Critical Event Kit for Higher Education Safety-Hurricanes

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Critical event kit for higher education safety: Hurricanes Be hurricane ready.

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eBookCritical event kit for higher education safety: Hurricanes

What’s inside Navigating the unpredictable terrain of hurricanes ............................................. 3

What are the most common challenges posed by hurricanes? ........................... 4

How can modern communication systems be leveraged for hurricanes? ........................................................................................5

Unified communications ...........................................................................................6

Map-based tools .......................................................................................................7

Response coordination .............................................................................................8

From readiness to resilience: How does Everbridge help manage hurricanes? .................................................................................................9

Best practices: Improve your emergency communication during hurricanes .................................................................................................... 11

Hurricane system checklist for higher education institutions .............................13

Communication templates: For hurricane messaging .......................................... 17

Conclusion ...............................................................................................................21

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eBookCritical event kit for higher education safety: Hurricanes

Navigating the unpredictable terrain of hurricanes Hurricanes, marked by their uncontrollable and unpredictable nature, pose significant challenges to communities and higher education institutions worldwide. Research from the National Hurricane Center indicates that a substantial 80% of these events are influenced by human activities. This striking statistic emphasizes the importance of increased awareness and proactive measures.

In addition, the National Oceanic and Atmospheric Administration (NOAA) identifies warm ocean waters and atmospheric conditions as primary catalysts for the intensification of hurricanes. These factors, among others, create conditions ripe for longer and more active hurricane seasons.

Understanding the interplay of these elements is crucial for anticipating and mitigating the impact of hurricanes, particularly within the context of shifting climate patterns.

Inside this critical event kit, we will unravel the complexities of responding to these unforeseen natural disasters and provide concrete strategies, solutions, and steps to bolster your resilience against this ever-growing threat.

Common causes of hurricanes

Warm ocean waters

Low atmospheric pressure

Moisture in the atmosphere

Coriolis effect

Tropical disturbances

Upper-level winds

Earth’s rotation

https://www.noaa.gov/

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eBookCritical event kit for higher education safety: Hurricanes

Rapid trajectory and intensity The unpredictable nature of their trajectory and the speed at which they can destroy vast areas demand agile and proactive response strategies.

Communication and information dissemination Disseminating accurate information swiftly to students, faculty, staff, first responders, and other stakeholders is essential for ensuring their safety and facilitating a well-coordinated response.

Evacuation coordination Identifying community members with access and functional needs for early communication, managing traffic flow, and providing clear directives to the public is necessary for effective evacuation.

Community preparedness Students, faculty, and staff must be educated on evacuation procedures, emergency shelters need to be established, and communication plans should be easily accessible.

Interagency coordination Coordination between teams, university emergency managers, law enforcement, local governments, and other stakeholders, both at the local and regional levels, is critical.

Environmental concerns Threats to clean water supply, loss of biodiversity, soil erosion, and deforestation should be considered as potential lasting issues for the university community.

What are the most common challenges posed by hurricanes? Hurricanes pose significant challenges for colleges and universities due to their unpredictable nature and potential harm to communities. Addressing these challenges requires a comprehensive understanding of the intricacies involved.

Key challenges include

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eBookCritical event kit for higher education safety: Hurricanes

How can modern communication systems be leveraged for hurricanes? Everbridge is trusted by institutions of higher education across North America to help them prepare for hurricanes thanks to the comprehensive set of Everbridge tools that facilitate rapid communications, geo-location capabilities, and effective responses. In the next few pages, we’ll discuss exactly how the Everbridge critical event management platform supports these three vital components of effective hurricane preparedness.

Critical event management (CEM) platforms help educational leaders address the challenges posed by hurricanes through the following means:

Unified communication Map-based tools Response coordination

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Alert Extra safety precautions due to

windy conditions and rain. Shelter in place in effect until 6 PM.

For more info visit: city.com/info.

