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Fall

Crisis Communications
Notification Message Templates

2012 Anthony Rd. Burlington, NC

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Crisis Communications Notification Message Templates
TABLE OF CONTENTS
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Document Control
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Section 1: Introduction
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Section 2: Incident Notification Message Matrix
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Section 3: Crisis Communications Do’s and Don’ts
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Section 4: Emergency Notification Message Templates

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Active Shooter/Armed Individual

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Bomb Threat/Suspicious Package

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Child Abduction

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Civil Disturbance

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Fire/Gas Leak/Structural Damage
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Flooding
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Hazardous Materials Incident
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Hurricane/Tropical Storm Warning
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Railway Accident
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Tornado Warning
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Violent Crime
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Section 5: Urgent and Important Notification Message Templates

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Crisis Communications Notification Message Templates
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Accidental Death
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Class Cancellation
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Hurricane/Tropical Storm Watch
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Major Traffic Accident
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Missing Person/Child
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Power Outage
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Severe Winter Weather
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Tornado Watch
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Section 6: All Clear Notification Message Templates
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Section 7: Test Notification Message Templates
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DOCUMENT CONTROL

Version:

December 2013

Last Update By: EnviroSafe
Distribution To:

Stan Turbeville
Director of Marketing and Public Information

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” Lives will depend on clear and concise messaging in the early stages of response to an emergency situation. Emergency notification messages for GTCC are intended to guide the college in expediting emergency information to students. faculty and staff and serve as an adjunct to the GTCC emergency response plan.  Length of messages about an incident. and after an incident are critical to protecting the GTCC community. The communications channel being used to deliver the message will dictate details/message length. Use of the GTCC emergency notification system should consider several requirements. This will dictate the timing of notification. Other hazards such as winter weather advisories. during. hurricane watches or other incidents may be delayed until timing is appropriate such as between class periods or at the end of a class day.Crisis Communications Notification Message Templates SECTION 1: INTRODUCTION Communications from GTCC administration prior to.  The urgency of the situation. Notification messages will range from those providing “information” to others that will require recipients to “take action. faculty and staff that require notification. Messages through systems such as outdoor verbal warning systems should also be kept short and repeated in order to be understood and reach a large audience. These include:  The population and location of students. Messages such as those delivered by Twitter are limited to 140 characters and spaces while e-mails may have more detail. active shooter or tornado warning should be made in less than 10 minutes. Twitter. portion of a campus or a building. 3 DRAFT 1/27/16 20:26 a1/p1 . See Section 2 for examples. For example: notification of a fire. Facebook)  E-mail  Employee telephone screen messages  Computer screens  Internal video monitors  External video monitors  Campus switchboard (for external callers)  Campus switchboard voicemail message  Mass notification warning system The message templates provided should not be considered all-inclusive and must be adapted as necessary for each type of incident or situation. Notifications may be limited to an individual GTCC campus. The campus emergency notification system exists of the following channels:  E2Campus  Social Media (Cell phone text.

in certain situations where more detail is appropriate to convey “tone” such as in an accidental death.Crisis Communications Notification Message Templates Information contained in these templates may be modified or deleted as appropriate.to meet Twitter requirements and expedite message delivery. Even if a press conference is held. Where bracketed [ xxx ] text exists in the templates. but may need to be modified for length. computer screen. E-mail. Employee cell phone screens may be used for very brief (xx character – information TBD from campus) messages. However. but should follow the following guidelines: Text. A standard message will be used on these monitors directing viewers to call xxx-xxxx for details. Press releases are for use after emergency notifications have been made. but are scrolling. Switchboard messages for recorded voicemail messages and live operator interaction with callers will be similar to the language in e-mail messages. Press releases may be used during an event or following an event’s conclusion. Facebook posts will typically be the same length as those for text messages (140 characters). Links to additional detail about the situation may be embedded in the message if space allows. complete the message using the text as a guide. internal monitor messages will be similar subject matter to text messages. but may provide additional detail and links to additional information if appropriate and available. a press release should be considered for providing information to media not in attendance to ensure the college’s messages are conveyed. Twitter messages will be no more than 140 characters in length – including spaces . External video monitor messages are limited to 60 characters. Mass Notification Warning System messages must be modified per the MNWS contractor. E2Campus. but remember the text can be NO LONGER than 140 characters and spaces. Messages will be modeled after text message templates. Length should still be kept to a minimum. Switchboard operators should not provide any additional information until authorized by campus officials. Facebook posts will align with messages used for e-mails and internal monitors. Computer screen and internal monitor messages will be similar in length to text messages. 4 DRAFT 1/27/16 20:26 a1/p1 .

