SECTION 6: COMMUNICATIONS

A. EMERGENCY COMMUNICATIONS SYSTEMS

During emergencies, communications between response units within the University and external agency responders utilizes methods and protocols as described in the Montana Statewide Communications Interoperability Plan (SCIP). In the long-term, SCIP aims to create a statewide, seamless, state of the art, public safety voice and data interoperability communications system through installation of a VHF P25 trunked radio coverage configuration. While initially expected to be completed in 2014, and currently operable in Lewis and Clark County, emergency responders in Gallatin County have experienced complications that have resulted in delayed implementation. Officials remain hopeful that they system may be functional by 2015.

MSU’s existing communications network, consisting of telephone, computer, and radio facilities, serves the initial and basic communications needs for emergency operations. Landline circuits, when available, serve as the primary means of communication with other communication systems available for back up. Additionally, the university relies heavily on computer, web-based and cellular communications platforms for disseminating information to students and employees during and about emergencies. The University relies on computer list serves and a text-based cellular phone emergency notification system.

Regarding UPD communications, a common operating structure within our jurisdiction and across local jurisdictions provides the framework of our communications capabilities. This framework is made possible by interoperable systems to include VHF repeaters, a Digital Trunked Radio System, and simplex local, state and national mutual aid channels. Extensive communications networks and facilities exist throughout Gallatin County to provide coordinated capabilities for an effective and efficient response and recovery activities.

B. COMMUNICATIONS BETWEEN EOC, IC AND UPD

Upon establishment of an IC, information and resource requests are exchanged between first responders and UPD Dispatch. Upon activation of the EOC, which is collocated in the Huffman Building with UPD, information is shared and coordinated between the EOC and UPD directly. Information shared between the IC and the EOC may be forwarded through UPD dispatch or message runners, or may be shared directly via radio or phone.

C. MSU ALERT NOTIFICATIONS

Official campus alerts are issued through the multiple components of the MSU ALERT system, prepared and disseminated in accordance with protocols developed for use of the MSU ALERT system. (See Functional Annex D)

D. EMERGENCY HOTLINE

In the event of any emergency or natural disaster, information concerning the status of Montana State University will be available to students, faculty, staff, parents, and community members through the following emergency hotline number: 800-411-2287

E. PUBLIC RELATIONS/COMMUNICATIONS

With the understanding that information and circumstances change and evolve throughout the course of an emergency, the Executive Director, University Communications will provide - to the extent reasonably possible given the circumstances - appropriate, accurate, timely and consistent information about emergencies to the campus community, external stakeholders and public entities during an emergency. All information should be developed in consultation with the EOC Leader and the PIO. Such communications will be through the university web page and other dissemination channels as appropriate and include pertinent information such as the status/ progress of the emergency, university response efforts, and business operational issues. University Communications has the specific and critical responsibility to maintain an active web presence for the university during an emergency.

F. COMMUNICATIONS WITH POLITICAL ENTITIES

Communications with political entities, such as members of congress, the state legislature, the governor’s office, state department, etc., will be made/coordinated by or initiated through the university president’s office.

G. COMMUNICATIONS INFRASTRUCTURE

The Information Technology Center, through its Chief Information Officer, is responsible for maintaining the operability of communications systems for the EOC in preparation for and during an emergency, e.g., maintaining wired and wireless connectivity for computer systems, internet access, telephone systems, etc.