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Click here for information on the AlertSU Outdoor Warning System

AlertSU Phone Opt In/Out Instructions
AlertSU Secondary Email Instructions
AlertSU Emeriti/Affiliate Opt In Instructions

General AlertSU Mass Notification FAQ

 

What is the AlertSU System?

Who is included in the AlertSU mass notification system?

What methods will Stanford use to communicate emergency information?

About the system

How does it work?

Why am I receiving alerts about recent crimes?

What types of incidents are covered by the Clery Act?

Why aren’t crime alerts always issued immediately after an incident occurs?

What should you do when you get an AlertSU message?

Who is included in the AlertSU emergency notification system?

Will I receive all of my messages at the same time?

How will I know when I receive a message from the AlertSU system?

On what devices will I receive an emergency notification?

I received the text message on my phone in two parts. Is this normal?

How do I know that all of my personal data will be secure and protected by the University and MissionMode Solutions, Inc.?

Will I receive unsolicited messages (”SPAM”) on my cell phone or email account as a result of giving my cell phone number to the University?

Is there a charge for subscribing to receive emergency messages via the AlertSU system?

Do I need to install software on my PDA or cell phone to receive text messages or emails?

When will you deactivate my subscription to the AlertSU system?

If I switch cell phone service providers, do I have to notify Stanford that I have changed providers, even though my cell phone number remains the same?

I just added a mobile phone and now I'm getting a text message from 28698. Is this normal?

How often should I update my information?

What contact information should I use for the AlertSU system?

Does Stanford correct my personal contact information when it is wrong?

Who do I contact if I still have questions?

AlertSU Mass Notification Staff/Faculty/Emeriti/Affiliate FAQs

How do I maintain my AlertSU data?

What specific fields in Maintain your directory and AlertSU emergency contact information are used?

What if I have a personal phone not in the Stanford system?

What if I have a personal email not in the Stanford system?

I'd like to receive text messages on my cell phone. How do I add that?

Can I opt-out from messages?

What happens if I mark my information "Private" in StanfordYou? Will I still receive notices?

What type of sponsorship do I need as an affiliate to be able to opt in?

I am an affiliate or emeriti. How do I opt in?

I have someone who works on campus who is not currently an Affiliate and they would like to receive notifications from AlertSU. How do I sponsor them?

Who do I contact if I still have questions?

AlertSU Mass Notification Student FAQ

Can I change my emergency contact numbers?

Can I opt-out from messages?

 

General AlertSU Mass Notification FAQ

What is the AlertSU System?

AlertSU is the Stanford University emergency notification strategy used to communicate time-sensitive information during an emergency event affecting campus. At this time, it is comprised of a mass notification system, an outdoor warning system, emergency website and emergency information hotline. The mass notification system delivers notifications via voice mail, email and text-messaging to members of the Stanford community. The outdoor warning system is a series of seven sirens which use a combination of alert tones and verbal instructions to deliver information to anyone outdoor on campus. These are the push methods for delivering information to the campus community. Community members can "pull" information by visiting the emergency information hotline (650) 725-5555 or emergency website http://emergency.stanford.edu.

Emergency management personnel will respond to an event, assess the situation and determine whether use of an AlertSU tool is appropriate.

Who is included in the AlertSU mass notification system?

Active Stanford staff, faculty and students are automatically included in the AlertSU system. As of July 2010, Emeriti and Affiliates have the ability to opt themselves in and out of AlertSU.

What methods will Stanford use to communicate emergency information?

Stanford uses a layered approach to emergency communication. Depending on what is appropriate for the situation, information will be posted on the campus emergency website (https://emergency.stanford.edu) and emergency information hotlines (650-725-5555, 844-253-7878 or 844-AlertSU), broadcast on KZSU (90.1 MHz or Channel 211) and our outdoor warning system, and communicated through our mass notification tool via phone, email and text messaging. For more information on our program, visit the Emergency Preparedness section of the Environmental Health & Safety website at http://ehs.stanford.edu.

About the system

MissionMode Solutions, Inc. supplies Stanford University with mass notification functionality through its product, MissionMode. This hosted service provides a mechanism for delivering messages to the Stanford community through a variety of concurrent mechanisms including voice, email, and SMS (text message). In addition, an outdoor warning system consisting of seven siren/voice towers has been deployed across the campus and is capable of emitting both a siren/blare notification as well as a verbal message.

How does it work?

