Incident contacts information for staff

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Control Room

The Incident Contacts system ensures the Control Room is able to contact appropriate people during an incident. It allows individuals to maintain their own contact details. 


For departments

Heads of Departments and their nominees are able to manage separate contact lists and documents to help respond to incidents affecting their departments.


More information

Incident Contacts System

The incident contacts system stores and manages contact details of people the Control Room need to contact during an incident. 

Each department should have at least two contacts on their list.

The Head of Department and nominee set up and manage the list of who should be called in the event of an incident affecting the department.

Once notified of an incident, the Security Control Room records information and informs the appropriate people, using the incident contacts system (there is a policy relating to its use). Therefore it is essential that departments keep their information up to date (click on the 'Information for Heads of Departments and Nominees' heading on this page for more details).

Accessing the Incident Contacts System

The Incident Contacts System is available in MUSE in the Staff Applications tab. You can also access it directly using the link below:

Direct access to Incident Contacts System

Secret question

When you first log in you will be asked to provide a secret question and answer.

This will allow you access to the offsite copy if the primary database is unavailable. You should bookmark the link to the offsite version now so you can access it in case of any problems. Choose an appropriate question and answer.  

Find out more

Information for general staff

The policy supporting the use of the Incident Contacts system is available at the link below:

If your Head of Department has added you to a list of incident contacts you will be asked to provide your contact details. You can do this as follows:

Provide your contact details

  1. Log into the Incident Contacts system using the link below
  2. The first time you log in you will need to provide a secret question and answer
  3. Look for the My Details panel on the left of the screen, and click the Edit button in the right corner
  4. Provide your contact details including at least two telephone numbers
  5. Read the acknowledgement message and click the Save button.

Note for Departmental Lists you are added to, you will be asked to consent to your information being shared with the other people on the list. If you do not consent, only your name and office telephone number will be displayed.

Your details will be stored securely in the incident contacts system.

Log into Incident Contacts System

Log into Incident Contacts offsite

Keeping your details up to date

In the event of an incident we need to be confident that the details stored in the system are up to date. As a result the system will send periodic emails to contacts asking them to check and if necessary update their details. When you receive this reminder please log in and check your details.

If a member of staff hasn't logged in after a series of reminders their Head of Department will be notified so they can review this.

Keeping your lists up to date

The dashboard shows the contact lists you are included on and the roles you hold on these lists. If any lists or roles are incorrect or missing please contact your Head of Department or their nominee.

Searching departmental lists

To locate a member of your department with key skills:

  1. Return to the Dashboard (click the link in the top-row)
  2. In the Department Lists panel, click the Search button
  3. Type in a keyword and click search
  4. You will see the contact details of matching staff members.
Information for Heads of Departments and Nominees

If you have been identified as a Head of Department you will be asked to provide your contact details, assign a nominee, add contacts to your Control Room list and you can choose to set up departmental lists. Click each heading for instructions.

Login

Use incident contacts

  1. Provide your details and assign a nominee (see 'Getting started for HoDs and Nominees' below)
  2. Populate your control room list (see below)
  3. Manage your department lists (see below)
  4. Maintain your details (see below)
  5. Manage your incident documentation (see below)
Information for Control Room Staff

In the event of an incident the Incident Contacts system will give you the most up-to-date contact details available for contacts across the University.

Using the New Incident Contacts system

  1. Log into the system via the link in MUSE or using the link below
  2. Log into Incident Contacts system If you are unable to access this system log into the offsite copy using the alternative link below - please bookmark this link now so you have access to it if there is a problem: Log into offsite Incident Contacts System
  3. Search for contact details as follows:

Building or department

If the incident is happening at a specific building or department and you wish to know who to contact:

  1. Click the Search button in the top row
  2. Start typing the name of the department or building into the search field
  3. As you type a list of matches will appear dynamically
  4. Select the department or building from the list
  5. A list of contact details will appear

Person

If you already know who you need to contact:

  1. Click the People button in the top row
  2. Type in their name or email address and click
  3. Search If they are in the system their contact details will appear

Specialist role

If you need to find someone specifically qualified in an area:

  1. Click the University Lists button in the top row
  2. Scroll down the categories available
  3. Click the appropriate category 
  4. Suitably qualified contacts will be listed

Out of date details

If at any time you have reason to believe that incorrect contact details are listed for a specific person, click the button on the right labelled Mark out of date.

This will send an email reminder to them with a request to update their details.

Log into Incident Contacts System 

You can log into the Incident Contacts system using the link below:

Log into Incident Contacts System

If the primary system is not available you can log into the offsite system using your secret question and answer via the link below:

Log into offsite Incident Contacts System

We suggest that you keep a note of these links and bookmark them on devices, they may be needed to find contact details during an incident. The system can also be accessed via MUSE. 

