INCIDENT COMMUNICATIONS QUICK REFERENCE GUIDE
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1 INCIDENT COMMUNICATIONS QUICK REFERENCE GUIDE LAST REVISED: MARCH 23, 2018
2 ALL MEDICAL CENTER These lists include all faculty, staff, and students (SON & SMD) in the Medical Center community essentially everyone in the Medical Center Exchange environment. Some affiliates, such as Highland, are also included. Contact person for modifying authorized senders or verifying that the communication was successful: Bruce (Chip) Partner ( Office, Cell) Backup: Suzette Norris ( Office, Cell) Germaine Reinhardt ( Med Center Office, Corp Woods Office, Cell) SCHOOL OF MEDICINE AND DENTISTRY Faculty, Staff, & Students (Everyone) o Faculty & Staff o Students Contact person for modifying authorized senders or verifying that the communication was successful: Diane Frank ( Office, Cell) Backup: Katherine Castle ( Office, Cell) SCHOOL OF NURSING Faculty, Staff, & Students (Everyone) o Faculty & Staff o Students Contact person for modifying authorized senders or verifying that the communication was successful: Mike Fisher ( Office, Cell) Backup: Brian Harrington ( Office, Cell)
3 ARTS, SCIENCES & ENGINEERING Faculty, Staff & Students (Everyone) o Faculty & Staff o Students Undergraduate Students Graduate Students Parents - Alert_ASE_Parents@lists.rochester.edu Contact for verifying that the communication was successful to FACULTY/STAFF: Tammy Michielsen ( Office) Backup: Charles DeSouza ( Office, Cell) Contact for verifying that the communication was successful to STUDENTS: Nancy Specht ( Office, Cell) EASTMAN SCHOOL OF MUSIC Faculty, Staff & Students (Everyone) ESM_All@lists.rochester.edu o Faculty & Staff ESM_FacStaff@lists.rochester.edu o Students ESM_All_Students@lists.rochester.edu Undergraduate Students ESM_Undergrad_Students@lists.rochester.edu Graduate Students ESM_Grad_Students@lists.rochester.edu Parents Alert_ESM_Parents@lists.rochester.edu Non-UR recipients: Bookstore (Barnes & Noble Staff external addresses) bookstore@esm.rochester.edu Eastman Community Music School (ECMS) Students ECMS_Students@lists.rochester.edu Michele Gibson ( Office, Cell) Backup: Jamal Rossi ( Office, Cell) SIMON SCHOOL OF BUSINESS Faculty, Staff & Students (Everyone) Simon_All@lists.rochester.edu o Faculty & Staff Simon_FacStaff@lists.rochester.edu o Students Simon_Grad_Students@lists.rochester.edu Harrison Dean ( Office, Cell) Backup: Jacob King ( Office, Cell) WARNER SCHOOL OF EDUCATION Faculty, Staff & Students (Everyone) Warner_All@lists.rochester.edu o Faculty & Staff Warner_FacStaff@lists.rochester.edu o Students Warner_All_Students@lists.rochester.edu Dave Garcia ( Office, Home, Cell)
4 CENTRAL ADMINISTRATION This list includes all departments in Division 10, including Office of the President, Office the Provost, Office of the CFO, Advancement, University Communications, non-medical Center Facilities, University IT, etc. Staff (Everyone) ADVANCEMENT This department is included in Central Administration Staff (Everyone) Joe Meister ( Office, Cell) Backup Walter Fitch ( Office) DIVISION 20 NON-AS&E Division 20 non-as&e departments include the Bursar s Office, CETL, International Services Office, River Campus Libraries, Athletics, Auxiliary Operations and Dining Services Staff (Everyone) Alert_Div_20_Non_ASE@lists.rochester.edu Adam Traub ( Office, Cell) RIVER CAMPUS LIBRARIES This department is included in Division 20, non-as&e Staff (Everyone) Library_All@lists.rochester.edu Ralph Arbelo ( Office, Cell) LLE Faculty & Staff (Everyone) Alert_lle_facultystaff@lists.rochester.edu Joseph DiVincenzo ( Office, Cell) MEMORIAL ART GALLERY Staff (Everyone) Mag_All@lists.rochester.edu Jackie Forbes ( Office, Cell) NON-ACADEMIC UNITS
