NotiFind Administrator Training North Dakota University System

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

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 s. ▫Shared system with the state government of North Dakota

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

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

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

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 or both Students are reminded every 90 days

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

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

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

Please read the NDUS Policy 1902 and your campus policy

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

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

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

Main screen Contacts  Cannot update or add in this system… only through ConnectND systems

Main screen Notification Lists  Overall lists  Custom lists  Campus specific lists

Main screen Activation  Activate through the web  Detailed activation  Activation using pre- recorded message

Main screen Reports  Pull up previous activations  Get detailed reports

Main screen Administration button  Campus users can add, edit, or delete custom recordings

Main screen Bulletins  Not used by the University System or State of North Dakota government

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

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

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

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”

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. Notification lists

Example

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.”

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

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.

Click on Notification lists Escalations

Click on “Manage Escalations” Escalations

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

Enter an escalation name Always start the name with campus initials 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. 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 /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

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

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

Example: Person-to-person First, contact all list recipients, in list entry order, eliminating redundant list recipients First use: Campus , 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) 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 Escalations

How to alert your campus

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 Activation

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 Activation: Saved event

Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is a shared system Activation: Saved event

Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is a shared system Activation: Saved event

Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is a shared system Activation: Saved event

Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is a shared system Activation: Saved event

Create a name, with campus initials first Create an “Access Code” Select the key Press “Next” Activation: Saved event

Showing an example Activation: Saved event

Enter the subject, message (or select recording) Do not use the question or question recording Activation: Saved event

Do not use the bridge call Select devices Leave the Name, Caller ID, and ID (DO NOT CHANGE THESE) Press “Next” Activation: Saved event

Click on “Add lists to Saved Event” Activation: Saved event

Select your list Click on the “+” by My Lists Click “Next” Activation: Saved event

Click on “Add lists to Saved Event” Activation: Saved event

Use the “+” sign and find the list needed Activation: Saved event

Select the list (check) Press “Add to Notification” Activation: Saved event

Press “Check All” Press “Next” Activation: Saved event

You can click on “Lists” to see what list you selected If everything looks good, press “Save” Activation: Saved event

Back at the “Saved event” screen Activation: Saved event

A new feature in Saved Event is “Schedule Event” You can use this to schedule and run tests Activation: Saved event

Activation: Track my delivery

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 Activation: Track my delivery

Click on the activation Activation: Track my delivery

Users can see how the alert is progressing overall and by devices The links (in blue) will give the users more details You can also cancel the activation at this screen Activation: Track my delivery

Click on “Search” if you want to look up if a person was contacted and by what method Activation: Track my delivery

Activate system

▫Use to create a new alert Activation: Activate system

Activation: Quick send notification

Select quick send Press “Next” Activation: Quick send

Add a subject Select the recording Press “Next” Complete following screens Activation: Quick send

Activation: Detailed notifications

Activate system ▫Use to create a new alert Activation: Detailed Notification

Select detailed notification Press “Next” Activation: Detailed notification

Enter the subject, message (or select recording) Do not use the question or question recording Activation: Detailed Notification

Do not use the bridge call Select devices Leave the Name, Caller ID, and ID (DO NOT CHANGE THESE) Press “Next” Activation: Detailed Notification

Click on “Add lists to Saved Event” Activation: Detailed Notification

Select your list Click on the “+” by My Lists Click “Next” Activation: Detailed Notification

Click on “Add lists to Saved Event” Activation: Detailed Notification

Use the “+” sign and find the list needed Activation: Detailed Notification

Select the list (check) Press “Add to Notification” Activation: Detailed Notification

Press “Check All” Press “Next” Activation: Detailed Notification

You can click on “Lists” to see what list you selected If everything looks good, press “Save” Activation: Detailed Notification

The system will automatically go to the track delivery screen Refresh your browser to update the stats Activation: Detailed notification

Activation: Phone Activation

You can activate Notifind from any phone Make sure the following is ready: ▫You must create an account number and PIN shared by your campus (set this in “My profile”) ▫The list must have an established “Dial-in” code ▫The list must have a selected escalation rule The phone system will prompt you with instructions – see following Activation: Phone Activation

Dial the NotiFind Activation phone number provided: ▫ Press “1” to activate a new alert via the phone Enter the “Account number” assigned to your admin account ▫xxxxx (set up by sub admin) Enter the “Numeric PIN” assigned to your admin account ▫xxxxx (set up by sub admin) Speak the Message you wish to send 1 –Continue, 2 –Replay, 3 -Re-record Enter the “Numeric ID” of the Notif. List (Dial-in Code, create when setting up list) ▫***** ▫1 -Continue2 –Change ID “Your message information has successfully been captured” ▫1 –Send it2 –Review it Please hold while I initiate the message” (Pause) “The notification has been processed and will be sent shortly. Thank you. Goodbye.” Activation: Phone Activation

Reports Click on “Reports”

Report to find activation issues

Reports You will see reports that the system runs. These are standard reports that do not work with our data. You will need to create a report each time you run a report. Click on “Create Report” (top right)

Reports Type in a file name, and select “Delivery Report by Notification HPE” Press “Next”

Reports The screen wants to know from what activation do you want the system to create a report. You can only have one activation per report. Click on “Select”

Reports The screen shows the activations by this account. Select the activation you want by checking the box, then press “Add to Report”

Reports Click “Next”

Reports Click “Submit”

Reports The process is running. Press “refresh” to check the status. When the file is ready, the system will have a “download” link.

Reports The download link is available. Click on the link to download the file to your computer.

Other items Certain non-employee contacts can be imported into NotiFind ▫Contact the NDUS Notifind Administrator for more information NotiFind administrators cannot change student data Promotion is up to the campus Employees can change their information in HRMS – Self-service

Other items Campuses MUST test the semester once per semester Messages and use should be consistent ALWAYS identify the campus in the message (example – BSC) The system may speak things as it sees it, you may need to spell things as they sound

Other items Students are prompted every 90 days to update their information Messages sent via phone are recorded and archived by the NDUS Notifind Adminsitrator Campus Notifind Administrators can view how many students are enrolled at their campus NDUS NotiFind Administrator will send out enrollment charts periodically ALWAYS identify the campus in the message

NDUS NotiFind help Contact the NDUS NotiFind Administrator at or If it is an emergency, you can also contact Risk Management at