MyAlert Emergency Response System

Operational Standard/Purpose

The MyAlert notification system will be used only to provide information to students and staff in emergency situations. Examples include: weather closings, active shooter on campus, impending tornado, etc. MyAlert may not be used for courtesy reminders or other general information communications.

MyAlert provides emergency notifications through emails, voice messaging, and text messages. MyAlert’s purpose is to provide rapid communication through accessible channels in times of emergency.

Scope/Applicability

This procedure applies to all faculty and staff, and is available to all students. The Board of Trustees also may opt into the MyAlert system.

Procedures

MyAlert is a collaborative effort among several departments:

1. The license is covered through Campus Police. Campus Police provide the expertise in evaluating the usefulness of the system and making recommendations for messaging. In the event of an emergency, Campus Police may activate the system.
2. The database providing information on who is covered in the system is provided and maintained through Enterprise Systems and Information Technology. These areas manage and evaluate the interface between ICC’s databases and MyAlert, and ensure ICC security requirements are met.
3. The Marketing Division is the primary communications administrator of MyAlert. Marketing is responsible, in most cases, for activating the system and sending alerts to the College community. In the event that Marketing personnel cannot create the messages, members of Campus Police have been trained to use prewritten messaging to provide alerts until such time as Marketing personnel are able to produce communications.
4. All departments involved will abide by both the standards of the MyAlert system and by associated federal, state, and local communications laws. For example, individuals may be required to provide permission to received text messages.
5. All ICC employees and students automatically are “opted in” for email and voicemail messaging. Individuals control their logins and passwords and may opt to enter additional phone, texting, and email messaging options to their accounts.
6. Departments that have emergency-related duties may work with Marketing to create separate notification lists. In these cases, specific supervisory individuals will be given “list” administrator rights. This means they may communicate to their designated list, but not to the entire system list. For example, the supervisors of those who manage employees involved with snow removal have been given permission to provide an alert in advance of threatening weather so individuals are prepared to report to work to clear the campus.
7. With the exception of list administrator rights listed in #6, MyAlert may only be activated by Campus Police, the President (through communication with Marketing system administrators) or the President’s designee, or the Marketing Department for testing purposes. The MyAlert system will be tested once each semester. Advance notice of the test will be given to faculty and staff via all-campus email and will be scheduled at a time that causes the least disruption in classes.
8. This procedure will be reviewed any time the vendor makes changes or ICC systems supporting MyAlert make changes that impact the capability of using MyAlert as a notification system.

Additional Provisions/Information

1. In addition to the above procedural standards, Student Services and Human Resources also participate in explaining this service. Orientation for new students and on-boarding for Human Resources includes information about MyAlert and how to use it.