Policies & Procedures

Policy Owner

The Vice President for Administration & Finance oversees this policy, and the Longwood University Public Information Officer and Longwood University Police Department are responsible for implementation and proper procedures.

Purpose

The purpose of this policy is to provide guidelines for the use of the Longwood University Emergency Notification System (ENS).

Policy

Longwood University is committed to providing a comprehensive emergency notification system that will deliver timely emergency communication, in the event of local or community emergency.

As part of its Crisis and Emergency Management Plan required by the Code of Virginia § 23.1-804, Longwood University has established the ENS that consists of several components, including, but not limited to the following actions:

1. Text Message Alert System
2. Email Alert System
3. Computer Monitor Notices
4. Building Systems Public Address Systems
1. When utilizing a building fire alarm system with built-in public address system functionality, fire alarm activation will remain the primary triggering feature, alerts are a secondary trigger.
5. Building Alert Beacons  
6. Crisis and Emergency Communication Website
7. Approved Longwood University Social Media

Procedures

The University will utilize the ENS in the event of any danger that poses a threat to the life safety of our students, faculty, staff, and visitors.

Longwood University will evaluate all threats and categorize each condition according to a three level, graduated color code:

Threat Level 1: Notice (YELLOW-ELEVATED RISK)

Some alert actions will be activated initially, which could include emails, crisis and emergency communication webpage, and approved University social media.

Example of events for Level 1 communication include expected flooding in flood zones on campus.

Threat Level 2: Alert (ORANGE-HIGH RISK)

Some alert actions will be activated initially, which could include text messages, emails, crisis and emergency communication webpage, and approved University social media.

Example of events for Level 2 communication include a fire in a campus building.

Threat Level 3: Emergency (RED-SEVERE RISK)

Alert actions will be activated initially which could include text messages, emails, computer monitor notice, building systems public address, building alert beacons, crisis and emergency communication webpage, and approved University social media.

Examples of events for Level 3 communication include a tornado or active shooter.

A Threat Level 3: EMERGENCY (RED-SEVERE RISK) is deemed a severe risk to life. This Threat Level may be activated by the Longwood University Police Department to issue immediate communication, through the utilization of the ENS.  In the event communication occurs first from the Longwood University Police Department, all subsequent communication will originate from the Longwood University Public Information Officer. All other Threat Levels will have communication activated on the ENS, directly from the Longwood University Public Information Officer.

Approved by the Board of Visitors, December 07, 2007.
Approved by the Board of Visitors, December 2, 2011.
Revised and approved by the Board of Visitors, June 9, 2023.