Promulgation Statement

Annex B: Communication, and contents within, is a guide to how the University maintains conversation among emergency responders. The annex is written in support of the Eastern Mennonite University (EMU) Emergency Operations Plan (EOP) and shall be considered a support document to the EMU EOP.

Approval and Implementation

The University’s Director of Technology Systems shall be responsible for annex oversight and coordination with applicable stakeholders. The annex is flexible in that part of the plan, or the entire plan, may be activated based on the specific emergency and decision by University senior leadership.

This annex and its supporting contents, are hereby approved, supersedes all previous editions, and effective immediately upon signing of all signature authorities noted below.

Approved: ___________________________ Date: __________________

Jason Alderfer, Director of Technology Systems

Information Systems

Eastern Mennonite University

Annual Review

Table of Contents

Section I: General

Reliable and interoperable communication systems are essential to obtain the most complete information during emergencies and to direct and control resources responding to those emergencies.

Any communication strategy can become disabled. This annex identifies redundant equipment, methods and strategies to ensure that all necessary communication are reliably made among responders.

Section II: Concept of Operations

During emergency operations the Incident Command Post (ICP) will serve as the communication center for emergency responders as well as the communication hubs described in Annex A: Warning.

Communication Equipment

• Telephone voice calls, whether cellular or landline, are the primary means of communication for contacting emergency responders or departments.

• Telephone text messages on mobile phones and smartphones.

• EMU Alerts allows one-click sending of text messages and emails to all members of the campus community.

• Two-way UHF radios facilitate local internal communication between Facilities Management, Campus Security, and strategic EMU departmental leadership.

• Other communication media:

  • Campus wireless network: the EMU and EMU-Guest SSIDs

  • Campus wired network

  • Internet-based systems: email, Google Hangouts, Zoom web conference software, etc.

  • On-demand access to 800-Mhz radio system from Harrisonburg-Rockingham county public services.

Section III: Organizations and Assignment of Responsibilities

Information Systems

• Manages and maintains campus wired and wireless networks, including telephone systems.

• Manages and maintains data in the EMU Alerts system.

Facilities management

• Manages and maintains radio systems for the campus.

• Manages and maintains radio system infrastructure for the campus.

All Departments

All departments should maintain up-to-date lists of contact information for emergency responders who may be activated during emergencies. Contact information should include phone number(s), radio ID number(s), email address(es) and other information as applicable.

Record of Change

Record of Distribution