Emergency Notification Regulation 710

I. Purpose

The purpose of this regulation is to outline the emergency notification protocols to be followed during emergencies that impact the health and safety of the campus community. This regulation complies with the Emergency Notification requirements set forth by the Jeanne Clery Campus Safety Act.

The UNCSA Department of Police and Public Safety will utilize the University’s designated emergency notification system (UNCSA Alert) to communicate timely and accurate information to students, faculty, staff, as well as parents, visitors, and community members when a significant emergency or dangerous situation involving an immediate threat to the campus community is confirmed. The emergency notification system may also be used in incidents that cause significant disruptions to normal University operations or require immediate protective action by the campus community, including criminal incidents, civil unrest, bomb threat, severe weather, or environmental hazards. The system should not be used for social events or non-public safety-related communications. In all emergencies, a top priority of the University is the safety and well-being of the campus community. 

II. Scope

This regulation applies to all UNCSA students, faculty, staff, visitors, and other members of the campus community. It governs the issuance of emergency notifications for emergencies affecting the campus that pose a serious and immediate threat. 

III. Definitions

A. Emergency Notification – Emergency Notifications are communications to ensure timely, accurate, and useful information in the event of a significant emergency or dangerous situation on campus or in the surrounding area that poses an immediate threat to the health or safety of the campus community.

B. Safety Advisory- Safety Advisories are issued to inform the campus community of a crime, incident, or situation that does not constitute an immediate emergency but warrant awareness for health or safety purposes on or adjacent to campus. 

C. Test - Tests messages are conducted to evaluate the integrity and effectiveness of the University’s emergency notification system and to ensure messages are delivered in a timely manner and successfully reach the campus community. 

D. Timely Warnings – Timely Warnings are issued to promptly notify the campus community of reported Clery crimes that pose a serious or ongoing threat to campus safety.

E. Weather Notice – Weather notices inform the campus community of imminent or immediate adverse weather conditions in our area and allow the community to take appropriate actions to keep safe. 

V. Revision History

A. February 16, 2026 - Approved by the Chancellor and the Executive Leadership Team

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UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS

Emergency Notification Procedures

Regulation 710

I. Emergency Notification System Overview

A. System Overview

The UNCSA Department of Police and Public Safety maintains a multimodal emergency notification system (UNCSA Alert) designed to disseminate emergency information to the campus community. UNCSA Alert is a web-based system intended to deliver messages to students, faculty, staff, parents, visitors, and community members who have enrolled to receive alerts. Information may be issued through one or more communication channels, depending on the nature and urgency of the emergency. Channels directly managed by UNCSA Alert include text messaging, email, voice phone calls (live or text-to-speech), desktop notifications, digital signage, the University website, social media platforms, and the safety app. Additional systems, including the UNCSA Alert webpage and indoor/outdoor speaker systems, operate independently of UNCSA Alert but can also be activated during emergencies to ensure broader campus coverage.

B. Notification Standards and Message Content

The University will promptly notify the campus community after confirming a significant emergency or dangerous situation that poses an immediate threat to the health or safety of students, faculty, staff, visitors, or community members on campus. Due to character limitations imposed by wireless service providers, text message alerts are typically brief and will direct recipients to more detailed information available via email or the UNCSA Alert webpage. Email messages and webpage postings may include additional details, instructions, and follow-up updates. As an incident evolves, multiple notifications may be issued to ensure timely, accurate, and updated communication.

When issuing notifications, the University will:

• Determine alert content based on confirmed information from emergency responders;
• Provide clear instructions for protective actions and describe any emergency response measures underway;
• Communicate timely, accurate, and ongoing updates as the situation develops;
• Use clear, direct, and factual language in accordance with University regulation, avoiding speculation;
• Remain mindful of active law enforcement operations and investigations; and
• Consider privacy, legal, and safety concerns, including matters related to patients or the notification of family members.