<1 hour <2 hours X X X X X X X X X X X X X X X X X X X X X X X X * Some incidents are shown in more than one column.Crisis Communications Notification Message Templates SECTION 2: INCIDENT NOTIFICATION MESSAGE MATRIX Incident Notification Message Matrix* Event Active Shooter/ Armed Individual Bomb Threat/ Suspicious Package Child Abduction Civil Disturbance Fire/Gas Leak/Structural Damage Flooding Hazardous Materials Incident Hurricane/ Tropical Storm Warning Railway Accident Tornado Warning Violent Crime Accidental Death Class Cancelation Hurricane/Tropical Storm Watch Major Traffic Accident Missing Person/ Child Power Outage Severe Winter Weather Tornado Watch Time Period During Which Initial Notification is to Be Made Immediate Urgent Important <10 min. Timing of notification of these events should be evaluated based on severity or urgency of needed notification to save lives or avoid disruption of college operations. 5 DRAFT 1/27/16 20:26 a1/p1 .

is critical for survival no matter if physical injury to a person or damage to an organizations reputation  Demonstrate concern  Be yourself  Remain calm  Be concise  Release only confirmed facts  Anticipate questions and develop answers  Develop a consistent response  Return all calls from the media as soon as possible  Provide updates to students. staff. families and friends  Designate a spokesperson and.utilize all traditional.Crisis Communications Notification Message Templates SECTION 3: Crisis Communications Do’s and Don’ts Dos:  Develop and exercise a plan and then respond as you exercise  Tell the truth  Announce bad news yourself and then maintain control of the message  Act fast – Response during the first hour of trauma . always speak with one voice through consistent message development and control  Correct erroneous information and rumors with current and accurate information  Debrief. If not possible.the “Golden Hour” . faculty. refer inquires to that person. evaluate. media. adjust your plan and exercise again Don’ts:  Don't place blame  Don't be defensive  Don't speculate  Don't overstate or understate  Don't ever use the words "NO COMMENT"  Don't give an exclusive to one journalist while in the crisis  Don't be thrown by hostile questions or aggressive reporters  Don't reveal proprietary or confidential information  Don't talk "off the record" . social media.assume everything you say will be printed or broadcasted  Don't rely on just one platform. multimedia and other avenues available 6 DRAFT 1/27/16 20:26 a1/p1 . whenever possible.

E2CAMPUS E-MAIL ATTENTION! An individual with a weapon has been COMPUTER SCREENS seen on the GTCC [campus]. stay away until GTCC STAFF CELL PHONE SCREENS VOICEMAIL to the nearest room. go to the nearest room. This is not a drill. An individual with a weapon has been seen on the GTCC [campus]. If you are on campus. FACEBOOK lock door and await further instructions. If you are on campus. Go to the nearest room. go to the nearest room.Crisis Communications Notification Message Templates SECTION 4: Emergency Notifi cations Message templates for EMERGENCY notifications using GTCC communications channels ACTIVE SHOOTER/ARMED INDIVIDUAL COMMUNICATION MESSAGE S CHANNEL TEXT ATTENTION! An individual with a weapon has been TWITTER seen on the GTCC [campus]. For updates. For SWITCHBOARD updates. lock the door and await further instructions. lock the door and await further notified of an “all clear” from campus officials or local authorities. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. go to www.com. For updates. 7 DRAFT 1/27/16 20:26 a1/p1 . stay away until notified of an “all clear” from campus officials or local authorities. go to www. If you are on campus.GTCC. An individual with a weapon has been seen on the GTCC [campus]. stay away until notified of an “all clear” from campus officials or local EXTERNAL MONITORS authorities.com.GTCC. lock the door and await further instructions.com. If you are not on campus. go INTERNAL MONITORS instructions. TBD This is [name and title of GTCC official] with an urgent message from GTCC. go to www.GTCC. If you are not on campus. If you are not on campus.

Crisis Communications Notification Message Templates 8 DRAFT 1/27/16 20:26 a1/p1 .

