Crisis Comm Plan Final
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Transcript of Crisis Comm Plan Final
Charlotte-Mecklenburg SchoolsCrisis Management Plan for School FiresRevised Nov 30 2011Copies 1 of 15
Table of Contents
Introduction letterhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip3
Acknowledgement Formhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip4
Rehearsal Dateshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip5
School-Based Crisis Response Teamhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip6
School Crisis Kitshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip9
District Crisis Response Teamhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip10
Priorities for School Safety and Crisis Managementhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip13
First Actionhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip14
Fire Procedureshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip15
Medical Protocolshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip16
Communication During a Crisishelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip18
Communicating with Stakeholdershelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip19
Communication Toolshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip20
Key Messageshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip21
The Communications Department rolehelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip22
Communications Department Membersrsquo Roles During Crisishelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip23
Post-Crisis Evaluationhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip24
Appendix Ahelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip26
Appendix Bhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip27
Appendix Chelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip28
Appendix Dhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip29
Appendix Ehelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip30
Appendix Fhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip31
Appendix Ghelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip32
Appendix Hhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip33
Appendix Ihelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip34
Appendix Jhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip35
Appendix Khelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip37
Appendix Lhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip38
Appendix Mhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip40
Appendix Nhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip41
Appendix Ohelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip43
2
Introduction
We always hope and pray for the best and safest of environments for our students and employees but the reality is things happen We must be prepared to deal effectively with crises when they arise so that the business of educating children is as minimally impacted as possible Events such as the type addressed in this document are not typical but they can occur When they do we must make every effort to effectively communicate with all of our stakeholders to ensure the safety and security of our students and staff
I know that in the busy day-to-day business of education that includes its own small crises we can sometimes forget that larger more serious events can occur that we must effectively handle This crisis communications plan presents such an event I hope you will take this document and study it In the event of a crisis we all must understanding our individual roles and expectations We must be able to operate rapidly but thoughtfully as the situation unfolds
Thank you for your time and attention and for agreeing to ensure that we as a school district will make every attempt to handle a major event quickly and effectively but using this document
Sincerely
Hugh Hattabaugh
Superintendent
3
Acknowledgement Form
I ________________________________________________ do hereby
acknowledge that I have received this document as part of my membership
to the crisis management team for
___________________________________________
I acknowledge that I have read the document and understand what may be
expected of me in the event of a crisis situation
________________________________________
(Please return a copy of this form to human resources and a copy to your department
manager)
4
Rehearsal Dates
(See Appendix A for Rehearsal Protocol)
Rehearsal 1January 23 2012
Location Myers Park High SchoolTime 8 am to 3 pm
Rehearsal 2June 13 2012
Location Ardrey Kell High SchoolTime 8 am to 3 pm
5
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Table of Contents
Introduction letterhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip3
Acknowledgement Formhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip4
Rehearsal Dateshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip5
School-Based Crisis Response Teamhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip6
School Crisis Kitshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip9
District Crisis Response Teamhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip10
Priorities for School Safety and Crisis Managementhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip13
First Actionhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip14
Fire Procedureshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip15
Medical Protocolshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip16
Communication During a Crisishelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip18
Communicating with Stakeholdershelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip19
Communication Toolshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip20
Key Messageshelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip21
The Communications Department rolehelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip22
Communications Department Membersrsquo Roles During Crisishelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip23
Post-Crisis Evaluationhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip24
Appendix Ahelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip26
Appendix Bhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip27
Appendix Chelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip28
Appendix Dhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip29
Appendix Ehelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip30
Appendix Fhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip31
Appendix Ghelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip32
Appendix Hhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip33
Appendix Ihelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip34
Appendix Jhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip35
Appendix Khelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip37
Appendix Lhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip38
Appendix Mhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip40
Appendix Nhelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip41
Appendix Ohelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip43
2
Introduction
We always hope and pray for the best and safest of environments for our students and employees but the reality is things happen We must be prepared to deal effectively with crises when they arise so that the business of educating children is as minimally impacted as possible Events such as the type addressed in this document are not typical but they can occur When they do we must make every effort to effectively communicate with all of our stakeholders to ensure the safety and security of our students and staff
