Rave Alert Instructions

Transcription

1 Rave Alert Instructions Log In to Rave To log in, browse to Enter your SMC e- mail address and Rave System password then click Log In. Note: Access to the Rave System is available from the Rave Admin tab in SMC Wired OR by using the URL provided above. Rave Admin Tab in SMC Wired A special Rave Admin tab in SMC Wired has been created to provide quick access for Rave Administrators to not only the Rave System itself but other SMC resources that might be useful during an emergency. Links to these instructions as well as other resources are available on this tab. Rave Mobile Safety has provided an Emergency Hotline which may be used by Rave Administrators in the event there is something preventing them from logging into the Rave System such as a power outage, SMC system failure, or no access to a computer. From time to time, the Rave System is down for maintenance. Notices received from Rave will be posted to the Access to Rave System channel. The emergency hotline may be used during these outages. Training Mode The Rave System has a training mode that can be utilized to practice using the system without the danger of accidently sending out a message. To access the Training Mode click on the arrow to the right of your name in the upper right-hand corner of the screen. Enter your initials in the Training Mode window which pops up and then click the Enter Training Mode button The red bar displayed below will appear confirming that you have entered Training Mode. To get out of training mode, click the drop down arrow next to your name in the upper right-hand corner of the screen and select Leave Training Mode, and then from the Training Mode pop-up window, click the Leave Training Mode button. P a g e 1

2 Copy an Existing Template or Create a New Template To send a Rave Alert, you can either copy an existing template or create a new one. If you decide to use an existing template, it is advisable to make a copy (using the second button to the right of the send button highlighted below) rather than editing an existing templates. By making a copy of the template and using it as a base for our alert, statistics regarding recipients are available to troubleshoot delivery problems by individual user and text of the template is not changed. From the Alerts tab, click the copy button (highlighted below) for the appropriate template) or click the Create Alert Template button to create your own. In the event of an emergency such as an active shooter where time is of the essence, you may simply: Click on the Send button for the ACTIVE SHOOTER SHELTER IN PLACE template; Click on the Continue button; Review the information on the Confirm Alert Before Sending window; Click the This Alert will be sent to x,xxx Recipients button P a g e 2

3 Creating or Modifying an Alert Once you have clicked on the Edit or Create Alert Template button, the following screen will appear. This screen depicted below is what appears when you select the Weather Related Closing Template. If you are using a copy of a different template or creating a new template from scratch the screens may look different. 1--Alert Name Enter an alert name. Enter something that will distinguish your Alert from others already in the system. 2 Choose Alert Modes Choose the Alert Mode(s) you want your message delivered to and configure the content of the message for each mode selected. Color Coding: The Alert Mode buttons are color coded to indicate the status your configuration of each mode. This allows you to easily see if you have successfully filled in all the required information for each chosen delivery method: Gray Inactive Yellow Incomplete Green Active P a g e 3

4 Click on each button to show or hide the options for each delivery mode. Complete details for setting up each mode are provided below. Recommended Practices for All Methods: All methods are prefaced with SMC Alert: by default. It is preferred that this language be used but it can be removed if needed. As we cannot control when someone may look at a message sent, it is preferred that a definitive statement as to the effective date of the alert be included in all messages: o Today is Monday, December 12, For campus closing, if possible include a statement about whether the Student Activity Center will be open or close. The following language should be included in all weather related closings which fall within an academic term: o Students are expected to monitor their online course sites in Moodle and adhere to any deadlines set by their instructors. P a g e 4

5 Text Message Limited to 160 characters Delivered via text message to only those individuals who have opted-in to receive text messages. Limited to 10,000 characters Choose Plain Text or HTML if you need more formatting options. P a g e 5

6 Voice Limited to 3,000 characters Typically, other than customizing the message, no changes are made to any of the various components available on the Voice tab. For review phone number in Caller ID field to make sure that is the number that people should call if they have questions about the alert you are sending. P a g e 6

7 RSS Limited to 140 characters. You may want to draft your message in word and use the character count feature to limit your text to 140 characters by following the steps outlined below: o On the insert tab, in the Text group, click Quick Parts o Click Field o In the Field names List, click NumChars in the Field names list. This method of delivery is used on the public website and the Campus Alerts channel in SMC Wired. After the alert time frame has expired, another Rave Alert utilizing the Send all Clear Template should be sent via the RSS method ONLY. See After Situation is Resolved section below for additional information. P a g e 7

8 Alertus This method of delivery takes over the desktop of SMC computers with the message. SMC has a grant provided system called Alertus which has been configured to 'listen' to alerts from Rave sent to the RSS feed. So any emergency type announcements sent through Rave should also be setup by the Rave administration to be delivered via RSS in Rave as well as the other types of delivery methods. Alertus is a product that displays alerts on the computer monitors across campus. Value limited outside of normal office hours. Must fill in Alertus Alarm Duration and select Alertus Profile of EMERGENCY. P a g e 8

9 Twitter Limited to 140 characters Use the SMC Twitter Use this One profile. The other profile is old but cannot be deleted. This method of delivery posts to the SMC Twitter feed. Facebook This method of delivery provides options to deliver to the main SMC Facebook Wall, SAC and SSC Facebook instances. P a g e 9

10 3 Delivery Targets Several methods of selecting a target audience are available. Below is the method that will be used most. This method targets All People batch loaded into the Rave system which includes employees, students and emergency personnel. Click on Edit button to Set Delivery Targets Select All People and Click the Save button P a g e 10