In the event of a major emergency affecting the Stanford campus individuals who have registered their information in Stanford systems will receive an emergency communication on the phone numbers and emails registered in the Stanford directory (via StanfordYou or Axess). The message will include basic information about the nature of the emergency and instructions on how to obtain further information. The need to activate the mass notification system will be evaluated on a case-by-case basis. The system will be used in conjunction with other emergency resources such as the emergency web site (https://emergency.stanford.edu), the emergency information hotlines (650-725-5555, 844-253-7878 or 844-AlertSU), and the outdoor warning system.

Why am I receiving alerts about recent crimes?

A federal law (commonly referred to as the Clery Act) requires the University to issue timely warnings to the entire University community whenever crimes specified in the Clery Act occur on campus or in an area surrounding the campus, and is determined by the Chief of Police or her designee or other senior level University official that the situation poses an immediate or ongoing threat to the community. The purpose of the warning is to aid in the prevention of similar crimes by alerting the community about the incident and providing information on precautions people can take to enhance their personal safety. The AlertSU system will be used to issue these warnings, and the method(s) used – email, phone, and/or SMS text message – will depend on the nature of the incident.

What types of incidents are covered by the Clery Act?

The Clery Act requires disclosure of crimes in the following categories: criminal homicide (including murder & non-negligent manslaughter, and negligent manslaughter), sex offenses (forcible and non-forcible), aggravated assault, burglary, arson, motor vehicle theft, and arrests for drug-related offenses and illegal weapon possession. The act also requires the University to issue an immediate notification of natural hazards that pose a threat to the campus community’s health and safety, like an accidental hazardous materials release.

Why aren’t crime alerts always issued immediately after an incident occurs?

There are two types of alerts that might be issued – immediate notification and timely warnings. Immediate notifications are issued as soon as first responders are able to determine that the threat is credible and it is believed that the situation poses an ongoing threat to the community. It generally takes several minutes to determine and confirm the nature of an incident. A timely warning is similar to an immediate notification, but it may be issued after additional information has been gathered and could be issued several hours after an incident occurred. The most common reason for a delayed notification has been because the crime was not immediately reported to the police. The Department of Public Safety will not issue a warning that could jeopardize a criminal investigation. The amount and type of information presented in the warning will vary depending on the circumstances of the crime. Significant criminal incidents that might elicit a timely warning include, but are not limited to, crimes of violence or patterns of property crimes.

What should you do when you get an AlertSU message?

In the event of a major emergency, follow the directions received in the AlertSU message. If the message directs you to evacuate, evacuate immediately. If it directs you to shelter-in-place, stay inside your dorm, office, lab, or building until you receive an "all-clear" message. Check with others nearby to ensure they also received the message or inform them of the alert and instructions.

DO NOT respond to the location of the emergency. In addition to the possibility of injuring yourself, your presence could interfere with the deputies, fire fighters, and other first responders working to save lives.

Will I receive all of my messages at the same time?  

Not necessarily. Upon activation, the AlertSU mass notification system sends emergency notifications out to all registered contact points simultaneously. These include multiple phones, emails addresses and text capable phones. Because the delivery rates of the phone carriers and email providers can vary, messages may arrive at different times. Some messages can be delayed for up to an hour or more due to factors out of our control. Text messages are sometimes batched and delivered by each individual phone carrier resulting in variability in delivery speed; therefore we have no direct control over the rate of delivery.

The university uses a layered approach to emergency notification because we understand the limitations of any one individual delivery mechanism. The goal is to reach a critical mass of our population with the initial message. Then, local emergency procedures take over to ensure each individual in the area is aware of the need for action - whether it is to evacuate the area or to shelter-in-place.

How will I know when I receive a message from the AlertSU system?

The Caller ID function on a cell phone or landline (if available) will display the following number: (877) 676-6633. Entering (877) 676-6633 in your cell phone contacts and naming it AlertSU is recommended. This eliminates the need to remember the number, which is also the University Emergency Information Hotline, and helps prevent deletion of an emergency message because the caller is unknown.

Text messages delivered through SMS will arrive from 28698.

On what devices will I receive an emergency notification?
You will receive an emergency notification from the AlertSU mass notification system on all phone numbers (both cell and landlines) included in your directory listing unless you have specifically excluded them. Additionally, an email notification will be sent to your University email account. If you have personal phones not in StanfordYou, be sure to add them to your directory information if you wish to receive AlertSU messages at the numbers. Text messages will only be sent to text capable phones listed in the directory "mobile phone" field.

I received the text message on my phone in two parts. Is this normal?  

Some carriers may split messages into two parts if the message exceeds the character limitations. We will try to keep messages as brief as possible while still conveying as much important information as possible.     