I know that in the busy day-to-day business of education that includes its own small crises we can sometimes forget that larger more serious events can occur that we must effectively handle This crisis communications plan presents such an event I hope you will take this document and study it In the event of a crisis we all must understanding our individual roles and expectations We must be able to operate rapidly but thoughtfully as the situation unfolds
Thank you for your time and attention and for agreeing to ensure that we as a school district will make every attempt to handle a major event quickly and effectively but using this document
Sincerely
Hugh Hattabaugh
Superintendent
3
Acknowledgement Form
I ________________________________________________ do hereby
acknowledge that I have received this document as part of my membership
to the crisis management team for
___________________________________________
I acknowledge that I have read the document and understand what may be
expected of me in the event of a crisis situation
________________________________________
(Please return a copy of this form to human resources and a copy to your department
manager)
4
Rehearsal Dates
(See Appendix A for Rehearsal Protocol)
Rehearsal 1January 23 2012
Location Myers Park High SchoolTime 8 am to 3 pm
Rehearsal 2June 13 2012
Location Ardrey Kell High SchoolTime 8 am to 3 pm
5
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Introduction
We always hope and pray for the best and safest of environments for our students and employees but the reality is things happen We must be prepared to deal effectively with crises when they arise so that the business of educating children is as minimally impacted as possible Events such as the type addressed in this document are not typical but they can occur When they do we must make every effort to effectively communicate with all of our stakeholders to ensure the safety and security of our students and staff
I know that in the busy day-to-day business of education that includes its own small crises we can sometimes forget that larger more serious events can occur that we must effectively handle This crisis communications plan presents such an event I hope you will take this document and study it In the event of a crisis we all must understanding our individual roles and expectations We must be able to operate rapidly but thoughtfully as the situation unfolds
Thank you for your time and attention and for agreeing to ensure that we as a school district will make every attempt to handle a major event quickly and effectively but using this document
Sincerely
Hugh Hattabaugh
Superintendent
3
Acknowledgement Form
I ________________________________________________ do hereby
acknowledge that I have received this document as part of my membership
to the crisis management team for
___________________________________________
I acknowledge that I have read the document and understand what may be
expected of me in the event of a crisis situation
________________________________________
(Please return a copy of this form to human resources and a copy to your department
manager)
4
Rehearsal Dates
(See Appendix A for Rehearsal Protocol)
Rehearsal 1January 23 2012
Location Myers Park High SchoolTime 8 am to 3 pm
Rehearsal 2June 13 2012
Location Ardrey Kell High SchoolTime 8 am to 3 pm
5
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Acknowledgement Form
I ________________________________________________ do hereby
acknowledge that I have received this document as part of my membership
to the crisis management team for
___________________________________________
I acknowledge that I have read the document and understand what may be
expected of me in the event of a crisis situation
________________________________________
(Please return a copy of this form to human resources and a copy to your department
manager)
4
Rehearsal Dates
(See Appendix A for Rehearsal Protocol)
Rehearsal 1January 23 2012
Location Myers Park High SchoolTime 8 am to 3 pm
Rehearsal 2June 13 2012
Location Ardrey Kell High SchoolTime 8 am to 3 pm
5
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Rehearsal Dates
(See Appendix A for Rehearsal Protocol)
Rehearsal 1January 23 2012
Location Myers Park High SchoolTime 8 am to 3 pm
Rehearsal 2June 13 2012
Location Ardrey Kell High SchoolTime 8 am to 3 pm
5
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
School-Based Crisis Response Team
The School-Based Crisis Response Team under leadership of the principal is responsible for the following
Establishing a protocol for dealing with crises and critical incidents Orienting staff to procedures and training to fulfill designated roles including
conducting drills Providing information to students staff parents and community on crisis
management referral procedures Providing assistance during a crisis in accordance with designated roles
providing follow-up activities Conducting debriefing at the conclusion of each crisis episode to critique the
effectiveness of the buildingrsquos Crisis Management Plan Conducting periodic reviews and up-dating of the Crisis Management Plan
conducting related updated staff training
The School-Based Crisis Response Team includes but is not limited to the following members
Principal Assistant Principal Administrative Assistant Personnel Head Custodian School Medical Personnel (nurse social worker psychologist etc) School Resource OfficerSecurity Associate Teachers
SCRT duties and responsibilities are as followsPrincipal
Establish maintain and lead the SCRT Assign SCRT duties and responsibilities Designate SCRT alternates Ensure that all SCRT members understand their duties and responsibilities Provide training guidance oversight and support to the SCRTs Direct emergency operations until emergency-first responders arrive on scene
Serve as their liaison after their arrival Implement evacuation procedures and measures to control access to affected
areas as necessary Coordinate with the central office for emergency services operational
administrative and logistics support as required Coordinate disaster assistance and recovery Provide damage assessment information to the area superintendent Ensure crisis training and exercises are conducted Ensure that the police and fire departments remain integral parts of the SCRT
planning training and exercises
Assistant Principal(s)
6
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Assume the leadership role for SCRT in the absence of the principal or when directed to do so by the principal
Direct and supervise school evacuations and lockdowns Meet and direct emergency-first responders in times of crisis Recommend ways to procure resources needed to train exercise and support
crisis situations
Administrative Assistant Personnel Provide operational administrative and communications support to the SCRT Act as recorder of meeting minutes and keeper of the communications actions and
events log during crises for future reference and audit purposes Ensure that a primary and back-up means of technology within the central office
exist at all times between (1) the central office (2) the police department (3) the fire department (4) emergency-first responders
Carry out duties as prescribed by the principal
