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University Emergency Preparedness Update. AAMG Meeting June 7, 2007. Emergency Preparedness Task Force (EPTF). Mark Burstein, Executive Vice President Megan Adams, Director, Risk Management Kathleen Deignan, Dean of Undergraduate Students

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University Emergency Preparedness Update

AAMG Meeting

June 7, 2007

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Emergency Preparedness Task Force (EPTF)

  • Mark Burstein, Executive Vice President

  • Megan Adams, Director, Risk Management

  • Kathleen Deignan, Dean of Undergraduate Students

  • Laurel Harvey, General Manager for Administration and Chief Compliance Officer

  • Steven Healy, Director, Public Safety

  • Pete Johnsen, Director of Medical Services

  • Chad Klaus, General Manager for Services, Facilities

  • Christopher McCrudden, Vice President for Finance and Treasurer

  • Michael McKay, Vice President for Facilities

  • Joy Montero, Associate Dean, Graduate Student Life

  • Lianne Sullivan-Crowley, Vice President for Human Resources

  • Lauren Robinson-Brown, Director, Communications

  • Daniel Silverman, Chief Medical Officer

  • Steven Sather, Associate Chief Information Officer and Director, Support Services OIT

  • Garth Walters, Director, Environmental Health and Safety

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Communication Tools

Felix the Cat,

The wonderful, wonderful cat!

Whenever he gets in a fix,

He reaches into his bag of tricks!

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The University Community

  • Dean of Faculty employees : 2,074

  • HR employees : 3,289

  • PPPL employees : 422

  • Grad students : 2,177

  • Undergraduate students : 4,713

  • Total : 12,675

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Essential Communications(e-mail addresses and other personal contact information)

  • Phase I

    • Executive Vice President’s Office, Public Safety, and Facilities can send targeted e-mail to notify of health and safety-related time-sensitive information, major outages, etc.

  • Phase II

    • Individual departments can send e-mail to their faculty, staff and graduate students

    • Generate a current list of off-hours contact information

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New communications capabilities

  • Connect-ED Emergency Notification System

    • Relies on Essential Communications data

    • May 11th campus-wide test

  • Tigernet TV Emergency Alert System

  • Planned improvements in cell phone reception on campus

    • Cingular (ATT)

    • Sprint

    • T-Mobile

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Connect-ED Test results and lessons learned

  • 87% of contacts were reached during the 1 hour test

  • Most voice and on-campus e-mail messages were delivered within 20 minutes

  • Data transfer to Connect-ED was an issue for people in the system with more than one work location and/or department

  • Delivery rate for voice messages and e-mail can be increased somewhat based on our existing infrastructure

  • Anecdotal feedback

    • Check your information in HR “self service”

    • Contact Robin Izzo ( or

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Conclusions and Caveats

  • The test results exceeded our delivery expectations

  • Technology “solutions” are rarely perfect and Connect-ED is no exception

  • Continued reliance on word-of-mouth communications

  • In many emergencies, figuring out what the message is may take longer than delivering it

    • Templates for weather and other “predictable” emergencies

    • Others will be more circumstance-dependent

  • We now have an effective and reliable way to “push” messages out to the campus community

  • Connect-ED compliments other communications methods at our disposal

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Emergency Alert System

  • Interrupts Tigernet cable TV

  • Replaces image with a text message

  • Ability to overlay a “live” voice

Due to the impending hurricane, the University will close at 2 PM today.

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More communication tools

  • SNOW line – recorded message


  • Public Safety ALERT line – recorded message

    dial U-CALL (8-2255) and spell out ALERT

  • Crisis support line – recorded message or phone bank


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Even more communications tools

  • University Home Page - Announcements

  • Campus radio system

  • WPRB and other local radio stations

  • P.A. in Public Safety vehicles

  • Postings in building entrances, dining halls and directory cases around campus

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Homework Assignment

  • Remind staff to review University web page “Emergency Info” quick link

  • Encourage staff to use HR “self service” to update home telephone, cell phone, and other personal contact information and add second e-mail address

    • Use the on-line Help feature

  • Use HR reports (alpha roster – Home and campus addresses) in the Data Warehouse to:

    • review data quality on departmental employees

    • generate an off-hours contact list

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Personal thanks to the village people:

Robin Izzo

Lauren Robinson-Brown

Cass Cliatt

Dave Morreale

Adam Re

Ash Hadap

Ted Bross

Lauri McVicker

Dave Wirth

Frank Ferrara