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This report discusses the strengths and weaknesses of existing emergency communications systems and infrastructure and provides recommendations for improvement. It highlights the performance of various resources owned and operated by the university, providers, and responders during emergency situations. The report also examines stress factors on communications infrastructure and the use of different notification systems. Additionally, it presents planning, procedures, and recommendations for enhancing emergency preparedness and communication.
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Emergency Communications Management Net@EDU Annual Meeting February 11, 2008 Richard Hach, Associate DirectorNetwork Administration
Emergency Communications Management • “…to look at strengths and weaknesses of our existing systems/infrastructure and how they may be improved or augmented to address emergency situations that might arise in the future.” • Data network, telephone systems, Cable TV, educational systems, centralized information services • Stressed, but performed adequately • Resources owned and operated by the university • Resources owned and operated by providers and responders
Emergency Communications Management • April 16, 2007 • Perspective in the wake of tragedy • This event did not “unfold” • Two related incidents • Norris Hall event about 11 minutes • Approximately 1500 First Responders • 27 Ambulances • 14 Agencies • Five Hospitals
Emergency Communications Management • Noteworthy response by Private Carriers • Cellular providers including AT&T, Sprint-Nextel, US Cellular and Verizon Wireless all dispatched technicians to add capacity to their networks. • Blacksburg Central Office took steps to increase network capacity. • By April 17, Sprint-Nextel, US Cellular and Verizon Wireless each had “Cell on Light Truck” systems operating on campus. • Cellular providers provided emergency-use phones, extra batteries and chargers.
Emergency Communications Management Virginia Tech IT faculty and staff were called upon to: • Install telephone and data communications: • At least 9 geographically dispersed command centers • Media workrooms and counseling centers • Perform network traffic balancing under unusual load • Begin data collection and preservation activities • Obtained location information • Obtained class roster information
Emergency Communications ManagementNotification Systems A significant challenge during an emergency is providing mass notification of a threat and instructions for response. All of these methods were used on April 16: • Broadcast e-mail to @vt.edu addresses (via LISTSERV) • Broadcast voicemail to campus phones (offices and residence halls) • Recorded message on the WeatherLine/Hotline • VT.edu (www.vt.edu) and the Virginia Tech News website • University switchboard • Public media (TV, radio, news websites) • Siren system No one method addresses all circumstances
Emergency Communications ManagementVT Alerts • A short list of vendors for this service was identified prior to April 16, 2007. • The vendor review process was expedited following the tragedy. • National Notification Network (3n) was selected to provide hosted services for sending emergency messages • Cellular phones • PDAs and other wireless devices • SMS/ text messaging • Email • Or to voice services
Emergency Communications ManagementPlanning and Procedures • Good cooperation and agreements between campus and local police, fire and EMS jurisdictions • Joint training exercises • Emergency communications systems • Emergency preparedness response plan • Engage campus leadership • Infrastructure recommendations • Communications recommendations • Emergency preparedness recommendations • Increased education of the university community
Resources Governor’s Review Panel final report http://www.vtreviewpanel.org/report/index.html Information and Communications Infrastructure Group report http://www.vtnews.vt.edu/documents/2007-08-22_communications_infrastructure.pdf
