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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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emergency preparedness task force eptf
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
communication tools
Communication Tools

Felix the Cat,

The wonderful, wonderful cat!

Whenever he gets in a fix,

He reaches into his bag of tricks!

the university community
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
essential communications e mail addresses and other personal contact information
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
new communications capabilities
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
connect ed test results and lessons learned
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
conclusions and caveats
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
emergency alert system
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.

more communication tools
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


even more communications tools
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
homework assignment
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
personal thanks to the village people
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