Head Custodian Make available to the SCRT his or her exceptional knowledge of the buildings
grounds and facilities
School Medical Personnel (nurse social worker psychologist etc) Provide advice and expertise as required Provide professional services to staff students and parents when required
School Resource OfficerSecurity Associate Provide advice expertise and recommendations as required Perform law enforcement duties in support of school crisis management as
required
Teachers Possess a sound working knowledge of the School Crisis Management Plan
especially procedures with respect to handling critical incidents lockdowns evacuations and critical incident communication codes
Protect the students at all times and to the best of their abilities given the nature of the crisis situation
Develop crisis plans for special-needs and non-English speaking students Evacuate students to ldquosafe areasrdquo or from the building when directed to do so in a
safe and orderly manner Account for the students in their charge at all times and carry an updated student
roster for each class Maintain order during student assemblies Render assistance to other teachers under duress during crisis situations
7
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Remain with assigned students throughout the duration of the emergency until every student has been officially released This includes carrying your student roster with you if the school has been evacuated
Look for warning signs that a serious incident is likely or predicted to occur Such incidents include arson school shootings vandalism suicides and assault
Offer suggestions and constructive criticism to the SCRT as necessary
All Other School-Based Staff Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report a threat to the principal andor law enforcement officer Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
Student Responsibilities Each student shares a responsibility for school safety The principal staff and
faculty cannot ensure school safety without the cooperation and vigilant participation of the students
Upon receiving information that a person is threatening to commit an act of violence assume that the threat is serious
Immediately report the threat to a parent guardian school staff administrator or law enforcement officer as appropriate
Be available and cooperative in providing a statement of information with the understanding that the information source will remain anonymous to the greatest extent possible
Parent Responsibilities Upon receiving information that a person is threatening to commit an act of
violence assume that the threat is serious Immediately report the threat to school staff or law enforcement officer as
appropriate Be available and cooperative in providing a statement of information with the
understanding that the information source will remain anonymous to the greatest extent possible
8
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
School Crisis Kits
Schools may also want to place kits around the school in such places as the gym auditorium main office cafeteria outside rest rooms and in designated classrooms The bag should be hung from a conspicuous location and marked ldquoFOR EMERGENCY USE ONLYrdquo
At a minimum the bag should contain
A flashlight Spare batteries Emergency evacuation plans Sterile non- latex gloves First aid supplies (bandages gauze etc) A quart of bottled water Several face masks Pen and paper
9
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
District Crisis Response TeamThe District Crisis Response Team includes
Associate Superintendent for Auxiliary Services (Incident Commander) Chief Information Officer (Technology) Executive Director for Communications (Public Information) Alternative Education and Safe Schools Director (Operations) School Law Enforcement Director (Security) Safety Director (Planning) Regional Property Director (Logistics) Chief Finance Officer (Finance)
CRT Duties and ResponsibilitiesIncident Commander (Associate Superintendent for Auxiliary Services)
Establishes and commands the ICC Direct the crisis managementcrisis response actions and reactions Supervise the activities of all ICC members
Maintain communications with the school in crisis Maintain continuous communications with police fire fighters medical personnel
and public officials Assist the school in crisis with required operational administrative logistics and
communications support
Technology (Chief Information Officer) Ensures that appropriate communication devices are on site and accessible to
staff Coordinates all in-house communications
Communications (Executive Director for Communications) Serve as the primary ICC communicator to Board members CMS employees
parents community and the media Assign staff to activate parent hotline Assist the schools with their crisis communications to employees students
parents and the community as required Prepare and distribute media releases as required Field inquiries from the press and hold media briefings as necessary
Operations (Alternative Education and Safe Schools Director) Coordinates priorities related directly to the health safety and well being of
students and staff Supervise supporting roles of the CRT ie security parent center student
instruction student escort student receiving student center and student checkout Facilitate pre- and post-crisis meetings to debrief and assess the evacuation
process
Security (CMS Law Enforcement) Serve as the liaison between the ICC and emergency-first responders Ensure that emergency-first responders are notified of and respond to the crisis
10
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Respond to the emergency services needs of the school under crisis including working with transportation staff to formulate bus routes
Coordinate vehicular and crowd management during the crisis including cordoning off areas to preserve physical evidence
Planning (Safety Director) Collect and analyze incident intelligence and information to develop chronology of
incidents Help identify bus routes to reroute students home Develop and maintain incident documentation (number of students involved and
who responded to the crisis)
Logistics (Director of Property Management)Help establish communications for Incident Commander
Set up and maintain ICC Install outside parking lot and directional signage at ICC Install inside station and directional signage at ICC Supervise all staff support support operations and food distribution at the ICC
Finance (Chief Financial Officer) Oversee contract negotiating for materials needed pre- and post-crisis Track all costs associated with the evacuation Work with operations to ensure resources are procured
Supporting roles at the ICC includeParent Center (Parent University staff) Provide initial information and directions to parents as they arrive ensures staff follows protocol in releasing students to parentsguardians and assist parents with identifying and locating their children
Student Escort (Exec Dir of Pre-K-12 Support Services) Escort students from containment to restrooms and other stations
Student Receiving (Legal Dept staff) Check students in as they arrive take down studentsrsquo names identification number and neighborhood for group busing purposes
Student Instruction (Curriculum and Instruction staff) Provide support to teachers in keeping students engaged
Special population (Exceptional Children and ESL staff) Develops and implements a plan for addressing special needs population identifies and secures special equipment (wheelchair ramp) and other resources (interpreter) for students