Visual Command Center

Tropical storm projected 6 hours from now

https://www.everbridge.com/ https://www.everbridge.com/platform/critical-event-management/

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eBookCritical event kit for higher education safety: Hurricanes

Unified communication How Everbridge supports unified communications Everbridge enables multi-modal communication, reaching residents, first responders, and stakeholders through various channels, including SMS, IPAWS, voice calls, emails, and social media. The platform supports the dissemination of accurate information swiftly with neighboring jurisdictions and other organizations like utilities or hospitals, reducing the risk of misinformation during critical situations. CAD (Computer-Aided Dispatch) systems, ensure a flow of critical information to first responders and key stakeholders.

Everbridge in action...

Everbridge emphasizes the crucial role of preparedness, real-time information sharing, and emergency response in safeguarding residents along the U.S. Gulf Coast and Atlantic Seaboard.

“Effective communication between emergency managers, first responders, search and rescue teams, and the general public remains critical in saving lives during hurricanes,” says David Wagner, CEO of Everbridge. “At Everbridge, our dedicated team of Public Safety experts is committed to equipping our customers with the necessary tools, best practices, and functionality

Alert Extra safety precautions due to

windy conditions and rain. Shelter in place in effect until 6 PM.

For more info visit: city.com/info.

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eBookCritical event kit for higher education safety: Hurricanes

Map-based tools How Everbridge leverages map-based tools

to ensure preparedness throughout the hurricane season, enabling optimized response and safety efforts.”

Everbridge supports some of the most populated cities and counties along the Atlantic and Gulf Coasts. The Everbridge platform has been successfully used to protect states and its residents from catastrophic Atlantic storms over the years, including Hurricanes Michael (Category 5), Matthew, Irma, Dorian, Ian, and Nicole.

Use your preferred base map Such as Google, Bing, or ESRI. These maps can be customized to also include geographical or infrastructure information to make more informed decisions.

Define specific target areas Everbridge excels in targeting, allowing users to define areas based on contact location, address points, or landmarks, and set radius parameters around specific addresses.

Display Geographic Information System data Everbridge integrates local GIS geocoding capabilities, automatically geocoding address information.

https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/ https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/

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eBookCritical event kit for higher education safety: Hurricanes

Response coordination How Everbridge enhances response coordination

During Hurricane Irma, for example, Everbridge was used to share safety information, weather updates, sheltering instructions, and evacuation directions throughout the course of the storm, with over 20 million messages sent to residents.

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Unified dashboards Everbridge provides unified dashboards and communication channels foster real-time information sharing and coordination.

Message automation Everbridge can shorten the time to notify teams and reduce errors with easy-to- use templates and message automation.

Coordinated response Communicate to different groups with only the info they need to know for a better coordinated response.

Two-way communications Leverage two-way communications to quickly assess who needs or has additional resources.

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eBookCritical event kit for higher education safety: Hurricanes

From readiness to resilience

How does Everbridge help manage hurricanes? By offering a unified platform for communication, coordination, and information management, Everbridge enhances the capabilities of leaders of colleges and universities in addressing the dynamic challenges posed by hurricanes.

Everbridge seamlessly integrates into every phase of hurricane management, from proactive planning to real-time response and recovery. Its diverse features and channels ensure comprehensive communication, effective resource coordination, and continuous improvement in emergency management strategies.

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eBookCritical event kit for higher education safety: Hurricanes

Check out how managing a hurricane might look with Everbridge by your side:

PACE Planning Everbridge plays a crucial role in PACE (Primary, Alternate, Contingency, Emergency) communications plans as a comprehensive platform capable of covering multiple communications needs.

Planning for access & functional needs Students, faculty, and staff can register on Everbridge, providing essential information about additional needs.

Community engagement Emergency managers can drive students, faculty, and staff to opt-in for alerts using Everbridge.

Multi-channel notification Managers can send rapid alerts through IPAWS, SMS, phone, social media, email, TTY, and more.

Response coordination Customizable messaging is available to response teams for coordinated efforts.

Situational awareness Teams can be polled for resource needs, leveraging the Everbridge Network for inter-agency communication.

Continuity of operations Managers can easily maintain internal communication and disseminate recovery information.

Community support & assistance programs Everbridge keywords can be used for public subscription for assistance updates.

