School Board Policy Manual
Nevis Public Schools
Independent School District 308
School Board Policy 806
806 CRISIS MANAGEMENT POLICY
The purpose of this Crisis Management Policy is to act as a guide for school district and building administrators, school employees, students, school board members, and community members as to how to address a wide range of potential crisis situations in the school district. The step-by-step procedures suggested by this Policy will provide guidance to each school building in drafting crisis management plans to coordinate protective actions prior to, during, and after any type of emergency or potential crisis situation in the school district. Please note that, pursuant to this Policy, tailored crisis management plans will be developed for each school building in the school district and sections or procedures may be added or deleted in those crisis management plans based on building needs.
II. GENERAL INFORMATION
A. The Policy and Plans
The school district’s Crisis Management Policy has been created in consultation with local community response agencies and other appropriate individuals and groups likely to be involved in assisting with a school emergency.
The school district administration shall present tailored crisis management plans to the school board for review and approval. These building-specific crisis management plans will include general crisis procedures and crisis-specific procedures. Upon approval by the school board, such crisis management plans shall be an addendum to this Crisis Management Policy. This Policy and the plans will be maintained and updated year to year.
B. Elements of the District Crisis Management Policy
- General Crisis Procedures. The Crisis Management Policy includes general crisis procedures for securing the building, classroom evacuation, building evacuation, campus evacuation, and sheltering. It designates the individual(s) who will determine when these actions will be taken. These district-wide procedures may be modified by building administrators when creating the building-specific crisis management plans. Each building will have access to a copy of the Emergency/Disaster Preparedness Planning Guide. This guide will assist in development of the building-specific crisis management plans.
- Lock-Down Procedures. Lock-down procedures will be used in situations that may result in harm to persons inside the school building, such as a shooting, hostage incident, intruder, trespassing, disturbance, or at the discretion of the building administrator or designee. The building administrator or designee will announce the lock-down over the public address system or other designated system. The alert will be made using a pre-selected code word. Provisions for emergency evacuation should be maintained even in the event of a lock-down.
- Evacuation Procedures. Classroom, building, and campus evacuations may be implemented at the discretion of the building administrator or designee. Safe areas may change depending on the emergency.
- Sheltering Procedures. Sheltering provides refuge for students, staff, and visitors within the school building during an emergency. Shelters are safe areas that maximize the safety of inhabitants. Safe areas may change depending on the emergency. The building administrator or designee will announce the need for sheltering over the public address system or other designated system.
- Crisis-Specific Procedures. The Crisis Management Policy includes crisis-specific procedures for potential crisis situations that may occur during the school day or at school-sponsored events and functions. These district-wide procedures are designed so that building administrators can tailor response procedures when creating building-specific crisis management plans.
- Additional Procedures. The school district administration will present recommended early school closure, media and grief counseling procedures to the school board for review and approval. Upon approval, such procedures will be an addendum to this policy.
- Early School Closure Procedures. The superintendent will make decisions about closing a school or any school district building. Such decisions will be made by the superintendent as early in the day as possible. The early school closure procedures will describe potential reasons for early school closure (weather-related or a crisis situation), will specify how the decision will be communicated to staff, students, families and the school community (including means such as broadcast media, local authorities, or a phone tree), and will discuss factors to be considered in closing and reopening a school or school district building. The early school closure procedures also will include a process for reminding parents and guardians to listen to designated radio and TV stations for school closing announcements, where possible.
- Media Procedures. The superintendent has the authority and discretion for notifying parents and guardians and the school community in the event of a crisis or early school closure.
- Grief-Counseling Procedures. The recommended grief counseling procedures will provide for initiating a grief-counseling plan utilizing available resources such as the school psychologist, counselor, community grief counselors, or others in the community. The grief-counseling procedures will be used whenever determined by the superintendent or the building administrator to be necessary, such as after an assault, a hostage situation, shooting, or suicide. The grief-counseling procedures should include the following steps.
- Meet with school counseling staff to determine the level of intervention for students and staff (was the crisis on campus, were there student or staff witnesses, etc.).
