CSU Summer Arts at CSUMB

Emergency Management/Health and Safety Standard Operating Procedure # 12-03
Date: 11/30/2012
Emergency Notifications and Timely Warnings


Background: Emergency notifications and timely warnings are critical in effective response to emergencies. Timely warnings are also a mandated action by the federal Clery Act. This Standard Operating Procedure (SOP) provides guidance on the provision of emergency notifications and timely warnings to the CSUMB community.


Definitions:
Emergency: A sudden and usually unforeseen event that calls for immediate measures to minimize its adverse consequences, including conditions of disaster or extreme peril to the safety of persons and property which require the response of community resources. Emergencies include but are not limited to:

Earthquake Fires
Severe Weather Events Floods
Active Shooter/Terrorism Incidents Tsunami
Public Health Emergency Hazardous Materials Release
Civil Disturbance Act of War
Long-Term Power Disruption Long-Term Technological Failure


Emergency Notification: Emergency notifications are messages transmitted to community members to inform them of the potential for, existence of, or status of an emergency incident occurring on campus.
Timely Warning: Timely warnings alert the campus community to the occurrence of a crime that poses an ongoing threat to the campus community and/or to heighten safety awareness of students and employees in a manner that will aid in the prevention of similar crimes.
Emergency Notification and Warning Systems: CSUMB utilizes a number of systems for emergency notifications and warnings. These include but are not limited to Campus web sites; Visiplex (outdoor loudspeakers); Otter Alert/Rave (text message, Twitter, Facebook, RSS Feed); mass e-mail; mass voicemail; Emergency Update Hotline, and the Emergency Alert System. In the event that technology based systems are not available, notification and warnings are provided through written notices; portable/mobile PA systems; campus, and personal contacts..
Procedures:
Emergency Notifications: In the event of an emergency as defined in this SOP, notifications shall be issued by authorized personnel through all appropriate and available systems. Authorized personnel shall include the Police Chief, Police Commander, Emergency Manager, Public Information Officers, Internal Communication Specialists, EOC recorders, Health and Safety Specialist, and IT Help Desk Staff. Specific procedures for use of notification systems are provided in the Emergency Operations Center (EOC), EOC Communications Room, and are maintained by the individual authorized personnel.
A log shall be maintained of the date, time, and content of all emergency notifications including situation updates, and all-clear notices. During EOC activations, logs shall be maintained by the communication staff assigned to the Planning Section. When the situation warrants emergency notification but not EOC activation, the person issuing the notification, situation update or all-clear notice shall report such issuance to the Emergency Manager via e-mail, phone, personal contact or in writing as soon as practical after the notification occurs. The Emergency Manager shall then log the notification.
Timely Warning: The situation, circumstances and threat potential of any particular incident will dictate the need for, and manner of, the issuance of a timely warning notice. In general, the Police Chief or his/her designee will determine when a warning will be issued when a violent crime, major property crime, or other significant criminal event is reported on or adjacent to the campus.
The Chief or his/her designee shall prepare the timely warning notice which shall be approved prior to release. The notice will include the following information, if available:
- Description of the incident (type of crime, time, date, location);
- Physical description of the offender;
- Composite drawing or photograph of the offender;
- Connection to previous reported incidents;
- Description of injuries or use of force, if relevant;
- Crime prevention tips;
- Emergency contact information (phone numbers and web sites); and
- Date and time the timely warning notice was issued.
Timely warnings shall be issued through campus emergency notification systems as described in this SOP and other means as deemed appropriate by the Chief.
All-Clear: Upon the conclusion of an emergency incident or situation resulting in an emergency notification or timely warning, the person issuing the original notification or warning shall assure that an all-clear notice is distributed via all appropriate available methods as soon as possible.
 

OTTERalert is the easy way to receive emergency text alerts from the campus.

Register your phone to receive OTTERalert Emergency Text Message Alerts today (Registration is free):

1.Login to MyCSUMB
2.Click your name in the upper-left
3.Select Account Settings and scroll to the bottom of the screen
4.Enter your Primary Mobile Number and click Submit (your phone will be sent a confirmation code)
5.Enter the 4-digit confirmation code that was sent to your phone and click Finish. If you don't confirm your phone, you will not receive text message alerts.
6.At any time you may stop OTTERalert SMS messages from being sent to your phone by simply texting STOP to 67283 from your registered mobile phone. You will no longer receive text messages from OTTERalert if you utilize this service. 

EMERGENCY COMMUNICATIONS:

 

The University has several means of communicating emergency information to the campus community. There is no single form of perfect communication, so it is critical that emergency information be communicated in a variety of ways to reach the greatest number of people possible. In the event of an emergency, the University may use any, all, or any combination of the following forms of communication depending on the severity of the situation.

 

1. OTTERalert - This tool is used to send a text message or email to every user registered on the Rave system. If a registered Rave user does not have a phone, the message goes to their preferred email account. http://csumb.edu/otteralert

 

2. Global Email Lists - These lists allow the University to send an email message to every student, staff and faculty member on the official University email system, which is commonly referred to as FirstClass.

 

3. Website Updates - In the event of an emergency or natural disaster on campus, the University will post emergency information on the CSUMB Home Page.

 

4. Voicemail Broadcast - This tool can send a recorded voicemail to every voicemail box on the CSUMB phone system. When this is activated, the voicemail light will light up on phones. When users check their voicemail, they will hear a recorded message.

 

5. Emergency Update Phone Line - This phone number is published on the Emergency Preparedness website. In the event of an emergency the Emergency Response Team will regularly update a message on this phone number with critical information. The number on campus is x5044 or 831-582-5044.

 

6. Local Media - In the event of an emergency where cell phone towers may not be operable, a local TV station, the Campus TV Channel, and three local radio stations have agreed to broadcast emergency information for the University. These stations are:

KSBW TV (Channel 8 on campus, Channel 6 on Comcast)
Campus TV Channel 72 (on campus only)
KAZU 90.3 FM
KWAV 96.3 FM
KIDD Magic 63 AM
7. Information Postings - In the event of an emergency resulting in a power outage, campus Building Emergency Coordinators (BECs) have been instructed to respond to the Emergency Operations Center and pick up emergency information fliers to post on the entrance to their respective buildings.

 

8. Public Address Systems - The University's police vehicles are equipped with public address systems and can be utilized to announce information in public areas, if necessary, in an emergency.

 

9. Telephone Emergency Notification System (TENS) - The TENS system allows the University Police to make mass notifications to residential phone lines using the 9-1-1 system.