Student Center (Coordinated School Health and Pre-K-12 Support Services staff) Assist in meeting the needs of students during the evacuation Monitor and provide assistance to all student-focused stations including support trauma and prevention and intervention These stations will provide first aid emotional and psychological support for students and staff
11
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Staff Check In Checks in staff members as they arrive at the evacuation site and provide vests and other information such as maps of the evacuation site
Staff Support (Volunteers and Partnership Department staff) Provides employee support by addressing fears offering comfort and short relief periods from supervision
Support Operations (Maintenance staff) Monitors all stations and assists staff working the stations
Food Services Distribution (Child Nutrition Services Department staff)o Assess situation related to food service distribute watersnacks for students
with emergencies only and arrange for returning any leftover supplies to Child Nutrition stock During a Level III Evacuation no foodbeverage will be provided for less than two hours small quantities of packaged snack and bottled water will be provided for emergency use only (insulin reaction dehydration etc) during a two-to-four hour evacuation
Student checkout (Student Placement staff) Oversees the process for releasing students including developing strict guidelines for releasing them to their parents or guardians The parent or guardian must identify the student by name and home address before they can be released
The departments listed above are responsible for developing procedures and providing needed supplies to establish a station during a major evacuation of a school When an evacuation is declared the Incident Commander will notify the division heads of the evacuation site and activate the plan
The division heads will notify each station leader who will then notify their staff gather materials and proceed to the evacuation site Upon arriving the leader and staff will set up their station and prepare for the arrival of students Once students arrive staff members will assist students parents and school staff in maintaining a safe comfortable evacuation site
Each station should maintain a log of activities and people seen during the evacuation A debriefing will be scheduled for station leaders the following business day
CityCounty emergency contacts CMPD CMSPD Fire EMT DSS
12
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Priorities for School Safety and Crisis Management
First the immediate health safety and welfare of employees students parents and visitors in our care
Second the rapid involvement and reaction of emergency first responders in support of the school experiencing the emergency
Third effective and timely communications between the school and central office Fourth effective and timely communications between the school and
parentsfamily members Fifth effective and timely communications among the school central office
community and media Sixth post-crisis return to normalcy Seventh after-action reviews that capture valuable lessons learned and
subsequent modification of crisis management plans as required
13
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
First Action
Crisis Management Start-up Procedures1 Confirm the membership of the School Crisis Response Team2 Review and re-affirm the roles and responsibilities of each SCRT team member 3 Update SCRT rosters by name duty position address home phone cell phone
and email address (Appendix B)4 Provide rosters to all SCRT members and other parties as deemed appropriate by
the principal 5 Forward a copy of the updated rosters to your zone6 Convene a meeting of the SCRT and supporting roles before the school year
commences to review the School Crisis Management Plan with emphasis on the critical-incident response checklists
7 Convene a staff and faculty meeting before the school year commences to review the School Crisis Management Plan distribute SCRT rosters and stress the importance of crisis prevention preemption and response Also review with those gathered several possible crisis scenarios and how those scenarios would be handled
8 Review critical incident communication codes with faculty and staff9 Update faculty phone tree10Consider a ldquoback to schoolrdquo meeting with parents in the evening to explain the
schools crisis management plan and answer questions
14
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Fire Procedures Sound alarm and evacuate the building Call 911 Determine if there are any serious injuries If serious injuries evacuate the victims and render first aid Notify school law enforcement area superintendent and CMS Communications of
10485771048577The fire10485771048577The time the 911 call was placed10485771048577The school evacuation10485771048577Any known injuries and extent of injuries
Notify parentsguardiansspousesnext of kin of those who sustained injuries Provide assistance and comfort to family members arriving on the scene Await the arrival of first responders follow their instructions When all clear is sounded by first responders
o Determine if classes will be resumedo Determine if early dismissal must be called and transportation arrangements
madeo Inform the central office of decisionso Call an emergency staff meeting to discuss the event and lessons learnedo Advise staff of follow-up procedures
Arson cases and fires School administrators have only administrative investigative responsibility All fires
will be investigated by fire investigators andor police In support of the investigative efforts by outside agencies develop a list of events
that have recently occurred in the school disgruntled studentsemployees prior fires rivalry among students or between schools or gang activity
False fire alarms All false alarms should be reported to the alarm monitoring facility which will notify
the fire department Using a floor plan of the school locate each fire alarm station on this plan Each
time an alarm is sounded record the exact location date and time of alarm The purpose is to develop a pattern to the alarms By establishing a time pattern one can assign staff to provide greater adult presence in halls and stairwells
If false fire alarms are a persistent problem consider initiating a sign-insign-out log in each classroom Have each teacher record the name time and destination of each student leaving the classroom and the time each student returns These lists will be a valuable asset in attempting to develop a list of suspects
Consideration should be given to installing special covers over the pull stations that will sound a local alarm prior to sending a general alarm Schools using this type of device have found a marked decline in alarms Before any such device is installed check with the fire department to get their approval
Another consideration A very effective tool in reducing false fire alarms is to involve the student body in a program which gives them some responsibilities for
15
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
ldquoguardingrdquo fire pull stations Generally this requires little time and causes very little disruption to the school program Stationing students at key locations three to five minutes before and after classes change often eliminates false fire alarms
(Source Norfolk City Public Schools Norfolk VA)
16
