16.8 Emergency Notification

  1. There are various methods by which the University may notify the University of Iowa community in the event of an emergency. Examples of emergency communication are:
    1. University of Iowa all-hazards outdoor warning system 
    2. Hawk Alert 
    3. Mass email 
    4. Individual college and department emergency plans. (Note: Some colleges and departments have individual emergency plans.)
  2. Internal systems operations. The use of these systems will be authorized by the President's Office, or designee, when it is necessary to transmit brief urgent messages to large segments of the University community.

    The information directory will be maintained by Information Technology Services (ITS), who will have the responsibility to receive and/or relay messages pursuant to these systems. Messages transmitted using these systems will typically include information concerning emergency weather and other critical incidents, as defined in this document, affecting the entire campus. These messages will be initiated from ITS and are usually worded as follows:

                     "The President's Office has authorized the following Hawk Alert message: __________. Please relay this information to affected individuals within your department or work area."

    Each department is responsible for making certain that individuals under its supervision are aware of the Hawk Alert systems and how the messages received are to be transmitted to other offices under its jurisdiction.

    In addition to the Hawk Alert systems, the Critical Incident Management Team may also employ other methods for notifying those within the University community, including the campus's all-hazard outdoor warning system, telephone calling lists, cell phones, two-way radios, University police officers and guards, as well as other University personnel.
  3. Public information. The Office of Strategic Communication serves as the authorized spokesperson for the University. All public information must be coordinated and disseminated by their staff with assistance from other University departments and/or personnel.

    University policy requires that only certain administrators may speak on behalf of the University. These spokespersons are the President and the University Spokesperson in the Office of the Vice President for External Relations. Under certain circumstances, the previously named administrators may designate others as spokespersons.

    In the event that regular telecommunications on campus are not available, the Office of Strategic Communication will center media relations at a designated location. Information will be available there for the news media and, where possible, for faculty, staff, and students. Official information will be made available as quickly as possible to the Iowa Memorial Union Welcome Center.

    During critical incidents, the Office of Strategic Communication will work with each organizational unit to gather accurate and substantial information regarding the situation and details regarding the University response. The Office of Strategic Communication, working with other CIMT members, will provide notification to students, faculty, staff, and the general public on progress toward recovery.