What are effective ways to communicate with schools and universities during an emergency?
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Emergencies can happen at any time and place, and schools and universities are no exception. Whether it is a natural disaster, a security threat, a health crisis, or any other unforeseen event, effective communication is vital to ensure the safety and well-being of students, staff, and families. In this article, we will explore some of the best practices and strategies for communicating with schools and universities during an emergency.
The first step in any emergency communication plan is to identify the different audiences that need to receive timely and accurate information. These may include students, staff, faculty, parents, guardians, media, local authorities, and community partners. Each audience may have different needs, preferences, and expectations for communication, so it is important to tailor the messages and channels accordingly. For example, students may prefer text messages or social media updates, while parents may want phone calls or emails.
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Sushant Lotlikar
EHS Lead with 15+ years of experience in developing and implementing effective EHS management systems
1. Collaborate in Advance: Establish communication protocols. 2. Emergency Contacts: Share relevant contacts. 3. Notification Systems: Utilize alerts and notifications. 4. Drill Participation: Involve educational institutions in emergency drills. 5. Information Sharing: Provide real-time updates. 6. Clear Messaging: Use simple, concise language. 7. Designated Liaison: Appoint a direct contact person. 8. Multiple Channels: Utilize various communication methods. 9. Coordination: Align response efforts with educational institutions. 10. After-Action Review: Evaluate and refine communication procedures.
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Syed Shabir Hussain Naqvi
Solution Provider, Facilitator, HR, and Admin
Educational institutions working protocols are well established and duly tested over a long period. They just need to be tweaked in the light of ever changing technologies n media reach, which is again a good practice of majority of such institutions. So in brief a mix of messaging, announcement, and sharing of order of the day through students, faculty, leaflets, displays, electronic media, print media, local media and above all social media groups already established by such institutions between administration n parents, faculty and parents and faculty and students would be enough, where no stone remains unturned for timely news and action intime. This all above is in the light of my recent experience during COVID-19 breakout.
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Ray Cogdell
Physical Security Professional CHCM-0007
Through my experience in emergency operations, most important in communications is the consistency and clarity of the message. The risk in multiple forms of the message is accuracy. Keep it short, interpretive and direct.
The next step is to establish the protocols and procedures for communication during an emergency. This involves defining the roles and responsibilities of the communication team, the sources and verification of information, the frequency and format of updates, the escalation and de-escalation processes, and the feedback and evaluation mechanisms. Having clear and consistent protocols can help avoid confusion, misinformation, and panic among the audiences. It can also help ensure compliance with legal and ethical standards, such as privacy and confidentiality.
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Fernando VACCOTTI
Security Advisor (R) en United Nations / Consultor Privado en FV Consulting / IFPO Hispanoamerica Advisory Board Member
Los protocolos son fundamentales pero deben ser comunicados de manera cabal y profesional asegurando la comprensión total por parte del público objetivo. Además los protocolos deben ejercitarse periódicamente en base al análisis de riesgo y amenaza y al nivel de seguridad en que se clasifica al objetivo a proteger.
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Dr. Peter Smith PhD. McAfee institute Ambassador
Senior Vice. President of the Association world wide. Chaplain & Minister
I have to say that in Puerto Rico during hurricane seasons at times we have nothing at all. A full blackout of power lines with TV, cellphones and no kind of other systems working. At times some places do have something working as other parts of the island has nothing at all. Puerto Rico is part of the USA and 95% of the residents living here from from all over the USA and other country's. I have had to add another tool for my security from this company GRACIAS POR CONTACTAR A GRS PTT GRS COMMUNICATIONS LLC LINK DIRECTO DE REDES SOCIALES http://magic.ly/GRSPTT DE FACEBOOK GRS Communication. This give me a ways to talk off island or other persons that have GRS Two way radios in the states and on island. Pete Smith
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Gideon Barongo
Security Manager- Mtibwa Sugar Estate.
Remind your student an emergency plan and apolice emergency number into their phone. Ask your student about emergency drills (evacuation, lockdown, etc.) Be sure you have the names and phone numbers of a few of your student’s roommates or close friends as well as their parents, and that they have yours. Students should understand the natural hazards on and near their campus (for example, if the campus is in a flood plain) and pay attention to severe weather warnings so they can be in a safe place if/when a storm hits. They should know multiple ways out (including fire exits) of the buildings they frequent on campus. They should know their residential housing staff/landlord and be able to get in touch with
The third step is to use multiple channels and platforms to communicate with the audiences during an emergency. This can help increase the reach, accessibility, and reliability of the messages, as well as cater to different preferences and needs. Some of the possible channels include phone calls, text messages, emails, websites, social media, mobile apps, radio, television, loudspeakers, sirens, and signage. However, it is also important to avoid overloading or contradicting the messages across different channels, and to coordinate and synchronize them effectively.
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John Cote MSSI
Watch Operations Manager at Terrorism Tactical Intelligence Cell
In Today's World there is absolutely no reason a university's media outreach program should have any problem with keeping both the community and members of the University completely informed of an ongoing emergency situation. We are the most connected Generation Ever. Everyone carries at least one, some people carry two communication devices I.e. business phone and personal. The key is preparation prior to the event in hand. Coordination between all parties involved in developing the Universities Emergency Media Response " an ounce of prevention is worth a pound of cure".