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Medical protocolsMedical protocols are developed by the Department of Health Services for all students whose medical conditions require or may require assistance of school personnel Classroom teachers and other staff who work directly with these students are provided information about the condition and a protocol to follow Conditions which are almost always present in the student population and may require assistance include asthma allergies diabetes and epilepsy
(Source Virginia Department of Education)
17
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Communication During a Crisis
Communication is a critical part of crisis management Employees and students must be told what is happening and what to do Parents of students and families of staff members must be informed about the situation including the status of their child or family member and where they can reunite with them Timely contact with law enforcement and other emergency services is necessary for effective response School Board members must be kept informed and current information must be transmitted to central office and to other affected schools
Communication procedures for schools The principal or designee should immediately notify the Communications
Department Make sure they have the ldquoAuthorization to Release Students in the Event of an
Emergency Formsrdquo (Appendix C) The Communications Department will work with the principal or designee on
drafting communications to their staff students and parents about the crisis and keep them updated (Appendix D)
The staff member who answers the telephone at the school must know what information can be shared and what must remain confidential They must be kept informed of inaccurate information which is circulating so they can help correct misinformation Designating a few persons to answer calls helps control the spread of misinformation (Appendix E and F)
Identify parents who are willing to volunteer in case of an emergency include them in preparation efforts and include them in training (Appendix G)
18
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Tips for communicating with stakeholders
What to expect from parents during a fire In the event of an emergency parents have very specific information needs First
parents want to know that their child is safe Parents will ask for the details of the emergency situation They will want to know how it was handled and need to be assured that their children will be safe in the future
Their first reactions are likely to involve fear Upon learning of an incident at the school parents are likely to descend upon the school in search of their child or to telephone seeking information
Establishing a system for responding quickly to parent needs for information is an important part of pre-planning
Anger is another common reaction of parents particularly in the case of senseless acts of violence In the event of a crisis or disaster
o Tell parents only what is known to have happened o Implement the plan to manage phone calls and parents arriving at schoolo Schedule an open question-and-answer meeting for parents as soon after
the incident as possible The meeting is an opportunity for school officials to listen and respond to parent concerns (which are helpful in combating rumors and other misinformation) and to work on restoring parental trust in the school In the event of an incident which involved damage or destruction an open house for parents and other members of the community to see the school restored to its normal state helps everyone get beyond the crisis
Tips for working with the mediaDonrsquot
Donrsquot try to keep the media out of a story Donrsquot say ldquono commentrdquo Donrsquot adlib Donrsquot speak ldquooff the recordrdquo Donrsquot speculate Donrsquot try to cover-up or blame anyone for anything Donrsquot repeat negativemisleading words Donrsquot play favorites among media
Do Emphasize your good record Be accurate and cooperate as best you can Be prepared for and prepare in advance a response to questions which might
violate confidentiality or hinder the police investigation Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English When asked a question and you donrsquot know the answer say so then offer to find
out and call the reporter back(Source Virginia Department of Education)
19
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Communications toolsThe Communications Department will immediately establish communication lines to everyone involved This includes families the public non-speaking English community emergency responders media and community leadersCommunication lines include
Email lists Connect-ED Parent hotline (980-343-6192) CMS Internet and Intranet Social Media CMS TV-3 Media
Email lists Parents CMS Alumni volunteers elected officials business and faith leaders can subscribe to CMS Email alerts The CMS Communications Department is responsible for emailing emergency information and breaking news to subscribersConnect-ED Connect-ED enables district and school administrators to alert parents and employees during emergency situations and to send information regarding student absences open houses field trips and other school news Emergency alerts will be sent to up to six different contact numbers including land line phones cell phones and emailParent hotline (980-343-6192)
CMS can set up and operate a hotline for public queries either during regular business hours or 247 if the situation warrants Staff and volunteers are trained to handle calls and make referrals
CMS maintains an external and internal Web site to inform employees and the community of new information
Social Media Facebook Twitter Podcasts YouTube Google+ LinkedIn
Web sites wwwcmsk12ncus (homepage) httpmycmsk12ncus ( intranet)
Other communications tools DirectLine (CMS employee newsletter) District Review
Helpful links on the website for background information CMS School Report cards Fact Sheets Building Data (What year each school and facility was built)
20
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Key Messages
Student and employee safety is our main priority
Schools make every effort to keep students safe at all times especially during a crisis
Information will be provided as soon as it is confirmed
First-responder agencies will handle investigative updates
The Communications Department will provide school updates as they become available
The Communications Department will also provide background information on the affected building(s)
21
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
The Communications Department role
The primary goal is to keeping the public informed about the crisis while trying to maintain the privacy of students and employees and ensure as little interruption of the educational process as possible The Communications Department duties begin once they are contacted by the principal or designee and include
Attempt to define the type and extent of the crisis as soon as possible
Immediately start coordinating information gathering and dissemination
Draft communications for stakeholders informing them of what happened
o Students (if needed)o Parentso Employeeso Board of Educationo Mediao Community members
Assign sufficient staff to handle phones
Keep a log of all incoming and outgoing calls and personal contacts
Relieve key people from their normal duties so they may focus on the crisis
Identify a potential ldquonews centerrdquo site away from emergency operations where
