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Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 1 ISU Alert Carol McDonald Information Systems Leader Information Technology.

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Presentation on theme: "Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 1 ISU Alert Carol McDonald Information Systems Leader Information Technology."— Presentation transcript:

1 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 1 ISU Alert Carol McDonald Information Systems Leader Information Technology Services Iowa State University Copyright Carol McDonald 2008. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 2 Early 2007 Campus leaders exploring reverse 911 and other notification options April 2007 – defining moment – many schools identify emergency notification as an immediate need ISU makes emergency notification a priority project

3 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 3 Decisions – June-Oct. 2007 June 2007 – learned that University of Iowa had selected NTI Group’s Connect-ED ® service July-August 2007 - Iowa Governor and Iowa Board of Regents request a status report for indoor and outdoor notification solutions September 2007 - Funding for an emergency alert project is approved September-October 2007 – Decision made to use Connect- ED ®, contract signed in late October ISU also commits to campus loud speakers and emergency message recording

4 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 4 Questions that needed answers Who owns the process? Are we to focus on emergency notification only? Who do we notify? Who is a student? Who is an employee? What about visitors? Campus affiliates? Do we build an opt-in or opt-out process? What is an emergency? Who decides to send a message? Who actually sends the message?

5 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 5 Making progress – Aug.-Oct. 2007 Public Safety, Registrar, Human Resources, Dean of Students, University Relations, and IT Services form project team Dean of Students and Public Safety lead the effort IT responsible for developing secure web service, data interfaces, evaluating infrastructure Registrar and HR develop framework for who to notify Project team develops content for web pages Clear directive to focus on campus-wide emergency notification Everyone makes ISU Alert a priority

6 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 6 Key assignments – IT Services Develop ISU Alert service for AccessPlus (ISU’s secure service portal) Evaluate campus infrastructure – trunk lines, voice mail capacities, cell phone coverage, email throughput Develop process to load existing voice phone# and email address into ISU Alert database Implement Emergency Message Recording – a clever use of music on hold Develop process to extract and send ISU Alert data to Connect-ED ®

7 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 7 Key assignments – Campus Partners University Relations responsible for ISU Alert web page, FAQ, and initial press releases, project team provides content Human Resources and Registrar evaluate and adjust notification pool rules As head of Critical Incidents Response Team (CIRT), Dean of Students takes the lead for policy and procedure development

8 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 8 Making progress – November 2007 Initial data loaded and ISU Alert data collection webpage goes live Work continues on campus loud speakers Connect-ED ® training occurs Policy and procedure development continues Dean of Students, Public Safety, and University Relations draft emergency notification templates Small group testing occurs

9 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 9 Work continues – Dec. 2007–Jan. 2008 FAQ refinement continues Small group testing continues Policy and procedure development continues Plans for campus-wide test are finalized

10 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 10 ISU Alert – February 2008 Campus wide test occurs Campus survey results are compiled and evaluated Data uploaded to Connect-ED ® daily (Monday-Friday excluding holidays) IT Services continues to evaluate and adjust infrastructure On-going communication strategy continues to evolve Policy and procedure development continues

11 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 11 ISU Alert – Keys to success Understand the expectations of campus leaders Identify a project lead Realize that it is more than an IT project Be ready to adjust to the needs of your campus Open and on-going communication Develop an on-going support structure

12 Emergency Notification Systems - ISU Alert EDUCAUSE Midwest Regional 2008 12 ISU Alert – more information Main web page – http://isualert.iastate.edu FAQ - http://isualert.iastate.edu/faq/ Video - http://www.it.iastate.edu/talkaboutit/alert/

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