2014 GTCC Emergency Notification Messages
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Transcript of 2014 GTCC Emergency Notification Messages
2012 Anthony Rd. Burlington, NC
Crisis Communications Notification Message Templates
Crisis Communications Notification Message Templates
TABLE OF CONTENTS
PAGE
Document Control 2
Section 1: Introduction 3
Section 2: Incident Notification Message Matrix 5
Section 3: Crisis Communications Do’s and Don’ts 6
Section 4: Emergency Notification Message Templates
o Active Shooter/Armed Individual 7
o Bomb Threat/Suspicious Package 8
o Child Abduction 9
o Civil Disturbance 10
o Fire/Gas Leak/Structural Damage 11
o Flooding 12
o Hazardous Materials Incident 13
o Hurricane/Tropical Storm Warning 14
o Railway Accident 15
o Tornado Warning 16
o Violent Crime 18
Section 5: Urgent and Important Notification Message Templates
o Accidental Death 19
o Class Cancellation 21
o Hurricane/Tropical Storm Watch 22
o Major Traffic Accident 23
o Missing Person/Child 24
o Power Outage 25
o Severe Winter Weather 26
o Tornado Watch 27
Section 6: All Clear Notification Message Templates 28
Section 7: Test Notification Message Templates 29
1DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
DOCUMENT CONTROL
Version: December 2013
Last Update By: EnviroSafe
Distribution To: Stan TurbevilleDirector of Marketing and Public Information
2DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SECTION 1: INTRODUCTION
Communications from GTCC administration prior to, during, and after an incident are critical to protecting the GTCC community. 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. Notification messages will range from those providing “information” to others that will require recipients to “take action.” Lives will depend on clear and concise messaging in the early stages of response to an emergency situation.
Use of the GTCC emergency notification system should consider several requirements. These include:
The population and location of students, faculty and staff that require notification. Notifications may be limited to an individual GTCC campus, portion of a campus or a building.
The urgency of the situation. This will dictate the timing of notification. For example: notification of a fire, active shooter or tornado warning should be made in less than 10 minutes. Other hazards such as winter weather advisories, 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. See Section 2 for examples.
Length of messages about an incident. The communications channel being used to deliver the message will dictate details/message length. Messages such as those delivered by Twitter are limited to 140 characters and spaces while e-mails may have more detail. 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.
The campus emergency notification system exists of the following channels: E2Campus Social Media (Cell phone text, Twitter, 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. Information contained in these templates may be modified or deleted as appropriate, but should follow the following guidelines:
3DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
Text, E2Campus, Twitter messages will be no more than 140 characters in length – including spaces - to meet Twitter requirements and expedite message delivery. Links to additional detail about the situation may be embedded in the message if space allows. Where bracketed [ xxx ] text exists in the templates, complete the message using the text as a guide, but remember the text can be NO LONGER than 140 characters and spaces.
Employee cell phone screens may be used for very brief (xx character – information TBD from campus) messages.
Facebook posts will typically be the same length as those for text messages (140 characters). However, in certain situations where more detail is appropriate to convey “tone” such as in an accidental death, Facebook posts will align with messages used for e-mails and internal monitors.
E-mail, computer screen, 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. Length should still be kept to a minimum.
External video monitor messages are limited to 60 characters. A standard message will be used on these monitors directing viewers to call xxx-xxxx for details.
Switchboard messages for recorded voicemail messages and live operator interaction with callers will be similar to the language in e-mail messages. Switchboard operators should not provide any additional information until authorized by campus officials.
Computer screen and internal monitor messages will be similar in length to text messages, but are scrolling.
Mass Notification Warning System messages must be modified per the MNWS contractor. Messages will be modeled after text message templates, but may need to be modified for length.
Press releases are for use after emergency notifications have been made. Press releases may be used during an event or following an event’s conclusion. Even if a press conference is held, a press release should be considered for providing information to media not in attendance to ensure the college’s messages are conveyed.
4DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SECTION 2: INCIDENT NOTIFICATION MESSAGE MATRIX
Incident Notification Message Matrix*
Time Period During Which Initial Notification is to Be MadeEvent Immediate
<10 min.Urgent<1 hour
Important<2 hours
Active Shooter/ Armed Individual
X
Bomb Threat/ Suspicious Package
X
Child Abduction X XCivil Disturbance XFire/Gas Leak/Structural Damage
X
Flooding XHazardous Materials Incident
X
Hurricane/ Tropical Storm Warning
X
Railway Accident XTornado Warning XViolent Crime XAccidental Death XClass Cancelation X XHurricane/Tropical Storm Watch
X
Major Traffic Accident
X X
Missing Person/ Child
X X
Power Outage XSevere Winter Weather
X X
Tornado Watch X
* Some incidents are shown in more than one column. 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.
5DRAFT 4/27/23 3:49 AM
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 - the “Golden Hour” - 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, faculty, staff, media, families and friends Designate a spokesperson and, whenever possible, refer inquires to that person. If
not possible, always speak with one voice through consistent message development and control
Correct erroneous information and rumors with current and accurate information Debrief, evaluate, 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" - assume everything you say will be printed or
broadcasted Don't rely on just one platform- utilize all traditional, social media, multimedia and
other avenues available
6DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SECTION 4: Emergency Notifications
Message templates for EMERGENCY notifications using GTCC communications channels
ACTIVE SHOOTER/ARMED INDIVIDUAL
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! An individual with a weapon has been seen on the
GTCC [campus]. Go to the nearest room, lock door and await
further instructions.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! An individual with a weapon has been seen on the
GTCC [campus]. If you are on campus, go to the nearest room,
lock the door and await further instructions. If you are not on
campus, stay away until notified of an “all clear” from campus
officials or local authorities. For updates, go to www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. An individual with a weapon has been seen on the
GTCC [campus]. If you are on campus, go to the nearest room,
lock the door and await further instructions. If you are not on
campus, stay away until notified of an “all clear” from campus
officials or local authorities. This is not a drill. For updates, go to
www.GTCC.com.
SWITCHBOARD An individual with a weapon has been seen on the GTCC
[campus]. If you are on campus, go to the nearest room, lock the
door and await further instructions. If you are not on campus,
stay away until notified of an “all clear” from campus officials or
local authorities. For updates, go to www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
7DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
BOMB THREAT/SUSPICIOUS PACKAGE
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! GTCC has [received a bomb threat] [found a
suspicious package] at [building]. Evacuate if in that building.
Follow instructions from authorities.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! GTCC has [received a bomb threat] [found a
suspicious package] at [building]. You should evacuate if in that
building and follow instructions from authorities. All other
individuals should stay away from the area of [building]. Listen
for instructions from GTCC officials or local authorities. For
updates, go to www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL 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]. You should evacuate if in that
building and follow instructions from authorities. All other
individuals should stay away from the area of [building]. If you
are not on campus, stay away until notified of an “all clear” from
campus officials or local authorities. This is not a drill. For
updates, go to www.GTCC.com.
SWITCHBOARD GTCC has [received a bomb threat] [found a suspicious package]
at [building]. You should evacuate if in that building and follow
instructions from authorities. All other individuals should stay
away from the area of [building]. If you are not on campus, stay
away until notified of an “all clear” from campus officials or local
authorities. For updates, go to www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
8DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
CHILD ABDUCTION
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A child abduction has been reported [near, on] the
GTCC [campus]. See www.GTCC.com for details. Call 911 with
information.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A child abduction has been reported [near, on] the
GTCC [campus]. The child’s name is [name]. [He/She] is
[description – age, race, clothing, etc.]. [He/She] was last seen
[location]. [He/She] may be in the company of [name,
description] and may be riding in a [vehicle description]. Go to
www.GTCC.com for further details. Call 911 with any
information.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A child abduction has been reported [near, on] the
GTCC [campus]. The child’s name is [name]. [He/She] is
[description – age, race, clothing, etc.]. [He/She] was last seen
[location]. [He/She] may be in the company of [name,
description] and may be riding in a [vehicle description]. Go to
www.GTCC.com for further details. Call 911 with any
information.
SWITCHBOARD A child abduction has been reported [near, on] the GTCC
[campus]. The child’s name is [name]. [He/She] is [description –
age, race, clothing, etc.]. [He/She] was last seen [location].
[He/She] may be in the company of [name, description] and may
be riding in a [vehicle description]. Go to www.GTCC.com for
further details. Call 911 with any information.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
9DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
CIVIL DISTURBANCE
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A civil disturbance is occurring on the GTCC
[campus] in the area of [building]. [If you are inside, shelter in
place] [Leave that area immediately].
