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Critical messages for members and the public will be broadcast via the College’s telephone and e-mail systems and website, as well as press releases and public service announcements (as deemed necessary).

Critical messaging for members and the public should include, but not be limited to:

• Accessibility of College programs/services – i.e., office open or closed

• Directions on how to contact staff (by phone and e-mail) and approximate response times • Any change in office location

Additional messaging for members will be determined by the category of emergency/disaster. For example, this messaging could include:

• a general ‘call’ for nurses

• a ‘call’ for specific categories of nurses

• messages/directions from the Department of Health or other key stakeholders

Templates for recorded Phone and E-mail Messages

N.B. These templates are provided to ensure consistency in messaging. However, messaging may differ dependent on emergency/disaster (e.g., if people must wear masks when coming to the office; if College is looking for RNs or volunteers to help in specific areas; if the Department of Health wants College to convey specific messages).

OFFICE OPEN

In the event that the College office is open but without a full staff, the following templates are to be used for recorded telephone and e-mail messages (each to be updated on a daily basis).

Telephone Messages

Main switchboard:

Hello … it’s (day)(date) and you’ve reached the office of the College of Registered Nurses. Despite the impact of the (emergency), the office is open today from (hr) to (hr). To contact staff members, enter their three-digit extension or press #2 for Registration; #3 for Professional Practice & Policy; #4 for Communications; #5 for Professional Conduct; #6 for the Executive Office; #7 for Corporate Services; and #8 for Computer support. If you leave a message in this mailbox, a staff member will be notified to return your call within (insert a reasonable time frame based on the situation in the office). Be sure to check www.crnns.ca for important updates and announcements.

Individual staff:

Hello … it’s (day)(date) and you’ve reached (name)(position title) at the College of Registered Nurses. Sorry I’ve missed your call. Despite the impact of the (emergency), the office is open today from (hr) to (hr). Please leave your name and number, and I will get back to you within the next (insert a reasonable time frame based on your situation and/or the situation in the office). I can also be reached by e-mail at ( )@crnns.ca. If you need assistance immediately, please press ‘0’. Be sure to check www.crnns.ca for important updates and announcements.

Electronic Messages

E-mail Out-of-Office Assistant:

Due to the (emergency), I am not in the office today, (day)(date), however, the College office is open from (hr) to (hr). I will be checking my e-mail and phone messages on a regular basis and will respond to calls/messages within (insert a reasonable time frame based on your situation and/or the situation in the office). If you need assistance immediately, please call 491-9744, ext. 221 (toll-free in NS 1-800-565-9744). Be sure to check www.crnns.ca for important updates and announcements.

OFFICE CLOSED

In the event that the office is closed, but communication technologies are still intact and accessible, staff members are to use the following templates for their recorded telephone and e-mail messages (each to be updated on a daily basis).

Telephone Messages

Main switchboard:

Hello … it’s (day)(date) and you’ve reached the office of the College of Registered Nurses. Due to the impact of the (emergency), the office is closed today. Staff members will be checking their e-mail and phone messages on a regular basis and responding as quickly as possible. To contact staff members, you can either enter their three-digit extensions or use the following menu: press #2 for Registration; #3 for Professional Practice & Policy; #4 for Communications; #5 for Professional Conduct; #6 for the Executive Office; #7 for Corporate Services; and #8 for Computer support. Be sure to check www.crnns.ca for important updates and announcements.

Individual staff:

Hello … it’s (day)(date) and you’ve reached (name)(position title) at the College of Registered Nurses. Due to the impact of the (emergency), the office is closed today.

I will be checking my phone and e-mail messages on a regular basis and will get back to you within (insert a reasonable time frame based on your situation). My e-mail address is

Electronic Messages

E-Mail Out-of-Office Assistant:

Due to the (emergency), the College office is closed today, (day)(date), however, I will be checking my phone and e-mail messages on a regular basis and will respond to calls/messages within (insert a reasonable time frame based on your situation). You can also reach me by phone at 491-9744, ext. ( ): toll-free in NS 1-800-565-9744. Be sure to check www.crnns.ca for

important updates and announcements.

OFFICE RELOCATION

In the event that the College office is relocated, with or without extensive technological

resources, the following templates are to be used. The phone messages will be of benefit only in situations where all resources are available (human/technological). For example, when the office is actually intact, however, people have been evacuated from the downtown area for infection control situations. If the existing building is actually destroyed, the use of these templates will be determined by the capability of temporary system supports (e.g., support voice messaging and other noted functionalities). Again, messages should be updated on a daily basis.

Telephone Messages

Main switchboard:

Hello … it’s (day)(date) and you’ve reached the office of the College of Registered Nurses. Due to the impact of the (emergency), the office has been relocated to

(location), with limited staff available. Staff will also be checking their e-mail and phone

messages on a regular basis and responding as quickly as possible. To access staff, you can enter their three-digit extensions or use the following menu: press #2 for Registration; #3 for

Professional Practice & Policy; #4 for Communications; #5 for Professional Conduct; #6 for the Executive Office; #7 for Corporate Services; and #8 for Computer support. Be sure to check

www.crnns.ca for important updates and announcements.

Individual staff:

Hello … it’s (day)(date) and you’ve reached (name)(position title) at the College of Registered Nurses. Due to the impact of the (emergency), the office has been relocated to (location), with limited staff available. I will be checking my phone and e-mail messages on a regular basis and will respond within (insert a reasonable time frame based on your situation and/or the situation in the office). If you need assistance immediately, please call 491-9744 (toll-free in NS 1-800-565- 9744). You can also e-mail me at ( )@crnns.ca. Be sure to check www.crnns.ca for important updates and announcements.

Electronic Messages

E-Mail Out-of-Office Assistant:

Due to the impact of the (emergency), the College office has been relocated to (location), with limited staff available. I will be checking my e-mail and phone messages on a regular basis and responding within (insert a reasonable time frame based on your situation). If you need

assistance immediately, please call 491-9744 (toll-free in NS 1-800-565-9744). Be sure to check

www.crnns.ca for important updates and announcements.