RoleCommunication officers from Communication and Press, the Rector’s Office, provide assistance in connection with emergency communication.
If the telephone chain for emergency communication in the event of acute threat to life and property has not yet been activated, AU’s emergency phone number (8715 1617) must be called.
The person who is the contact person for communication (cf. the telephone chain) will contact AU’s head of press and communication and any relevant front office heads of communication. They will then summon personnel and appoint people to the emergency management team and emergency response group.
Any employee may take on these roles if any of these managers are unavailable.
Place of work
The people who have been appointed to the emergency response group check that their mobile phones have sufficient power and go to the site of the emergency.
The communication officers who do not go to the site establish a communication centre in the office shared by Communication and Press in building 1430.
If it is not possible to establish a communication centre in the shared office in building 1430, Communication and Press, Frederikshus may be used as an alternative: Level 0, building 1445, room 017 (30 persons), 025 (12 persons) and 031 (12 persons). The electricity supply of Fredrikshus comes from another transformer than the one providing electricity to building 1430.
The purpose of the emergency communication response plan is to ensure that information concerning an emergency at AU is available via AU’s media to people who need the information.
In case of an emergency, communication must be clear and unambiguous.
In case of doubt, statements must be coordinated with the police or the fire service.
Tone of voice: Only useful, factual information. No irony or speculation.
The aim is for other media to follow our flow of information.
Please note that communication from the police and from AU must be consistent.
The practical roles are divided as follows:
The communication centre’s tasks:
Text must be published three different places on au.dk:
All three texts are published in Danish and in English.
The website can be found on installation 40 in Typo3 in the top folder under the item "Aarhus Universitet" (Aarhus University) in the folder "Beredskab" (emergency response).
All announcements on the website are created in separate content elements and must contain:
All announcements should remain on the website with the most recent announcement placed at the top.
The banner element can be found on installation 40 in Typo3 on the front page of au.dk.
When the banner element is activated, it will be displayed on the front pages of au.dk.
If deemed necessary, it is possible for AU IT to display the banner element on all au.dk websites. This is, however, a slow manual process, which should be taken into account when prioritising.
The wording and the content are determined by Communication and Press, the Rector’s Office.
To the greatest extent possible, present generic information which will not need to be edited until the emergency is over.
Content of the first news item
If there is time, a news item tagged ‘acute’ is created. This way, the news item will automatically be published on medarbejder.au.dk and HE. To get the news item published at the other faculties, the faculties’ communication departments must be contacted. Alternatively, it is possible for AU IT to publish the news item on all news lists.
To begin with, the news item should just consist of the banner text with a link to au.dk/acute.
Technical support from AU IT
If technical support from AU IT is needed, for example to publish the acute banner on all websites or put the acute news item on all news lists, the AU IT employees below can be contacted in the specified order:
AU’s head of press and communication summons the translators, in the order below, to participate in the emergency communication activities:
AU will communicate via Twitter and Facebook.
Always link to au.dk
The content of the first news item is to be agreed with Communication and Press, the Rector’s Office – or the emergency management team as soon as this unit is operational.
The first posting contains a teaser text with a direct link to the Typo3 website which is created for the emergency (www.au.dk/akut and www.au.dk/acute).
The first posting is always translated into English, and the same applies to important messages which are posted subsequently.
Double-check facts – social media are used as sources in the same way as other channels.
@OjylPoliti – if they are involved.
@AUITdrift – if IT systems are down.
When you write
Remember that Facebook users who use their mobile units only see seven lines of text. If the message is longer than seven lines, it must not be possible to misunderstand the content even if only the first lines are read.
Be specific and direct, but try to answer questions in general terms, so that one answer can help several users.
Question: Is it possible for me to get to class?
Answer: The following buildings are affected by the threat...
Follow the dialogue
Be ready to answer questions and keep an eye on the dialogue which follows the individual postings. It is your job to call others and collect facts in order to answer the questions.
The users expect immediate answers.
Be attentive to the # that pop up.
Two graphic elements can be used on Facebook and Twitter. They can be found here: KOM_US -> SoMe.