An effective way of providing emergency information to a large number of people is through the use of phone trees. The College encourages each department, division, or area on campus to develop a phone tree to communicate emergency information to the staff of that area. In an emergency supervisors will be notified by phone about the status of the college and what you should do. Supervisors should then use the phone tree to notify their staff.
The President (or designee) may activate emergency phone trees, whenever emergency information needs to be communicated to the college community.
Creating A Phone Tree
A phone tree can be created by using the provided 3x5 card template or by creating your own form. In either case start by:
1. Dividing the department, division, or area into groups no larger than ten, with one person designated as the primary caller for that group.
2. From within the group designate a back-up caller, who is responsible for making the calls if the primary caller cannot.
3. The supervisor for the area should have a phone tree which consists only of the primary and back-up callers.
The supervisor in the area starts by calling the primary callers (the back-up callers would be called if the primary is not available) and gives them the information which needs to be passed on. The primary caller then calls all the people on their list passing on the information. This process is followed each time new information needs to be passed on.
For a phone tree to be effective the primary caller should call no more than ten people. Phone trees greater than one to ten often result in an information bottle-neck and defeat the purpose of a phone tree, which is the quick dissemination of emergency information.
Click here to download an information card in pdf format.
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