How do I know that all of my personal data will be secure and protected by the University and MissionMode Solutions, Inc?
The contact information you enter in the Stanford directory will only be provided to MissionMode for the explicit purposes of notifying you in the event of an emergency. MissionMode Solutions, Inc. has agreed they have no right to use your contact information for any purpose other than notifying you via the AlertSU system. MissionMode Solutions does not sell, lease, share, rent, or barter personally identifiable information (names, addresses, phone numbers, etc.) to any companies or persons outside of MissionMode Solutions or MissionMode service providers, ever!

Will I receive unsolicited messages (”SPAM”) on my cell phone or email account as a result of giving my cell phone number to the University?
No. The AlertSU system has a rigid security policy in which authorized personnel ONLY are permitted to send messages using the AlertSU system in the case of an emergency. The AlertSU system adheres strictly to a ZERO SPAM policy that clearly prohibits unsolicited messages. Furthermore, the University can not and will not sell the contact information of AlertSU participants to third party marketers.

Is there a charge for subscribing to receive emergency messages via the AlertSU system?
There is no charge for the AlertSU service from Stanford University. Depending on your wireless carrier provider and the plan you have, you may be charged a nominal fee to receive SMS text messages. For those with unlimited text messaging plans, there should be no additional charge. If you have questions, contact your cell service provider.

Do I need to install software on my PDA or cell phone to receive text messages or emails?
No. The AlertSU system, as powered by MissionMode, uses standard industry SMS text messaging protocol to send messages to your phone. Your mobile phone plan will need to accept text messages to work properly. If you have questions about your ability to receive text on your device, contact your service provider for more information.

When will you deactivate my subscription to the AlertSU system?
Your contact information will be removed from the AlertSU Emergency Notification System when there is a change in your affiliation with the University (for students – graduation or leave of absence; for faculty/staff - change in employment status).

If I switch cell phone service providers, do I have to notify Stanford that I have changed providers, even though my cell phone number remains the same?
The AlertSU system will continue to send notices to you as long as your phone number remains the same. If your actual phone number changes, you will have to update your most current number in the Stanford directory. This will update our system within 24 hours.

I just added a mobile phone and now I'm getting a text message from 28698. Is this normal?
Yes. MissionMode  is verifying that the number was entered correctly and confirming it was entered by you.

How often should I update my information?
As soon as it changes. This will ensure the most accurate data is in the system for us to contact you. It also eliminates the problem of us contacting people who have nothing to do with Stanford when a phone number is recycled/reassigned.

What contact information should I use for the AlertSU system?
Since the AlertSU mass notification system will be used to notify you in an emergency situation, we strongly recommend that you provide contact information that will reach YOU, such as your cell number and other personal contact information.

Does Stanford correct my personal contact information when it is wrong?

No. Your email must be in a full and complete format for the system to deliver a message to you. If it is incomplete, such as "john.doe@stanford" or "johndoe@gsb. " without the full ".stanford.edu" the message will not be delivered. If you do not receive a message to an email address, please double check StanfordYou or Axess to ensure the address is complete and spelled correctly.

Phone numbers need to be listed using all ten digits including area code to be delivered successfully. Messages will not be delivered to phone numbers listed as five digit extensions or to international phone numbers.

Who do I contact if I still have questions?

Send an email to The Office of Emergency Management at preparedness@lists.stanford.edu or submit a HelpSU ticket via the web at https://remedyweb.stanford.edu/helpsu/helpsu?pcat=alertsu.

Back to General FAQ

 

AlertSU Mass Notification Staff/Faculty/Emeriti/Affiliate FAQs

How do I maintain my AlertSU data?

Staff, faculty, emeriti and affiliates update their contact information in their StanfordYou profile at http://stanfordyou.stanford.edu under the "Maintain your directory and AlertSU emergency contact information" link. Stanford will use the contact information in this area to send you information during an emergency.

The "Maintain your external emergency contact information" link collects information on the individuals we would contact on your behalf if you were injured or involved in an accident at work and were unable to contact them yourself.

What specific fields in Maintain your directory and AlertSU emergency contact information are used?

The following fields in the Maintain Your Directory and AlertSU Emergency Contact Information section of Stanfordyou are loaded into the AlertSU system:

SU Contact Info
Email address: Directory Listing Email
Email address: Optional Secondary Email

Mobile Contact Info
Mobile contact info: Mobile Phone

Stanford Affiliation
Work phones: Work Phone 1
Work phones: Work Phone 2

Home Phones & Address
Permanent Phone & Address: Phone
Temporary Phone & Address: Temporary Phone

What if I have a personal phone not in the Stanford system?

