Arkansas Panic Button

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arkansas-seal

On August 11, 2015 Governor Asa Hutchinson will formally announce the implementation of Rave Panic Button for all K-12 Schools across the state of Arkansas.

Act 950 of the 90th General Assembly requires all public schools in Arkansas to implement a panic button alert system by September 1, 2015.  Implementation of the system is being funded by the Arkansas Department of Education.  View Act 950 Here

On this page you will find all resources available to the schools of Arkansas relating to the Rave Panic Button.


Please join us on August 11 at the State Capitol.  Reception to Follow.  For information click here


Videos

Webinar on the Panic Button Implementation for Administrators

(length 32:00 mins overview, 45:00 mins questions)

Overview for Faculty & Staff

(length 5:00)


Contacts

To reach Rave Mobile Safety’s technical support team : techsupport@ravemobilesafety.com

To reach Rave Mobile Safety’s Arkansas team including J.P. French : arpanicbutton@ravemobilesafety.com


Frequently Asked Questions

All questions below were asked during the webinar on 7-31-15.  Similar questions were grouped together to provide a common answer.

1. Can you please explain the format and process for uploading the staff contact information .csv file?

The format for the .csv file to be used for uploading contacts into the system was attached to the ADE Commissioner’s July 17th email, as well as the one from Rave Mobile Safety that directed you to this web page. Additionally, it is available on the campus profile management website itself, which you will have access to on August 7th.

You will be asked to enter the employee’s name, position, email address and mobile number. In addition, you may designate that employee to special notification groups (see explanation below). In order to associate an employee with a special notification group, simply place a ‘Y’ or type ‘Yes’ in the corresponding cell in the spreadsheet. If they are not to be associated with a particular notification group, simply leave that cell blank.

Please be sure to use one .csv file / spreadsheet per campus. Enter your employee’s mobile phone numbers without dashes or parentheses, just the 10-digit phone number.

One of the primary features of Rave Panic Button is the rapid delivery of emergency notifications so that staff can be made immediately aware of an incident on campus. These emergency notifications are generated automatically when a user presses the Panic Button, or when a 9-1-1 call taker, first responder or campus administrator manually generates a notification. There are several different emergency notification groups that a Contact can be associated with. After associating the Person with at least one Campus (although a Person can be associated with more than one, or even all Campuses), there are several options for emergency notifications.

  • All Staff: People affiliated with a specific Campus are automatically added to the Campus’ All Staff recipient list. This will include the Person in any Panic Button notification sent to the Campus’ All Staff recipient list.
  • Admin: People who are Campus or Site administrators, or others who need to be aware of all emergency incidents on the selected campus should be added to this list. By default, all Panic Button notifications are sent to the Admin list.
  • Responder: Include Police, Fire, or EMS resources who may be called upon to respond to an emergency on this campus. These are first responders who you want to receive Panic Button notifications in addition to standard public safety dispatch communications. By default, all Panic Button notifications are sent to the Responder list.
  • CPR/AED: Person will receive messages intended for people with CPR and AED training to respond to a possible cardiac arrest or other medical emergency.

Note: If no specific emergency notification lists are selected, then that individual will still receive notifications delivered to All Staff.

An employee’s campus and notification list designations can be modified at any time by logging back into the Panic Button profile management website.

2. What are the various configuration options for the Rave Panic Button smart phone app?

The Administrator can configure the Panic Button app to determine which notification lists receive emergency notifications for each of the 5 buttons in the app, as well as add up to 54 characters of customized message content for the emergency notification to be delivered with each of the 5 buttons. Additionally, the default recommended notification lists for each of the 5 buttons are selected, based upon best practices.

Note: the beginning of each of the 5 messages is fixed and cannot be altered. The custom message content, if any, will be appended to the fixed message content.

3. What happens should there be an accidental activation of the Rave Panic Button app?

Should an employee ever accidentally dial 9-1-1 through the Rave Panic Button app or otherwise, they are encouraged to remain on the line so that they can tell the 9-1-1 call taker that they accidentally dialed. As soon as call rings into 9-1-1, there is a record of the call having been placed. Therefore, if you hang up prior to speaking with a call taker, they will have to try to call you back to determine if there is an emergency. If they are unable to reach you, they will dispatch, at minimum, a police officer to your location to ensure your safety.

