Campus Emergency Communication and Alert Systems

1. Introduction

• 1.1 This Regulation establishes requirements and governance that facilitate timely warnings and emergency notifications to the campus community in the event of significant criminal incidents, severe weather events, major loss of utilities, environmental impacts, or other circumstances that may substantially impact the health and safety of campus constituents. This Regulation broadly describes key processes and responsibilities that are detailed in the Emergency Notification System Protocols Appendix of the ECU Emergency Operations Plan (the “Appendix”) recognizing that unanticipated circumstances or events may occur. Emergency response plans adopted by a constituent institution of the University of North Carolina and the records related to the development of these emergency response plans are not public records as defined by G.S. 132-1 and shall not be subject to inspection and examination under G.S. 132-6. Consistent with this Regulation, the appropriate campus authorities will exercise discretion and professional judgement based on the specific circumstances of an incident.

2. Responsibilities

• 2.1 The Associate Vice Chancellor for Campus Safety & Auxiliary Services (AVC CSAS) and the Associate Vice Chancellor for Information Technology and Computing Services and Chief Information Officer (AVC ITCS/CIO) will work collaboratively with the Vice Chancellor for Administration and Finance to support the University’s emergency communications system and the campus emergency alert authority in its coordination role. The AVC CSAS has oversight and funding responsibilities for emergency communications policy, procedures, execution, testing, and training. The AVC ITCS/CIO is responsible for the technology that supports the emergency communications system including maintenance, testing, updates, and recommendations for system enhancements or replacement.
• 2.2 Campus Emergency Alert Authority. The Chancellor has designated the ECU Chief of Police as the Campus Emergency Alert Authority having principal responsibility for coordinating the campus emergency alert system. This campus official has designated the Chief Communications Officer (CCO) and ECU Deputy Chief of Police as the two principal backup alert authorities. The primary alert authority and principal backup alert authorities have direct and timely access to the Chancellor and the Chancellor’s senior cabinet in the event of any significant campus incident that impacts health or safety to consult on emergency messages to the campus community, when time allows and as may be appropriate. In confirmed emergencies when time does not allow for consultation, authorized users may initiate and disseminate emergency notifications in accordance with roles, permissions, and verification requirements defined in the Appendix. In such cases, at least two authorized individuals must confirm the message before it is issued.
• 2.3 Authorized Users. University personnel may be designated as authorized users to issue emergency alert messages to the campus community. The Campus Emergency Alert Authority approves authorized users based on current job duties and recommendations from the Emergency Manager, within the Office of Environmental Health and Safety. Authorized users are required to complete quarterly system practice and annual training on the emergency alert system and Clery notification compliance. Additional authorized users who may assist with issuing or supporting emergency notifications are identified in the Appendix.
• 2.4 Emergency Management. Emergency Management supports the Campus Emergency Alert Authority in coordinating the emergency alert system through policy and protocol development, template management, training and testing coordination, recordkeeping, and facilitation of Emergency Notification System Advisory Group meetings and reviews.
• 2.5 Emergency Notification System Advisory Group. The primary purpose of this group is to provide advisory support to the Campus Emergency Alert Authority and principal backup authorities to promote compliance with law, UNC System and University policy through regular review of the University’s emergency notification system and recommend enhancements for consideration consistent with industry best practices. Membership of the group will be recommended by AVC CSAS and approved by the Vice Chancellor for Administration and Finance. The group will meet at least quarterly to provide cross-functional insight, updates, direction, and collaboration related to emergency notification processes, supporting technology, and governance. Membership is intentionally broad to ensure representation from key operational, technical, communications, and safety perspectives across campus. The group will be expected to review emergency communication policies, regulations, rules, procedures/protocols, system components, existing and new technology, alert templates, and training as part of an established review cycle. System test results will be reviewed and discussed at the meeting following each test.

3. Procedures/Requirements

• 3.1 Emergency Alert System. ECU maintains a multimodal emergency alert system designed to disseminate emergency information through an emergency alert web page, a recorded phone line, mass text messaging, emails, and posts on all major social media channels routinely used by the university. Additionally, ECU has a system of audible warning sirens and voice messaging to signal the presence of an emergency event with immediate life safety implications across contiguous campus properties. Emergency notifications may include, but are not limited to, active assailant, terrorism, bomb threats, hazardous material spills, fires, major environmental incidents, significant utility failures, and other events that pose a substantial risk to the health and safety of the campus community. Capabilities of emergency alert systems are further outlined in the Appendix. Processes for approving and disseminating initial notifications and updates are detailed in the Appendix.
• In accordance with UNC Policy Manual 1300.7.3[R] “Regulation on Campus Emergency Communication and Alert Systems,” all enrolled students and active permanent employees are required to provide a current mobile phone number for inclusion in the University’s emergency alert system for the purpose of receiving emergency text notifications. Mobile phone numbers collected for this purpose shall be maintained in a confidential database by ITCS and used solely for emergency communications. Individuals may request to opt out of this requirement only if they certify that they do not possess a mobile device capable of receiving text messages or if other individual circumstances are approved by the designated Campus Emergency Alert Authority. Procedures related to the collection, use, and management of mobile contact information are detailed in the Appendix.
• 3.2 Clery Act Compliance. The emergency alert system is utilized to disseminate emergency notifications and timely warnings in accordance with the Jeanne Clery Campus Safety Act (“Clery Act”). Procedures for Clery Act notifications are detailed in the University’s regulation for the Emergency Notifications Requirement of the Jeanne Clery Campus Safety Act and its regulation for Timely Warning Procedures. Timely warnings regarding criminal incidents will be issued in accordance with those policies to aid in prevention of similar crimes. Upon confirmation of a significant emergency, dangerous situation, or severe weather event identified by the National Weather Service, ECU will, without delay and taking into account the safety of the community, determine notification content and initiate the emergency alert system, unless, in the professional judgment of responsible authorities, it may compromise efforts to assist a victim or to contain, respond to, or otherwise mitigate the emergency.
• 3.3 System Redundancy. ECU’s emergency notification system incorporates redundancy measures to support continuity during system disruptions, including communication and power outages. These redundancy processes, outlined in the Appendix, are included in the system’s regular testing regimen.
• 3.4 Training. All designated campus alert authorities and authorized users must complete annual training on emergency communications and alert systems and Clery Act reporting requirements for timely warnings and emergency notifications, as well as other emergency communication topics as may be required by the UNC System Vice President for Safety and Emergency Operations. Specific training requirements are outlined in the Appendix an align with UNC System requirements
• 3.5 Emergency Alert System Testing. All components of the emergency alert system (including emergency sirens, recorded phone lines, social media posting, mass email, text messaging capabilities, and redundancies) will be tested at least quarterly or more frequently as deemed necessary by ECU officials or as directed by the UNC System Vice President for Safety and Emergency Operations. Testing documentation is maintained and provided to the UNC System Vice President for Safety and Emergency Operations. Testing will be coordinated by Emergency Management with ITCS involvement.
• 3.6 Emergency Alert Message Recordkeeping. Emergency alert system records, including issued messages, are maintained by Emergency Management for the most recent seven calendar years or as otherwise required by law. Emergency alert system messaging documentation will be provided to the UNC System Vice President for Safety and Emergency Operations.

4. Program Review

• 4.1 This Regulation shall be reviewed no less than every three (3) years and whenever material changes in related laws, regulations, policies, and/or procedures occur.

5. Audit Oversight

• 5.1 The Office of Internal Audit and Management Advisory Services shall at least annually evaluate compliance with this Regulation. The chief audit officer, or designee, shall report the findings to the Board of Trustees’ Audit Committee on an annual basis.