FAU - FAU ALERT SYSTEM

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FAU ALERT SYSTEM

EMAIL	SIRENS
WEBPAGE	MEDIA OUTLETS
TEXT MESSAGE	MyFAU
VOICE MAIL	HOTLINE
CALL OUT	INDOOR MASS NOTIFICATION
SOCIAL MEDIA	RSS FEED
ALWAYS SEEK INFORMATION!

E-MAIL

System: Internet based
- What is it?
  - Computer to computer communication system
- Who has access/who are the recipients?
  - All current employees and students
- Who launches the message?
  - Office of Information Technology or
  - Media Relations or
  - Environmental Health & Safety or
  - University Police or
  - Marketing and Creative Services
Information dissemination
- Timeframe?
  - 12 – 15 minutes (A blast e-mail message is sent out.)
- Location?
  - FAU e-mail account inbox accessed through MyFAU, FAU MS Outlook, FAU issued Smart-phone
Target groups
- Those with a current FAU issued e-mail account
Keyword or symbol
- FAU ALERT

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SIRENS

System: Outdoor warning system
- What is it?
  - Voice and tone warning system that can cover large areas
  - One tone (to warn of a dangerous situation and to seek shelter)
  - 8 programmed voice messages (accompanies tone and gives brief description of event and actions to take)
  - Improvised messaging (live person can disseminate message via microphone should one of the 8 programmed messages not describe
    the event at hand)
- Who launches the warning?
  - University Police
Information dissemination
- Timeframe?
  - Immediate
- Location?
  - Boca Raton campus = 3 locations (can be activated individually or simultaneously)
  - Jupiter campus = 1 location
  - Harbor Branch campus = 1 location
- Limitations:
  - Sound distortion may occur due to infrastructure (buildings, trees, prevailing winds, strong winds, etc.)
Target groups
- Individuals on campus grounds (this system is not designed to serve as an alerting tool for building occupants although the
  sound may be heard indoors due to the proximity of a building to a siren)
Keyword or symbol
- Click here to listen to the sound of the outdoor warning siren
- RECOGNIZE THE TONE AND IMMEDIATELY SEEK SHELTER, THEN SEEK INFORMATION

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WEBPAGE

System: Internet based
- What is it?
  - Homepage, dedicated emergency information page and all other FAU web pages
- Who posts the message?
  - Media Relations or
  - Marketing and Creative Services or
  - Office of Information Technology
- Timeframe?
  - 10 - 30 minutes. (The system server updates on a set schedule)
- Location?
  - The entire homepage can be changed to reflect emergency information
  - The Homepage can house a link (in red) to a dedicated emergency information/status page
  - The emergency component of all other FAU web pages can be activated and display a link or information
  - Dedicated emergency information page
    - Link to this page at the bottom of every FAU page
Target groups
- Anyone with Internet access
Keyword or symbol
- EMERGENCY INFORMATION / ALERT / ANNOUNCEMENT

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MEDIA OUTLETS

System: Internet, Radio, Television
- What is it?
  - Information dissemination via mass communication devices
- Who launches the message?
  - Media outlets (through reporting or through Communications and Marketing via the Public Information Officer)
Information dissemination
- Timeframe?
  - Varies (immediate through live coverage to delayed through other reporting)
Target groups
- Anyone with access to mass communication devices
Keyword or symbol
- BREAKING NEWS / NEWS ALERT

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TEXT MESSAGE

System: Internet based
- What is it?
  - Written message that can be received by a text capable device
  - Uses the internet to send a message in text that appears on the viewing screen of a cellular phone or pager
  - System will send a message to all text capable devices listed for an individual until there is successful contact with a
    recipient
- Who launches the message?
  - Media Relations or
  - Environmental Health and Safety or
  - University Police
  - Office of Information Technology or
  - Marketing and Creative Services
- Who has access/who are the recipients?
  - System is currently an opt out system for new employees or students
  - Access is through MYFAU to sign up to receive messages by inputting contact numbers in the FAU Alert Numbers
- Timeframe?
  - Several minutes to hours (Upon activation, the time to send the message to the carriers is short, however, the time varies by
    carrier to send the message to the recipient's device.)
Target groups
- Current employees and students who list a device as text-capable
- System can be customized to focus on specific sub-groups
Keyword or symbol
- 630-79 or 231-77 (incoming code seen on telephone display when message is received)