Getting started for HoDs and Nominees

Provide your contact details

  1. Log into the Incident Contacts system using the link below
  2. The first time you log in you will need to provide a secret question and answer. This allows you to access the offsite version of the incident contacts system, if there is a problem with IT services at the University. It is important to click the link to the offsite version, and bookmark this now on any devices you use in case the main link is not available.
  3. Look for the My Details panel on the left of the screen, and click the Edit button in the right corner
  4. Provide your contact details including at least two telephone numbers
  5. Read the acknowledgement message and click the Save button.

Your details will be stored securely in the incident contacts system.

Log into Incident Contacts System

Log into Incident Contacts offsite

Assign a nominee

Each Head of Department needs to assign at least one nominee who can manage the Incident Contacts system on your behalf if you are unavailable. You can assign as many nominees as required.

To assign a nominee:

  1. Look for the My Departments panel on the left of the screen, and click the Manage button in the right corner.
  2. Click the Assign new nominee button adjacent to the department details.
  3. Provide the Sheffield email address of the nominee and click the Assign button.
  4. These steps can be repeated to assign multiple nominees if desired.
  5. You can also remove nominees by clicking the red bin icon at the side of their name.
  6. Nominees will receive an automated email notifying them of their role, however it is advisable that you discuss this with them beforehand.

Assigning a nominee only grants access to manage the system for your department; it does not automatically make the nominee an incident contact which if desired should be done when populating your Control Room list.

It is important to review nominees for your department, especially when staff change roles or leave the University.

Populate your Control Room List

You should define a list of people who may need to be contacted by Control Room staff for an incident affecting your department.

Please populate this list with at least two contacts and arrange them in a suitable order, so the Control Room are able to contact appropriate people during an incident. 

Alternatively you can add a rota so the Control Room will automatically see the appropriate person on call at that time.

Contacts who are new to the Incident Contacts system will receive an automated email invitation when you save this list. However, it may also be helpful for you to personally communicate to them the purpose of the system and their role within it. 

To populate the list:

  1. Look for the blue Control Room Lists panel on the right of the screen, and click the Manage button in the right corner.
  2. You will see the lists you are able to manage. Click the Edit button adjacent to the relevant list.
  3. In the Contacts section your e-mail address will already be entered as Head of Department, but you will need to select any other roles you hold.
  4. Click the Add contact to top/bottom button.
  5. Enter the Sheffield e-mail address of the new contact, and select any roles they hold.
  6. Repeat steps 4 and 5 until all required contacts have been added.
  7. You can organise the contacts into an order of preference, to be used by Control Room staff if they should need to contact someone from your department, by dragging the Move buttons or by clicking the arrow buttons.
  8. Once the contacts are organised into a suitable order click the Save button.

You must ensure this list is regularly reviewed and contacts are added, removed or reordered as necessary. For example, you may wish to move contacts to the bottom of the list when they are on leave. You should also check that nominees who can manage the lists on your behalf are up to date.

Setting up a rota

If you wish to use a rota, after you have completed the steps above click the Add rota button adjacent to the relevant list.

Choose whether the rota changes daily or weekly, and then follow the on-screen instructions to configure this.

Once a rota is added, when viewing the list from the dashboard you will see contacts in the relevant order for the current date/time.

Non standard rota (for holidays etc)

If you need to set up a non-standard rota that doesn't follow your usual start and finish times e.g. over Christmas, after following the above:

  1. Click on Edit Rotas.
  2. Near to the bottom of the page, there is an Alternative Rotas section. Click Add Alternative Rota and complete as required. This will allow you to specify the contacts to use between precise dates/times and take effect automatically at the appropriate dates/times you have selected and temporarily override the usual rota.

Note: If you leave any gaps between the finish time of one alternative rota and the start time of the next alternative rota, your usual rota will be used in the intervening period. Old alternative rotas will be greyed out because they are in the past; they are retained for reference only and can be removed so they don't clutter the screen.

Create and manage your Department Lists

Departmental lists are not visible to the control room.

They should be used to assist with your internal call out process i.e once someone has been notified of an incident by the Control Room (using the Control Room lists) who else do they need to pass this information onto within the department. Whilst these are called departmental lists, the lists can be set up based on buildings, sections in departments, services provided, or whatever categorisation the department finds easiest to use for the call out process.

From your dashboard, click the Manage button in the Department Lists panel.

From here you can create a nested series of lists replicating your departmental structure or your services or any other types of list that would be useful to the department in the event of an incident.

Each list created requires a name and keywords can be added to assist anyone searching these lists for an appropriate contact.  

Please note when you set up a list everyone added to it will need to consent for their information to be displayed on it, and until they consent you will only be able to see their name and office telephone number.

Creating a new list

To create a new list:

  1. From your dashboard click the Manage button in the Department Lists panel
  2. Click Create a new Department list
  3. Provide a name for the list
  4. Decide any keywords to indicate the properties/terms you may want to search by or other people may use when trying to find this list. You can add single words or several words as one keyword. After each keyword press enter.

You may want to set up a hierarchical structure, with a parent list at the top and sub lists beneath it. To do this:

  1. First create the top level list and leave the Parent List field blank
  2. For a list that needs to be nested i.e. sit underneath another list its “parent” select this list in the Parent List field
  3. If you wish to elevate a nested list to the top level, click the x button next to the parent list name
  4. Add at least one contact to this list. If you wish to create your lists first and populate contacts afterwards then click the red Remove icon to delete the default contact.
  5. Click the Save button.