Listen for instructions from GTCC officials or local authorities. Evacuate if in that FACEBOOK building.GTCC. go to www. You should evacuate if in that building and follow instructions from authorities.GTCC. Follow instructions from authorities. You should INTERNAL MONITORS from authorities. go to GTCC STAFF CELL PHONE SCREENS VOICEMAIL www.com. This is SWITCHBOARD not a drill. 9 DRAFT 1/27/16 20:26 a1/p1 . You should evacuate if in that building and follow instructions from authorities. E2CAMPUS E-MAIL ATTENTION! GTCC has [received a bomb threat] [found COMPUTER SCREENS a suspicious package] at [building]. GTCC has [received a bomb threat] [found a suspicious package] at [building]. All other individuals should stay away from the area of [building]. TBD This is [name and title of GTCC official] with an urgent message from GTCC. GTCC has [received a bomb threat] [found a suspicious package] at [building]. For updates. If you are not on campus. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. For updates. For updates.com. All other individuals should stay away evacuate if in that building and follow instructions from the area of [building]. All other individuals should stay away from the area of [building].com.GTCC. stay away until notified of an “all clear” from campus officials or local EXTERNAL MONITORS authorities.Crisis Communications Notification Message Templates BOMB THREAT/SUSPICIOUS PACKAGE COMMUNICATION S CHANNEL TEXT MESSAGE ATTENTION! GTCC has [received a bomb threat] [found TWITTER a suspicious package] at [building]. go to www. If you are not on campus. stay away until notified of an “all clear” from campus officials or local authorities.

Crisis Communications Notification Message Templates 10 DRAFT 1/27/16 20:26 a1/p1 .

Go to www. Call 911 with any information. description] and may be riding in a [vehicle description]. Go to www. [He/She] was last seen [location]. on] the GTCC [campus]. SWITCHBOARD Call 911 with any information. The child’s name is [name].GTCC. [He/She] is [description – age.Crisis Communications Notification Message Templates CHILD ABDUCTION MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A child abduction has been reported TWITTER [near. 11 DRAFT 1/27/16 20:26 a1/p1 . clothing.com for further details. clothing. be in the company of [name. A child abduction has been reported [near. Go to www. TBD This is [name and title of GTCC official] with an urgent message from GTCC. Call 911 with any information. description] and may be riding in a [vehicle description].GTCC. [He/She] was last seen [location].].GTCC.com GTCC STAFF CELL PHONE SCREENS VOICEMAIL for further details.]. [He/She] may be in the company of [name. Call 911 with information. [He/She] may [name]. race. The child’s name is INTERNAL MONITORS etc. race. [He/She] was last seen [location]. clothing. [He/She] is [description – age. etc. A child abduction has been reported [near. E2CAMPUS E-MAIL ATTENTION! A child abduction has been reported COMPUTER SCREENS [near. See www. [He/She] is [description – age. The child’s name is [name]. description] and may be riding in a [vehicle description].com for EXTERNAL MONITORS further details.]. on] the GTCC [campus]. [He/She] may be in the company of [name. on] the GTCC [campus]. race. etc.GTCC. on] the GTCC [campus].com for FACEBOOK details. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.

Crisis Communications Notification Message Templates 12 DRAFT 1/27/16 20:26 a1/p1 .

[If you are FACEBOOK inside. All other individuals should stay away inside. E2CAMPUS E-MAIL ATTENTION! A civil disturbance is occurring on the COMPUTER SCREENS GTCC [campus] in the area of [building]. stay where you are] [Leave that area immediately] All other individuals should stay away from the area of [building]. A civil disturbance is occurring on the GTCC [campus] in the area of [building].Crisis Communications Notification Message Templates CIVIL DISTURBANCE MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A civil disturbance is occurring on the TWITTER GTCC [campus] in the area of [building]. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. [If you are inside. Follow instructions from GTCC officials or local authorities. TBD This is [name and title of GTCC official] with an urgent message from GTCC. 13 DRAFT 1/27/16 20:26 a1/p1 .com. stay where you are] [Leave that area immediately] All other individuals should stay away from the area of [building]. Follow instructions from GTCC officials or EXTERNAL MONITORS local authorities.GTCC. Follow instructions from SWITCHBOARD GTCC officials or local authorities. stay where you are] [Leave that area from the area of [building]. A civil disturbance is occurring on the GTCC [campus] in the area of [building]. [If you are INTERNAL MONITORS immediately]. go to GTCC STAFF CELL PHONE SCREENS VOICEMAIL www. For updates. [If you are inside. shelter in place] [Leave that area immediately]. This is not a drill.

Crisis Communications Notification Message Templates 14 DRAFT 1/27/16 20:26 a1/p1 .

