best practices in emergency mass notification (288232696)

8/20/2019 Best Practices in Emergency Mass Notification (288232696)

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Webinar Panelists

Matthew Arthur

Director, Media Services &

Incident Communications

Solutions

Rob CafeyIT Director

Erik Staford(moderator)

Director of HigherEducation Sales

Dave Bujak Director of

Emergency

Management



Rob Cafey

IT Director

ocation! Manhattan,"S

Cam#us ty#e! ur$an

Enrollment! %,'Em#loyees! ,*+*

Cam#us sie! +acres



• Multiple modes/single point of aess

• SMS

• !oie

• "SS/homepage override

• Soial Media

• #lertus $eaons

• %igital Signs

• Mobile #pp

• Semiannual tests &spring and fall terms'

• Mandatory email enrollment

• !oie and SMS optional

• Users an add up to ( lines

K)State #lerts



Home#age

-dvisory



.egistered /sers! ,0+

.egistered 1hones! *,*

1eo#le 2ith at least * mo$ile device! %+345

Issues!

• -lerts for Severe 2eather6

• -lerts for 7inter 2eather6

• 8#t9in:o#t9out6

• Mo$ile -## Integration6

• ;etter /I for grou#s and modes6



Publi

Safety/Polie%epartment

Ma*or %on Stubbings

KSU Polie

+eff Morris

!P %,M

,ommuniations- Mareting

nformation 0ehnology Servies

"ob ,affey

%iretor 0S



Home#age

-dvisory



Matthew ArthurDirector, Media Services &


Solutions

ocation! St3 ouis, M8

Cam#us ty#e! ur$an

Enrollment! *,<<

Em#loyees! *,<<<Cam#us sie! ,%acres

Cam#uses! across

county



0he ,hallenge

• =lash9to9;ang 1 Time from visual cue to audio acce#tance

• Ho2 to get from incident to >ey mem$ersof CMT together ma>ing coherent

decisions moving for2ard, includingsending alerts3



Communication re?uirements

• Save ives @o2 9 Aimmediate threat tohealth or safety of students or staB li>etornado or violence on cam#us (HE8-re?uirement)

• Emergency does not involve immediatethreats to safety li>e chemical s#ill or re

• Informational non9emergencies thatre?uire timely information li>e food9$orneillness or follo29on to tornado



Poliy - 2eeds #ssessment ,omes First

Develo# the need and the #olicy• 7ho do you need to reach and ho26

• 7ho is authoried to issue a message6

• 7ho has the a$ility to set oB the system6• 7hen 2ill the system $e used6

• 7eather, violence, re, etc3

• 7ho Ao2ns the system (e3g3, admin

rights, u#>ee#, #rogramming)6• 7hat technology(ies) do you have or

2ant to use:integrate6



0he Solution

7or> 2ith our vendor #artners to integrate

eFisting system into a centralied dash$oard3

Easy Button



3o4 We %id t

1roGect Timeline• Se#98ct %<*<! .=1 #u$lished:#ro#osals

acce#ted

• March %<** 1roGect -##roved, endor

Chosen• -#ril %<** endor 8nsite for engineering

& test

• -ugust %<**! Server setu# & $eacons

installed• Se#t %<**! -lertus and Cam#us Teleideo

onsite for install and testing

• 8ct %<**! -dministration decides not tolaunch mid9semester3 aunched an *',%<*%



#tivation

We reated ( 5Levels6 of user aess7

• Preset7 %ispathers in our Polie/Publi Safety

%ept. an send pre)sripted messages to pre)

determined devies• Customized7 Polie/Publi Safety Managers - 8

University offiials an send ustomi9ed messages

to any and all devies

• Admin7 #dminister - maintain the system



Poliy/Proedure

• For immediate threats to life and safety:

%ispathers have the ability to send selet

messages.

• For tornado 4arnings for St. Louis ,ity/,ounty

from the 2ational Weather Servie: the systemautomatially sends out a message.

Limited university administrators an authori9e a

message at any time.

Matt’s “Washington niversity E!ergen"y Co!!uni"ations A#erting$



Matt’s “Washington niversity E!ergen"y Co!!uni"ations A#erting$Matri%

E%e"utive Authori&ation ChancellorJs etter:M8/

'(erationa# Res(onsibi#ity Crisis Management Team

'(erationa# Authority -uthoried -dmins (8#erations, 7/1D, MS1S, 1-, -tC, EHS, Emergency, etcK)

