NotiFind Administrator Training

1. NotiFind Administrator Training North Dakota University System

2. Purpose • Campus administrators of the system, security personnel administrators, public relations personnel, and others. • Provide easy access for training and reminders • Complete A to Z training for using NotiFind

3. NotiFind

4. NotiFind • What is NotiFind? • Emergency notification system • Implemented within the University System in 2008 • Contacts students and employees • Uses landline phones, VOIP phones, cell phones, text messaging, and emails. • Shared system with the state government of North Dakota

5. NotiFind • Hosted system • Can contact people and be deployed even if power is out here • Users can activate system via phone or internet • Others administrators can activate system in a dire emergency • Data imported through another system from ConnectND and Campus Connection

6. NotiFind • Employee data • Updated weekdays • Deletions ran on payroll dates • Employee data must be changed in HRMS • Remind employees to check their information & add contact numbers

7. NotiFind • If there is an incorrect number reported to your office that is under an employee • Write down the number, name, and person calling • Contact the employee and campus HR • Follow-up within 3 days

8. Student data • Student participation is mandatory by NDUS & NDSA approval • Information refreshed daily • Deletions ran twice a month • Student information comes from Campus Connection • Students must put a phone or email or both • Students are reminded every 90 days

9. NotiFind • If a student is using an incorrect phone number • Write down student name, phone number, and info about the report • Report to David Klein via helpdesk.ndus.edu

10. NotiFind • Non-campus entities • We have the ability to add non-campus entities that are on the campus property, or are nearby and have vulnerabilities • Those individuals/groups should be added to the list those a Google Form • Campuses are responsible for updating information at least once per year

11. NotiFind • Examples of non-campus entities: • UND Alumni Office • NDSU Alumni Office • Food service workers on campus • Head start • Public schools on campus or within close proximity • Human Service Center or medical facilities within close proximity

12. Policies Please read the NDUS Policy 1902 and your campus policy

13. Policies • Information in the system is private • Student information is protected by NDUS Policy 1902 and cannot be used for any other purpose but for NotiFind • Each campus should have an campus specific policy

14. Policies • Campus testing • Need to test entire campus once per semester • Can test all or part of the campus • Campus can have emergency team testing

15. Getting started

16. Getting started • Login screen – contact the NDUS Notifind administrator for web address • Each campus has a shared login

17. Main screen • Contacts • Cannot update or add in this system… only through ConnectND systems

18. Main screen • Notification Lists • Overall lists • Custom lists • Campus specific lists

19. Main screen • Activation • Activate through the web • Detailed activation • Activation using pre-recorded message

20. Main screen • Reports • Pull up previous activations • Get detailed reports

21. Main screen • Administration button • Campus users can add, edit, or delete custom recordings

22. Main screen • Bulletins • Not used by the University System or State of North Dakota government

23. My profile • Click on “My Profile” in the upper right corner • The MyProfile page allows you to change the login password and change dial-in credentials. Dial-in credentials are needed if you want to activate the system by phone. • We strongly encourage campuses to set up the phone activation code

24. Notification lists

25. Notification lists • Click on notification lists • You can create or manage lists • Do not changes lists that cover all employees & students • Do not look at or change other agencies lists

26. Notification lists • Always use MY LISTS, click on the “+” folder.

27. Notification lists • The MY LISTS screen will show you only those lists pertaining to your agency/campus. • To create a new custom lists, click “Create new list”

28. Notification lists • Use you agency/ campus code as the beginning of the list name. Set a dial-in ID, which allows the user to call in an activation. IF this list is for a call in, you must choose an escalation. Click “Create” when ready.

29. Notification lists • Example

30. Notification lists • This screen will direct you to a few items. The main part is Manage List Entries, where you can select the people for that list. Use the “Add contacts.”

31. Notification lists • This is the search screen, it is advisable to use the “begins with” method. • Only search by using names. • Formal names

32. Notification lists • Example screen – to see more information about the contact, click on “contact information.” Select the contact by checking the box, and clicking “add to list.”

33. Notification lists • The list is complete. Click on “Manage lists” to return to the “My lists” screen. Click on “NotiFind” to return to the main

34. Notification lists • If you want to use selection criteria – contact the university NotiFind administrator • DO NOT CHANGE THE CAMPUS ALL TEAM – those are programmed to automatically pick up students, employees, and others. • DO NOT CHANGE ANY LIST THAT YOU DID NOT CREATE

35. Escalation rules Escalations can tell the system to contact specific devices automatically, or try them in a certain order. This must be selected in a list for phone activation use.

36. Escalations • Click on Notification lists

37. Escalations • Click on “Manage Escalations”

38. Escalations • First check if there is one already made for the purpose • Click on “Create Escalations”

39. Escalations • Enter an escalation name • Always start the name with campus initials

40. Escalations • Select the escalation type: • Standard (All-at-once) • All people at once • Standard (One-at-a-time) • Person-to-person • It is advisable to select the one-at-a-time.

41. Escalations • Choose an escalation time: • Not Delivered (within 10:00) • Continue to next device or contact if the message has not been delivered. A message is delivered if a phone call connects or an email/sms server accepts the message. • Not Acknowledged (within 10:00) • Continue to next device or contact if the recipient has not acknowledged receipt of the message. A recipient can acknowledge a phone call by pressing "1" or by answering a question from a text device. A recipient can also acknowledge a message via off-line response. • Not Answered (within 10:00) • Continue to next device or contact if the recipient has not answered the question contained in the message. • Immediately

42. Escalations • Immediately continue to next device or contact • Not Answered (within 5:00) • Continue to next device or contact if the recipient has not answered the question contained in the message. • Not Answered YES (within 10:00) • Continue to next device or contact if the recipient has either not answered the question with "Yes" or not responded to the question • Not Answered YES (within 5:00) • Continue to next device or contact if the recipient has either not answered the question with "Yes" or not responded to the question

43. Escalations • Leave the “contact” and “order by” fields with the defaulted selection. • Select the first device as immediate, in this example email, campus phone, and SMS are selected as the first devices.

44. Escalations • To add another device layer, press the “+” sign by the arrow. • Add another device layer by selecting an escalation time, and the appropriate device(s) • The system will automatically generate a worded descriptive summary of your escalation at the top.

45. Escalations • Example: • Person-to-person • First, contact all list recipients, in list entry order, eliminating redundant list recipients • First use: Campus Email, SMS (Immediately continue to next device or contact) Then use: Campus Phone (Continue if not acknowledged) Then use: Work Phone, Work Cell , Home Cell (Continue if not acknowledged) Then use: Home Phone (Continue if not acknowledged)

46. Escalations • The system will take you to the “Manage Escalations” screen. • Campuses cannot delete an escalation. They can change the escalation by clicking on “Manage Escalations” then clicking on their own escalations. • If you need an escalation deleted, contact the NDUS NotiFind Administrator

47. Activation How to alert your campus

48. Activation • Activate system • Use to create a new alert • Saved event • Alerts saved, like tests, ready to use • Track my delivery • Watch how the alert is being delivered

49. Activation: Saved Event

50. Activation: Saved event • Copy (in blue) to copy a saved event • Activate (in green) to activate a saved event • Do not activate someone elses event… remember Notifind is a shared system