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Cleveland State University
Revised 10 Feb 09
Emergency Notification Plan of Students, Staff, Faculty
and Campus Community
PROMULGATED DATE: 10 May 2009
EFFECTIVE DATE: 20 May 2009
RESPONSIBLE DEPARTMENTS: Campus Safety, Information Systems
RECINDS: Snow Closing Procedure
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Table of Contents
POLICY .............................................................................................................................. 3
OVERVIEW ....................................................................................................................... 3
PROCEDURES................................................................................................................... 4
Urgent Notifications........................................................................................................ 4
Pre-Alert.......................................................................................................................... 4
Alert ................................................................................................................................ 4
Emergency in Progress ....................................................................................................... 5
Campus Integration............................................................................................................. 5
System Maintenance ........................................................................................................... 5
Emergency Operations Center ............................................................................................ 5
CSU Alert............................................................................................................................ 5
Appendices.......................................................................................................................... 5
Appendix A Pre-Alert Call List ......................................................................................... 6
Appendix B Pre-Scripted Messages.................................................................................... 7
Appendix C Form and Check List ..................................................................................... 9
Appendix D Technical Operations and Responsibilities ................................................. 10
Appendix E Example of Scripted Emergency Actions.................................................... 11
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POLICY: It is the policy of CSU to communicate emergency information to students,
faculty, staff and the campus community in a timely manner. The President or his
designee shall declare emergency or urgent notification.
OVERVIEW
Effective and efficient communication is essential during an emergency; this procedure
outlines the process that will be used during a declared emergency.
The Campus Safety Department shall prepare, implement and maintain an Emergency
Notification System. It is the responsibility of all University Students, Faculty and Staff
employees to become knowledgeable of their respective roles during an emergency.
The primary Emergency Notification Systems are:
Voice Emergency Notification Systems (VENS)
Mass Notification System (CSU Alert)
This procedure may change the existing CSU notification programs involving
Webpage, voicemail or emails, and it is the intention of this plan, where practicable,
to replace and/or combine all existing plans into one unified document.
The President or his designee shall determine to what extent the plan is implemented for
each emergency.
Typical Weather related closing
Snow Hazard
Director of Grounds notifies Vice President for Business Affairs and Finance
Vice President for Business Affairs and Finance notifies President and CSUalert is authorized
Vice President for Business Affairs and Finance notifies CSU Public Safety Answering Point
CSUalert is activated
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PROCEDURES
It shall be the responsibility of any member of the University who becomes aware of a
potential or existing emergency to notify the Campus Safety Department by calling 9-1-1.
Urgent Notifications
The Campus Safety Department or designated individuals who have been given authority
and thorough training will initiate the Emergency Notification Plan (ENP) by informing
the Vice President for Business Affairs and Finance of the emergency situation. He/she
will then notify the President and the remaining Vice Presidents. Each Vice President
will initiate their divisional emergency notification to whatever extent they deem
necessary.
Upon the direction of the President or his designee, the ENP will be activated.
Pre-Alert
The President or his designee may notify the CSU Public Safety Answering Point (PSAP)
and request that the Pre-Alert Conference Call be activated. The members of the Pre-
Alert Conference Call are listed in Appendix A. This action will activate a live
conference call for all members of the Pre-Alert Team.
If the emergency is of a nature that there is insufficient time, the President or his designee
may waive the Pre-Alert Conference Call and proceed directly to message delivery. If
time permits, the Pre-Alert list shall receive notice of the impending use of the system.
The President may also designate staff to use the CSU Alert independently; however, the
PSAP shall be notified by the activating party before any message is initiated. An
example would be if the Emergency Operations Center (EOC) were activated and
command staff were already engaged in emergency response.
Alert
Once the text or scripted message is prepared, it shall be forwarded to the PSAP with the
instructions to broadcast the message via VENS, CSU Alert or both using the CSU
Notification Plan Broadcast Message Form. See Appendix C.
It is the responsibly of the Director of Access Control and Security Systems to train the
PSAP operators in the operation of VENS and CSU Alert.
Examples of Urgent Notifications:
Adverse Weather
Utility Failures
Pandemic
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Emergency in Progress
In the event of an emergency in progress where delayed notification would create a clear
and present danger, the police OIC may activate the VENS system to mitigate the
emergency.
Examples of an Emergency in progress are:
Active shooter
Barricaded shooter
HAZMAT incident
Major fire
Campus Integration
In order to best serve the emergency notification needs of CSU, any department that is
adding, CCTV, CATV, signboards or any other on campus notification or address
system(s) shall coordinate the equipment specification with Information Systems and
Technology to ensure it is compatible with the CSU VENS.
System Maintenance
The Director of Access Control and Security Systems shall prepare, implement, maintain
and test the PSAP operators in performing the VENS and CSU Alert. Periodic tests shall
be performed and the results posted on the Police Website.
Emergency Operations Center
If the Emergency Operations Center is activated, EOC personnel may use or supplement
this plan in accordance with the EOC plan developed as a result of the emergency
requiring the EOC activation. Once activated, the EOC Marketing and Public Affairs
Department shall assume responsibility for the dissemination of information.
CSU Alert
The details for enrolling and updating a CSU Alert account are available on the CSU net
along with FAQs. Specific details are subject to change; any such changes will be posted
to the same area of the site.
Appendices
The appendices are for reference and subject to change for operational needs.