If an employee presses the incorrect button, the 9-1-1 call taker has the ability to send a follow-up notification to update the employees on the impacted campus.

Although not impossible, it is difficult to accidently activate the Rave Panic Button app. A user must unlock their device, open the app, and then press one of the 5 buttons.

4. Is a login required for the Rave Panic Button app?

Once an authorized user of Rave Panic Button enters their 4-digit verification code upon initial installation of the app, there is no longer a login required to activate the app during an emergency.

5. How should we setup multiple schools that are located on a single physical campus?

If there is no distinction between the buildings that the schools are housed in (i.e. they share buildings and/or facilities), then they should be setup as a single campus. If they are housed in separate facilities, then they can be setup as multiple campuses. In the latter configuration, it is strongly recommended that all employees be associated with the other campuses so that they can use Rave Panic Button on the other campuses, as well as receive emergency notifications about incidents in the neighboring schools, when necessary.

6. How can landline numbers be loaded into the Rave Panic Button system?

Landlines can be loaded into your online campus profiles through a similar .csv upload process as your employees. That .csv will be available to you once you are given access to the Rave Panic Button campus profile management website on August 7th.

7. What devices and operating systems support the Rave Panic Button app?

The Rave Panic Button is currently available for iPhone and Android devices (iOS / Android operating systems). Windows Mobile is under development. At present, Rave Panic Button is not available on tablets, laptop/desktop computers or iPod Touch devices because it is not possible to route internet-based calls from those devices to 9-1-1. Rave Mobile Safety is currently exploring possibilities for overcoming those barriers to provide wider device availability.

8. Are employees required to download and use the Rave Panic Button app?

This is at the discretion of the school district. With other deployments of Rave Panic Button, most school districts have not required use of the app, but have strongly encouraged their employees to use it. Even if an employee has downloaded Rave Panic Button, they are still advised to call 9-1-1 in whatever way is fastest. For example, if they are in their classroom and are closer to a landline phone than to their mobile phone, they may choose to dial from the landline.

9. What if an employee does not have a device that supports the Rave Panic Button app, or chooses to not download the app?

If an employee does not download the Rave Panic Button app, for whatever reason, it is still recommended that they provide the school district with their mobile phone number (assuming they have one). This will enable them to receive emergency notifications via SMS text through the system.

It is also recommended that if all employees need to be made aware of an emergency on campus that existing procedures, such as making an overhead / intercom announcement, still be followed.

10. What are the floor plan requirements under Act 950?

Act 950 states:

(b)(1)  On or before September 1, 2015, a school shall provide floor plans and pertinent emergency contact information to be used in connection with the panic button alert system through the statewide Smart911 system.

(2)  Public school administration shall update the information as necessary, including when substantial building modifications or changes are made.

(3)  Information provided under this subsection are not public records and are not available for public inspection.

Additional questions can be addressed by your point of contact in the Arkansas Department of Education.

11. Are employee’s phones subject to Freedom of Information Act requests if they use the Rave Panic Button app?

You should consult your school district’s legal counsel, but Rave Mobile Safety does not believe that an employee’s personal mobile phone is subject to Freedom of Information Act requests simply because they download and use the Rave Panic Button app. Should an employee contact 9-1-1 by activating Rave Panic Button, their call will be recorded. Those recordings are subject to FOIA requests, in accordance with local guidelines; however, that is the case with any 9-1-1 call.

12. Can you describe geo-fencing (i.e. mapping) building locations in more detail?

Geo-fencing is an exercise that is a component of setting up your campus profiles in the Rave Panic Button system. By geo-fencing buildings and outdoor areas (e.g. ball fields, parking lots, courtyards) you are identifying their boundaries on a Google Map inside of the Rave Panic Button campus profile management website. There are clear instructions within the website for how to complete this task.

Identifying the boundaries of all buildings and outdoor areas allows Rave Panic Button to determine when a caller is located on campus, as well as be able to identify the location of the caller in the automatic emergency notifications that are delivered when the system is activated.

13. Is there anything that needs to be physically installed on our campus for Rave Panic Button to work?

There is nothing that requires physical installation on a school campus for Rave Panic Button to work. Hardwired panic buttons are not a component of this system. However, if a campus already has hardwired panic buttons, those telephone numbers can be loaded into the Rave Panic Button campus profile so that they can trigger automatic emergency notifications similar to a call to 9-1-1 from a campus landline.