Structural Damage] has been reported on the GTCC [campus] in the [building]. If not in the area. For updates. Gas Leak. Follow all instructions from GTCC officials or local emergency authorities. This is not a drill.com.com. Structural Damage] has been reported on the GTCC [campus] in the [building].GTCC. you should evacuate immediately. Follow all instructions from GTCC officials or local emergency authorities. Gas Leak. If you are in the [building]. [A] [Fire. go to www. E2CAMPUS E-MAIL ATTENTION! [A] [Fire. stay clear so that emergency services can respond. go to GTCC STAFF CELL PHONE SCREENS VOICEMAIL www. Follow all instructions from GTCC officials or local emergency authorities. This is not a drill. stay clear so that emergency services can respond. Gas Leak. For SWITCHBOARD updates. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR 15 DRAFT 1/27/16 20:26 a1/p1 . TBD This is [name and title of GTCC official] with an urgent message from GTCC. If you are not in the area of [building]. If you are in the [building]. Structural Damage] is TWITTER reported at GTCC [building]. [A] [Fire. If you are in the [building]. If you are not in the area of [building].com. you should [building]. Structural Damage] COMPUTER SCREENS has been reported on the GTCC [campus] in the INTERNAL MONITORS evacuate immediately. For updates. Evacuate if you are in the FACEBOOK building. stay clear. EXTERNAL go to www.GTCC. you should evacuate immediately.Crisis Communications Notification Message Templates FIRE/GAS LEAK/STRUCTURAL DAMAGE COMMUNICATION MESSAGE S CHANNEL TEXT ATTENTION! [A] [Fire. stay clear so that emergency services can respond.GTCC. If you are not in the area of [building]. Gas Leak.

16 DRAFT 1/27/16 20:26 a1/p1 .Crisis Communications Notification Message Templates MONITORS INFORMATION.

Avoid this area. Follow all instructions from GTCC officials or local emergency SWITCHBOARD authorities. For EXTERNAL MONITORS updates. For updates. FACEBOOK E2CAMPUS E-MAIL ATTENTION! Flooding is occurring on [road] at GTCC COMPUTER SCREENS [campus]]. Follow all instructions from GTCC officials or local emergency authorities. If in the area. For updates.Crisis Communications Notification Message Templates FLOODING MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! Flooding is occurring on [road] at GTCC TWITTER [campus]]. go to www. If in the area. Avoid this area. go to www. Flooding is occurring on [road] at GTCC [campus]].GTCC. use another INTERNAL MONITORS instructions from GTCC officials or local emergency GTCC STAFF CELL PHONE SCREENS VOICEMAIL route or wait until flooding recedes.com.GTCC.GTCC. Avoid this area. go to www. 17 DRAFT 1/27/16 20:26 a1/p1 . If in the area. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. use another route or wait until flooding recedes. use another route or wait until flooding recedes. Follow all authorities.com. Avoid this area. TBD This is [name and title of GTCC official] with an urgent message from GTCC. Flooding is occurring on [road] at GTCC [campus]].com.

URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. go to www.GTCC. INTERNAL MONITORS emergency services can respond. E2CAMPUS E-MAIL ATTENTION! A hazardous materials incident has COMPUTER SCREENS occurred near GTCC [campus]. go to www. Follow all GTCC STAFF CELL PHONE SCREENS VOICEMAIL prepare to evacuate. A hazardous materials incident has occurred near GTCC [campus]. If you are in this area.com.com. Follow all instructions from GTCC officials or local emergency SWITCHBOARD service authorities. TBD This is [name and title of GTCC official] with an urgent message from GTCC.Crisis Communications Notification Message Templates HAZARDOUS MATERIALS INCIDENT COMMUNICATION MESSAGE S CHANNEL TEXT ATTENTION! A hazardous materials spill has occurred TWITTER near GTCC [campus]. If not in this area.GTCC. prepare to evacuate. A hazardous materials incident has occurred near GTCC [campus]. stay away so emergency services can respond. If not in this area. If you are in this area. stay away so emergency services can respond. go to www. If you are in this area.com. For updates. 18 DRAFT 1/27/16 20:26 a1/p1 . For updates. EXTERNAL MONITORS For updates. If not in this area. stay away so instructions from GTCC officials or local emergency service authorities. Follow all instructions from GTCC officials or local emergency service authorities. Follow FACEBOOK instructions from authorities. prepare to evacuate. Prepare to evacuate area.GTCC.

GTCC. For updates visit www. A warning means [hurricane. TBD This is [name and title of GTCC official] with an urgent message from GTCC. Avoid elevators. tropical storm) warning has been issued for our area.Crisis Communications Notification Message Templates HURRICANE/TROPICAL STORM WARNING COMMUNICATION MESSAGE S CHANNEL TEXT ATTENTION! A [hurricane. A [hurricane. A warning means [hurricane.   Stay indoors and away from windows and glass doors. A warning means [hurricane. Keep curtains and blinds closed. closet or hallway on the lowest level. tropical INTERNAL MONITORS During the storm: storm] conditions are expected within the next 36 hours.GTCC. Visit www.com and listen to local EXTERNAL MONITORS television and radio stations. For additional information and updates visit www. tropical storm) warning has been COMPUTER SCREENS issued for our area. tropical storm] conditions are likely.com and listen to local television and radio SWITCHBOARD stations. E2CAMPUS E-MAIL ATTENTION! A [hurricane. tropical storm) warning has been issued for our area.com for FACEBOOK details. A [hurricane. tropical storm] conditions are likely.GTCC. Take refuge in a small  interior room. tropical storm) warning has TWITTER been issued for our area. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.com and listen to local GTCC STAFF CELL PHONE SCREENS VOICEMAIL television and radio stations.GTCC. 19 DRAFT 1/27/16 20:26 a1/p1 . For additional information and updates visit www.