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Joshua Bernard Isaacs
Regional Head of security
There needs to be simple easy to understand standard operating procedures in place In the event of an emergency a siren needs to sound which immediately will notify anyone to action what has been trained and agreed to by all parties. This, for example, could be that everyone use emergency points to exit and gather in a designated safe area (parking lot) Drill needs to be done once every few months
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Nathan Rasper
Unit Chief at U.S. Immigration and Customs Enforcement HQ
I've also found it helpful to have messaging come from one communication center, or EOC, so you can avoid mixed messaging. It is also good to have a method for people to respond back on, like an app, or message board, to provide intel on what is happening and what people are seeing, without directly tieing up responders' communication devices.
The fourth step is to be clear and concise in the communication during an emergency. This means using simple and direct language, avoiding jargon and technical terms, and providing the most relevant and essential information. The communication should answer the basic questions of who, what, when, where, why, and how, as well as provide guidance and instructions for the audiences. For example, the communication should inform the audiences about the nature and severity of the emergency, the actions taken by the school or university, the expected outcomes and impacts, and the steps that the audiences should follow.
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Austin Best
GSOC Specialist | Intelligence Analyst + Emergency Management = Safe Working Environment | Active TS/SCI
Using acronyms or technical jargon in the workplace can form a bad habit when needing to communicate an emergency. Learn to keep it simple and direct. Focusing on the essential information and repeating the key points will ensure comprehension and retention of those receiving the information.
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Shaun Chapman
Protective Security Risk Intelligence Specialist
It is imperative that you are honest, truthful about the extent of the crisis event and report the facts not assumption or personal interpretation of the emerging event.
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Scott Gallmeier
Director Of Information Technology at Gibault Children's Services
You should make sure your communications use simple plain English. Schools and colleges usually have security people with law enforcement background. If they are in an area that uses ten codes or signals, it is easy for them to use those instead of plain language.
The fifth step is to show empathy and support in the communication during an emergency. This means acknowledging the emotions and concerns of the audiences, expressing sympathy and solidarity, and offering resources and assistance. The communication should also convey a sense of confidence and trust in the school or university's ability to handle the emergency, as well as a vision of recovery and resilience. For example, the communication should use positive and reassuring words, highlight the strengths and achievements of the school or university community, and share stories and examples of coping and overcoming.
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Jonathan Davenport
Author @Metaerie & @TaintedPatriotPoetry
There are several different issues at play here. Most large grouping areas/institutions have a mass comm plan of some kind. Wiring into that is the easiest if the infrastructure remains sound. (depends on the nature and cause of the emergency...) If cellular remains working, mass text goes to everyone's purse, pocket, backpack or hand. Getting two way mass issues could be better served through a poll process - getting people to respond to a few key questions right away - Safety, Security, Shelter & Supplies, with a simple (like the old US Army color codes) green, amber, red, black - with a timeline associated. (i.e. "How long will you be good without...[fill in the category]" or "How long will you be able to remain where you are safely?"
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Shaun Chapman
Protective Security Risk Intelligence Specialist
It must be remembered you may be prepared and trained to deal with a crisis, your audience is unlikely to have. Empathy and cultural sensitivity needs to be observed.
The sixth and final step is to update and follow up with the audiences after the emergency. This means providing regular and accurate information on the status and progress of the emergency response and recovery, as well as addressing any questions, issues, or feedback from the audiences. The communication should also evaluate the effectiveness and impact of the communication plan, identify the lessons learned and best practices, and make recommendations and improvements for future emergencies. For example, the communication should use surveys, interviews, focus groups, or other methods to collect and analyze data, feedback, and suggestions from the audiences.
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John Scardena
Do you want to update & follow up for the purpose of threat mitigation in all phases of the disaster life-cycle? The greatest asset emergency managers have is the ability to coordinate. This includes information gathering and stakeholder dissemination. Intel synthesis should never be limited to quantitive analysis OR qualitative review. An opinion is a sample size of one. EM must include data science. These tools should be sophisticated and well defined to increase efficiency. A data-backed GIS dashboard combined with numerous interviews to support recommendations will improve your program faster than any other combination of effort. Simply stated, if an EM program does not include technologies, it will never achieve desired results.
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Shaun Chapman
Protective Security Risk Intelligence Specialist
A postmortem debrief after an significant emergency event is required best practice to learn from your wins and losses. What you did well, what you need to do better in the future.
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Erik Christensen
Executive Officer at Utah State University
My overarching philosophy for emergency response is to pre-plan as much as possible. When things get hectic and bandwidths narrow, communications are the first thing to fail, and communications are the lifeblood of emergency response. The cascading series of failures once comms go down is almost always catastrophic. We mistakenly believe we can multitask and remember those responses we gameplan when skies are blue. Once those horizons begin to darken, however, it's too late to recover. Plan and emplace your notification response early so that you can focus on the more immediate life-safety needs that will come when the incident kicks off.
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David Summers
Auditor 3 at Arizona Department of Corrections
What articles like this fail to consider, is the mitigative process of emergency management. If a resource or agency seeks to communicate with schools and universities in times of emergency then those resources or agencies waited too long. Effective emergency planning begins when there is no emergency. Relationships are formed in absence of urgency or strife. Connections are bound through common efforts and communal benefit, where tools like radio communications and internet services, satellite comms, hardline dial-ups, even CB and UHF-based radios, are introduced and practiced. Relying on a point of contact or designated staff paid to sit at the ERP table, without building those relationships prior, is destined to fail.