UTMB First Call
Emergency Alert Notification System
On August 1, 2007, UTMB launched a new emergency communication tool
for the university community. Called a “reverse 911” system, the new tool
augments existing emergency communication resources such as email and
web- and phone-based alerts.
“FirstCall” is the name of the new service. The system is only be
activated in an emergency situation when there is a serious risk of harm or
threat to life. When such a threat occurs, a very brief pre-recorded message
will be sent to those who subscribe to the system, instructing them to seek
information and updates from other existing university information sources.
The
FirstCall system is voluntary and optional. It allows faculty, staff and
students to use the campus directory to designate an alternate email address
or telephone number where an email, voice or text message can be quickly
sent in an emergency. The emergency contact information stored in the system
is not displayed in the directory or used for any other purposes.
A FirstCall emergency broadcast can be triggered by University Police or
UTMB Public Affairs working on behalf of the institutional emergency
preparedness officers. The system is supported by Information Services and
hosted outside the region by a dedicated service provider.
A sample FirstCall message:
An emergency situation currently exists at UTMB. For details and urgent
instructions, check www.utmb.edu/alert or call (409) 77-ALERT.
FirstCall is available to all students, employees and UTMB contractors
with a listing in the UTMB online directory. The emergency contact
information for First Call is pulled from new fields added to the directory.
To register to use the system:
1a.Internet Explorer on Windows
From a UTMB-networked computer or using a VPN connection from any remote
location,
visit the directory via this link or URL. (For
security reasons, the public
directory
does not offer edit capabilities.)
1b. All other browsers and platforms
From a UTMB-networked computer or using a VPN connection from any
remote location, go to
http://intranet.utmb.edu/directory/. Click the "Edit Data" button
to enter emergency contact information. A screen pops up requesting your
UTMB user name and password.
2. Enter your username and password and click “Submit.” A new screen
will appear, with a button that reads “Emergency Alert Contacts.”
3. Click the button and enter your alternate email, phone/mobile number,
or text message number in one of the fields provided. Include the area code
for phone and text message numbers. (You do not need to enter a "1" for long
distance calls.) Please provide your text message vendor.
Your information will be added to the database.
Text messaging is the fastest and most reliable way to get a First Call
notification. For those with the capability, it’s the recommended approach.
Be sure and enter all 10 digits of your cell phone number and provide the
name of your cellular service provider.
Users should not use their UTMB email address in the “alternate email”
field; UTMB email accounts are already part of the existing emergency
broadcast system. Voice messages will likely take the longest to
disseminate, although ultimately the speed of the messages will depend on
how many people sign up to use the system and what options they each select.
UTMB is committed to continue working to improve and enhance its
emergency communication capabilities. Building on an already robust system,
FirstCall adds the capability to communicate faster to the outlets
preferred by members of the campus community.
If you have a question or need assistance, call UTMB Public Affairs at
(409) 772-2618 or contact the UTMB Help Desk at ishelp@utmb.edu.
Frequently Asked
Questions
How will the system be used?
The UTMB First Call system is another communication tool to be used by
the university for crisis communication. The tool complements existing
venues, including the UTMB telephone hotlines at (409) 77-ALERT
(772-5378) and toll free at (888) 772-5449; campus monitors; emergency
email broadcasts; and web sites including
www.utmb.edu, www.utmb.edu/alert
and http://utmbinfo.com.
The system will only be activated in the most dire of circumstances,
when there is a serious risk or active threat to the university
community. When such a threat occurs, a very brief pre-recorded message
will be sent to those who subscribe to the system. The system will send
a single voice, email or text message to system subscribers, and the
message will instruct recipients to seek details, instructions and
updates from other existing university information sources.
How do I sign up?
The information for First Call is pulled from fields in the UTMB
online directory. From a UTMB-connected computer or using a VPN
connection, go to
http://iram.utmb.edu/directory/ and look up your name. Click to edit
your data. A screen pops up requesting your UTMB user name and password.
After entering name and password and hitting submit, a new screen
appears with a button that reads “Emergency Alert Contacts.”
Click the button and enter your alternate email, phone/mobile number,
or text message number in one of the fields provided. User the complete
phone number, including area code. Your information will be added to the database.
How do I update my information or unsubscribe from the service?
The process is the same to sign up, change or unsubscribe from the
service. Follow the steps outlined above and revise or delete the
information under “Emergency Alert Contacts.” The change takes effect
within 24 hours. Again, you need to be on a UTMB-connected computer or
using a VPN connection to have the edit feature enabled in the
directory.
Will my contact information be shared or used in any other way?
No. The information provided for the UTMB First Call system will not be
shared with anyone inside or outside the university for any purpose
other than emergency notification.
Will my emergency contact information be displayed in the
directory?
No. It will only be visible to you when you elect to add, edit or review
the information.
Can I use the system to have a UTMB alert message sent to my
spouse or parent?
Yes, if you choose to do so. The alert message gets sent to the contact
number/address you supply. It can be any person’s number or address.
Will the system support long distance, out-of-state or
out-of-country calls?
In UTMB's application, the system does support long distance and
out-of-state calls, but does not support international calls.
If my call is long distance, do I need to enter a "1" before the
area code?
No. Just the area code and number (10 digits) are all the system needs.
Should I sign up for multiple ways to get messages?
We are encouraging users to initially select a single, primary contact
mechanism, to allow the system to get an alert out to the greatest
number of people in the shortest amount of time. However, we are not
locking the system down to a single choice, to accommodate special needs
or circumstances that may exist.
Will I get a voice or text message?
The choice is yours. You may choose to have a voice message sent to any
telephone (fixed or mobile), a text message sent to a mobile phone with
text service, or a text message sent to a non-UTMB email address.
I signed up for voice mail but the messages I've received have
been garbled and difficult to understand. Why?
The FirstCall system has a built-in capability for text messages
to be converted to voice using a computer-generated, synthesized
"voice." In two applications we've used it, the results for many message
recipients have been unsatisfactory. Although it takes slightly more
time, future messages will be recorded by a person, rather than left to
a machine.
Can I have First Call messages sent to my UTMB email address?
Your UTMB email address is already part of the university’s alert
broadcast system. You should not add it in the field for the First Call
alternate address.
Which of the available options is the fastest?
Text messaging is the fastest way to get your alert message. The voice
message will likely be slowest, although ultimately it will depend on
how many people sign up to use the system and what options they each
select.
If you have a question or need assistance, call UTMB Public Affairs at
(409) 772-2618 or contact the UTMB Help Desk at ishelp@utmb.edu.
