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Emergency Notification for a Mobile Community EDUCAUSE Live! May 3, 2007 Mark Katsouros (mark-katsouros@uiowa. Emergency Notification for a Mobile Community EDUCAUSE Live! May 3, 2007 Mark Katsouros ([email protected] edu) Telecommunication & Network Services The University of Iowa Disclaimer: All opinions expressed are solely those of the author and do not necessarily represent the opinions of any other entity. 1 EDUCAUSE Live! 5/3/2007

Recent Events Ø Our hearts and prayers go out to our colleagues from Virginia Recent Events Ø Our hearts and prayers go out to our colleagues from Virginia Tech, and to all the members of the Virginia Tech community affected by the terrible tragedy there. The U. of Iowa particularly empathizes, having had a similar incident occur on our campus in 1991 (Gang Lu). Ø Please note that any observations or suggestions made during this talk are not meant to "second guess" the handling of the Virginia Tech tragedy in any way. Ø At the same time, we know this tragic event has generated tremendous interest within higher education, particularly when it comes to concrete steps which campuses might be able to take to improve their own readiness. Ø One area which seems to particularly resonate at many sites is emergency notification. 2 EDUCAUSE Live! 5/3/2007

Some Potential Notification Scenarios Ø Emergency – Active Shooter – Bomb Threats – Severe Some Potential Notification Scenarios Ø Emergency – Active Shooter – Bomb Threats – Severe Weather – Hazmat – Terrorist Attacks Ø Non-Emergency – Class/Event/Meeting Cancellations – Important Deadline Announcements 3 EDUCAUSE Live! 5/3/2007

Who Might be Notified Ø All Members of the Campus Community in a Particular Who Might be Notified Ø All Members of the Campus Community in a Particular Part of Campus, such as All People in a Particular Building or Quadrant Ø Those with Responsibility for Particular Facilities or Buildings, such as Building Managers or Resident Assistants in Residence Halls Ø Institutional Executive Leadership Ø Emergency Response Teams Ø Communications Staff Ø Students/Employees who May be at Home or in Transit (Sometimes you'd like folks who are currently off campus to simply stay off campus until an incident has been resolved. ) Ø Parents, Spouses, and Others who May be Worried about Family Members Going to School at the Site of an Incident Ø Users with Special Needs / Disabilities Ø Or Simply All Members of the Campus Community (and Possibly Even the Entire City / Neighboring Communities) 4 EDUCAUSE Live! 5/3/2007

The (Potential) Challenges Ø Communicating with Mobile, Diverse, and Multiple Constituencies Ø Communicating with The (Potential) Challenges Ø Communicating with Mobile, Diverse, and Multiple Constituencies Ø Communicating with so Many at Once, and Quickly Ø Difficulty of Use / Lack of System Familiarity (Especially During an Emergency) Ø Establishing Policies/Procedures (Separate from the Technology) Ø Institutional Contact Database Ø Media Overload/Reliability/Timeliness Ø Message Delivery (Conciseness vs. Enough Information) Ø Costs 5 EDUCAUSE Live! 5/3/2007

The Spectrum of Solutions Ø Ø Ø Ø 6 “Sirens”/Loudspeakers Voice/Phone (Especially Cell Phones) The Spectrum of Solutions Ø Ø Ø Ø 6 “Sirens”/Loudspeakers Voice/Phone (Especially Cell Phones) Text Messaging (SMS) E-mail Web RSS Feeds Pop-ups Video/CATV Instant Messaging AM/FM Radio Two-Way Radio Emergency-/Weather-Band Radio Fire Panel Alarms with Voice Enunciation Public Address Systems (Including Mobile/Portable) Digital Signage (Including Changeable Message Signs on Roads) Word of Mouth (More Help in an Emergency Situation than One Might Realize) EDUCAUSE Live! 5/3/2007

Some Supplemental/Indirect/Convergent Technologies That (Might) Help Ø Vo. IP Ø IP Video Ø Wireless Some Supplemental/Indirect/Convergent Technologies That (Might) Help Ø Vo. IP Ø IP Video Ø Wireless Ø GPS Ø GIS Mapping Ø RFID Ø Text-to-Speech Ø TTY/TDD 7 EDUCAUSE Live! 5/3/2007

Why a Multi-Pronged Approach is Probably Necessary Ø Potential Media Failures/Bottlenecks Ø Diversity of Why a Multi-Pronged Approach is Probably Necessary Ø Potential Media Failures/Bottlenecks Ø Diversity of Individual Communication Capabilities Ø Diversity of Individual Preferences Ø Diversity of Emergency Situations Ø Diversity of Contact Locations Ø Individual Disabilities 8 EDUCAUSE Live! 5/3/2007

