Emergency Notification System

Policy 302.7

Introduction

1.1 Appalachian State University (“University” or “Appalachian”) has an Emergency Notification System (“ENS”) with multi-channel capabilities. Appalachian’s ENS is intended to rapidly disseminate emergency information on an incident, and provide instructions to the Appalachian campus population in Boone, North Carolina. This policy outlines the emergency notification process and organization.

1.2 This policy does not address Clery Act timely warning notifications.

1.3 The purpose of this policy is to establish the process for activating the Appalachian ENS protocols when a threat or emergency situation is reported to the University Police Department ( “PD”) or to another Responsible University Authority operating within their direct area of responsibility and directly involved with the emergency response for a safety or security incident at Appalachian. Authorizing decision making at the operational response level enables Appalachian to disseminate rapid and responsible emergency information to the campus population.

Scope

2.1 This policy applies to all staff identified as a Responsible University Authority for the purposes of emergency notification and all staff responsible for notification or support of the emergency notification system.

Definitions

AppState-ALERT

the common title of Appalachian State University’s emergency notification system.

Emergency Notification

procedures to notify the campus community upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or staff occurring on the campus.

Desktop Alerts

automated messages that override the computer user’s screen with an emergency message that requires acknowledgement. Message is only delivered to university-owned computers (not Macs) that are logged in to the campus network.

Outdoor Warning Sirens

outdoor system which utilizes a series of multiple sirens that are capable of producing audible signals to warn persons of a threat while outdoors.

Responsible University Authority

University officials who are directly involved with emergency response for safety‐and‐security incidents at the University . A Responsible University Authority is limited to issuing an alert in response to an incident or event within that official’s direct area of responsibility (as defined by agency/office mission and/or position description).

Short Message Service (“SMS”)

a service that allows for short text messages to be sent from one cell phone to another cell phone or from the web to a cell phone.

Policy and Procedure Statements

Training and Exercising

4.1.1 Training and exercising are essential to demonstrating and improving the ability of Appalachian to execute its ENS protocols, and the most effective methods for implementing ENS. Periodic exercising also helps ensure that equipment and procedures are maintained in a constant state of readiness. Testing Appalachian ENS technology may help identify issues and determine functionality before an emergency occurs.

4.1.2 Staff with responsibilities in the ENS will receive an initial training on the ENS protocols and process. University executives will be briefed on the ENS. On an ongoing basis, staff and leadership will be trained and exercised on the ENS and will be informed when ENS protocols or system characteristics or capabilities are updated.

4.1.3 Appalachian recognizes that trained staff may not be available in an emergency to perform their functions under the ENS protocols and has committed to cross-training staff on responsibilities. New staff with ENS roles will be trained on the system and protocols as they assume their positions.

Operational Guidelines

Purpose and Authority of the Emergency Notification System

4.2.1.1 This policy provides operational guidelines for issuing emergency messages via ENS.

4.2.1.2 This policy is integrated with and supplements the University’s Emergency Operations Plan (“EOP”).

4.2.1.3 The PD shall maintain an internal policy for activation of ENS components and that policy shall supplement these policies.

4.2.1.4 This policy is consistent with the safety and security policies of the University, and has been approved by the University Safety and Security Council, which is co-chaired by the Vice Chancellor for Business Affairs and Vice Chancellor for Student Development.

Purpose of the University ENS

4.2.2.1 The purpose of the ENS is to authorize and issue safety and security warning notifications to the Appalachian campus population in an emergency or when specific actions must be taken to maintain safety and security on campus.

Responsible University Authorities

4.2.3.1 The following University officials have been assigned the authority by the Chancellor of the University to authorize emergency notifications to provide alerts, warnings and safety or protection instructions:

1. Director of Public Safety and Risk Management / University Police Chief
2. Police Patrol Commander
3. Police Investigations Commander
4. Police Support Services Manager
5. Director of Environmental Health, Safety and Emergency Management

4.2.3.2 These positions are collectively referred to as “Responsible University Authorities” for the purposes of this policy.

4.2.3.3 At all times in this policy, reference to any position at the University shall include designees of the referenced position.

Initial Activation

4.2.4.1 The process for activating the ENS protocols begins when a threat or emergency situation is reported to the PD. For confirmed threats or emergency situations that require immediate or urgent notification, the Responsible University Authority will authorize the emergency notification based on the operational guidelines in this policy.

4.2.4.2 It should be noted that, for the majority of emergency threats and incidents on the Appalachian campus, the first notice of the situation will be via an incoming call to the PD telecommunications center, either directly from the reporting party or Boone Police Department Telecommunications Center. If the Responsible University Authority is not already aware of the situation, the University Police Telecommunications Center shall notify one of the Responsible University Authorities in accordance with internal PD policy.

Figure 1: Initial Activation Process

Step One	Step Two	Step Three
PD receives threat of emergency information.	PD notifies the Responsible University Authority 24/7/365.	Responsible University Authority determines campus condition and corresponding alerts.