertinent information to be displayed on various sources, such as the university s homepage during emergencies. 8. Social Media - Provides information and alerts to social media networks (Twitter and Facebook). Information is shared on the following accounts: Facebook: UNCG; Twitter: UNCG, UNCGPolice, and ReadyUNCG. 9. SpartanAlert Emergency Information Webpage - Provides information and a timeline of events during a campus-wide emergency. 10. Text Messaging - Allows for a brief message to be sent to registered cell phones of campus community members and their families. Faculty, staff and students may register to receive emergency alerts via SMS text messages by selecting Emergency Cell Phone Contact under Personal Information in UNCGenie and following the onscreen instructions. Additional Page 8

11 phone numbers can be added through the users MyConnect account (SpartanAlert.uncg.edu). Page 9

12 Appendix 1 Emergency Notification System Assignments Summary Department or Position Role UNCG Police Dispatcher UNCG PD Shift Supervisor/ Senior Officer on Duty UNCG Chief of Police and Command Staff Director of Emergency Management Coordinate with UNCG PD Shift Supervisor/Senior Officer on Duty or Responsible Authority (whichever is appropriate for the situation) Activate emergency alert systems as instructed by UNCG Police Department policy Formulate messages for alerts, notices and tests as instructed by UNCG Police Department policy Test emergency notification systems as directed Confirm the hazard, threat, or emergency situation Determine whether or not activation of the emergency notification systems is warranted (taking into consideration the type of threat, immediate danger of the campus community, impact on ability to contain the situation, and any other pertinent information that should be considered) Determine type of message to be sent: alert, notice, test Authorize the dispatcher to activate emergency notification, and provide information on the type of message to be sent (alert, notice or test) Ensure appropriate UNCG PD Command Staff and other appropriate officials for the incident (ie: Director of Emergency Management) have been notified of the situation, the activation, concerns, and current actions taken to mitigate/respond to the incident May authorize an all-clear message to be sent to campus (during incidents this person has responsibility over) If necessary, authorize the activation of the emergency notification system upon confirmation of a threat or emergency situation Provide direction on the issuance of additional messages Determine whether emergency notification messages would create a more dangerous situation or compromise efforts to contain the emergency/threat As appropriate, notify the Associate Vice Chancellor (AVC) of Safety and Risk Management and Director of Emergency Management of the situation, notifications issued, and current actions that have been completed May authorize an all-clear message to be sent to campus (during incidents this person has responsibility over) If necessary, authorize the activation of the emergency notification system upon confirmation of a threat or emergency situation (generally for non-law enforcement related threats such as a weather related hazard or hazardous materials) ENS Policy Appendix 1 Last Revised: May 28, 2013 Page 1 of 2

13 Appendix 1 Emergency Notification System Assignments Summary University Relations Associate Vice Chancellor of Safety and Risk Management Responsible University Authorities (other than specifically listed in this attachment) Information Technology Services Offer technical assistance where appropriate on the issuance of alerts and message content for non-law enforcement related hazards Notify the UNCG Chief of Police, AVC of Safety and Risk Management as appropriate of the situation, notifications made, and current actions taken. May authorize an all-clear message to be sent to campus (during incidents this person has responsibility over) Determine whether emergency notification messages would create a more dangerous situation or compromise efforts to contain the emergency/threat Communicate with appropriate Responsible Authorities to coordinate messages beyond the initial alert or message as necessary and appropriate In coordination with the UNCG PD Chief of Police or designee, and/or the Office of Emergency Management, University relations may be asked to issue notices on incident progress and status Develop and coordinate press releases to media outlets and the public as necessary in response to an incident and/or activation of the UNCG emergency notification system Receive information on the threat/incident, emergency notification system activation, current situation report, and actions completed as appropriate As necessary, notify the appropriate Executive Staff members (ie: Vice Chancellor for Business Affairs, Chancellor, etc ) May authorize the issuance of a an emergency alert or notice in some situations in which directly involved with the incident and life safety matters Confirm whether the incident or hazard threatens the immediate health and safety of the campus community. In coordination with UNCG PD, coordinate the authorization to active the University emergency notification system Notify the UNCG Chief of Police and Director of Emergency Management Serve as a technical advisor on the incident as appropriate to coordinate additional messages or an all-clear message Provide technical support as needed on the operations of internal emergency notification systems and associated networks and services Coordinate with appropriate parties (internal and external) as necessary to ensure system operability for UNCG maintained systems and associated networks and services. ENS Policy Appendix 1 Last Revised: May 28, 2013 Page 2 of 2