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A civil disturbance is occurring on the GTCC
[campus] in the area of [building]. [If you are inside, 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 local authorities. For updates, go to
www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A civil disturbance is occurring on the GTCC
[campus] in the area of [building]. [If you are inside, 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 local authorities. This is not a drill.
SWITCHBOARD A civil disturbance is occurring on the GTCC [campus] in the area
of [building]. [If you are inside, 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
local authorities.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
10DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
11DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
FIRE/GAS LEAK/STRUCTURAL DAMAGE
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! [A] [Fire, Gas Leak, Structural Damage] is reported
at GTCC [building]. Evacuate if you are in the building. If not in
the area, stay clear.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! [A] [Fire, Gas Leak, Structural Damage] has been
reported on the GTCC [campus] in the [building]. If you are in
the [building], you should evacuate immediately. If you are not
in the area of [building], stay clear so that emergency services
can respond. Follow all instructions from GTCC officials or local
emergency authorities. For updates, go to www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. [A] [Fire, Gas Leak, Structural Damage] has been
reported on the GTCC [campus] in the [building]. If you are in
the [building], you should evacuate immediately. If you are not
in the area of [building], stay clear so that emergency services
can respond. Follow all instructions from GTCC officials or local
emergency authorities. This is not a drill. For updates, go to
www.GTCC.com.
SWITCHBOARD [A] [Fire, Gas Leak, Structural Damage] has been reported on the
GTCC [campus] in the [building]. If you are in the [building], you
should evacuate immediately. If you are not in the area of
[building], stay clear so that emergency services can respond.
Follow all instructions from GTCC officials or local emergency
authorities. This is not a drill. For updates, go to www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
12DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
FLOODING
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! Flooding is occurring on [road] at GTCC [campus]].
Avoid this area.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! Flooding is occurring on [road] at GTCC [campus]].
Avoid this area. If in the area, use another route or wait until
flooding recedes. Follow all instructions from GTCC officials or
local emergency authorities. For updates, go to www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. Flooding is occurring on [road] at GTCC [campus]].
Avoid this area. If in the area, use another route or wait until
flooding recedes. Follow all instructions from GTCC officials or
local emergency authorities. For updates, go to www.GTCC.com.
SWITCHBOARD Flooding is occurring on [road] at GTCC [campus]]. Avoid this
area. If in the area, use another route or wait until flooding
recedes. Follow all instructions from GTCC officials or local
emergency authorities. For updates, go to www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
13DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
HAZARDOUS MATERIALS INCIDENT
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A hazardous materials spill has occurred near
GTCC [campus]. Prepare to evacuate area. Follow instructions
from authorities.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A hazardous materials incident has occurred near
GTCC [campus]. If you are in this area, prepare to evacuate. If not
in this area, stay away so emergency services can respond.
Follow all instructions from GTCC officials or local emergency
service authorities. For updates, go to www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A hazardous materials incident has occurred near
GTCC [campus]. If you are in this area, prepare to evacuate. If not
in this area, stay away so emergency services can respond.
Follow all instructions from GTCC officials or local emergency
service authorities. For updates, go to www.GTCC.com.
SWITCHBOARD A hazardous materials incident has occurred near GTCC
[campus]. If you are in this area, prepare to evacuate. If not in
this area, stay away so emergency services can respond. Follow
all instructions from GTCC officials or local emergency service
authorities. For updates, go to www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
14DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
HURRICANE/TROPICAL STORM WARNING
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A [hurricane, tropical storm) warning has been
issued for our area. Visit www.GTCC.com for details.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A [hurricane, tropical storm) warning has been
issued for our area. A warning means [hurricane, tropical
storm] conditions are expected within the next 36 hours.
During the storm:
Stay indoors and away from windows and glass doors.
Keep curtains and blinds closed. Take refuge in a small
interior room, closet or hallway on the lowest level.
Avoid elevators.
For updates visit www.GTCC.com and listen to local television
and radio stations.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A [hurricane, tropical storm) warning has been
issued for our area. A warning means [hurricane, tropical storm]
conditions are likely. For additional information and updates
visit www.GTCC.com and listen to local television and radio
stations.