A railway accident has occurred [on/near] the GTCC [campus]. See www.com or dial XXX-XXXX for more EXTERNAL information. stay away.GTCC.Crisis Communications Notification Message Templates RAILWAY ACCIDENT MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A railway accident has occurred [on/near] TWITTER the GTCC [campus]. Local emergency in the area. See www.GTCC.com or dial XXX- FACEBOOK XXXX for more information.com or dial XXX-XXXX for more GTCC STAFF CELL PHONE SCREENS VOICEMAIL information. If you are affected in the area of (location)].GTCC. Campus traffic [is not affected] [is affected in the area of (location)]. If you are not in the area. stay away. If you are not in the area. A railway accident has occurred [on/near] the GTCC [campus]. See www. Campus traffic [is not affected] [is affected in the area of (location)]. If you are in the area. follow the direction of GTCC officials or local authorities. If you are in the area.GTCC. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR 20 DRAFT 1/27/16 20:26 a1/p1 . Local emergency services [have been notified] [are on scene]. stay away. If you are not in the area. TBD This is [name and title of GTCC official] with an urgent message from GTCC. Campus traffic [is not affected] [is INTERNAL MONITORS services [have been notified] [are on scene].com or dial XXX-XXXX SWITCHBOARD for more information. follow the direction of GTCC officials or local authorities. Local emergency services [have been notified] [are on scene]. follow the direction of GTCC officials or local authorities. See www. E2CAMPUS E-MAIL ATTENTION! A railway accident has occurred [on/near] COMPUTER SCREENS the GTCC [campus].

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You should take shelter immediately! If there is no basement in your building. Take shelter immediately! FACEBOOK E2CAMPUS E-MAIL ATTENTION! A tornado warning has been issued for COMPUTER SCREENS the GTCC [campus] area. go to the center hallway) away from corners. A tornado warning has been issued for the GTCC [campus] area. nearby building GTCC STAFF CELL PHONE SCREENS VOICEMAIL or a storm shelter. get under a sturdy table and use your 22 DRAFT 1/27/16 20:26 a1/p1 . go to the center of an interior room on the lowest level (closet. Do not open windows. Put as many walls as possible between you and the outside. get under a sturdy table and use your arms to protect your head and neck. Put as many walls as possible between you and the outside. TBD This is [name and title of GTCC official] with an urgent message from GTCC.Crisis Communications Notification Message Templates TORNADO WARNING MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A tornado warning has been issued for TWITTER the GTCC [campus] area. doors. interior hallway) away from corners. If possible. and outside walls. doors. In a high-rise building. and outside walls. interior there is no basement in your building. go to a small interior room or hallway on the lowest floor possible. Take shelter immediately! If INTERNAL MONITORS of an interior room on the lowest level (closet. In a high-rise building. If possible. get out immediately and go to the lowest floor of a sturdy. windows. windows. Do not open windows. If in a trailer or mobile classroom. go to a small interior room or hallway on the lowest floor possible.

windows. go to the center of an interior room on the lowest level (closet. Put as many walls as possible between you and the outside.Crisis Communications Notification Message Templates arms to protect your head and neck. Do not open windows. interior hallway) away from corners. COMMUNICATION S CHANNEL SWITCHBOARD TORNADO WARNING (CONT. doors. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. and outside walls. go to a small interior room or hallway on the lowest floor possible. get under a sturdy table and use your arms to protect your head EXTERNAL MONITORS and neck. If possible. 23 DRAFT 1/27/16 20:26 a1/p1 . You should take shelter immediately! If there is no basement in your building.) MESSAGE A tornado warning has been issued for the GTCC [campus] area. In a high-rise building.

location].GTCC.Crisis Communications Notification Message Templates VIOLENT CRIME MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! Police are investigating an incident on the TWITTER GTCC [campus].com. 24 DRAFT 1/27/16 20:26 a1/p1 . Police are investigating an incident on the GTCC [campus] at [building. E2CAMPUS E-MAIL ATTENTION! Police are investigating an incident on the COMPUTER SCREENS GTCC [campus] at [building.com.GTCC. More information This is [name and title of GTCC official] with an urgent message from GTCC. More information FACEBOOK when available at www. Avoid the area. GTCC STAFF CELL PHONE SCREENS VOICEMAIL TBD avoid the area until further notice. You should INTERNAL MONITORS will be provided when available at www. You should avoid the area until further notice. You should avoid the area until further notice. location]. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. More information will be EXTERNAL MONITORS provided when available at www.com. More information will be provided when available at SWITCHBOARD www. Police are investigating an incident on the GTCC [campus] at [building. location].com.GTCC.GTCC.