II. Conditions That Will Activate the Emergency Notification System

A. The activation of the University’s UNCSA ALERT System begins when an immediate threat, whether an imminent or developing emergency, is reported to or identified by the Department of Police and Public Safety and is confirmed. Campus first responders may become aware of such threats through reports made directly to the UNCSA Department of Police and Public Safety or through observation during routine patrols and assigned duties. Upon receiving information regarding a potential threat, every reasonable effort shall be made to promptly gather, assess, and verify available details to evaluate the nature of the threat and the level of risk to the campus community. Confirmation of a threat may include, but is not limited to, direct observation, corroborating or repeated calls, audible indicators, or information from another first responder.

B. The emergency notification system may also be activated during authorized drills, exercises, or system tests conducted to evaluate and maintain emergency preparedness.

III. Activation and Authorization for System Use

A. The Chief of Police, Emergency Manager, and Telecommunicator Supervisor are the designated campus emergency notification authorities appointed by the Chancellor. These officials are responsible for authorizing use of the emergency notification system, establishing standardized message templates, and ensuring training for all authorized users. The Communications Center staff, Telecommunicator Supervisor, and Emergency Manager have direct access to activate the system. The Vice Chancellor for Finance and Administration, Emergency Manager, and all sworn UNCSA police officers are authorized to request activation of the emergency notification system based on observed or reported conditions.

The on-duty supervisor may authorize activation of the emergency notification system by directing Communications Center staff to issue an alert when immediate action is required, and no additional approval is practicable. When time permits, the on-duty supervisor will notify the Deputy Chief of Operations or designee and, as appropriate, the Chief of Police for situational awareness and review.

Upon receipt of a report of a potential emergency, on-duty officers are responsible for confirming the existence of a significant emergency or dangerous situation involving an immediate threat to the health or safety of the campus community. Once a threat is confirmed, the on-duty supervisor will authorize the appropriate notification type and direct the Communications Center to initiate the alert.

Communications Center staff have primary responsibility for activating campus-wide emergency notifications. When Communications Center staff are managing high call volumes or coordinating response communications, the Telecommunicator Supervisor or Emergency Manager may directly activate emergency notifications to ensure timely dissemination. Whenever time and circumstances permit, at least two authorized personnel shall review and verify the content and accuracy of the alert prior to issuance. Updates will be provided on a consistent basis as new information becomes available, and an all-clear message will be disseminated once the situation has been resolved and the threat has ended.

B. If activation of the emergency notification system is conducted for a drill, exercise, or test, prior approval must be obtained from the Chief of Police or their designee in advance of the activation.

1. Message Types

a. Emergency Notification

The UNCSA Police will issue an emergency notification when a significant emergency or dangerous situation occurring on campus or in the surrounding area poses an immediate threat to the health or safety of the campus community. Emergency notifications provide brief, accurate information about the nature and location of the threat, along with recommended protective actions for the campus community.

Notifications are generally distributed campus-wide using multiple communication methods, including UNCSA Alert, the UNCSA Alert webpage, and indoor and outdoor speaker systems, to ensure timely and broad dissemination of critical safety information.

b. Safety Advisory

A Safety Advisory is issued to inform the campus community of a crime, incident, or situation that does not constitute an immediate emergency but warrants awareness for health or safety purposes. This may include incidents occurring on or adjacent to campus, acts of violence involving a continuing threat at educational institutions within Forsyth County, or other situations deemed relevant to campus safety. Unlike emergency notifications, Safety Advisories generally do not have a strict timeliness requirement and will not be issued in a manner that compromises ongoing law enforcement efforts. These advisories are intended to help the campus community make informed decisions and take appropriate precautions and are typically distributed via email through the emergency notification system (UNCSA Alert).

c. Timely Warning

Timely Warnings are issued when a reported Clery crime presents a serious or ongoing threat to the campus community. These warnings apply to crimes occurring within UNCSA’s Clery Geography, including criminal homicide, sex offenses, aggravated assault, burglary, robbery, motor vehicle theft, arson, and hazing. The decision to issue a Timely Warning is made on a case-by-case basis using professional judgment and a review of all available information.

