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SUBJECT: 1900s: Miscellaneous EFFECTIVE: January 17, 2013
Section: 1902 Emergency Notification Systems

  1. Effective with the beginning of the fall 2008 semester, each institution and the NDUS office shall have in place an emergency notification system. An "emergency notification system" means a system established for the purpose of and dedicated to enabling institution or system officials to quickly contact or send messages to employees and students in event of an emergency. An "emergency" means a situation that poses an immediate threat to the health or safety of someone in the institution or system community or significantly disrupts institution or system programs and activities.

  2. All NDUS employees, including student employees, must participate in the emergency notification system. Participation means employees shall submit emergency notification information and update that information as provided in the institution's or system's emergency notification system policy and procedures.

  3. All NDUS students must participate in the emergency notification system and are required to do so during registration or as otherwise provided under an institution's emergency notification system policy or procedures. All student employees, including undergraduate and graduate student employees, must participate in the emergency notification system.

  4. Employee emergency notification telephone numbers or other emergency notification
    information is exempt from the state's open records laws as provided in Policy 1912 and may be released only as provided in that policy. Student emergency notification information, or contact information such as phone numbers or email addresses submitted for purposes of participation in an emergency notification system, shall be excluded from directory information and is therefore confidential as provided under the Family Educational Rights and Privacy Act (FERPA). However, if a student phone number or email or other address submitted for the purpose of participation in an emergency notification system is also contained in other institution records used for other purposes, the information contained in the other institution records is directory information and not confidential, unless a student has exercised the student's right to refuse to permit disclosure of directory information.

  5. Each institution shall adopt an emergency notification system policy and implementing procedures including:

    1. Statement that employee, including student employee, participation is mandatory;
    2. Statement that student participation is mandatory;
    3. Restrictions on use only for an emergency as defined in this policy and authorized tests, which must be conducted at least once each semester;
    4. Policy governing student use of cell phones in class, including a provision permitting instructors to require students to turn cell phones off in class only if the instructor has a registered cell phone or other phone or other means of receiving emergency messages in use at all times students are required to turn their cell phones off;
    5. Procedures governing updates and refreshing data, including a requirement that data be refreshed at least once each semester;
    6. Identification of officials authorized to activate the system;
    7. Instructions to employees and students for reporting emergency situations or incidents, including offices and telephone numbers of designated officials to whom emergency situations or incidents should be reported;
    8. Guidelines regarding notice to or contacts with media;
    9. Procedures for additional notifications as appropriate depending on circumstances.

  6. Institution policy and procedures, including all updates or revisions, shall be filed with the system office.

  7. The chancellor shall adopt an emergency notification procedure for the NDUS office, including a system for notifying office employees of an emergency specific to the office and for notifying key institution employees or designated institution emergency contacts as necessary or appropriate.

  8. Subject to review and approval of the NDUS CIO, institutions may contract with a vendor or vendors for provision of emergency notification systems. If warranted based on consideration of administrative efficiencies and cost, the chancellor may require a single, uniform system for all institutions.

Reference: NDUS Procedure - 1902  

New Policy. SBHE Minutes, April 3, 2008
Amendment SBHE Minutes, November 6, 2008.
Amendment. SBHE Minutes, January 17, 2013.
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