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Preparing for Emergency Communications

Preparing for Emergency Communications. Technical tools to facilitate communication during a crisis. Today’s Presentation. About UVic Communication principles Technology principles. Today’s Presentation. Implementations ‘Global menu’ ‘Lite’ emergency page Emergency Notification System

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Preparing for Emergency Communications

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  1. Preparing for Emergency Communications Technical tools to facilitate communication during a crisis

  2. Today’s Presentation • About UVic • Communication principles • Technology principles

  3. Today’s Presentation • Implementations • ‘Global menu’ • ‘Lite’ emergency page • Emergency Notification System • Website publishing resiliency

  4. Today’s Presentation • Acknowledgements: • Larry Hinkler AVP University Relations, Virginia Tech • Chris Hawker Director, Centre for Risk, Resilience & Renewal, University of Canterbury (NZ)

  5. About University of Victoria • It’s lotus land

  6. About University of Victoria

  7. About University of Victoria • Hazards everywhere!

  8. About University of Victoria • Hazards everywhere!

  9. About University of Victoria • Hazards everywhere!

  10. About University of Victoria • Hazards everywhere!

  11. About University of Victoria • Hazards everywhere!

  12. Common hazards

  13. Common hazards

  14. Common hazards

  15. Common hazards

  16. Common hazards

  17. UVic Emergency Planning Office • Develop procedures & plans • Emergency binder with contacts, instructions • Coordination of learning opportunities

  18. UVic Emergency Planning Office • ‘Emergency Communications Committee’ • Communications-specific discussion & guidance • Participation in communications projects (e.g., major website redesigns)

  19. Communication principles driving technical solutions

  20. Communication principles driving technical solutions • Openness, transparency • In a crisis, communicate… • as much as possible • as quickly as possible • what people should do to stay safe • to inform audiences who really care

  21. Technology principles driving implementation details

  22. Technology principles driving implementation details • Simplicity • Resiliency • Redundancy

  23. Emergency Communications at UVic

  24. Emergency Communications at UVic • Website ‘Global menu’ • ‘Lite’ emergency homepage • Emergency Notification System • Web publishing redundancy

  25. UVic.ca Website Redesign (2012)

  26. UVic.ca Website Redesign (2012) • Communications objective: • Provide consistent, deep links throughout UVic web space • Alert audience to situations on campus (on all pages) • Technical solution: • Global “mega menu”

  27. UVic.ca Website Redesign (2012) • Global “mega menu”

  28. UVic.ca global menu

  29. UVic.ca Website Redesign (2012) • Global “mega menu” • Universal menu with deep links • Top of the page • Rolled up by default • Space for notifications

  30. UVic.ca Website Redesign (2012) • Global “mega menu” • PHP include in template • Weather • Snow in #YYJ • Advisory • Transit strike, paving • Emergency • Popped open displaying full message

  31. UVic.ca global menu

  32. UVic.ca global menu

  33. UVic.ca global menu

  34. UVic.ca Website Redesign (2012)

  35. UVic.ca Website Redesign (2012) • Communications objective: • Ensure that emergency messaging is highly available on the homepage • Technical solution: • Emergency, blog-style homepage

  36. UVic.ca emergency homepage

  37. UVic.ca emergency homepage • Your emergency will go viral. • Expect a month’s worth of traffic in a day • Social Media – aka, rubber necking goes global… • … while the people who really care can’t connect

  38. UVic.ca emergency homepage • Replace ‘promo’ homepage • Blog style – updated often • Pre-populated in CMS with placeholder text

  39. UVic.ca emergency homepage • Replace ‘promo’ homepage • Little to no ‘processing’ (esp. back-end) • Few/no images • Lite JS library

  40. UVic.ca emergency homepage

  41. Emergency Notification System

  42. Emergency Notification System • Communications objectives: • Alert campus community to hazardous situation • Direct people how to act • Technical solution: • Emergency Notification System (ENS)

  43. ENS Messages • What is an extraordinarily simple communication medium that conveys information very clearly, concisely and completely? • All at once it says… • there is a fire • drop what you’re doing • get out of the building

  44. ENS Messages • ENS messages are slightly more informative than the red bells hanging on the wall

  45. ENS Messages • Alert the campus • “There is a person with a gun.” • “There is a gas leak.” • “The XYZ building is on fire.”

  46. ENS Messages • Direct people how to stay safe • “Leave campus.” • “Barricade in place.” • “Drop! Cover! Hold on!”

  47. ENS Messages • Inform people where to get more info • “See http://uvic.ca/emergency for more about...”

  48. ENS Messages • Wrap it up. • “It is safe to return.”

  49. ENS Technology • Communication channels • Bulk email to Exchange mailboxes • Targeted email to ‘preferred’ • SMS message to ‘mobile’ phone

  50. ENS Technology • Communication channels • VOIP phone screen • VOIP phone speaker broadcast

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