11 Once you have clicked Save to set your recipients, click the Continue button Review the information on the Confirm Alert Before Sending screen (shown below) Click Send this Alert to x,xxx Recipients button. P a g e 11

12 Targeting Select People /Lists Use this area to utilize pre-built lists or uploaded lists and instructions for both methods are provided below: Prebuilt Lists Prebuilt lists are dynamically populated by the update script created by Computing Services. A good scenario for utilizing these prebuilt lists would be during a closing during an intersession between semesters. Students (and possibly faculty) who are between semesters probably would not appreciate receiving that 6 a.m. notification that the college is closed. The script utilizes roles determined by data in the Banner system and populates the data into the Department Field in Rave. Which in turn has been used to create queries for the following Lists: Employees (not Faculty) Faculty (not Employees) Students (currently active) Click on the Edit button under #3 Delivery Targets Switch from the default All People to Select People / Lists. Queries in Rave have been created that take the data uploaded by our script and assign it to the Department field in Rave which is then available for selection under the Delivery Targets > Edit which is displayed below: P a g e 12

13 Simply click on the appropriate list from the selection in the left column. Your choice should be then listed under the Targeted Recipients section near the bottom of the page. Note: If you want to target all employees simply click on Employees (not Faculty) and then click on Faculty (not employees) and then they both will appear under the Targeted Recipients area at the bottom of the page. Click the Save button to save your Targeted Recipient selections. Uploaded Lists Sometimes, as is the case with 'No Pay' notices or marketing broadcasts, you will need to send a Rave alert to a limited number of people. In order to do this, you will first need a single-column csv file consisting of a single column of addresses (one address per line). Next, log in to Rave and select the Alerts tab. Select 'lists' in the sub-menu below. Create a new list and give the list a recognizable name. Then click on the 'Choose File' button to select the csv file on your desktop and upload it to Rave. Now, when setting up the alert, you can select your new list of people as your target population when sending a Rave alert. NOTES: Browsing and importing lists does not seem to work in Chrome. Works fine in IE. If excel list provided does not completely load when imported into Rave, it is probably because the student is enrolled in an upcoming semester that has not been loaded into Rave yet. P a g e 13

14 In order for a list to be available for targeting in Rave, it must first be uploaded before the alert is created by following the steps outlined below: After the Situation is Resolved It is recommended to send an All Clear alert to our system after the situation is resolved. The Send All Clear template is not designed to contact anyone, it simply resets alert messages anywhere on the SMC network where it might be displayed. For this alert, you may click on the Send button. How to Change Your Password in Rave Log in to Click on the drop- down menu in the upper- right corner of the screen as shown below. Click on User in the drop- down menu and you will be directed to another screen. Click the Change button where it says Password from the list. P a g e 14

15 Forgot Your Rave Password? From the login screen at click on the Forgot your password? hyperlink on the page. You will receive an e- mail at your SMC e- mail address with step- by- step directions outlining how to affect the desired change. How to Send Handset Triggered Alerts Use your Rave Admin primary mobile phone as registered with Race; Text message to your short code mrave (67283); Make sure alert text starts with Alert ; Alert[space] then your message text To: Message: Alert This message goes to all users when sent Note: Please note that you should use plain text characters limit your message to 140 characters to ensure compatibility. Get the Rave Alert Wallet Card which is available online you can print and keep with you for reference. and that P a g e 15

16 National Weather Service (NWS) Alerts Using Common Alerting Protocol (CAP) SMC s Rave Alert System has been configured to monitor the National Weather Service and automatically generate alerts to our users in the event of the following scenarios: 1. key individuals if there is a weather alert issued in close proximity to either the Dowagiac or Niles Campuses. 2. Send via all Alert Methods to all users if there is a Nuclear/Radiological Warning, Straight-Line Winds or Tornado Warning in close proximity to either the Dowagiac or Niles Campuses. Note: This is an automatic process with no intervention required by SMC Staff. Training Resources Available for Rave Admins Alert authors can now enter Training Mode at any time to practice creating alerts. Training Mode enables all Rave Alert tools except alert broadcasting abilities, so users can practice directly on the interfaces they will use to send alerts. Simply click on the drop-down arrow to the right of your name in the upper right-hand corner of the screen and select Enter Training Mode from the drop-down list. Rave Academy for Administrators View online training courses and videos for the Rave System. Visit the Rave Mobile Safety Online Courses Self Sign Up page to request access to training materials. Rave Step-by-Step Instructions Complete instructions for sending Rave Alerts is available online. P a g e 16

17 SnapSend Feature Rave s SnapSend feature is the fastest and easiest way to send out a Rave Alert. You simply pick a preconfigured template, specify a short and long version of the message you wish to send, and click Send. If you place your mouse on top of the choices displayed under the Choose a Template drop down, you will be able to see more of the template name. So, for example the first item Evacuate or lockd is Evacuate or Lockdown (Dowagiac), while the second item is Evacuate or Lockdown (Niles). Clicking on the Review and Send Alert button will bring up the following screen: P a g e 17

18 Clicking on Advanced Send will allow you to customize the message, delivery methods or adjust the recipients. Click on Review and Send Alert button will bring up the following screen for you to review the alert before it goes out. P a g e 18

19 Once you are satisfied with the content, methods and recipients, click on the button at the bottom of the Review and Send Alert window to send the alert. You can always use the Go back and Edit button to make changes you discover in this review process. P a g e 19