media representatives can receive briefings
In cooperation with local public safety officials considers establishing a Joint
Information Center to ensure coordination of information being distributed
Establish regular time schedule for news briefings and periodic updates
When communicating remember to maintain a unified position and uniform
message keep messages concise clear and consistent keep spokesperson and
alternates briefed Each person must fill out stakeholder communication
forms to documented what was communicated and when (Appendix H)
After the crisis has passed assist with Continuity of Service Plan (Appendix I)
Coordinate a community meeting for people to ask questions and to receive
accurate information This will help restore the communityrsquos confidence in the
districtrsquos ability to manage crises and to provide a safe environment
Express appreciation to all who helped handle the crisis (Appendix J)
22
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Communications Department Membersrsquo Roles Media (media relations)Contact is generally channeled through the CMS media relations specialists who man the Media Line (980-343-6243) If the media arrive on campus after report of a fire school staff will ask them to park their news truck off campus so they will not disrupt the process The media is not allowed on campus during a crisis or evacuationThe Communications Department will be available to provide communications expertise and work with the media
The Communications Department will coordinate with the principal or designee to get information that is shared with the media This will ensure that school officials are able to concentrate on their stakeholders without distraction
It is important for principals to advise school staff of media procedures Instruct all employees to refer all media information and questions to the
Communications Department Remind employees that only a designated spokesperson from the
Communications Department is authorized to talk with news media about a crisis until it is resolved
Monitoring organization on the Internet (multimedia)The Internet provides countless opportunities for people to share their views with the rest of the world and the fact that they can do so anonymously presents a unique set of problems if what they post online is derogatory
Communicating with Board members and administration (executive director)
Dealing with staff and students (multimedia) Assist school with communications as needed
Communicating with parents and the community (multimedia)
(Modified from Chesterfield County Public Schools Chesterfield VA)
23
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Post-Crisis Evaluation
After the immediate crisis is over the SCRT must
Submit a Crisis Response Report to Zone offices (Appendix K)
Have stakeholders complete Crisis Evaluation forms (Appendix L)
Work with Communications Department to plan meetings for parents community
Disseminate information to parents
Post-crisis tips for parent (Appendix M)
How parents can help make schools safe (Appendix N)
Online resources on fire safety (Appendix O)
24
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix A Rehearsal Protocol
I Introductory background on development of School Crisis Management PlanII School Crisis Management Plan
a Purpose of Planb Overview of Planc General review of roles and responsibilities
III Typical impacts of crisesa Shock stages of griefb Restoring equilibrium
i Importance of the first 48 hoursIV Critical incident management
a What are ldquocritical incidentsrdquob Coordination with emergency services
V Communicationsa Confidentialityb Rumor-control within the schoolc Communication outside school
i With parents and community groupsii With media
VI Review of general procedures in the case of firea Practice scenario
(Source Virginia Department of Education)
25
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix B School-Based Crisis Response Team Roster
NAME TITLE SKILLS RESPONSIBILITIES CONTACT INFORMATION
26
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix C Authorization to Release Children in an Emergency
Our school has developed an emergency business plan in case of any disaster which might occur The emergency plan is devoted to the welfare and safety of your child during school hours The plan is available for inspection in the school office
We are requesting your assistance at this time
Should there be an emergency such as a major fire tornado explosion etc your child may be required to remain in the care of the school until it is deemed safe by an Emergency Services authority that the child can be released At that point children may be released only to properly authorized parents andor designees Therefore please list as many names (with local telephone numbers and addresses) as possible of those persons to whom you would allow your childrsquos release in the event of an emergency Be sure to notify those persons listed that you have authorized their supervision in case of emergency In the event that you should be unable to come to school it is essential that others be designated to care for your child No child will be released to the care of unauthorized persons We appreciate your cooperation in this important matter
Child _________________ Teacher __________________School Year ____
Please release my child to any of the persons listed below
Name Phone Address Relationship
______________ __________ _____________________ ________________
______________ __________ _____________________ ________________
ParentGuardian_________________________________ Date ___________
Signature
ParentGuardian _________________________________
Printed Name
Home Phone__________ Work Phone____________ Mobile Phone __________
(Source Colonial Heights Public Schools Colonial Heights VA)
27
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix D
Small fireevacuation immediate response (social media)
A fire was reported at XX time by XX School Officials with the XX Fire Department are investigating More information will be shared as soon as it is available
Please refer to CMS_Schools on Twitter or FacebookcomCharlotteMecklenburgSchools for updates
Small fireevacuation Connect-ED message after event
Good ___________ (morning afternoon etc) XXXXX families This is XX principal of XX I want to make you aware of a situation that happened at our school just a short time ago
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly
Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
Thank you for your involvement in your childrsquos education and your partnership with XX school If you have questions please feel free to contact me at 980-343-XXXX
28
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
(SCHOOL LETTERHEAD)
Parent Letter
XXX 201X
Dear XX parents
At XX our focus is to provide your child with a quality education in a safe and orderly environment I believe that it is important for me to keep the lines of communication open with parents and to make you aware when a situation arises at our school Today an incident occurred that I want to share with you
At approximately xxxx a small fire began (in the bathroom in the XX hall in one of our mobile units etc) School officials immediately called the fire department and evacuated the buildings The fire was put out quickly Students were outside for just a short time before the fire department gave us the ldquoall-clearrdquo to go back inside The evacuation plan worked exactly as it is supposed to and all students are safe We are continuing with normal instruction today and the damage is being repaired