Post-incident analysis and reporting The platform automatically captures feedback, reviews communication timelines, and generates reports.

Outcome

• Emergency managers use Everbridge as a reliable mass notification tool as well as a backup to other methods.

• Utilize Everbridge data for inclusive planning, ensuring resources align with community needs.

• Increased participation in university- sponsored readiness programs, enhancing overall hurricane preparedness

Outcome

• Swift and widespread dissemination of critical information, ensuring students, faculty, and staff receive alerts through their preferred channels.

• Efficient deployment of resources with clear communication, minimizing response time during a hurricane.

• Real-time situational awareness, aiding in strategic decision-making and resource allocation.

Outcome

• Seamless coordination for the restoration of essential services, ensuring a swift recovery process.

• Efficient communication of support programs, including debris removal and mental health services, fostering community recovery.

• In-depth analysis supporting future planning and mitigation, improving overall emergency response strategies.

AFTERDURINGBEFORE

https://www.cisa.gov/sites/default/files/2023-05/23_0426_ncswic_PACE-Plan_508.pdf https://www.everbridge.com/platform/technology/

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eBookCritical event kit for higher education safety: Hurricanes

Best practices

Improve your emergency communication during hurricanes Effective communication is crucial in any emergency response. Colleges and universities must decide how, what, and when to communicate before a disaster strikes, as a lack of information leads to misinformation and potential harm.

The following page provides best practices that underscore the importance of proactive communication planning, unified terminology, and inclusive strategies to ensure effective emergency communication.

Everbridge serves as a valuable tool in implementing these practices, providing the necessary infrastructure and support for seamless and comprehensive communication during critical events.

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eBookCritical event kit for higher education safety: Hurricanes

Effective communication best practices

Key point Disasters transcend boundaries, demanding unified coordination among stakeholders for effective response and messaging.

Recommendation Develop collaborative programs, utilize networks, and leverage Everbridge for structured accounts and network support.

Key point Using complicated words might make it hard to understand, so emergency messages should be simple and clear.

Recommendation Prioritize simplicity in messaging. Aim to make messages 8th grade reading level or lower. Avoid using passive tense. Avoid ambiguous words like “voluntary” and use terms like “GET READY” for clearer evacuation directives.

Key point Understanding community languages and needs is essential for effective communication during emergencies.

Recommendation Collaborate with university representatives, ensure clear multilingual messaging, and leverage Everbridge for inclusive alerts.

Key point Students, faculty, and staff may assume they will receive emergency alerts, but this is a risky assumption; additional outreach is essential.

Recommendation Use Everbridge Resident Connection to extend communication beyond opt-ins, ensuring widespread access to critical information.

Key point Inconsistent terminology in emergency alerts can confuse the university community hindering a prompt and unified response.

Recommendation Encourage agencies to adopt common terms, supported by mass notification systems like Everbridge with templates for consistent messaging.

Establish criteria for pre-disaster information dissemination

Key point Pre-disaster messaging criteria are vital for timely threat alerts, reducing the delay in protective actions.

Recommendation Develop clear criteria, utilize various modalities, and create content emphasizing preparation, registration, and immediate action.

Key point Lack of information prompts misinformation, emphasizing the need for robust communication plans before disasters.

Recommendation Higher education institutions must decide on communication strategies, content, and timing preemptively.

Adopt common terminology

Use clear, plain language Plan for inclusive communications Invest in community reach beyond opt-ins

Develop collaboration between response agenciesPlan for effective communication

https://www.everbridge.com/products/resident-connection/ https://www.everbridge.com/products/mass-notification-and-incident-communications/ https://www.everbridge.com/products/mass-notification-and-incident-communications/

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eBookCritical event kit for higher education safety: Hurricanes

Registration portal

• Ensure your registration portal is prominently placed on your university’s intranet for easy access by faculty, staff, and students. Given the diverse usage of intranet tools, visibility is key to encouraging registrations.

• Enable options for subscribing to non-emergency alerts, enhancing user engagement and expanding the opt-in subscriber base.