SWITCHBOARD A [hurricane, tropical storm) warning has been issued for our
area. A warning means [hurricane, tropical storm] conditions
are likely. For additional information and updates visit
www.GTCC.com and listen to local television and radio stations.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
15DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
RAILWAY ACCIDENT
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A railway accident has occurred [on/near] the
GTCC [campus]. See www.GTCC.com or dial XXX-XXXX for more
information.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A railway accident has occurred [on/near] the
GTCC [campus]. Campus traffic [is not affected] [is affected in the
area of (location)]. Local emergency services [have been
notified] [are on scene]. If you are in the area, follow the
direction of GTCC officials or local authorities. If you are not in
the area, stay away. See www.GTCC.com or dial XXX-XXXX for
more information.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A railway accident has occurred [on/near] the GTCC
[campus]. Campus traffic [is not affected] [is affected in the area
of (location)]. Local emergency services [have been notified]
[are on scene]. If you are in the area, follow the direction of
GTCC officials or local authorities. If you are not in the area, stay
away. See www.GTCC.com or dial XXX-XXXX for more
information.
SWITCHBOARD A railway accident has occurred [on/near] the GTCC [campus].
Campus traffic [is not affected] [is affected in the area of
(location)]. Local emergency services [have been notified] [are
on scene]. If you are in the area, follow the direction of GTCC
officials or local authorities. If you are not in the area, stay away.
See www.GTCC.com or dial XXX-XXXX for more information.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
16DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
TORNADO WARNING
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A tornado warning has been issued for the GTCC
[campus] area. Take shelter immediately!
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A tornado warning has been issued for the GTCC
[campus] area. Take shelter immediately! If there is no basement
in your building, go to the center of an interior room on the
lowest level (closet, interior hallway) away from corners,
windows, doors, and outside walls. In a high-rise building, go to
a small interior room or hallway on the lowest floor possible. Put
as many walls as possible between you and the outside. Do not
open windows. If possible, get under a sturdy table and use your
arms to protect your head and neck.
If in a trailer or mobile classroom, get out immediately and go to
the lowest floor of a sturdy, nearby building or a storm shelter.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent
message from GTCC. A tornado warning has been issued for
the GTCC [campus] area. You should take shelter
immediately! If there is no basement in your building, go to
the center of an interior room on the lowest level (closet,
interior hallway) away from corners, windows, doors, and
outside walls. In a high-rise building, go to a small interior
room or hallway on the lowest floor possible. Put as many
walls as possible between you and the outside. Do not open
windows. If possible, get under a sturdy table and use your
arms to protect your head and neck.
17DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
TORNADO WARNING (CONT.)
COMMUNICATIONSCHANNEL
MESSAGE
SWITCHBOARD A tornado warning has been issued for the GTCC [campus] area.
You should take shelter immediately! If there is no basement in
your building, go to the center of an interior room on the lowest
level (closet, interior hallway) away from corners, windows,
doors, and outside walls. In a high-rise building, go to a small
interior room or hallway on the lowest floor possible. Put as
many walls as possible between you and the outside. Do not
open windows. If possible, get under a sturdy table and use your
arms to protect your head and neck.EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
18DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
19DRAFT 4/27/23 3:49 AM
VIOLENT CRIME
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! Police are investigating an incident on the GTCC
[campus]. Avoid the area. More information when available at
www.GTCC.com.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! Police are investigating an incident on the GTCC
[campus] at [building, location]. You should avoid the area until
further notice. More information will be provided when
available at www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. Police are investigating an incident on the GTCC
[campus] at [building, location]. You should avoid the area until
further notice. More information will be provided when
available at www.GTCC.com.
SWITCHBOARD Police are investigating an incident on the GTCC [campus] at
[building, location]. You should avoid the area until further
notice. More information will be provided when available at
www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
Crisis Communications Notification Message Templates
SECTION 5: Urgent and Important Notifications
Message templates for situations requiring URGENT or IMPORTANT notification to students, faculty and staff at GTCC
ACCIDENTIAL DEATH
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
At [time] [today or date], an accident at the GTCC [campus]
resulted in the death of [a/number] of GTCC [student(s),
employee(s), individual(s)]. See www.GTCC.com.
COMPUTER SCREENS
INTERNAL MONITORS
At [time] [today or date], an accident at the GTCC [campus]
resulted in the death of [a/number] of GTCC [student(s),
employee(s), individual(s)]. 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]. GTCC
[and/or] local officials will provide further information when
available.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. At [time] [today or date], an accident at the GTCC
[campus] resulted in the death of [a/number] of GTCC
[student(s), employee(s), individual(s)]. 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]. GTCC
[and/or] local officials will provide further information when
available.
20DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
ACCIDENTIAL DEATH (CONT.)
COMMUNICATIONSCHANNEL
MESSAGE
SWITCHBOARD At [time] [today or date], an accident at the GTCC [campus]
resulted in the death of [a/number] of GTCC [student(s),
employee(s), individual(s)]. 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]. GTCC
[and/or] local officials will provide further information when
available.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
21DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
CLASS CANCELLATION
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! [All] GTCC [Day, Evening] classes have been
cancelled due to [reason for cancellation]. (If appropriate) Staff
should report at their normal time, safety permitting. OR – All
GTCC offices are also closed.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! [All] GTCC [Day, Evening] classes have been
cancelled due to [reason for cancellation]. Staff should report at
their normal time, safety permitting. OR – All GTCC offices are
also closed. For additional information and updates go to the
GTCC web site www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with a message
concerning class cancellations for GTCC. [All] GTCC [Day,
Evening] classes have been cancelled due to [reason for
cancellation]. Staff should report at their normal time, safety
permitting. OR – All GTCC offices are also closed. For additional
information and updates go to the GTCC web site
www.GTCC.com and listen to local television and radio stations.
SWITCHBOARD [All] GTCC [Day, Evening] classes have been cancelled due to
[reason for cancellation]. Staff should report at their normal
time, safety permitting. OR – All GTCC offices are also closed. For
additional information and updates go to the GTCC web site
www.GTCC.com and listen to local television and radio stations.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
22DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
HURRICANE/TROPICAL STORM WATCH
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A [hurricane, tropical storm) watch has been
issued for our area. For updates visit www.GTCC.com and
monitor local TV and radio.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A [hurricane, tropical storm] watch has been
issued for our area. A watch means [hurricane, tropical storm]
conditions are possible within the next 48 hours. For updates
visit www.GTCC.com and listen to information provided by local
officials on local television and radio stations.
For additional safety information visit
www.ready.gov/hurricanes.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A [hurricane, tropical storm) watch has been issued
for our area. A watch means [hurricane, tropical storm]
conditions are possible within the next 48 hours. For updates
visit www.GTCC.com and listen to information provided by local
officials on local television and radio stations.
SWITCHBOARD A [hurricane, tropical storm) watch has been issued for our area.
A watch means [hurricane, tropical storm] conditions are
possible within the next 48 hours. For updates visit
www.GTCC.com and listen to information provided by local
officials on local television and radio stations.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
23DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
MAJOR TRAFFIC ACCIDENT
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A major traffic accident has occurred at [location]
[on/near] the GTCC [campus]. Seek alternate route and stay
away from area.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A major traffic accident has occurred at [location]
[on/near] the GTCC [campus]. Students and staff should seek an
alternate route to and from this area and follow directions from
GTCC officials or local authorities. If not in the area, stay away
and allow emergency services personnel to work safely. For
updates visit www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A major traffic accident has occurred at [location]
[on/near] the GTCC [campus]. Students and staff should seek an
alternate route to and from this area and follow directions from
GTCC officials or local authorities. If not in the area, stay away
and allow emergency services personnel to work safely. For
updates visit www.GTCC.com.
SWITCHBOARD A major traffic accident has occurred at [location] [on/near] the
GTCC [campus]. Students and staff should seek an alternate
route to and from this area and follow directions from GTCC
officials or local authorities. If not in the area, stay away and
allow emergency services personnel to work safely. For updates
visit www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
24DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
MISSING PERSON/CHILD
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A [person/child] has been reported missing [near,
on] the GTCC [campus]. www.GTCC.com for details. Call 911
with information.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A [person/child] has been reported missing [near,
on] the GTCC [campus]. The [person/child] is [description – age,
race, clothing, etc.] and was last seen [location].
Go to www.GTCC.com for further details. Call 911 with any
information you may have concerning the missing
[person/child].
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A [person/child] has been reported missing [near,
on] the GTCC [campus]. The [person/child] is [description – age,
race, clothing, etc.] and was last seen [location].
Go to www.GTCC.com for further details. Call 911 with any
information you may have concerning the missing
[person/child].
