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University of Reading

Register for University updates by text in emergencies

Friday, 07 December 2012

text messaging

Register you mobile number to receive text alerts in the event of an emergency, such as potential snow closures or in a major incident on campus

The Communications Office has introduced a text messaging system to improve communication with staff in the event of an emergency, such as potential snow closures or in a major incident on campus.

As we approach the snowy time of year again, to receive these texts, you need to make sure your mobile number is up to date on Employee Self Service.

Why do we need text messaging?

Last winter, when car parks and roads closed due to the extreme weather, through the introduction of an SMS system, we will were able to reach more staff, more quickly, by texting messages to mobile phones instead of simply relying on the webpages and University email. If you are registered on the text messaging service, we will be able to update you when you are away from a computer, for example, or before you start your journey to work. 

IMPORTANT: Text messages would only be sent in emergency situations and would appear on your phone as coming from UniRdgALERT. It is a one-way text system so you will not be able to text questions back. We will continue to use the website and email for fuller information updates. (NB you will NOT be charged when receiving a text message.)

How do I submit my contact details?

To receive emergency text communications to your mobile phone, you will need to ensure your mobile phone details are up to date on Employee Self Service on the HR section of the University website:

  • 1. Log in to Employee Self Service (there is also a permanent link to this in the 'Other portals' box on the bottom left of the Staff Portal)
  • 2. Select 'Personal Details' on the left (NOT 'Emergency contacts' - leave these as they are)
  • 3. Select 'Contacts' on the left
  • 4. To add you mobile number (if it is not already there) select 'New-contact details' on the left
  • 5. You will then be able to add a new number
  • 6. Your mobile phone number must be entered using the following example format - 07777777777. Do not leave any gaps in the number, no brackets or the + sign in front of international dialling codes. The system will recognise international codes themselves.

If you do not have regular access to a computer, please ask your line manager how you can update the information. Employee Self Service is currently only available through computers on campus and is also restricted from shared PC labs or computers in the Library. You will not be able to update your details from home. 

If you do not upload mobile contact details on to the Employee Self Service portal, you will NOT receive text messages from the University in emergencies.

If your mobile number is currently on Employee Self Service and you do not want to receive emergency text messages from the University, please remove your mobile number from the contacts area using the Delete button.

How will my personal data be used?

The mobile phone number that you provide will only be used by the SMS system in the case of an emergency. Mobile numbers will be automatically uploaded from the Trent Employee Self Service Centre in an anonymous form so numbers will not be linked to names when they are entered into the emergency contacts' database. 

The University Communications team will have access to the numbers solely for emergency contact. Senior members of Campus Services will have access to the data relevant to their own staff, such as security, so that they can respond quickly to an emergency on the ground. 

Access to the data will be strictly limited and designated members of staff will be trained on the systems and on Data Protection. The data is anonymous and stored securely by the University in accordance with the Data Protection Act principles. The University will not use the information for any other purpose or share it with anyone else unless required to do so by law.  

For technical guidance on using the Employee Self Service Centre -http://www.reading.ac.uk/humanresources/rdg-only/documents/employee_selfservice_guide.pdf  / Email - hrsystems@reading.ac.uk.

If you have any other questions about the system, please contact Alex Brannen, Director of Communications, on 0118 378 8005 / a.brannen@reading.ac.uk