Best Practices: Emergency Contact Information

• This is a General Best Practice. We also recommend all employees update their Emergency Contact Information in OneUSG Connect (accessible by their immediate supervisor).

In the event of an emergency, it is important to provide a contact name and phone number (as well as an alternate) so that colleagues can efficiently contact an employee’s designated individual(s) for emergency assistance.

• In the event of an emergency, a supervisor or designated co-worker may need to call an emergency contact about an employee’s wellbeing.
• Emergency Contact information should not be shared or saved on a shared drive. Emergency Contact information should be treated as sensitive data.
• The HR Liaison or Business Office may want to retain a master list of all employees’ Emergency Contact information in a secure location, as well as the departments keeping respective lists of this information, in the event the supervisor of the employee in need is unreachable at the time of an emergency. As an alternative, leadership can contact UGA HR to access an employee’s contact in OneUSG Connect. 
• Collect the emergency contact information as part of the general onboarding process internal to the department.
• Designated individual(s) should review and update the emergency contact list annually with employees, making updates or revisions as needed.

• To ensure departments have current and updated emergency contact information available, in the event of an emergency. High confidentiality and storage practices should be followed to protect sensitive employee contact information.

• An employee is injured on the job and needs medical attention. An employee faints or has a seizure while at work, and needs emergency medical attention. Contact information is needed to notify individuals an employee has designated as their Emergency Contacts.

• See the example below:

  EMERGENCY CONTACT LIST:  Unit/Department Name
  EMPLOYEE NAME	CONTACT	NAME	RELATIONSHIP	CELL	HOME OR OFFICE PHONE
  EMPLOYEE 1	PRIMARY CONTACT
  EMPLOYEE 1	SECONDARY CONTACT
  EMPLOYEE 2	PRIMARY CONTACT
  EMPLOYEE 2	SECONDARY CONTACT
  EMPLOYEE 3	PRIMARY CONTACT
  EMPLOYEE 3	SECONDARY CONTACT

• Updating Emergency Contacts (tutorial)

• Viewing Emergency Contacts in OneUSG Connect as a supervisor (tutorial coming soon)

Contributed by Sarah Fraker and Shelly Terrazas