GTCC [and/or] local officials will provide further information when available. individual(s)]. GTCC and local emergency personnel responded to the accident. GTCC and INTERNAL MONITORS Identity[ies] of the accident victim[s] [is/are] being local emergency personnel responded to the accident. individual(s)].com. faculty and staff at GTCC ACCIDENTIAL DEATH MESSAGE COMMUNICATION S CHANNEL TEXT At [time] [today or date]. employee(s). At [time] [today or date]. employee(s). See E-MAIL www. TBD This is [name and title of GTCC official] with an urgent message from GTCC. GTCC [and/or] local officials will provide further information when GTCC STAFF CELL PHONE SCREENS VOICEMAIL available. an accident at the GTCC FACEBOOK [campus] resulted in the death of [a/number] of GTCC COMPUTER SCREENS [student(s).Crisis Communications Notification Message Templates SECTION 5: Urgent and Important Notifi cations Message templates for situations requiring URGENT or IMPORTANT notification to students. employee(s). 25 DRAFT 1/27/16 20:26 a1/p1 .GTCC. Identity[ies] of the accident victim[s] [is/are] being withheld [at the request of local authorities] or [until family(ies) (is/are) notified]. individual(s)]. At [time] [today or date]. an accident at the GTCC [campus] resulted in the death of [a/number] of GTCC [student(s). withheld [at the request of local authorities] or [until family(ies) (is/are) notified]. an accident at the GTCC TWITTER [campus] resulted in the death of [a/number] of GTCC E2CAMPUS [student(s).

Crisis Communications Notification Message Templates COMMUNICATION S CHANNEL SWITCHBOARD ACCIDENTIAL DEATH (CONT. employee(s).) MESSAGE At [time] [today or date]. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. individual(s)]. GTCC [and/or] local officials will provide further information when EXTERNAL MONITORS available. GTCC and local emergency personnel responded to the accident. Identity[ies] of the accident victim[s] [is/are] being withheld [at the request of local authorities] or [until family(ies) (is/are) notified]. an accident at the GTCC [campus] resulted in the death of [a/number] of GTCC [student(s). 26 DRAFT 1/27/16 20:26 a1/p1 .

GTCC.com. OR – All GTCC offices are also closed. Evening] classes have been cancelled due to [reason for cancellation]. Evening] classes have been cancelled due to [reason for cancellation].com and listen to SWITCHBOARD local television and radio stations. For additional information and updates go to the GTCC web site www. Staff should report at their normal time. [All] GTCC [Day. Evening] classes have TWITTER been cancelled due to [reason for cancellation]. safety permitting.GTCC. safety permitting. For additional information and updates go to the GTCC web site www. 27 DRAFT 1/27/16 20:26 a1/p1 . Staff should report at their normal time. For additional GTCC STAFF CELL PHONE SCREENS VOICEMAIL should report at their normal time. E2CAMPUS safety permitting. OR – All GTCC offices are also closed. OR – All GTCC offices are also E-MAIL closed.Crisis Communications Notification Message Templates CLASS CANCELLATION MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! [All] GTCC [Day. [All] GTCC [Day.GTCC. ATTENTION! [All] GTCC [Day. (If FACEBOOK appropriate) Staff should report at their normal time. information and updates go to the GTCC web site www. TBD This is [name and title of GTCC official] with a message concerning class cancellations for GTCC. Staff INTERNAL MONITORS OR – All GTCC offices are also closed. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. safety permitting. Evening] classes have COMPUTER SCREENS been cancelled due to [reason for cancellation].com and EXTERNAL MONITORS listen to local television and radio stations.

