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University Emergency Preparedness Update

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

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  1. University Emergency Preparedness Update AAMG Meeting June 7, 2007

  2. 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

  3. Emergency Information on the Web

  4. Communication Tools Felix the Cat, The wonderful, wonderful cat! Whenever he gets in a fix, He reaches into his bag of tricks!

  5. 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

  6. 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

  7. Departmental personal contact information

  8. Departmental personal contact information

  9. Departmental personal contact information

  10. Departmental personal contact information

  11. 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

  12. 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 (rmizzo@princeton.edu) or emergenc@princeton.edu

  13. 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

  14. 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.

  15. More communication tools • SNOW line – recorded message 258-SNOW • Public Safety ALERT line – recorded message dial U-CALL (8-2255) and spell out ALERT • Crisis support line – recorded message or phone bank 258-7700

  16. 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

  17. 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

  18. “It takes a village to improve emergency preparedness” Anonymous

  19. 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

  20. Questions?

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