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Appendix A Pre-Alert Call List
President
Provost
Vice President for Business Affairs & Finance
Director, Marketing & Public Affairs
Executive Director, Plant Services
Executive Director, Campus Safety
Commander of Police
Manager Enterprise Network
Access Control and Security Systems Technician
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Appendix B Pre-Scripted Messages
B. Johnston, 022009
1. Clearing Message - NOT FOR CSU ALERT
2. Clearing One Building - NOT FOR CSU ALERT
3. Weather Emergency- A weather emergency has been reported for the Main
Campus area. Please take immediate cover.
4. Particular Message (for a specific reason/location) - NOT FOR CSU ALERT
5. Weather Closing - The CSU campus is closing due to the severe weather
conditions. See the CSU home page for updates.
6. Utility Closing – The CSU campus is closing for public safety reasons due to a
utility failure. See the CSU home page for updates.
7. This is a test. This is a test of the of the CSU Alert notification system. If this was
a real alert, you would be given additional information. This is only a test.
8. Immediate Lockdown
VENS
1. “Attention. Your Attention Please. The building emergency condition has been
cleared. You may return to normal activities. The building emergency condition has
been cleared. You may return to normal activities.”
2. “May I have your attention please? May I have your attention? There is an
emergency situation in the building and responsible personnel are responding. Remain
calm and immediately leave the building in an orderly manner by way of the nearest
exit.”
3. “Attention, attention, attention. A weather emergency has been reported. Take
immediate cover until you are notified that safety has been restored.”
4. “May I have your attention please. May I have your attention? An alarm has been
reported in the building. While the responsible personnel investigate this report, please
remain in your area and await further instructions. Please do not use the exits.”
5. “May I have your attention please? May I have your attention? Due to severe weather
conditions, Cleveland State University is closing its campus for public safety reasons.
Please check the CSU home page for updates.”
6. “May I have your attention please? May I have your attention? Due to a utility failure,
Cleveland State University is closing the campus for public safety reasons. Please leave
the campus immediately and check the CSU home page for updates.”
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7. “May I have your attention please? May I have your attention? This is a test. This is a
test of the of the CSU Alert notification system. If this was a real alert, you would be
given additional information. This is only a test.”
8. “Attention, attention, attention. An emergency situation exists. Immediately lock
yourself in your office or closest secure space and take cover away from windows and
doors until you are notified that safety has been restored.”
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Appendix C Form and Check List
Emergency Notification Plan
Broadcast Form / Check list
1. Date: __________________ 2. Time form was sent to PSAP: _____________
3a. Broadcast canned message #___
3b. Broadcast the following text:
4. Broad cast: VENS CSU Alert Both
5. Authorized by: _________________________________________
FOR PSAP USE
A. Received by (Name of Dispatcher)
__________________________________________
B. Time of receipt: ________________________
C. Notify OIC: __________________________
D. Message broadcasted on VENS at: ______________________________
E. Message broadcasted on CSU Alert at:____________________________
F. Radio patch engaged and message broadcasted on radio at: ___________
G. Message faxed to community fax list at: ________________
H. Notice entered into call record at: __________ Call Record #_______________
This can also be accomplished via email
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Appendix D Technical Operations and Responsibilities
The technical responsibility of this plan rests with a number of different departments; the
overall responsibly of this plan is that of the Executive Director of Campus Safety.
VENS and PSAP operation and maintenance are the responsibility of the Director of
Access Control and Security Systems.
The CSU PSAP is the primary task and equipment center for this plan. The IS&T
Department will provide technical support to allow the modified use of the 3N system.
The CSU Alert system relies primarily on referring subscribers to the CSU Home Page.
The CSU Marketing Department has primary responsibly for the text of all CSU Alert
messages and also for the message text and updates to the CSU home page.
CSU Alert Primary System Operation:
Using a single link as provided by IS&T, the PSAP shall publish a single message that is
broadcasted via 3N. This system also triggers:
1. The PSAP 2020 line which may be routed to a recorded message to abate
the 911 operation from being overwhelmed;
2. Initial message to the CSU home page;
3. Initiates message to CSU phone numbers; and
4. Initiates message to CSUOhio.edu mailboxes.
Secondary system
To be used should the PSAP equipment fail:
The secondary VENS is located at 1802 East 25th Room #243 and the OIC shall be
dispatch if required to trigger the secondary VENS.
The secondary PSAP access to 3N is a laptop with internet card and the use of the 3N
web.
The tertiary triggering of 3N is telephone call to 877-220-4911 by the PSAP.
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Appendix E Example of Scripted Emergency Actions
E.1 Adverse weather-
1. For DAY CLOSINGS: By 3:00 am, Ray Cecys x 6918 (330-336-5878) contacts
Jack Boyle x 2361, or x 3673 (216-991-6740; Cell 216-857-6637) with
recommendation to close CSU. If day classes are cancelled, a second closing
decision regarding evening classes must be made by 1:00 pm.
2. For EVENING CLOSINGS: Contact to Jack Boyle must be made by 1:00 pm.
3. Jack or his designee will call President Schwartz x 3544 (216-321-1773, Cell 216
978-0114); or, if the President is not available, Provost Saunders x 3588 (330 666-
6417; Cell 330 730-5133) to obtain approval.
University Closing Procedure
1. If approval is granted, Jack will call Brian Johnston or his designee. Brian will be
responsible for putting together the CSU message regarding the closing. He will
then complete the Emergency Broadcast Form and send it to the PSAP.
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