SWITCHBOARD A [person/child] has been reported missing [near, on] the GTCC
[campus]. The [person/child] is [description – age, race,
clothing, etc.] and was last seen [location].
Go to www.GTCC.com for further details. Call 911 with any
information you may have concerning the missing
[person/child].
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
25DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
POWER OUTAGE
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A power outage has occurred at
[location/building/campus]. Officials have been notified. (If
appropriate) [location] is being evacuated.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A power outage has occurred at [location]. Officials
have been notified. (If appropriate) [location/building/campus]
is being evacuated until power is restored. Updates will be
posted as available on www.GTCC.com or may be obtained by
calling xxx-xxxx.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A power outage has occurred at [location]. Officials
have been notified. (If appropriate) [location/building/campus]
is being evacuated until power is restored. Updates will be
posted as available on www.GTCC.com. We will also update this
telephone message as updates are available.
SWITCHBOARD A power outage has occurred at [location]. Officials have been
notified. (If appropriate) [location/building/campus] is being
evacuated until power is restored. Updates will be posted as
available on www.GTCC.com and available on the campus voice
message system at XXX-XXXX
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
26DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SEVERE WINTER STORM
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A severe winter storm is affecting our area. Stay off
highways. Additional information posted at www.GTCC.com.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! A severe winter storm is affecting our area. Stay off
highways. Any urgent information concerning class schedules or
other impacts from the storm will be sent by the GTCC
emergency notification system. Updated information will be
posted on www.GTCC.com.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. A severe winter storm is affecting our area. Stay off
highways. Any urgent information concerning class schedules or
other impacts from the storm will be sent by the GTCC
emergency notification system. Updated information will be
posted on www.GTCC.com.
SWITCHBOARD A severe winter storm is affecting our area. Stay indoors and off
highways. Any urgent information concerning class schedules or
other impacts from the storm will be sent by the GTCC
emergency notification system. Updated information will be
posted on www.GTCC.com.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
27DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
TORNADO WATCH
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! A tornado watch has been issued for our area. For
updates visit www.GTCC.com and monitor local TV and radio.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! 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 updates visit www.GTCC.com and monitor local
television and radio stations. For additional safety information
visit http://www.ready.gov/tornadoes.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent
message from GTCC. 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 updates visit www.GTCC.com and monitor
local television and radio stations.
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 updates
visit www.GTCC.com and monitor local television and radio
stations.
EXTERNAL MONITORS URGENT CAMPUS ALERT! DIAL XXX-XXXX FOR INFORMATION.
28DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SECTION 6: All Clear
Message templates for ALL CLEAR notifications using GTCC communications channels
ALL CLEAR
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! The [situation] at [location] is ALL CLEAR. See
www.GTCC.com for details.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! The [situation] at [location] is ALL CLEAR. You may
resume normal activities. Thank you for your cooperation during
this event. See www.GTCC.com for additional details.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL This is [name and title of GTCC official] with an urgent message
from GTCC. The [situation] at [location] is ALL CLEAR. You may
resume normal activities. Thank you for your cooperation during
this event. See www.GTCC.com for additional details.
SWITCHBOARD The [situation] at [location] is ALL CLEAR. You may resume normal
activities. Thank you for your cooperation. See www.GTCC.com for
additional details.
EXTERNAL MONITORS
CAMPUS ALERT IS ALL CLEAR. DIAL XXX-XXXX FOR
INFORMATION.
29DRAFT 4/27/23 3:49 AM
Crisis Communications Notification Message Templates
SECTION 7: Test Notifications
Message templates for TEST notifications using GTCC communications channels
SYSTEM TEST
COMMUNICATIONSCHANNEL
MESSAGE
TEXT
E2CAMPUS
ATTENTION! This is a test of the GTCC emergency notification
system. This is only a test.
COMPUTER SCREENS
INTERNAL MONITORS
ATTENTION! This is a test of the GTCC emergency notification
system. This is only a test. No action is required. Had this been an
actual emergency, you would have been given brief details of the
situation and instructed to visit www.GTCC.com and other
resources for additional information. This concludes the test of the
GTCC emergency notification system.
GTCC STAFF CELL PHONE SCREENS
TBD
VOICEMAIL N/A
SWITCHBOARD GTCC is conducting a test of the college’s emergency notification
system. This is only a test and no action is required.
EXTERNAL MONITORS
N/A
30DRAFT 4/27/23 3:49 AM