Communication During Emergency

As the University completes the transition from the legacy phone system to the new Unified Communications technology, each college and department should use this transition as an opportunity to reassess communication needs in times of emergencies, power failures, or hazardous incidents. In particular, those areas with laboratories or studios that utilize potentially hazardous materials or processes should review existing procedures and capabilities for emergency communications.

In an emergency, power outage, or hazardous incident, ALL telephone service, whether provided by legacy telephones or Unified Communication phones, may be limited or unavailable. Each department must consider their communication needs during these unusual events and ensure that appropriate procedures and backup modes of communication are in place.

In the new Unified Communications environment, a variety of phones, telephone lines, and cellular options are available (cost varies) that allow both in-bound and out-bound calls during times of emergency, power outages, or hazardous incidents, including:

1. The Lync 2013 mobile application can be used to provide uninterrupted business phone service in an emergency.
2. The phone transfer or dual-ring features allow departmental and/or work phone numbers to transfer calls to a cellphone or other non-TTU phone.
3. Dedicated fax lines can be used (with an attached analog phone, as part of the fax machine or with an attached splitter) for outbound calling during a localized or campus-wide power outage.
4. Emergency "Blue Light" phones with backup battery power that provide direct line to 911 service – useful for hazardous labs.

Requesting emergency services in Unified Communications: Simply dial 911

The new Unified Communications service provides the Lync 2013 mobile application, Interactive Voice Response (IVR) prompts, Voicemail, Call Forwarding, and other features at any time the phone device is disconnected from the system or the user does not answer an incoming call. These features may be useful for setting up automated campus and public responses or redirecting incoming calls.

The TTU Emergency Management group is currently reviewing the procedures for communications during campus-wide emergencies. Those departments that operate potentially hazardous laboratories or studios should work with their departmental and college safety committees to plan emergency communications. Such potential hazards may include biological, chemical, electrical, or mechanical dangers. Environmental Health & Safety provides campus consultation and can help departments mitigate risks, improve safety, and create emergency guidelines. The TTU Office of the CIO can provide expert advice about the capabilities of each level of communications technology.

Additional information about the new Unified Communications technology can be found at Unified Communications.

Contact information for additional information or assistance:

• TTU Department of Environmental Health & Safety - (806) 742-3876
• TTU Emergency Management Coordinator - (806) 742-2121
• TTU Office of the CIO - (806) 742-5151
• IT Help Central - (806) 742-4357

Please note:

The TTU Office of the CIO strongly recommends downloading and installing the Lync 2013 mobile application on your phone and/or tablet from iTunes or the Google Play store. We also recommend that you use it frequently so that you are familiar with the interface.