14. What facilities are covered under the State’s contract with Rave Mobile Safety / what buildings and facilities should we include in our campus profiles?

All public K – 12 schools and open enrolment charter schools are covered under the State’s contract for Rave Panic Button. Ancillary school district facilities, include district administration offices can be included at the discretion of the school district superintendent.

15. Can staff information be pulled in from eSchool or any other employee information systems?

At present, there is not a direct integration between employee information systems and Rave Panic Button. However, most employee information systems allow for an export into a .csv format, which, once put into the correct format for Rave Panic Button, can be easily uploaded into the system.

16. How does Rave Panic Button integrate with 9-1-1 and the emergency response process?

When an employee activates the Rave Panic Button app, a 9-1-1 call is placed, and emergency notifications are delivered to the designated recipients based upon the location of the activation, as well as what type of emergency is being reported. Once the call is answered by 9-1-1, a subsequent emergency notification is delivered to administrators (this occurs for landline 9-1-1 calls from a campus as well). The 9-1-1 operator then has access to floor plans, emergency contact and other critical information about that campus, as well as the ability to send follow-up notifications to employees on the impacted campus. If a call is forwarded to a second 9-1-1 center, then that center will also have the same capabilities.

If a wireless 9-1-1 call is placed on a campus (not through the Rave Panic Button app), then 9-1-1 operators can still send emergency notifications to the employees on that campus.

It is a best practice to ensure that school resource officers receive all notifications across the district(s) they are responsible for, so that they may be aware of all emergencies that are reported. Although local standard operating procedures determine when an officer should respond, it is recommended that they respond immediately upon receiving an emergency notification from a campus, rather than waiting to be dispatched over the radio.

17. How is a caller’s location obtained and do location services on the user’s device have to be activated?

In order for automatic emergency notifications to be delivered through Rave Panic Button, a user’s location services must be enabled. If the user’s phone has options for device / battery saving location mode versus GPS-level accuracy, it is always suggested that the highest level be enabled for more precise accuracy. If the app is unable to determine the user’s location, then the activation will be treated like a standard wireless 9-1-1 call, until the 9-1-1 operator elects to send emergency notifications to a campus.

18. Is there a limit to the number of employees that we can add to the Rave Panic Button system / give the app to?

There is no limit to the number of employees that you provide the Rave Panic Button app to.

19. How should we handle employees who work on, or have responsibility for, multiple campuses?

An employee can be associated with a single, multiple or all campuses within the Rave Panic Button system. For the purposes of initial upload into the system, associate an employee with their primary campus. Once they exist in the system, then you can easily associate them with additional, or all, campuses.

20. Can you provide more detail about the available configuration options for Rave Panic Button, as well as who receives emergency notifications?

One of the primary features of Rave Panic Button is the rapid delivery of emergency notifications so that staff can be made immediately aware of an incident on campus. These emergency notifications are generated automatically when a user presses the Panic Button, or when a 9-1-1 call taker, first responder or campus administrator manually generates a notification. There are several different emergency notification groups that a Contact can be associated with. After associating the Person with at least one Campus (although a Person can be associated with more than one, or even all Campuses), there are several options for emergency notifications.

  • All Staff: People affiliated with a specific Campus are automatically added to the Campus’ All Staff recipient list. This will include the Person in any Panic Button notification sent to the Campus’ All Staff recipient list.
  • Admin: People who are Campus or Site administrators, or others who need to be aware of all emergency incidents on the selected campus should be added to this list. By default, all Panic Button notifications are sent to the Admin list.
  • Responder: Include Police, Fire, or EMS resources who may be called upon to respond to an emergency on this campus. These are first responders who you want to receive Panic Button notifications in addition to standard public safety dispatch communications. By default, all Panic Button notifications are sent to the Responder list.
  • CPR/AED: Person will receive messages intended for people with CPR and AED training to respond to a possible cardiac arrest or other medical emergency.

Note: If no specific emergency notification lists are selected, then that individual will still receive notifications delivered to All Staff.