If you wish to receive voice or text messages on a personal phone enter that information into your Stanford directory account and verify the opt in box above the number is checked. If you do not check the box indicating "OK to use for AlertSU", the number will not be added to the AlertSU system.

What if I have a personal email not in the Stanford system?

Effective July 2010 faculty, staff, emeriti, and affiliates have the ability to enter a second email address for AlertSU use only. The second email will be used exclusively for AlertSU and will not be visible in the directory. Email addresses are entered through https://StanfordYou.stanford.edu under the "Maintain your directory and AlertSU emergency contact information" link.

I'd like to receive text messages on my cell phone. How do I add that?

Text messages will be delivered to the contact point listed as "Mobile phone" in your StanfordYou account. If you do not list your cell phone in this field, it will not receive text messages. If you use your cell phone as your main office line or home/dorm phone, you may list it in both fields without any problem. You will be sent both a voice and a text message.

Can I opt-out from messages?

The University requires students to provide one additional point of contact in addition to their local phone number and Stanford provided email address and to maintain this information in Axess. We encourage all students to maintain current contact information and update changes as necessary so as to be able to receive emergency notices from the University.

Faculty and staff are required to maintain their work phone number, Stanford provided email and any university reimbursed or provided cell phone information in their StanfordYou account. We encourage faculty and staff to list personal phones and emails if this will increase the likelihood of reaching you with important information during an emergency.

As of July 2010, faculty, staff, emeriti, and affiliates in AlertSU may opt their home phone, temporary home phone and personal cell phones out of AlertSU without removing the data from the directory. If Stanford supplies the mobile phone or reimburses you for any portion of it, the number must be listed in StanfordYou and be opted into AlertSU.

What happens if I mark my information "Private" in StanfordYou? Will I still receive notices?

Yes! StanfordYou provides three privacy settings to limit the availability of your information. They are "Public", "Stanford" and ""Private". Flagging your information as "Private"" will prevent it from being viewable by others but still allows the AlertSU system to contact you during an emergency. As of July 2010, Mobile, Temporary, and Permanent phones can be marked as Private in the directory and opted out of AlertSU by unchecking the ?OK to use for AlertSU? box near each phone number.

What type of sponsorship do I need as an affiliate to be able to opt in?

Affiliates sponsored at any level are eligible to opt themselves into the mass notification system. Stanford supplied emails are not required to participate.

I am an affiliate or emeriti. How do I opt in?

Emeriti and affiliates have the ability to opt themselves in and out of AlertSU through the StanfordYou.stanford.edu website (https://StanfordYou.stanford.edu). The opt in/out section is under the "Maintain your directory and AlertSU emergency contact information" link on the site.

Affiliates may also be opted in by their sponsor in the Sponsorship Manager portal.

I have someone who works on campus who is not currently an Affiliate and they would like to receive notifications from AlertSU. How do I sponsor them?

Have the person request a SUNet ID on https://sunetid.stanford.edu/. There is a section on this page where they can provide identification to request a SUNet.

A member of the staff from the sponsoring department must finish the request by going to https://sponsorship.stanford.edu. Once there, click the ‘SPONSOR a service…’ link, enter the SUNet id the person created, and click ‘Search’. Click on the person’s name in the search results. Click ‘Account (SUNet ID, email)’. Leave the Email Quota level at ‘base (free; no email)’, review the end date (it automatically enters a year from the date you enter the record, however that may not be appropriate), click ‘Finish’.

It may take a short while for the systems to all sync, however once it is finished the person can then log in to https://stanfordyou.stanford.edu and set up their AlertSU record. For more information on how to opt in as a affiliate, please see the AlertSU Emeriti/Affiliate Opt In Instructions Job Aid.

Who do I contact if I still have questions?

Send an email to The Office of Emergency Management at preparedness@lists.stanford.edu or submit a HelpSU ticket via the web at https://remedyweb.stanford.edu/helpsu/helpsu?pcat=alertsu.

Back to AlertSU Mass Notification Staff/Faculty/Emeriti/Affiliate FAQ

 

AlertSU Mass Notification Student FAQ

Can I change my emergency contact numbers?

Students and post-docs update their information through Axess. http://axess.stanford.edu.

Can I opt-out from messages?

The University requires students to provide one additional point of contact in addition to their local phone number and Stanford provided email address and to maintain this information in Axess. We encourage all students to maintain current contact information and update changes as necessary so as to be able to receive emergency notices from the University.

Back to AlertSU Mass Notification Student General FAQ

 

 

 


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