The purpose of a Timely Warning is to enable members of the campus community to take protective actions and to assist in the prevention of similar crimes. Timely Warnings are distributed via email through the emergency notification system (UNCSA Alert) and are posted to the UNCSA Alert webpage.

d. Weather Notice

Weather Notices are issued when imminent or immediate adverse weather conditions, such as winter storms, hurricanes, or tornado warnings, pose a potential safety risk to the UNCSA community or to University facilities and services. These notices provide timely information to support personal safety and informed decision-making.

Weather Notices are distributed campus-wide through multiple communication methods, which may include UNCSA Alert and the UNCSA Alert webpage. Indoor and outdoor speaker systems are activated for tornado warnings. Notifications may include the type of weather warning or advisory, any changes to campus operations or status, and recommended actions for community members to remain safe. Additional guidance is provided in the UNCSA Adverse Weather Regulation.

e. Test

Test notifications are conducted quarterly in about January, April, July, and October, beginning in Fall 2026, to evaluate the integrity and effectiveness of the UNCSA emergency notification system. These scheduled tests are designed to confirm that messages are delivered in a timely manner and successfully reach the campus community. Test messages clearly indicate that no emergency exists and that no response or action is required.

Test notifications are distributed through multiple communication channels, which may include text messaging, email, voice phone calls (live or text-to-speech), desktop notifications, digital signage, the University website, University social media platforms, the safety app, and indoor and outdoor speaker systems.

2. Enrollment and User Registration

a. Students, Faculty, and Staff

Students, faculty, and staff are automatically enrolled in UNCSA Alert using their university-assigned email address and phone number provided in the Student Information System.

Recipients may opt out of receiving emergency notifications to personal devices; however, they may not opt out of receiving emergency notifications delivered to their UNCSA-assigned email address. To support the accuracy and effectiveness of emergency communications, students and employees are prompted at least annually to review and update their emergency notification contact information when accessing the self-service feature of the Student Information System. Recipients may add or update personal contact information, including mobile phone numbers and personal email addresses, at any time.

b. Parents, Guardians, and Other Community Members

Parents or guardians, vendors, contractors, and other community members may voluntarily register to receive UNCSA Alert notifications through the emergency notification webpage. Recipients enrolled through this method are responsible for managing and updating their own account information, including contact preferences and delivery methods.

3. System Redundancy

The UNCSA Alert system is designed with redundancy and failover capabilities to support continuous operation during emergencies and minimize the risk of service disruption.

Redundancy measures include, but are not limited to:

• • A web-based platform supported by multiple servers to reduce reliance on a single point of failure;
  • Backup power and communications infrastructure to maintain system functionality during power outages or network disruptions;
  • Alternative activation pathways that allow authorized personnel to issue emergency notifications from multiple locations;
  • Emergency notification system vendor capabilities that allow emergency messages to be issued on behalf of the University in the event of a system failure; and
  • Posting critical information on official University social media channels and the UNCSA Alert webpage when appropriate.

These measures are intended to ensure that emergency notifications can be delivered under adverse conditions and that the University is not solely dependent on any single communication method or system component.

4. Training

Authorized users of the UNCSA Alert system shall receive training at least annually to ensure the effective and appropriate use of the emergency notification system. Training is designed to support timely, accurate, and consistent emergency communications and to ensure compliance with university regulations and applicable regulatory requirements.

Training for authorized users includes, but is not limited to:

• • An overview of emergency notification system capabilities; and
  • Instructions on available communication modes and appropriate use based on incident type;
  • Review of approved message templates and messaging standards;
  • Procedures for system activation, authorization, and escalation; and
  • Consideration of privacy, legal, and operational factors related to emergency communications.

Authorized users shall also participate in emergency notification system testing, drills, or exercises to verify system access, login functionality, and operational readiness. Participation in testing supports familiarity with system functionality and ensures authorized users can effectively issue notifications during actual emergency conditions.

Training records and participation may be maintained for institutional review, operational continuity, and compliance with Clery Act emergency notification requirements.