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MyFAU

System: Internet based
- What is it?
  - Secure web-based portal (https://myfau.fau.edu)
- Who has access/who are the recipients?
  - All current employees and students
  - Employees who leave: 30 days of access
  - In-state students: one semester after last enrollment
  - Out of state students: 2 semesters after last enrollment
  - Retired faculty: indefinite access
- Who posts the message?
  - Marketing and Creative Services or
  - Office of Information Technology
Information dissemination
- Timeframe?
  - 10 minutes (The system server updates on a set schedule)
- Location?
  - Emergency information located on main login page
Target groups
- Anyone with internet access
Keyword or symbol
- EMERGENCY INFORMATION / ALERT/ ANNOUNCEMENT

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VOICEMAIL

System: Telephone
- What is it?
  - Telephone to telephone communication
  - Uses dedicated phone lines to call FAU landline telephones to disseminate a voice message
- Who launches the message?
  - OIT
- How does it work?
  - System will call FAU landline telephones with voicemail subscription
Information dissemination
- Timeframe?
  - Several hours
Target groups
- Any staff member whose FAU landline telephone has voicemail subscription
Keyword or symbol
- Activated light on telephone indicating unheard messages in voicemail box (the telephone will not ring as the message goes directly to the voicemail box)

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HOTLINE

System: Telephone
- What is it?
  - Telephone to telephone communication
  - Uses dedicated phone line to host recorded voice messages regarding campus status and information
- Who launches the message?
  - Marketing and Creative Services
Information dissemination
- Timeframe?
  - Several minutes (once the information is updated, it is ready to be accessed)
Target groups
- Anyone with telephone access
Keyword or symbol
- Toll Free: 1-888-8FAUOWL (832-8695)

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CALLOUT

System: Telephone
- What is it?
  - Telephone to telephone communication
  - Uses dedicated phone lines to call landline and cellular telephones to disseminate a voice message
  - System will call devices listed for an individual until there is successful contact with a recipient
  - Message is voice-activated (there is a delay in message activation if the recipient does not give a verbal greeting: e.g.
    "Hello")
- Who launches the message?
  - Media Relations or
  - Environmental Health and Safety or
  - University Police or
  - Office of Information Technology or
  - Marketing and Creative Services
- Who has access/who are the recipients?
  - System is currently an opt out system for new employees or students
  - Access is through MYFAU to sign up to receive messages by inputting contact numbers in the FAU Alert numbers section
Information dissemination
- Timeframe?
  - 1 hour
Target groups
- Current employees and students
- System can be customized to focus on specific sub-groups
Keyword or symbol
- (888) 832-8695 (incoming number seen on telephone display as phone rings)
- When you answer the call and say "Hello," you will hear the recorded message.

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INDOOR MASS NOTIFICATION

System: Indoor warning system
- What is it?
  - Voice and tone warning system
  - One tone (to warn of a dangerous situation)
  - 5 programmed voice messages (accompanies tone and gives brief description of event)
  - Improvised messaging (live person can disseminate message via microphone should one of the 8 programmed messages not describe the event at hand)
- Who launches the warning?
  - University Police
Information dissemination
- Timeframe?
  - Immediate
- Location?
  - Boca Raton campus = 2 locations (can be activated individually or simultaneously)
- Limitations:
  - Can only warn occupants of buildings equipped with the system
Target groups
- Building occupants of buildings equipped with the system
Keyword or symbol
- Click here to listen to the alert tone for the Indoor Mass Notification System
- RECOGNIZE THE TONE AND FOLLOW THE DIRECTIVES OF THE MESSAGE

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SOCIAL MEDIA

System: web-based and mobile technologies
- What is it?
  - FAU Facebook page
  - FAU Twitter feed
- Who launches the message?
  - Media Relations or
  - Environmental Health and Safety or
  - Marketing and Creative Services or
  - Office of Information Technology or
  - University Police
Information dissemination
- Timeframe?
  - Immediate
- Limitations:
  - Character limitations
Target groups
- Those with internet access and text-capable phones with subscription to services
Keyword or symbol
- FAU ALERT

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RSS FEED

System: web-based technologies
- What is it?
  - Means to syndicate content from one host site to several sites (in summary form)
- Who launches the message?
  - Media Relations or
  - Environmental Health and Safety or
  - Marketing and Creative Services or
  - Office of Information Technology or
  - University Police
Information dissemination
- Timeframe?
  - Minutes
- Limitations:
  - Those who subscribe to RSS feeds or with access the internet
Target groups
- Those with internet access and subscription to RSS feeds via email
Keyword or symbol
- FAU ALERT

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