3n National Notification Network

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3nNational Notification Network
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How the system works

• During an emergency broadcast, the system tries
  to contact individuals until either the
  individual confirms receipt of the message or
  until the number of broadcast cycles has been met
  or the broadcast duration is over.
• When a user confirms delivery, the system
  suspends sending further notification to that
  individual.
• Delivery order is randomized

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How is the emergency contact database configured?

• UCS will load every current staff, faculty and
  student (5,765) name and WOU e-mail address into
  the 3n database.
• 3n will send an e-mail to the WOU address of
  every database entry with a welcome message and a
  link to the 3n portal
• Each user configures their delivery preferences
  including landing pad(s) and delivery order.

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Who initiates emergency messages?

• Organization leaders
• We need to identify the WOU leaders
• PSU identified 6 leaders
• VP-FADM, CPSO, CIO, AVP-SP, Dir Fac, VP-UR
• Training session and testing a must!
• Leaders are system administrators and have full
  control over all information in the database.
  This includes member contact information,
  scenarios and messages.

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Does the message go to everyone at WOU?

• Groups can be created that include the total
  population or a subset
• Faculty / staff only?
• Everyone
• Student only?

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How to encourage students to visit the 3n portal
to complete process?

• Remind them to visit 3n portal during
  registration process.
• Require them to visit 3n portal during
  registration process.
• Other ideas?

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How to encourage faculty / staff to visit 3n
portal to complete process?

• PSU advertised using the following
• PSUAlert cardsFlyersPublic safety
  web-siteVanguard (student newspaper)TV
  display
• Ideas?
• Need help from PR office

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What we have completed

• Signed contract
• A comma delimited file of all WOU faculty / staff
  and students with their name and WOU e-mail
  addresses has been created
• Initial questionnaire completed and returned to 3n

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What we need to do SOON

• Meet implementation team and schedule training
  sessions with key WOU staff
• Who will configure and push the Big Red Button?
• When will the WOU team be able to meet for
  training?
• Send current CSV file to 3n
• Develop process for updating 3n database on a
  regular basis with new staff / faculty and
  students

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Items to consider

• PR campaign
• Give the system a name (WOUalert)
• Announce system on web home page with link to
  further details
• Public Safety web site with Alert Notification
  information and FAQ
• http//www.wou.edu/WOUalert
• http//www.pdx.edu/psualert
• What is an emergency?
• What is a typical usage scenario?

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Items to consider

• Who initiates emergency notifications?
• Add / Purge process. (timing, daily at PSU)
• What caller-id number do we use?
• A commercial local number with a message
  directing callers to the wou.edu/WOUalert web
  page (1-877-838-xxxx prefix)
• A group leader would maintain the message at this
  number It would be the same message as the
  emergency message sent out.

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Items to consider

• Outbound Communication types
• Cell Phone
• Desk Phone
• PBX/ PBX Extensions
• International Phone
• Text SMPP (short message peer-to-peer)
• Text SMTP (simple mail transport protocol)
• Email
• One-way Pager
• Two-Way Pager
• TTY
• Fax
• Administrator phone

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System considerations

• E-mail load
• OK
• Cell tower load
• Test
• Phone system load
• 48 incoming lines
• 3n system will back-off and use another mode when
  it detects a critical load
• Delivery methods are randomized

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Pre-preparation of emergency messages

• Best Practice is to create possible emergency
  messages ahead of time. PSU has identified up to
  30 possible emergency scenarios. Thus text
  messages must be pre-created for each of these
  possible emergency scenarios.
• Messages should follow 3 rules
• no more than 3 sentences of up to 30 words each
• have a grade level at 6th grade or less
• have a Flesch-Kincaid readability score of 60-120.