Emergency Preparedness: Leveraging IT for Safety and Security

1. Emergency Preparedness: Leveraging IT for Safety and Security Major Jay Gruber Assistant Chief of Police/Assistant Director of Public Safety University of Maryland, College Park

2. National Emergency Preparedness Month • September is National Emergency Preparedness Month • All college and university campuses should emphasize the importance of Emergency Preparedness • www.ready.gov

3. College and University Related Emergency Management Groups • Disaster Resistant Universities (DRU) • International Association of Emergency Managers (IAEM) – University and Colleges Committee (UCC) • ACC Emergency Managers (ACC-EM) • IACLEA

4. University and College Emergency Management Forums • George Washington University Emergency Management in Higher Education Conference • University of Louisville College and University Emergency Management Roundtable • ACC Emergency Managers Meetings

5. No-Cost Emergency Management Training • FEMA Emergency Management Institute Independent Study Courses • Emergency Management Institute (EMI) • Center for Domestic Preparedness – Anniston, AL • EMRTC, New Mexico Tech – Socorro, NM • IACLEA Incident Command Training Course

6. Emergency Management Phases on College Campuses • Preparedness • Testing Notification and Information Systems • Reviewing Plans on a regular basis • Reviewing back-up systems • Cell Phones • Contingency Phones • Blackberries • Satellite Phones • Refreshing Emergency Contact Information • Web Based and Password Protected

7. Emergency Management Phases on College Campuses • Prevention and Mitigation • Hazard Mitigation Plan • Back-up sites for information and services • Utilize targeted weather forecasting

8. Emergency Management Phases on College Campuses • Response • Develop mutual aid agreements • Develop and practice the use of an EOC and ICP • Utilize good communications protocols • Utilize NIMS and ICS protocols

9. Emergency Management Phases on College Campuses • Recovery • Have a COOP Plan • Document loss, damage and costs • Develop and utilize an Executive Team

10. Emergency Awareness Activities University of Maryland Emergency Awareness Week • UMD Alert Text Messaging Sign-up Stations around campus • Electronic Letter from the Provost • Electronic Letter from the Vice-President for Administrative Affairs • Shuttle Bus Electronic Sign Boards

11. Emergency Awareness Activities University of Maryland Emergency Awareness Week • UMD Alerts Video played prior to movies at the Hoff Movie Theater on campus • PSA’s played during Home Football Game • UMD Alerts Video played on the Campus Cable Channel • Information posted on campus FYI daily events posting and Commuter listserve

12. Emergency Awareness Activities University of Maryland Emergency Awareness Week • Pushing information out to Parent Groups • Decals placed on delivery and carryout packages • Blurb placed on the University website • Flyers posted in Residence Halls

13. Alert Notification Platforms • RSAN Text Messaging System • Early Warning Siren System • ALERTUS System • All Notifications Systems are tested on the 1st Wednesday of the month at 11:55 am • All communications staff drill quarterly on the activation of the systems and the population of the Emergency Information Dissemination Platforms

14. Alertus Notification System • 19 Alertus Boxes placed at the UMD Campus • Boxes receive signals over the FM band • Activation done through web portal • Templates and dynamic messages can be placed. • Audible and visual signals are given along with text.

15. Early Warning Siren System • A cost effective, efficient method for outdoor warning. • An Electromechanical Siren System was selected. • The site selection took into consideration research on how campus topography would effect the warning signal. • Three 128 db sirens were deemed adequate to warn the campus population.

16. Roam Secure Text Messaging System • Emergency Text Messages can be sent to cell phones, PDA’s and pagers • E-mail messages are rapidly generated and disseminated via the text messaging • Remote Hosted Service • Rapid Enrollment Feature

17. Severe Weather Warnings • Activating the Early Warning Siren System requires timely, accurate, pro-active information. • WeatherData has a pro-active approach with faxes, text messages and a phone call to the Communications Center. • A SmartRad Computer is located in the Communications Center.

18. Information Dissemination Platforms • www.umd.edu - University Homepage • 88.1 FM WMUC – Campus FM Radio Station • 301-405-SNOW – Severe Weather Line • TERP TV–Campus Cable Channel 76 • 800 MHz Radio System • Deans, Directors, Department Head e-mail • Facebook – Social Networking Website

19. Redundant Communications Platforms • Utilize various communications mediums in the event of an emergency. Thesemethods include: • Primary Campus Phone System • Back-up (contingency) Phone System • Cellular Phones (with text messaging) • 800 MHz Radio System • Satellite Phones • Blackberry Devices (text, e-mail, PIN)

20. Social Networking • Facebook • My Space • Blogs • Enables posting of emergency information • Allows two way communication between community members and emergency mangers Emergency Awareness at University of Maryland Organizations - General Size: 231 members Profile updated last Thursday

21. Leveraging Other Technologies for Emergency Management • CCTV Systems • Access Control Systems • License Plate Recognition System • E-911 Communications • Redundant Power Supply to Communications and IT Units

22. IT Emergency Management Campus IT systems provide the backbone for many emergency management functions. • Be certain that IT has good security • Help IT develop an emergency management and COOP plan • Assure back-up and redundant systems • Assure extra capacity and website versatility

23. Collaboration • State and Local Emergency Management Agencies should be communicated with on a regular basis • Work with your local Red Cross Chapter • Establish MOUs and Mutual Aid Agreements with local jurisdictions and neighboring colleges and universities

24. Collaboration • Work with neighboring universities on issues such as: • Cross staffing resources for emergencies • Remote hosting of websites and IT back-up • Joint exercises • Grant funding • Equipment resources to avoid redundancy

25. Comprehensive Planning • There is a strong need for a NIMS compliant overarching Emergency Operation Plan • Separate focused plans for campus first responder groups are essential: • Facilities Management, Resident Life, Environmental Health and Safety, Public Safety, Health Center, Transportation Services, Dining Services, Telecommunications and Networking

26. Exercising the Plan • Full-Scale Exercises • Involve Local Responders • Tabletop Exercises • Simple and Focused • Regular Drills • Activation of Emergency Notification and Emergency Information Platforms • Back-up Communications Drills

27. Hallmark Programs from the Recent Educause Summit in Washington, DC • Shared Emergency Operations Centers • Event Management System • Leveraging Sharepoint for Emergency Management • Command Information Dashboard • GIS Incident and Accident Tracking • Unified Alert Notification Console (e-mail, text messaging, voice, sirens, etc) • UC-Berkley/Cornell Business Continuity Tools

28. Emergency Awareness Month September is National Preparedness Month In Planning for an Emergency and in Dealing with an emergency take a moment to: Stop Think Observe Plan

29. Contact Information Major Jay Gruber University of Maryland Department of Public Safety College Park, MD 20742-6011 301-405-7045 jgruber@umpd.umd.edu