We are investigating the cause of the fire and will inform you when that cause is determined Please know we make every effort to keep our schools safe for staff and students
I would also ask that you take this time to discuss fire safety tips with your child at home including fire prevention and evacuation planning Irsquove included tips you can use on the second page of this letter More information on fire safety can also be found through links on our school website
Thank you for your involvement in your childrsquos education and your partnership with XX If you have questions please feel free to contact me at 980-343-XXXX
Sincerely
Principal
29
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix E Telephone Directory
30
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix F Zone list
31
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix G Staff and Volunteer Skills Checklist (For School Crisis Response Team)
Staff Skills Inventory (To be conducted annually)
Name _____________________________________ Room _______________
Please check any of the following in which you have expertise or training
Emergency response
First aid _______ Search and Rescue______ Emergency Management_______
CPR _______ Law Enforcement ______ Critical Incident Handling _______
EMT _______ CBHAM Radio ______ Firefighting _______
Counseling _______ Other (specify ) _______________________________
_____________ Mobile or Cellular Phone which could be used in an emergency
Phone number ___________________________________________________
Bimultilingual Language(s) _________________________________________
32
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix H
STAKEHOLDER CONTACT COMMUNICATION SHEET (one per team member)Stakeholder _______________________Responsible party___________________
Time Media Message Feedback (if applicable)
33
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix I Continuity of Service
34
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix JSCHOOL LETTERHEAD
Thank You Letter
Dear faculty and staff members
We would like to thank you for your support during the recent crisis at our school Your professionalism and dedication were evident as we all worked to quiet and soothe scared students and allay their fears while still tending to instructional responsibilities
We know that this has been an extremely difficult time for you as well as the students Without your courage and concern our school could not possibly have come through this crisis as well as we did
Thank you once again Your expertise and commitment have enabled all of us towork together as a team and overcome this tragic situation
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
35
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
SCHOOL LETTERHEAD
Thank You Letter
Dear volunteers
I want to personally thank you for your support during the recent crisis at our school Your assistance helped school staff with continuity and enhanced our ability to effectively manage the situation
While I certainly do not hope to have another crisis at our school I am encouraged to know that we have people like you available to lend a hand in both good and difficult times
Sincerely
Principal
(Source Norfolk City Public Schools Norfolk VA)
36
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix KCrisis Response Report for Zones
School Crisis Response Team Report(Due within 3 days of incident)
Date
Description of incident (include date time place)
Immediate actions by School Crisis Response Team
Describe assistance provided by Emergency Services
Describe assistance provided by other community agenciesorganizations
Follow-up which has occurredis occurringWith studentsWith facultystaffWith parent(s)guardian(s) of student(s) involvedWith community
Recommendations to improve responses to such crises in the future_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Principal Signature
Date
Attach a list of students parents and community members directly involved in the fire including their names addresses and phone numbers
37
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix LCrisis Evaluation Form
Evaluation of Crisis Response Team Intervention
The School Crisis Response Team (SCRT) seeks your input to help us assess the effectiveness of the intervention during the recent crisis at our school We appreciate you completing this form as soon as possible and return it to the school officeI Please indicate with an ldquoXrdquo the response which most closely reflects your evaluation of the following
1 Speed of SCRTrsquos response to the crisis____________ ____________ ____________ very delayed adequate very timely
2 Comprehensiveness of SCRTrsquos response____________ ____________ ____________ very delayed adequate very timely
3 Effectiveness of SCRTs responses in meeting studentsrsquo needs____________ ____________ ____________ not helpful adequate very helpful
4 Assistance to teachers in the classroom____________ ____________ ____________ not supportive adequate very supportive
5 Quality of communication with the school faculty and staff____________ ____________ ____________not informative adequate very explanatory
6 Support and guidance to individual teachers and staff____________ ____________ ____________ ineffective adequate very empathic
7 Assistance to the administrative staff____________ ____________ ____________ limited adequate comprehensive
8 Amount of time allocated for intervention____________ ____________ ____________ insufficient adequate very sufficient
9 Support to families in need____________ ____________ ____________ lacking adequate outstanding
10 Communication of information to parents____________ ____________ ____________ minimal adequate thorough
38
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
II Please circle the adjectives which best describe the studentsrsquo reactions to theSCRTrsquos intervention
Satisfied ___________ Positive ___________
Angry _____________ Negative __________
Ambivalent _________ Receptive __________
Grateful ____________ Hostile ____________
Relieved ___________ Apathetic __________
III Please describe any significant reactions the students had to the SCRT intervention which should be considered in future interventions_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
IV Please comment on any aspects of the intervention you found particularly helpful or areas which you think should be modified
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
School _________________________________
Signature (optional) ___________________________
Return to School Office(Source Fairfax County Public Schools Fairfax VA)
39
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix MParental Tips for dealing with a crisis
Children may be especially upset and express feelings about the disaster These reactions are normal and usually will not last long Listed below are some problems you may see in your child
10485771048577Excessive fear of darkness separation or being alone10485771048577Clinging to parents fear of strangers10485771048577Worry10485771048577Increase in immature behaviors10485771048577Not wanting to go to school10485771048577Changes in eatingsleeping behaviors10485771048577Increase in either aggressive behavior or shyness10485771048577Bed wetting or thumb sucking10485771048577Persistent nightmares andor10485771048577Headaches or other physical complaints