Additionally, the Administrator can configure the Panic Button app to determine which notification lists receive emergency notifications for each of the 5 buttons in the app, as well as add up to 54 characters of customized message content for the emergency notification to be delivered with each of the 5 buttons. Additionally, the default recommended notification lists for each of the 5 buttons are selected, based upon best practices.

Note: the beginning of each of the 5 messages is fixed and cannot be altered. The custom message content, if any, will be appended to the fixed message content.

21. What happens when someone dials 9-1-1 from a landline on campus?

If 9-1-1 is called from a campus landline, then an automatic emergency notification will be delivered to administrators and school resource officers when the call is answered by 9-1-1 (assuming that landline number has been entered into the Rave Panic Button system as it appears at the 9-1-1 center). If the landline number has not been added to the Rave Panic Button system, then the 9-1-1 operator still has the ability to send emergency notifications once they establish the location and nature of the emergency.

22. Are there ongoing costs that the State is not paying for?

There are no additional or ongoing costs to the individual school districts, beyond what the State has contracted with Rave Mobile Safety for.

23. Can you provide additional clarification regarding the mapping and uploading of floor plans for outdoor areas?

Any outdoor area on a campus – a field, playground, parking lot, courtyard, etc. – should be mapped / geo-fenced in the Rave Panic Button system. If there is a structure associated with that outdoor area, such as a football field press box, then a floor plan should be uploaded to that outdoor area. It is not necessary to map / geo-fence the football field separately from the press box in that, or a similar, scenario.

24. How will teachers receive notification if their phone is silenced during the day?

We recognize that many teachers are either required, or elect to keep their mobile phones silenced during the day. We suggest revisiting any policies related to this, based on how the superintendent would like to deploy Rave Panic Button. In addition to notifications delivered to mobile phones, employees will also receive email notifications. Additionally, it is strongly recommended that a school district follow existing emergency operations procedures, such as putting out an overhead / intercom announcement of school-wide emergencies, in addition to the notifications that will be delivered through the Rave Panic Button system.

Once your front office staff receives an emergency notification, they are able to immediately provide an overhead or intercom notification to all staff, if necessary.

Unfortunately, the iOS and Android operating systems do not allow third-party apps to override a user’s preferences for audible notifications.

25. How does Rave Panic Button work in areas that have poor wireless and/or data coverage?

The full features of Rave Panic Button (i.e. a phone call to 9-1-1 with the simultaneous delivery of emergency notifications) require both a wireless cellular and data connection. If there is a cell signal, but no data connection (including WiFi), then the call to 9-1-1 will occur without emergency notifications until the 9-1-1 operator sends one. If there is a data connection but no voice connection, then the 9-1-1 call might fail; however, automatic emergency notifications will be delivered to the specified recipients based upon which button was activated. Without a cellular or data connection, then both the voice call to 9-1-1 and emergency notifications would fail.

26. Is our school district required to implement Rave Panic Button, even if we have another system in place or if local emergency responders know our campuses well? Can a school district opt-out of Rave Panic Button?

Rave Panic Button is designed to be utilized in conjunction with existing procedures and other technologies. A school district may elect to stop using other technologies if they are determined to be duplicative.

Please refer to Act 950 and / or your point of contact at the Arkansas Department of Education regarding the requirements for using Rave Panic Button.

27. What happens if multiple employees activate the Rave Panic Button app for the same emergency?

If more than one employee activates Rave Panic Button during an emergency, then all of them will be connected to the local 9-1-1 center, and all activations will result in the delivery of emergency notifications, as appropriate.

28. What type of Rave Panic Button campus profile setup support will be provided / how and where do I upload documents into the system?

The Rave Panic Button campus profile management website contains a tremendous amount of supporting documentation and tips for setting up the system. Additionally, Rave Mobile Safety provides remote support and has an in-state resource should that level of assistance be required. However, it is the responsibility of the school district to setup their Rave Panic Button campus profiles.

For additional assistance, you can contact techsupport@ravemobilesafety.com

29. Does the Rave Panic Button app have a test mode / how can the app be used for drills and exercises?

There is a test function in the Rave Panic Button app’s menu. This allows an employee to see whether the app can determine their location, as well as what emergency notifications would have been delivered if it were an actual activation.

While there is not a drill mode in the Rave Panic Button app, it is considered a best practice to incorporate an activation of Rave Panic Button into all exercises and drills. This should be coordinated with your local 9-1-1 center and emergency responders. This will provide your employees, 9-1-1 and emergency responders with more familiarity with the system.

