Campus safety officials must implement comprehensive notification systems to ensure critical information reaches all community members during emergencies.
Related Article: UVU Emergency Alert System Faces Scrutiny After Charlie Kirk Shooting
The following practices establish effective communication protocols that save lives and maintain campus security.
1. Deploy Multi-Channel Communication Systems
Implement layered notification technologies where each system’s strengths compensate for others’ limitations. This redundancy ensures message delivery when individual systems fail or experience technical difficulties.
2. Involve IT Department from the Start
Include information technology personnel at the project’s inception. IT departments possess essential technical expertise for system integration, network capacity planning, and ongoing maintenance requirements.
3. Conduct Regular System Testing
Schedule comprehensive system tests at least once per semester, if not more frequently. Inform all stakeholders about testing procedures and send test messages to all registered users. Some campuses test their audio systems using non-emergency tones, such as scheduled chimes or school songs before sporting events.
4. Establish Clear Authorization Protocols
Designate specific personnel authorized to issue emergency notifications before crises occur. Undefined authority structures can create confusion and dangerous delays during time-critical situations.
5. Develop Standard Operating Procedures
Create detailed standard operating procedures during system procurement, not after installation. This ensures operational readiness from the moment systems become active.
6. Provide Clear Guidelines to Public Safety Officials
Establish comprehensive protocols for public safety personnel before emergencies occur. Clear guidelines enable rapid, accurate response when every second matters.
7. Balance System Usage Frequency
Use notification systems frequently enough to demonstrate value and maintain awareness, but avoid overuse that causes message fatigue and reduced attention to critical alerts.
8. Regularly Ask for Feedback from Users
Obtain systematic feedback from campus community members regarding system effectiveness. User input identifies technical issues, coverage gaps, and the need for operational improvements.
9. Ensure Accessibility
Account for hearing and vision impairments through visual alerts, strobe lights, and tactile notification methods. Federal accessibility requirements mandate inclusive emergency communication systems.
10. Educate the Campus Community About the Emergency Notification System
Provide comprehensive training to all campus members on notification system operation and emergency response procedures. Education programs ensure appropriate response when alerts are issued.
11. Repeat Audible Emergency Announcements
The stress and commotion during campus emergencies often limit people’s ability to comprehend an announcement. Because of this, an audible emergency alert message must be repeated clearly several times.
12. Send Phone Messages That Are Clear, Originate from an Authority
A phone message should be easily understood, concise and to the point. The message should always include the date, time and name of the person sending the alert. If possible, the message should also be recorded in the sender’s own voice to verify that the alert is legitimate. This can also provide a sense of calm and familiarity in the event of a crisis.
13. Keep Length of Text and Audible Messages Short and Easy to Understand
When stress is high, reading comprehension decreases. Experts often recommend messages be written for an audience with a sixth-grade reading comprehension level.
14. Have Communications Department Review Emergency Messages
Public information officer (PIO)/communications department officials should review all emergency communications, preferably ahead of time, before any emergency occurs. Individuals creating the messages should also to be trained and have experience in writing emergency announcements.
15. Send Emergency Alerts That Are Location-Specific
A message for one area of campus might not be appropriate for another area on campus or for individuals who are off-campus. An school, university or hospital should have a system that can address the different needs of different areas of a campus.
Related Article: UNLV Shooting Misinformation Highlights Need for Effective Campus Emergency Notification Strategies
These practices form the foundation of effective campus emergency notification systems that protect lives and maintain institutional security during critical situations.