5 BROAD LISTS Faculty & Staff (no exclusions) Students Includes matriculated and non-matriculated students in all academic divisions Parents of undergraduate students Alumni University Communications also maintains distribution lists for regular newsletters, Weekly Buzz, Parents Buzz, and Rochester Buzz. Please contact Scott Hauser or Jennifer Roach to use these lists. Scott Hauser ( Office, Cell), Jennifer Roach ( Office, Cell) PUBLIC SAFETY LISTS These lists are primarily used for the distribution of the Think Safe and other public safety messages. Medical Center: All others ( Super list containing everyone else AND alert_heart@lists.rochester.edu: Alert_Non_MC@lists.rochester.edu GEOGRAPHY-BASED LISTS Location Medical Campus Scope All: AllPDCExchangeGroup1@URMC.Rochester.edu AllPDCExchangeGroup2@URMC.Rochester.edu AllSDCExchangeGroup1@URMC.Rochester.edu AllSDCExchangeGroup2@URMC.Rochester.edu URMC-Global-Other@urmc.rochester.edu URCommunications@chet.rochester.edu alert_heart@lists.rochester.edu Students: smd_all_students@lists.rochester.edu son_all_students@lists.rochester.edu River Campus Faculty & Staff: Alert_RC_FacStaff@lists.rochester.edu Includes AS&E Faculty & Staff, Warner Faculty & Staff, Simon Faculty & Staff, Central Administration, River Campus Library, & Division 20 Non-AS&E Students: ASE_All_Students@lists.rochester.edu Simon_Grad_Students@lists.rochester.edu Warner_All_Students@lists.rochester.edu Eastman Campus Faculty & Staff: ESM_FacStaff@lists.rochester.edu Students: ESM_All_Students@lists.rochester.edu Students (Optional): ECMS_Students@lists.rochester.edu East River Road LLE Faculty & Staff: Advancement_All@lists.rochester.edu Faculty & Staff: Alert_lle_facultystaff@lists.rochester.edu BROAD & GEOGRAPHY-BASED LISTS NON-ACADEMIC UNITS
6 AUTHORIZED SENDERS Recommended Mailbox* Mailbox Address Authorized Senders Office of the President Richard Feldman, Lamar Murphy, Jen Faler, Penny Sarsfield Office of the Provost Rob Clark, Tony Green, Gigi DeMita Office of the CFO Holly Crawford, Noreen Cherry University Communications Scott Hauser, Jennifer Roach, Sara Miller Public Safety Mark Fischer, Dana Perrin, Gerald Pickering, Michael Epping University Facilities Bruce Bashwiner, Jeff Foster Environmental Health & Safety Mark Cavanaugh, David Bujak University Health Service Ralph Manchester, Elizabeth Cox *Scott Hauser, Sara Miller, and Jennifer Roach have access to send from any of these mailboxes. Richard Feldman, Rob Clark, Holly Crawford, and Dana Perrin have direct acess to send from their individual accounts. INSTRUCTIONS 1. From Webmail a. Open your preferred web browser and navigate to: b. Login using your windows credentials c. Click New to create a new message d. Click and select the Show From checkbox e. On a PC, in the "From" field, right click and select "Remove", on a MAC control click and select "Remove" f. Type in the address for the mailbox you are authorized to send from g. Configure the rest of the communication and hit SEND 2. Contact University IT In the event that you are unable to send communications from your webmail, please contact Samantha Singhal, Marc Seigfred, or Vern Williams to send on your behalf. BEST PRACTICES List all distribution lists in the bcc: field. If sending to more than 4 distribution lists, contact IT to create a super list and avoid being seen as spam. TECHNICAL ASSISTANCE Executive Support On-Call its-execsup@its.rochester.edu INSTRUCTIONS & BEST PRACTICES BROAD & GEOGRAPHY-BASED LISTS NON-ACADEMIC UNITS
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