- Designate specific rooms as private counseling areas.
- Escort siblings and close friends of the victim(s) and other highly stressed students and staff to counselors.
- Prohibit the media from questioning students or staff.
- Follow-up with students and staff who receive counseling.
- Resume normal routines as soon as possible.
Upon approval, such grief counseling procedures will be an addendum to this policy.
- Facility Diagrams and Site Plans. School buildings will have a facility diagram and site plan showing at least the following: the location of primary and secondary evacuation routes, exits, designated safe areas inside and outside of the building, the fire alarm control panel, fire alarms, fire extinguishers, hoses, water spigots and utility shutoffs. The facility diagrams and site plans will be available in the office of the building administrator and in appropriate areas and will be kept on file in the school district office.
- Emergency Telephone Numbers. Each building will maintain a current list of emergency telephone numbers and the names and addresses of local and county personnel who are likely to be involved in resolving a crisis situation. The list will include numbers for agencies such as the police, fire, ambulance, hospital, the Poison Control Center, local, county, and state emergency management agencies, local public works department, local utility companies, the public health nurse, mental health/suicide hotlines, and the county welfare agency, so that they may be contacted as appropriate. A copy of the list for each building will be kept on file in the school district office and will be updated annually.
- Crisis Response Teams
- Composition. The building administrator will select a crisis response team trained to respond in an emergency. All team members will be trained to carry out the building’s crisis management plan and have knowledge of procedures, evacuation routes, and safe areas. Team members must be willing to be actively involved with resolving crises and be available to assist when necessary. Each building will maintain a current list of crisis response team members and update it annually. A copy of the list will be kept on file in the school district office. Members include: Bryan Wormley, Heidi Wormley, Sharon Hadrava, Jodi Sandmeyer, Steve Rassier, and Troy Christianson.
- Leaders. The building administrator or designee serves as the leader of the crisis response team and the principal contact for emergency response officials. When they are present, emergency response agents may elect to take command and control of the situation. It is critical in this situation that school officials assume a resource role and are available to the emergency response personnel.
- District Employees. Teachers generally have the most direct contact with students on a day-to-day basis. As a result, they must be aware of their role in responding to crisis situations. This also applies to non-teaching school personnel who have direct contact with students. All staff should be aware of the District Crisis Management Policy and the building’s crisis management plan. Employees shall receive a copy of the relevant building specific crisis management plan and periodically shall receive training on plan implementation.
- Students and Parents/Guardians. Students and parents/guardians shall be made aware of the school district’s Crisis Management Policy and relevant tailored crisis management plan for the school building. Students shall receive specific instruction on plan implementation and shall participate in a required number of drill and practice sessions throughout the year.
- Warning Systems
- The school district shall maintain a warning system designed to inform students, employees, and visitors in the facilities of a crisis or emergency. This system shall be maintained on a regular basis under the maintenance plan for all school district buildings.
- It shall be the responsibility of the building administrator to inform students and employees of the system and the means by which the system is used to identify the specific crisis or emergency involved.
III. CRISIS-SPECIFIC PROCEDURES
School preparation before the emergency :
- Designate a safe area at least 100 feet away from the building and away from fire lanes. (Minn. Stat. §§ 299F.391 and 299F.011; Minnesota State Fire Code 408.3.4)
- Each building’s facility diagram and site plan will be available in appropriate areas of the building showing the most direct evacuation routes to the designated safe areas (both inside and outside of the building), and the location of the fire alarm control panel, fire alarms, fire extinguishers, hoses, water spigots and utility shut offs.
- Teachers and staff will be trained regarding the primary emergency evacuation routes and alternate routes from various points in the building. The school district will develop a universal signal to indicate a blocked evacuation route. When this signal is given, the responsible adult must immediately identify an alternate route.
- Certain employees will be trained to know the locations and proper use of fire extinguishers and protective clothing and equipment required. Minnesota State Fire Code § 406.3.3. Typically, this will only be employees who work in hazardous areas in the school.