Anyone who has been added to a department list will receive an automated email explaining they have been added to the list and asking them to consent to share their information with everyone else on the list. 

Until they have consented you will only be able to see their name and office telephone number.  

It is advisable to contact them directly explaining how department lists will be used in your department, and to explain about consent.

Editing a department list

To edit a department list:

  1. From your dashboard click the Manage button in the Department Lists panel
  2. Click the Edit button next to the list you wish to edit.
  3. Ensure you Save any changes you make.

Note: Depending on what changes are made, those on the list may need to consent again to the changes (and will receive an email prompting them to do so).

Adding additional editors

When creating or editing a list you can create additional list editors as follows.

  1. By the Additional list editors title click the Add editor link
  2. Type in the email address
  3. Scroll down and click Save

Consent reports

As a HoD/nominee, you have access to a reports tab in the system, including a "Consent Report."  

This will show the status for every person on a departmental list and whether they have given consent for their details to be shared.  

You will also receive a monthly email with a link to the consent report.

You can send a reminder email to unresponsive contacts on a list to remind them to consent by going to Lists -> Manage Departmental Lists -> Send consent reminders.

Maintain your details - Keeping your details up-to-date

In the event of an incident the University needs to be confident that the details stored in the system are up to date. As a result the system sends periodic emails as a reminder to check and if necessary update details.

  1. Receive reminder and log in
  2. Look for the My Numbers panel on the left of the screen, and click the Edit button in the right corner
  3. Check your details and make any corrections needed
  4. Click the Save button (even if you have not made changes) to confirm that you have reviewed your details

If a member of staff hasn't logged in after a series of reminders the Head of Department will be contacted and asked to ensure that staff member updates their details.

There is a “Warning - Action Required” box on the dashboard that will display in red when you log in if any information is missing and needs updating.

Keeping building details up to date

Also in the event of an incident we need to be confident that the incident contacts system contains up to date information regarding buildings and rooms.

The system relies on data from Estates and Facilities Management (EFM). It is vital that you provide regular reports to EFM of changes to space usage/ownership to ensure accuracy of data in the system.

Manage incident documentation

The incident contacts system has the functionality to store documents that you may need access to during an incident e.g. business continuity plan. Documents can only be uploaded in PDF format.

They can be shared with individuals and defined groups within and outside of your department.

Upload and Label your Document

First ensure your document is in PDF format. To upload:

  1. Scroll down to the Documents panel on the Dashboard and click the Upload link
  2. Provide a title and any additional keywords that will help you or a colleague locate the document during an incident, using the enter button to separate keywords.
  3. Click the Choose file button to select and upload your PDF
  4. If the document requires reviewing you can indicate a specific renewal date or select a 3, 6 or 12 month reminder. When the review is due the head of department and nominee(s), or the department’s document manager(s) if appointed (see below), will be notified by an automated email.

Share the document

The documents you upload can be viewed by you, your nominee and your document manager if you have appointed one. It is advisable to discuss with any contacts you will be sharing information with in advance to explain what they are being given access to and why.

To share with individuals:

  1. In the Permissions section, click the Add viewer link
  2. In the field type the person's Sheffield email address
  3. To share with others repeat steps 1-2 above

To share with groups:

  1. Click the Group Permissions heading
  2. Click in one of the four boxes to select from a list of all available groups in that category, across the University. You can share with any combination of these and add more than one list from each category:
  • HoDs and Nominees: the smallest group to share with, as the document will only be shared with the Head of Department and any nominees (those who can manage the contact lists on their behalf) for the department
  • All staff in: The widest grouping as this shares with all staff from a department
  • Department Lists: This requires you to be familiar with the correct names of internal lists in departments to share information with.
  • Control Room List: Control Room Lists are likely to include the HoD and several other people who are on the call out for their department.

The system does not email when documents have been shared, to prevent contacts receiving numerous emails about this. Instead a panel is displayed on the dashboard in orange showing “Newly Shared Documents.” The five most recently uploaded documents are also shown in the green Documents panel.

Save

When you have finished uploading and sharing your document click the Save button.

Locate an uploaded document

During an incident you can locate a document that you have uploaded or which has been shared with you as follows:

  1. From the Dashboard, scroll down to the Documents panel and click the Search link (or select the Documents tab at the top of the screen)
  2. You will see a list of all documents you have uploaded or which have been shared with you
  3. You can use the search field at the top to search on keywords or the document title

Appoint a Document Manager

You can allow others to manage your incident documents by assigning a document manager. They have access to all documents within the department.

  1. From the Dashboard, click the Manage link in the My Departments panel
  2. Click the Assign new document manager link
  3. Type in the Sheffield e-mail address of your document manager and click the Assign button
  4. These steps can be repeated to assign multiple document managers if desired. You can also remove document managers by clicking the red bin icon at the side of their name.