30. Do we have to use Rave Panic Button if all of our landline phones have Smart911 profiles attached to them?

Attaching landlines to Smart911 will not cause an emergency notification to be delivered when a 9-1-1 call is placed. The only way for that to happen is for your landlines to be uploaded into the Rave Panic Button system.

31. The timeline for implementing Rave Panic Button seems short. What are the ramifications of going beyond the September 1, 2015 deadline established in Act 950?

Your point of contact with the Arkansas Department of Education can answer questions regarding the requirements under Act 950, including implementation timelines.

32. What is the process for / how easy is it to update information contained within a campus profile, such as floor plan changes, changes in employee information, etc.?

Any piece of information in a Rave Panic Button campus profile can be easily added, modified or removed after initial campus setup. To do so, simply log back into the campus profile management website and make the necessary modifications.

33. What happens when an employee uses the Rave Panic Button app off campus or on a campus that they are not associated with in the system?

If an employee activates the Rave Panic Button app off campus, their phone will simply dial 9-1-1 without delivering any emergency notifications. If they happen to activate the system from a campus within the district that they are not affiliated with, then emergency notifications can be sent by 9-1-1 once they receive the call.

34. Does the Rave Panic Button app work over WiFi or with devices that have data connectivity only?

Currently, there is not an effective way to route a call to 9-1-1 from a device that is not assigned a telephone number, or over a WiFi connection. Rave Mobile Safety is currently exploring technologies that will expand the capabilities of the Rave Panic Button app that might allow for this in the future.

35. Will plans and schematics already created for Partnership projects or even fire escape plans that are posted throughout schools suffice for Rave Panic Button, or could they be easily modified to work for this initiative?

Yes, so long as they show the building’s floor plan accurately. They must also be annotated with the symbols provided for gas, water, and electrical shut offs and with a north arrow, plus the building/campus/district name and street address of the building. They must also be saved in .pdf format, one file for each building / outdoor area.

36. Will the online management of facility profiles for Rave Panic Button be separate from other partnership initiatives?

You will be required to maintain profiles for each of your campuses in a separate online system for Rave Panic Button, but you can use much of the materials and information you have already compiled for other projects.

37. Does the State’s contract with Rave cover public Pre-K programs?

While the State’s contract with Rave covers only public K-12 campuses, including open enrolment charter schools, those Pre-K programs that are located on a public K-12 campus may be included in that campus’ Rave Panic Button profile, at the discretion of the district superintendent.

38. What buildings on a public K-12 campus require a floorplan?

All buildings, and outdoor areas, such as athletic facilities, maintenance facilities, etc., must have a floorplan.

39. How much data does the Rave Panic Button smart phone app use?

The Rave Panic Button app uses a negligible amount of data, and only when in activation mode. The app does not run in the phone’s background.

40. Who will receive the Rave Panic Button setup email with the access code on August 7th?

The email to be delivered on August 7th, which includes the setup steps and activation code, will be delivered to the school district’s superintendent. Through the setup email, the superintendent will be able to assign and delegate the various setup tasks.

41. If my family shares apps through iCloud, would all of my family members have access to the Rave Panic Button app?

While the Rave Panic Button app may appear on family members’ iPhones, the app cannot be activated or used without entering a unique code delivered to that phone. This is delivered to an individual phone, based on that device’s phone number. iCloud further allows for the hiding of certain apps. For instructions on how to do that, please visit: https://support.apple.com/en-us/HT201322

42. Do certain IP addresses need to be whitelisted in order for us to access the Rave Panic Button website for campus profile setup?

It is recommended, you adjust your firewalls to allow for WiFi connected smartphones to leverage school network for data connections for purposes of Panic Button use

  • com for http(80/tcp) and https(443/tcp)
    • 25.199.53
    • 98.95.167

Below are the IP Addresses used by Rave for email sends.  Clients should adjust firewall and email “white listing” rules to allow traffic from these addresses.

  • 25.199.33
  • 98.95.161

Depending on your institution’s email and spam filtering system, you may also need to white list by email domain.  All email traffic from Rave will come from the following domains:

  • @getrave.com
  • @ravemobilesafety.com