- The school district will conduct fire drills which include practicing how to move safely using both primary and alternative evacuation routes.
- Fire drills will be conducted periodically without warning at various times of the day and under different circumstances (e.g., lunchtime, recess, and during assemblies). State law requires a minimum of nine drills each school year. (Minn. Stat. § 299F.30; Minnesota State Fire Code §§ 408.3.2 and 408.3.3 and Table 405.2.)
- A record of fire drills conducted at the building will be maintained in the building administrator’s office.
- The school district will have prearranged sites for emergency sheltering and transportation as needed.
- The school district will determine which staff will remain in the building to perform essential functions as long as it is safe to do so (e.g., switchboard, building engineer, etc.). The school district also will designate in advance an administrator or responsible adult to meet with local fire or law enforcement agents upon their arrival.
During school hours:
- Activate alarm and/or notify principal’s office of exact location of fire.
- Evacuate building according to individual building and fire drill procedures. See posted building diagram.
- Close all windows and doors.
- Keep all personnel at least 100 feet from the building.
- Call fire department, 911, and give exact location of fire.
- Designate staff member to meet Police and Fire personnel at main entrance, with master keys for entire building.
- Each teacher is expected to use reasonable effort in keeping in a group the students for which he or she is responsible.
- Attempt to extinguish the fire only if trained and when it can be done safely.
- The principal is to notify the superintendent or maintenance supervisor.
After school hours:
- Evacuate the building according to individual building and fire drill procedures.
- Notify Nevis Fire Dept., 911, (police and fire emergency).
- Designate person to meet police and fire personnel at main entrance with master keys for entire building.
- Custodial staff shall notify building and grounds/reservation personnel.
- Custodial staff shall notify the school superintendent.
Procedures for fire drills :
Minnesota statutes state that we are to hold nine fire drills during each school year. Therefore the following rules will prevail for all personnel:
- Rules governing fire drills:
- Walk out in an orderly manner at the sound of the fire alarms.
- Do not stop at lockers, for a drink of water, or the restrooms.
- Do not run, push, or talk loudly.
- The last person out of the room should turn off the lights, do not lock the door.
- The first two students to the outside doors should hold the doors open for all the students coming out that door.
- Clear all exits. Staff/students should proceed to designated area and group by the class you are in at the time of the alarm. If the alarm sounds when you are not in a class, report to the class group that you would have next on your schedule. Stay with your respective classes. Teacher is responsible for accounting for all students.
- Elementary students proceed to the practice field on the east side of the building.
- High school proceeds to the west parking lot by the weight room away from the fire hydrant.
- Re-enter the building when told and proceed to your classrooms.
- Follow specialized evacuation procedures for disabled persons as outlined in the building fire safety and evacuation plan or the student’s IEP.
- Students and classroom exits
- Grades K-3, Rooms 117, 118, 132, 134, and 137 exit the east cafeteria doors and proceed to the football field. Room 134 staff should hold the west elementary hall doors open for all K-3 students.
- Grades 4-6 exit the northeast doors in the new lobby on the elementary side and proceed to the football field.
- Small gym, stage area and room 218 exit the east side exit and proceed to the football field.
- Room 222, kitchen and lunchroom area exit the east cafeteria doors and proceed to the football field.
- Offices, workroom, nurse’s room and rooms 192 and 193 exit the south high school main doors and follow the sidewalk to the west parking lot area.
- Room 154, exit out emergency exit door in room 154, and proceed west to parking lot.
- Music room 155 exit out the emergency exit door in room 155 and proceed to the west parking lot.
- Rooms 160, 161, 168, 170, 189, 190, and 191, exit the south high school doors and follow the sidewalk to the west parking lot area.
- Rooms 176, 184, 186, 187 and 188 should exit the west secondary wing to the west parking lot area.
- Rooms 179 and 182 exit the emergency exit door in room 182 and proceed to west parking lot.
- Room 207 and girls' locker room exit north side doors and proceed to the west parking lot.
- Boys' locker room exit out the door in the locker room and proceed to the west parking lot.