GTCC.GTCC. 28 DRAFT 1/27/16 20:26 a1/p1 . tropical storm) watch has been issued for our area. A [hurricane. tropical storm) watch has TWITTER been issued for our area. For updates visit FACEBOOK www. A watch means [hurricane.ready.com and monitor local TV and radio. E2CAMPUS E-MAIL ATTENTION! A [hurricane. A watch means [hurricane.com and listen tropical storm] conditions are possible within the next to information provided by local officials on local television and radio stations.Crisis Communications Notification Message Templates HURRICANE/TROPICAL STORM WATCH COMMUNICATION MESSAGE S CHANNEL TEXT ATTENTION! A [hurricane. tropical storm] conditions are possible within the next 48 hours. tropical storm] conditions are possible within the next 48 hours.GTCC. A [hurricane.GTCC. tropical storm) watch has been issued for our area. For updates visit www. TBD This is [name and title of GTCC official] with an urgent message from GTCC.gov/hurricanes.com and listen to information provided by SWITCHBOARD local officials on local television and radio stations.com and listen to information provided by local officials on local television and radio EXTERNAL MONITORS stations. tropical storm] watch has COMPUTER SCREENS been issued for our area. A watch means [hurricane. For updates visit www. INTERNAL MONITORS 48 hours. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. For updates visit www. For additional safety information visit GTCC STAFF CELL PHONE SCREENS VOICEMAIL www.

If not in the area.GTCC.GTCC. For EXTERNAL MONITORS updates visit www. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. Students and SCREENS staff should seek an alternate route to and from this INTERNAL area and follow directions from GTCC officials or local MONITORS authorities. stay away and allow emergency services personnel to work safely. A major traffic accident has occurred at [location] [on/near] the GTCC [campus]. A major traffic accident has occurred at [location] [on/near] the GTCC [campus].com.com.Crisis Communications Notification Message Templates MAJOR TRAFFIC ACCIDENT MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A major traffic accident has occurred at TWITTER [location] [on/near] the GTCC [campus]. If not in the area. 29 DRAFT 1/27/16 20:26 a1/p1 . Students and staff should seek an alternate route to and from this area and follow directions from GTCC officials or local authorities. TBD This is [name and title of GTCC official] with an urgent message from GTCC.com. For GTCC STAFF CELL PHONE SCREENS VOICEMAIL updates visit www. For updates visit www. stay away and allow emergency services personnel to work SWITCHBOARD safely. stay away and allow emergency services personnel to work safely. Seek FACEBOOK alternate route and stay away from area. If not in the area.GTCC. Students and staff should seek an alternate route to and from this area and follow directions from GTCC officials or local authorities. E2CAMPUS E-MAIL ATTENTION! A major traffic accident has occurred at COMPUTER [location] [on/near] the GTCC [campus].

E2CAMPUS E-MAIL ATTENTION! A [person/child] has been reported COMPUTER SCREENS missing [near.] and was last seen [location].com FACEBOOK for details.GTCC. clothing. on] the GTCC [campus].com for further details.com for further details. www.com for further details. clothing. The INTERNAL MONITORS etc. 30 DRAFT 1/27/16 20:26 a1/p1 . Go to www.Crisis Communications Notification Message Templates MISSING PERSON/CHILD MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A [person/child] has been reported TWITTER missing [near. etc. Call 911 with any information you may have concerning the missing EXTERNAL MONITORS [person/child]. race.] and was last seen [location]. race. A [person/child] has been reported missing [near. The [person/child] is [description – age. Call 911 with any information you may have concerning the missing GTCC STAFF CELL PHONE SCREENS VOICEMAIL [person/child].GTCC. on] the GTCC [campus]. Go to www. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. A [person/child] has been reported missing [near. [person/child] is [description – age.GTCC. on] the GTCC [campus].] and was last seen [location]. Call 911 with information. race. Go to www. The [person/child] is [description – age. on] the GTCC [campus]. clothing. Call 911 with any information you may have concerning the missing SWITCHBOARD [person/child].GTCC. etc. TBD This is [name and title of GTCC official] with an urgent message from GTCC.

Updates will be posted as available on www.com or may be obtained by calling xxxxxxx. (If appropriate) [location] is being evacuated. Officials have been notified. Officials have been FACEBOOK notified. (If appropriate) [location/building/campus] is being evacuated until power is restored. (If appropriate) [location/building/campus] is being evacuated until power is restored. We will also update this telephone SWITCHBOARD message as updates are available. Updates will be posted as available GTCC STAFF CELL PHONE SCREENS VOICEMAIL [location/building/campus] is being evacuated until on www. (If appropriate) INTERNAL MONITORS power is restored. 31 DRAFT 1/27/16 20:26 a1/p1 . A power outage has occurred at [location]. Officials have been notified.Crisis Communications Notification Message Templates POWER OUTAGE MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A power outage has occurred at TWITTER [location/building/campus]. Officials have been notified. A power outage has occurred at [location].com and available on the campus voice EXTERNAL MONITORS message system at XXX-XXXX URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.GTCC. E2CAMPUS E-MAIL ATTENTION! A power outage has occurred at COMPUTER SCREENS [location]. TBD This is [name and title of GTCC official] with an urgent message from GTCC.com. Updates will be posted as available on www.GTCC.GTCC.

