A well-structured, phased school emergency response plan takes time to develop. However, certain actions should be taken immediately to establish a solid foundation for effective crisis management. Here’s a checklist of essential steps schools can implement without delay:
1. Technology and Communication Infrastructure
- Video Conferencing Tool: Acquire and familiarize all faculty with a reliable video meeting tool (e.g., Zoom, which offers educational discounts). This will facilitate remote meetings and potential online instruction.
- Home Technology Requirements: Define minimal home technology requirements for students to access online learning. Proactively identify and address potential barriers by preparing to provide WiFi hotspots or laptops to families lacking reliable internet access. Explore options for affordable internet and computer solutions.
- Laptop Protocol: Implement a policy requiring all faculty and staff to take home their laptops and chargers each night. This ensures that everyone has the necessary equipment readily available for remote work.
- Emergency Communication System: Update and master your school’s emergency communication system. Export a current and complete list of all students with parent emails and contact phone numbers. Verify the system is updated with accurate information.
- Off-Campus Phone Access: Secure off-campus access to the school’s telephone system. Prepare “holiday greetings” with school closure information and updates. Consider setting up a general voicemail box for families to leave messages.
- Electronic Faxing: Explore obtaining an electronic efax number (e.g., Fax.Plus, efax.com) to ensure efficient document transmission.
2. Operational Continuity
- Offsite Business Office: Establish a primary and secondary offsite location for the Business Office to maintain essential administrative functions.
- Check Accessibility: Ensure access to blank checks at two separate locations and establish protocols for co-signatures, if necessary.
- Scanning Capabilities: Ensure access to a multi-function laser printer with scanning capabilities and train staff on how to scan documents.
3. Information and Planning
- Emergency Information Page: Create a dedicated emergency status, plan, and response page on the school’s website. This will serve as the central hub for all official communications, including student responsibilities, revised class schedules, and school accessibility status.
- Incident Management Team: Form an Incident Management Team to spearhead the planning, activation, and execution of the various plans necessary throughout the emergency. Delegate the development of each plan to smaller, focused teams.
- Resources for Emergency Planning:
4. Community Preparedness
- Community Guidance: Communicate with your school community and direct them to reliable resources that offer advice on preparing homes for potential disruptions. For example, share information on stocking up on essential supplies, such as a sufficient supply of food, medicine, and other necessities.
- Federal Emergency Management Agency(FEMA): For information on general emergency preparedness for families and communities, please refer to the FEMA website. FEMA.gov
By taking these immediate actions, schools can establish a strong foundation for a more comprehensive emergency response strategy, ensuring the safety and continuity of learning for their students and staff.