• Mandate the inclusion of primary and secondary contact information to enhance notification reach during critical events.

Hurricane system checklist for higher education institutions The checklist outlines crucial steps that emergency managers can take to ensure their emergency notification system is ready when needed.

Key asset

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eBookCritical event kit for higher education safety: Hurricanes

Weather alerts

• Implement automated weather alerts tailored to the specific region of your campus to keep the community informed of potential risks.

• Prioritize the dissemination of high severity weather alerts to all stakeholders to address life-safety concerns promptly.

• Offer the option for users to set do not disturb periods, with provisions for overriding during critical life-safety events.

Multilingual registration and notifications

• Ensure multilingual support for your registration portal to cater to the diverse language preferences of international students, faculty and staff.

• Provide users the flexibility to choose their preferred language for receiving messages, ensuring effective communication and understanding.

Pre-scripted templates

• Utilize pre-scripted message templates to expedite communication during emergencies, enabling quick dissemination of accurate information.

• Allow customization of key details within pre-scripted messages to ensure relevance and precision in alerts.

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eBookCritical event kit for higher education safety: Hurricanes

Settings

• Encourage the adoption of an institution-owned mobile app for push notifications and receipt acknowledgment.

• Ensure clear identification of caller ID for emergency calls to optimize response rates.

• Provide confirmation mechanisms for message receipt to enhance communication reliability.

• Implement effective notification throttling mechanisms to prevent system overload.

Contact data

• Regularly update faculty, staff, and student contact information to reflect changes in personnel or residency.

• Conduct periodic data tests to validate contact details, remove duplicates, and maintain data integrity.

GIS capabilities

• Incorporate evacuation zones into your system for efficient communication during evacuation procedures.

• Integrate surge zones to notify individuals in areas prone to heightened risks during emergencies.

• Include critical infrastructure sites within notification zones to ensure timely alerts in case of compromise.

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eBookCritical event kit for higher education safety: Hurricanes

Key asset

Hurricane communications templates for your use To streamline communications, especially when a hurricane is imminent, it’s best practice to have message templates ready to go. The next few pages provide message templates that can be adapted and modified by institutions and other authorities as needed.

Elements of effective emergency notifications

The following elements of effective emergency notifications have been put together by Dr. Dennis Mileti of FEMA in his “Modernizing Public Warning Messaging.”

https://www.youtube.com/watch?v=oYya009bc2M https://www.youtube.com/watch?v=oYya009bc2M

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eBookCritical event kit for higher education safety: Hurricanes

Tips and best practices When planning communications, important things to consider are:

Understanding your audience

Language and culture relevance

Accessibility of communications

Information and dissemination channels

Emotional impact of alert to audience

Example

Local PD:

Check the news and radio now for updates.

Explosion at Superior Dam. Potential damage and flooding

Message expires at 8:00 AM PDT.

in Sherman Heights.

For more info visit: localpd.com

Source

Hazard

Location

Say who the message is from.

Use area descriptions such as street or landmark names.

Describe the event and its impact.

Guidance

Expiration time

Other

Mention alert or warning expiration timeframe.

Mention proactive action and timing to help reduce impact.

Optional resource such as map or link information.

eBookCritical event kit for higher education safety: Hurricanes

“Hurricane danger” template:

Text message

[Alerting authority]: A HURRICANE WARNING is in effect for [LOCATION] for dangerous and damaging winds in effect until [TIME]. This warning is issued up to 36 hours before hazardous conditions begin. Urgently complete efforts to protect life and property. Have food, water, cash, fuel, and medications for 3+ days. FOLLOW INSTRUCTIONS FROM LOCAL OFFICIALS. [URL]

Web message

Extra hurricane safety precautions are advised for [location]. This warning is issued up to 36 hours before hazardous conditions begin.

Hurricane prevention reminders:

• [Include tips or links to resources to refer to]

• What to do now:

• Monitor phone, TV, and radio for updates.

• Make a plan in case of evacuation.

