1. Emergency Notifications at UVic Ron Kozsan February 15, 2012 (in 20 minutes or less)

2. Heading Emergency Notification System A system to allow officials to quickly convey critical information to students, faculty and staff in the event of a major emergency.

3. Heading UVic  19,000 students  5,000 faculty & staff  one campus (162ha)  136 buildings

4. Heading Our Issue (early 2008)  needed something  didn’t have anything  everyone else was doing something ☞ learn from others Does your institution have a system in place?

5. Heading Concerns  net-new systems & databases  additional processes ☞ creating new silos, new issues  costly solutions  data ownership?  privacy?  information accuracy?

6. Heading Our decision  save $  build  best efforts: deploy something ☞ will still have $ later to buy if need be

7. Heading Principles  simplicity  no perfection  use multiple delivery methods  some is better than none  duplicate msgs are ok  leverage existing assets  Banner, email, phones, …  easy to use (no IT staff req’d)  do not break anything

8. Heading Ownership  Corporate Communications  Campus Security  Occupational Health & Safety ----------------------------------------------  IT/Systems (not an owner)

9. Heading System Components  Console  Banner (email & phone db)  Channels  email (broadcast & directed)  voicemail broadcast  VoIP phone (text & audio)  SMS/TXT (via provider)

10. Heading Broadcast reach large audience quickly “all or nothing” (no opt-out) Directed more time consuming allows opt-in/opt-out

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12. Features  message templates  short (SMS, VoIP phones)  long (email)  customized use of channels  signature blocks  user groups

13. Heading Opt-in / Opt-out ?  email – mandatory  broadcast (Exchange dist list)  directed  voicemail, VoIP broadcasts – mandatory  SMS – opt-in  costs to phone owners

14. Heading Why Banner?  already there:  email addresses for faculty, staff, students  place for cell phone numbers Needed:  privacy impact?  promote use of “Mobile Phone”  user-maintained through portal

15. Heading What works well  broadcasts:  email  voicemail  VoIP  SMS/TXT – not bad

16. Heading Not so well  SMS/TXT  signal coverage  lost/delayed messages  beyond our control  directed email (slow)  no automation for voicemail broadcast

17. Heading Success Factors  key stakeholders at the table  clear ownership  regular testing  fast delivery (of messages)  no technicians required

18. Heading Diplomacy: The fine art of ensuring the other party gets your way

19. Heading Message ChannelClients (#) Estimated Success Rate (%) Delivery Timeframe Send Rate SentReceived Exchange Broadcast4071100 2 minutes2000/min Voicemail Broadcast3400100 2 minutes1500/min VoIP Phone Broadcast1800948010 minutes180/min Directed Email2000010090*5 hours4000/hour SMS/TXT Messaging43629975*3 hours*1100/hour * indicates educated guess Results (November 2009) Subscriber Stats @ 2009-11-30 Mobile PhoneEmail Faculty & Staff5572740 Students387519208

20. Heading Next steps?  business continuity (availability)  improve directed email (speed)  more channels (reach)  twitter  auto-post to web sites

21. Heading Console Application  Oracle APEX  pulls email, cell phone numbers from Banner  sends messages (multiple methods) The Big Red Button Emergency Notification System - Console

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23. Costs (one-time)  $2,700 – VoIP phones for lecture halls  $700 – SMS provider (setup fee)  30 days Oracle/APEX programming**  $8,000 – Promotions & advertising

24. Heading UVic Emergency Alerts Poster

25. Heading The Big Question: Have we ever used it “for real” ? No (thankfully)

26. Questions? Ron Kozsan University of Victoria rkozsan@uvic.ca 250.472.4825 http://www.uvic.ca/alerts

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