)n"ident *i!e#ine Incident Ha##ens CMT Control Time until Incident JEndsJ

)n"ident *y(e HE8- 9 JSave ives @o2J Emergency =ollo298n : Informational

)n"ident E%a!(#es

Limmediate threat to the

health or safety of students orstaBL

Haardous Materials S#ill,

=ire, etcK

Cam#us Illness (Meningitise#isode t2o years ago),

tornado:earth ?ua>e follo29oninformation

A#ert Authori&ation1re9-##roved as #er

7/1D:MS1S 1rotocol-uthoried -dmins CMT 9 1u$lic -Bairs 9 DCM

Res(onsib#e to Send A#ert7/1D:MS1S Dis#atch (-lertus

evel * Training .e?uired)7/1D:MS1S 8cers:Mgmt;ag$y : -rthur (-lertus %)

Digital Content Management(1-) ;ag$y : -rthur (-lertus

%)

Modes o+ Co!!uni"ation-ll -vaila$le (Tornado 7arning

Sirens #rovided $y ST

County)

-lert -Bected Cam#us (-ll)Inform -ll 8thers

(eMail:DT1u#/#)

-s re?uired $y situation



Dave Bujak

Director of Emergency

Management

ocation! Tallahassee,=

Cam#us ty#e! ur$an

Enrollment! *,''4Em#loyees! **,'0'

Cam#us sie! '<acres



FSU $aground

• FSU ,ampus Safety - Seurity inludes7 Polie &fully)

s4orn': <.M.: 0ransportation - Paring: Systems

• Predeessor to FSU #L<"0 established after 8/==.

• FSU <mergeny Management established %eember >??@.

• FSU #L<"0 <mergeny 2otifiation - Warning System

moderni9ed and formali9ed *ust before !irginia 0eh: >??A.

• University onduts semiannual tests: revie4 and needs

assessment of FSU #L<"0 system. #nnual gap analysis.

• 2eeds assessment - gap analysis drives funding priorities.



Florida State University uses a number of notifiation methodsto ommuniate 4ith the ampus ommunity in the event of an

emergeny7

• #lerts page

• FSU 4ebsite home

page

• ;utdoor sirens

• ndoor sirens

• SMS teBt messages

• <mail

• $lue light phones

• FSU #L<"0S hotline

• !oie phone alls

• %estop alerts

• #lert $eaons

• my FSU mobile app

• Faeboo• 04itter • 0umblr • "eddit• Linedn• "SS feeds• %igital displays

• 2et4or login portals• Family onnetion list serve• 04o)4ay radios• !ehile publi address

speaers• <letroni ard)s4ipe door

aess

• 2;## 4eather radios

• 0elevision media• "adio media• 2e4spaper media• ;nline media• 0raffi message boards• Seminole ablevision• 0umblr • Cou0ube• Pinterest• FSU emergeny

people loator • Word of mouth



Dap #nalysis

Dap dentified7 Less than >E of buildings on ampus have 5voie

apable6 fire alarm systems for 5ndoor Sirens.6

;thers are legay horn / bell systems that are ost)prohibitive to

replae.



0he Solution

• #lertus filled the gap.

• dentified #lertus %estop

2otifiations as a viable

alternative for visual

notifiations in lassrooms.

• dentified #lertus beaons

as a viable alternative for

audible notifiations in high)

onentration areas.

• ,learly identified need.

• Funding priority.

• Drant funding seured.



M2S ntegration 4ith 0 2et4or

• ,hallenge to integrate M2Sinto FSUGs deentrali9ed 0

struture

• #lertus %estop 2otifiation

had to be installed as part

of eah ollegeGs individualinfrastruture

• University urrent has the

destop notifiation lient

set up on =:H?? mahines

• %estop notifiation isavailable to any university)

o4ned or managed

omputer



M2S ntegration 4ith 0 2et4or

• ,hallenge to integrate M2Sinto FSUGs deentrali9ed 0

struture

• #lertus %estop 2otifiation

had to be installed as part

of eah ollegeGs individualinfrastruture

• University urrent has the

destop notifiation lient

set up on =:H?? mahines

• %estop notifiation isavailable to any university)

o4ned or managed

omputer

BREA/)-0 -EWS1Efe"tive -ove!ber 23 4526

A#ertus Deskto( C#ient added to enter(riseso+tware i!age7

83555 new "#ients "o!ing on#ine withinweeks1

,ushing 253555 deskto( "#ients



FSUGs 5<I $utton6 ntegration

• ;ne button does it allJ

• H pre)reorded messages

• Split)seond ativation

• 0otal delivery 4ithin ()E min

• #lertus fully integrated 4ith

Siemens tehnology.



2ovember >?: >?= 1 Stro9ier Library

Shooting

• =? minutes from first gunshot to full alert 1 5%angerous

Situation6

• 3undreds of #lertus destop lients throughout Library.



uestions

Matthew Arthur

Director, Media Services &


Solutions

Rob CafeyIT Director

Erik Staford(moderator)

Director of HigherEducation Sales

Dave Bujak Director of

Emergency

Management



3elp Us mprove and Dro4

0han you for partiipating

in todayGs session.

WeGre very interested in your feedba. Please tae

a minute to fill out the session evaluation found 4ithin

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