32 DRAFT 1/27/16 20:26 a1/p1 . Updated information will be posted on EXTERNAL MONITORS www.GTCC. Updated information will be posted on www. A severe winter storm is affecting our area. Any urgent information concerning class schedules or other impacts from the storm will be sent by the GTCC emergency notification system. A severe winter storm is affecting our area. Any urgent information INTERNAL MONITORS storm will be sent by the GTCC emergency notification GTCC STAFF CELL PHONE SCREENS VOICEMAIL concerning class schedules or other impacts from the system. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION. Stay off highways.GTCC. Stay indoors and off highways.com. Updated information SWITCHBOARD will be posted on www. Any urgent information concerning class schedules or other impacts from the storm will be sent by the GTCC emergency notification system.GTCC. Additional information posted FACEBOOK at www. Stay off highways. TBD This is [name and title of GTCC official] with an urgent message from GTCC.com. E2CAMPUS E-MAIL ATTENTION! A severe winter storm is affecting our COMPUTER SCREENS area.com.com.GTCC.Crisis Communications Notification Message Templates SEVERE WINTER STORM MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A severe winter storm is affecting our TWITTER area. Stay off highways.

For updates visit www.GTCC.com EXTERNAL MONITORS and monitor local television and radio stations. URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.GTCC. SWITCHBOARD A tornado watch has been issued for our area. A watch means weather conditions are favorable for the development of severe thunderstorms capable of producing tornadoes. For additional safety information visit GTCC STAFF CELL PHONE SCREENS VOICEMAIL http://www. A watch means weather conditions are favorable for the development of severe thunderstorms capable of producing tornadoes.ready.GTCC. E2CAMPUS E-MAIL ATTENTION! A tornado watch has been issued for our COMPUTER SCREENS area.com and monitor local television and radio stations. TBD This is [name and title of GTCC official] with an urgent message from GTCC. For updates visit www. A watch means weather conditions are favorable INTERNAL MONITORS of producing tornadoes.GTCC. 33 DRAFT 1/27/16 20:26 a1/p1 . For updates visit www.Crisis Communications Notification Message Templates TORNADO WATCH MESSAGE COMMUNICATION S CHANNEL TEXT ATTENTION! A tornado watch has been issued for our TWITTER area. A tornado watch has been issued for our area. For updates visit for the development of severe thunderstorms capable www.com and monitor FACEBOOK local TV and radio.gov/tornadoes.com and monitor local television and radio stations.

34 DRAFT 1/27/16 20:26 a1/p1 .com SWITCHBOARD for additional details.GTCC.GTCC. The [situation] at [location] is ALL CLEAR.com for additional details. cooperation during this event. You may resume normal activities. FACEBOOK E2CAMPUS E-MAIL ATTENTION! The [situation] at [location] is ALL CLEAR. Thank you for your cooperation during this event. See www. CAMPUS ALERT IS ALL CLEAR.com for details.GTCC.com for TBD This is [name and title of GTCC official] with an urgent message from GTCC. See www.Crisis Communications Notification Message Templates SECTION 6: All Clear Message templates for ALL CLEAR notifications using GTCC communications channels ALL CLEAR MESSAGE COMMUNICATIO NS CHANNEL TEXT ATTENTION! The [situation] at [location] is ALL CLEAR. COMPUTER SCREENS You may resume normal activities. You may resume normal activities. Thank you for your INTERNAL MONITORS GTCC STAFF CELL PHONE SCREENS VOICEMAIL additional details. Thank you for your EXTERNAL MONITORS cooperation.GTCC. The [situation] at [location] is ALL CLEAR. DIAL XXX-XXXX FOR INFORMATION. See www. TWITTER See www.

TBD N/A GTCC is conducting a test of the college’s emergency notification system. This is only a test. This concludes the test of the GTCC STAFF CELL PHONE SCREENS VOICEMAIL SWITCHBOARD GTCC emergency notification system. you would instructed to visit www. FACEBOOK E2CAMPUS E-MAIL ATTENTION! This is a test of the GTCC emergency COMPUTER SCREENS notification system. Had this been an actual emergency.GTCC. This is only a test and no action is EXTERNAL MONITORS required. This is only a test. No action is INTERNAL MONITORS have been given brief details of the situation and required. N/A 35 DRAFT 1/27/16 20:26 a1/p1 .Crisis Communications Notification Message Templates SECTION 7: Test Notifi cations Message templates for TEST notifications using GTCC communications channels SYSTEM TEST MESSAGE COMMUNICATIO NS CHANNEL TEXT ATTENTION! This is a test of the GTCC emergency TWITTER notification system.com and other resources for additional information.