The following will help your child10485771048577Talk with your child about hisher feelings about the disaster10485771048577Share your feelings too10485771048577Talk about what happened Give your child information heshe can understand10485771048577Reassure your child that you are safe and together You may need to repeat this reassurance often10485771048577Hold and touch your child often10485771048577Spend extra time with your child at bedtime10485771048577Allow your child to mourn or grieve over a lost toy a lost blanket a lost home10485771048577If you feel your child is having problems at school talk to hisher teacher so you can work together to help your child
Please reread this sheet from time to time in the coming months Usually a childrsquos emotional response to a disaster will not last long but some problems may be present or recur for many months afterward
Your community mental health center is staffed by professionals skilled in talking with people experiencing disaster-related problems
(Source Association of California School Administrators)
40
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix NHow Parents Can Help Maintain Safe Schools
Parents can contribute significantly to establishing and maintaining safe schools Here are some ideas that parents in other communities have tried
o Discuss the schools discipline policy with your child Show your support for the rules and help your child understand why
o Involve your child in setting rules for appropriate behavior at homeo Talk with your child about the violence he or she sees on television in video
games and possibly in the neighborhood Help your child understand the consequences of violence
o Teach your child how to solve problems Praise your child when he or she follows through
o Help your child find ways to show anger that do not involve verbally or physically hurting others
o When you get angry use it as an opportunity to model these appropriate responses for your child and talk about it
o Help your child understand the value of accepting individual differenceso Note any disturbing behaviors in your child For example frequent angry outbursts
excessive fighting and bullying of other children cruelty to animals fire setting frequent behavior problems at school and in the neighborhood lack of friends and alcohol or drug use can be signs of serious problems Get help for your child Talk with a trusted professional
o Get to know your childs friendso Listen to your child if he or she shares concerns about friends who may be
exhibiting troubling behaviors Share this information with a trusted professional such as the school psychologist principal or teacher
o Be involved in your childs school life by supporting and reviewing homework talking with his or her teacher(s) and attending school functions such as parent conferences class programs open houses and PTA meetings
o Work with your childs school to make it more responsive to all students and to all families
o Share your ideas about how the school can encourage family involvement welcome all families and include them in meaningful ways in their childrens education
o Volunteer to work with school-based and community groups concerned with violence prevention
o Talk with the parents of your childs friends Discuss how you can form a team to ensure your childs safety
o Find out if your employer offers provisions for parents to participate in school activities
(Source Early Warning Timely Response A Guide for Safe Schools)
41
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Teaching Children Fire Safety
Every day Americans experience the tragedy of fire Each year more than 3500 Americans die in fires and approximately 18300 are injured One of the major leading causes of residential building fire deaths and injuries for children under age 10 is playing with a heat source which includes lighters and matches Children under age 10 account for 93 percent of deaths and 38 percent of injuries where the cause of the residential building fire was due to playing with a heat source
The United States Fire Administration (USFA) encourages parents to teach children at an early age about the dangers of fire play in an effort to prevent child injuries fire deaths and firesetting behavior in the future Below are some facts about children and fire safety
Curious Kids Set Fires
Children under five are curious about fire Often what begins as a natural exploration of the unknown can lead to tragedy
Children age 14 and under make up 10-15 of all fire deaths Fifty-two percent of all child fire deaths occur to those under age 5 These children are
usually unable to escape from a fire independently At home children usually play with fire in bedrooms in closets and under beds These are
secret places where there are many things that easily catch fire Too often child fire setters are not given proper guidance and supervision by parents and
teachers Consequently they repeat their fire-setting behavior
Practice Fire Safety in Your Home
Supervise young children closely Donrsquot leave them alone even for short periods Keep matches and lighters in a secured drawer or cabinet Have your children tell you when they find matches and lighters Check under beds and in closets for burned matches evidence your child may be playing
with fire Develop a home fire escape plan practice it with your children and designate a meeting
place outside Take the mystery out of fire play by teaching children that fire is not a toy Teach children the nature of fire It is FAST HOT DARK and DEADLY Teach children not to hide from firefighters but to get out quickly and call for help from
another location Show children how to crawl low on the floor below the smoke to get out of the house and
stay out in the case of fire Demonstrate how to stop drop to the ground and roll if their clothes catch fire Install smoke alarms on every level in your home Familiarize children with the sound of your smoke alarm Test the smoke alarm each month and replace the battery at least once a year Replace the smoke alarm every ten years or as recommended by the manufacturer Finally having a working smoke alarm dramatically increases your chances of surviving a
fire Also remember to practice a home escape plan frequently with your family(Source Federal Emergency Management Agency)
42
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-
Appendix O
Online Resources on Fire Safety
National Resources
US Fire Administration for Kids httpwwwusfafemagovkids
PBS Kids Fire Safety Tips httppbskidsorgarthurfiresafetyindexhtml
Fire Safety for Parents httpwwwfiresafetyforkidsorgparentshtml
Livestrongcom Fire Safety Tips for Parents wwwlivestrongcomarticle212940-fire - safety - tips-for-parents
Center for Mental Health Services (CMHS) httpwwwsamhsagovcmhshtm
National Law-Related Education Resource Center wwwabanetorgpublicednlr
National Safe Schools Resource Center wwwnwrelorgsafeindexhtml
National Safety Council httpwwwnscorg
National School Safety Center wwwnssc1org
Local resources
Charlotte Fire Department httpcharmeckorgcitycharlotteFirePagesdefaultaspx
Charlotte Fire Department Station Locations httpcharmeckorgcitycharlotteFireFireStationsPagesdefaultaspx
Charlotte Fire Department YouTube Channel httpwwwyoutubecomprofileuser=CharlotteFireDeptpu
Charlotte Fire Department Blog httpwwwmybloglogcombuzzmembersCharlotteFireDeptnewwithme
Charlotte Fire Department Public Information httpgroupsyahoocomgroupCharlotte_FD
43
- Curious Kids Set Fires
- Practice Fire Safety in Your Home
-