The Different Models in the “Electronic Message Pushing” Genre of Products Advantages · Cost The Different Models in the “Electronic Message Pushing” Genre of Products Advantages · Cost (Potentially) · Total Control Ø Hosted Ø Hybrid 9 · Single Point of Failure · Capacity · System Maintenance · Access to System (Potentially) · Huge Capacity · No Local Equipment · Access to System · Cost (Potentially) · Possible Data Security Issues · All/Most of the Above Ø Local Disadvantages · All/Most of the Above EDUCAUSE Live! 5/3/2007

How a Few of the Vendors Seem to Stack up (Based on Individual Research/Trials) How a Few of the Vendors Seem to Stack up (Based on Individual Research/Trials) Ø Reverse 911 (Hybrid) – GIS Mapping – Extra/Contingent Calling Capacity via Hosted Part (Per-Call-Minute Pricing Model) – Single Point of Failure Ø Automated Message Delivery System (Local) – IP Video Messaging and SIP/“Presence” Support – Potential Calling Capacity Issues Ø Xtend’s Emergency Campus Notification (Local) – NTSC Video Support – Digital Signage Support – Potential Calling Capacity Issues Ø Connect-ED (Hosted) – – – 10 Excellent Calling Capacity (and Unlimited Calls Pricing Model) Seemingly Most “Multi-Pronged” API SMS Support Web Access EDUCAUSE Live! 5/3/2007

Non-Emergency Uses of Those Solutions Supporting Unlimited Calls (Cost-Recovery/-Sharing Opportunities) Ø Opt-in Special Event Non-Emergency Uses of Those Solutions Supporting Unlimited Calls (Cost-Recovery/-Sharing Opportunities) Ø Opt-in Special Event Announcements/Reminders Ø Specific Class Announcements Ø Drop/Add Deadline Reminders Ø Bill Due Date Reminders Ø Athletics Ø Alumni Ø Other Student Clubs / Chat Groups Ø Etc. 11 EDUCAUSE Live! 5/3/2007

Current Trial at The U. of Iowa: Connect-ED Ø Quickly Gotten off the Ground Current Trial at The U. of Iowa: Connect-ED Ø Quickly Gotten off the Ground Ø Data Imports from Enterprise Directory, so Same Self-Service Portal Facilitates Maintained Contact Info Ø Microcosm of Multi-Pronged Concept (Voice, E-mail, and SMS Support, with More Apparently Coming) Ø “Unlimited calls” model naturally supports continued testing and system familiarity. Ø “Unlimited groups” further add to flexibility of system. Ø In the interest of time, considering going with such a hosted solution immediately (1 st year), then possibly an RFP. Ø Policies still need to be developed/ratified, which is critical. 12 EDUCAUSE Live! 5/3/2007

Additional Resources Ø ACUTA is compiling a collection/summary of its members’ plans, to be Additional Resources Ø ACUTA is compiling a collection/summary of its members’ plans, to be posted on the ACUTA website (http: //www. acuta. org). Ø Archives of [email protected] EDUCAUSE. EDU (http: //listserv. educause. edu/archives/cio. html) Ø EDUCAUSE Business Continuity Management Constituent Group (http: //www. educause. edu/12480) Ø EDUCAUSE Business Continuity Planning Resource Page (http: //www. educause. edu/Browse/645? PARENT_ID =142) Ø Internet 2 Disaster Planning and Recovery Group (http: //security. internet 2. edu/dr) 13 EDUCAUSE Live! 5/3/2007

Additional Resources (cont’d. ) Ø Joe St Sauver’s “Mass Real Time Emergency Notification” Slides Additional Resources (cont’d. ) Ø Joe St Sauver’s “Mass Real Time Emergency Notification” Slides from I 2 (http: //www. uoregon. edu/~joe/notification) Ø Lengthy Study Conducted in Florida (http: //ec. creol. ucf. edu/Final. Report_Emerg. Comm. pdf) Ø SUMMARY-Emergency Notification Systems. xls from EDUCAUSE CIO Archive (http: //listserv. educause. edu/cgibin/wa. exe? A 3=ind 0610&L=CIO&P=1881333&E=2&B=-------07060106030807070506&N=SUMMARYEmergency+Notification+Systems. xls&T=application%2 Fv nd. ms-excel) Ø Presentation planned for upcoming Joint ICS/Wireless Meeting at EDUCAUSE 2007 (http: //educause. edu/ICSMeetings/12872). 14 EDUCAUSE Live! 5/3/2007

Acknowledgement Some information was liberally borrowed from Joe St Sauver’s “Mass Real Time Emergency Acknowledgement Some information was liberally borrowed from Joe St Sauver’s “Mass Real Time Emergency Notification” Slides from I 2, with his kind permission. 15 EDUCAUSE Live! 5/3/2007

Q&A 16 EDUCAUSE Live! 5/3/2007 Q&A 16 EDUCAUSE Live! 5/3/2007