• If you or a person you know needs shelter, transportation, or other assistance during an evacuation, register at [link]

Information resources:

• [Include tips or links to resources to help prepare such as numbers to call, education on evacuation levels, links to current conditions/message portal]

These examples can be copy and pasted for use. Input the information needed in the brackets.

eBookCritical event kit for higher education safety: Hurricanes

“Prepare to evacuate” template: These examples can be copy and pasted for use. Input the information needed in the brackets.

Text message

[Alerting authority]: BE READY to evacuate. Hurricane heading towards [location]. Monitor TV, radio, and phone for updates. For more info visit [link]

Web message

This is a hurricane emergency alert from [alerting authority]. There is a hurricane heading towards [location].

Be aware of the possible danger in your area. Make plans and prepare to evacuate. Gather necessary supplies for health, safety, and identification. Check phone, TV, and radio for updates.

If you choose to evacuate early [instructions on where to go or areas to avoid].

• Act early if you are older, have children, disabilities, or limited access to transportation. Consider moving pets and livestock early.

• If you can do so safely, check with your neighbors, and share information. Ask for help if you need it. Offer help if you can give it.

• Don’t wait to evacuate if you feel unsafe. If conditions change, you may receive a “GO NOW” evacuation notice. You do not need to wait for another evacuation notice. Make the best decision for your safety.

[Links, attachments, or view of affected area]

eBookCritical event kit for higher education safety: Hurricanes

“Must evacuate” template: These examples can be copy and pasted for use. Input the information needed in the brackets.

WEA (Wireless Emergency Alert) example: 90 characters

[Alerting Authority]: Hurricane in [location] GO NOW Evacuate!

River City: Hurricane in Pine Pass GO NOW Evacuate!

360 characters

[Alerting Authority]: Hurricane in [location]. GO NOW! [GUIDANCE]. Start

[TIME] until next update. More info at: [link].

River City Weather Dept: Hurricane in Pine Pass between Gulch Rd and

Hwy 90. GO NOW! Evacuate traveling north or west for least 10 miles from

the area. Roads in area going east and south are closed. Start 8 AM until

next update. More info at: bit.ly/2KEOXNx

Text message

[Alerting Authority]: Hurricane [NAME]. GO NOW. Evacuate your family and pets, do not delay. Watch for public safety personnel operating in the area and follow their instructions. [URL]

Web message

This is a hurricane emergency alert from [alerting authority]. Evacuate immediately from the following areas: [location]. There is extreme flooding danger in your area. You and your family should evacuate now. If you choose to evacuate early [instructions on where to go or areas to avoid].

• If you are unable to evacuate yourself or family members, [instructions on what to do like dial 911 to request assistance]

• Do not stop to gather your belongings or protect your home. Follow your emergency plan.

• Call 511 for road closure information.

After you evacuate

• Do not return to the area until public safety officials announce the area is safe.

• Continue to check for updates through TV, radio, or [insert website or social media from where city or county updates will be shared]

• Once you are safe, check with friends and family.

[Links, attachments, or view of affected area]

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Conclusion

Navigate hurricane preparedness with Everbridge The goal of this Hurricane Critical Event Kit is to serve as a valuable resource that empowers you to fortify your hurricane preparedness and response strategies. With the robust solutions Everbridge offers, you can confidently address the full scope of challenges associated with hurricanes.

If you are interested in learning more about how Everbridge can help you protect lives, streamline communications, and build more resilient communities, schedule a demo with us today.

With the right tools and strategies, we believe emergency managers can successfully navigate the evolving landscape of hurricanes and enhance the safety of students, faculty, and staff at institutions of higher education.

https://www.everbridge.com/solutions/public-safety/ https://www.everbridge.com/demo/

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About Everbridge Everbridge, Inc. empowers enterprises and government organizations to anticipate, mitigate, respond to, and recover stronger from critical events. In today’s unpredictable world, resilient organizations minimize impact to people and operations, absorb stress, and return to productivity faster when deploying critical event management (CEM) technology. Everbridge digitizes organizational resilience by combining intelligent automation with the industry’s most comprehensive risk data to Keep People Safe and Organizations Running™.

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Critical Event Kit for Higher Education Safety-Hurricanes

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