- Rooms 254 and 259, exit out emergency exit door in the room to the west parking lot.
- Media Center, concession room 139, new gym, and rooms 152 and 163 exit the west lobby doors and proceed to the west parking lot.
- Weight room users exit the building, proceed to the parking lot area.
- Custodians and cooks should depart by the nearest exit and proceed to the football field.
NOTE: Any staff member who is serving a physically disabled student when the alarm goes off should instruct the regular class about which exit to depart and proceed to assist the disabled student out the nearest accessible exit.
TEACHERS ARE TO HAVE THEIR CLASS RECORD BOOKS WITH THEM AS THEY EXIT THE BUILDING. ATTENDANCE SHOULD BE TAKEN OUTSIDE AS SOON AS POSSIBLE AND ABSENTEES REPORTED TO THE SUPERVISOR WHO WILL COME AROUND TO EACH GROUP.
- At the safe area :
- When the group arrives at the safe area, check for any missing students and report them to the building administrator.
- Do not block any door or gate that may be used by emergency response personnel.
- While at the safe area, teachers supervise the group closely. There may be a great deal of confusion and emergency vehicles will need access to the site.
- If there was a fire in the building, be alert for students who may smell of smoke. Alert school administrators to any suspicious activities relating to the fire including what may be overheard from students.
- Do not re-enter any school buildings until fire department officials declare them safe and authorize re-entry.
- Transport students as needed.
B. Severe Weather
- Tornado/Severe Thunderstorm/Indoor Shelter. These procedures are for any weather situation in which students and staff should remain in the building and seek shelter.
Procedures before the emergency :
- The school district will identify both potential problem areas on the campus and areas with the highest degree of safety for students and staff. Unsafe areas include rooms with large unsupported roof spans, large windows, or rooms located where they will receive the full force of the wind such as upper floor gymnasiums and auditoriums. Safe areas include small rooms with few windows, on the lowest floor of the building, and at the interior of the building, such as restrooms, locker/shower areas, basement gymnasiums, and closets.
- Facility diagrams will be prepared for each classroom/office/work area showing the most direct evacuation route to the safest areas of the building.
- Provide training to appropriate staff, including the crisis response team, on how to deal with inoperative communication systems, absence of natural light in a power outage, inoperative devices in a building with students who have special needs, and inoperative refrigeration systems, alarms, heating and cooling systems.
- Review “drop and tuck” procedures with students.
- Keep a record of all tornado drills performed at the building in the building administrator’s office.
Procedures when a tornado/severe thunderstorm watch has been issued :
A tornado/severe thunderstorm watch is issued when weather conditions are prime for the formation of a tornado or severe thunderstorm, but none have been spotted so far.
- Monitor Emergency Alert Stations.
- Bring all persons inside the building. Keep students, staff, and visitors inside the building.
- Close windows and blinds.
- Review tornado drill procedures and the location of the closest safe areas.
- Review “drop and tuck” procedures with students.
Procedures for tornado drills :
For tornado drills or warnings, the following procedure will be followed:
THE WARNING SIGNAL WILL BE A LOUD, CONSTANT SIREN, AND THE ALL CLEAR SIGNAL WILL BE A SHORT DURATION SIREN.
Upon the sounding of the tornado alarm, staff and students should walk quickly and QUIETLY to the following designated areas. DO NOT TALK; do not return to class until the all clear signal has been sounded. Teachers and staff should extend their responsibility to check each room to see if any children are left in the rooms, then shut lights off as an indication that the room has been cleared.
a. AREA: If outside, return to the school immediately and be seated in the safest area. If outside and you are not able to get to the building, find the lowest spot available and lay down.
b. AREA: TEACHERS' LOUNGE/CLASSIFIED LOUNGE
Personnel should remain in the lounge.
c. AREA: WEIGHT ROOM
Students and staff should return to the main school building through the west doors by the new gym and be seated on the north side of the locker hallway.
d. AREA: CUSTODIAL AREA
Personnel should move into the janitorial area which does not have windows.
e. AREA: ELEMENTARY GYM
Students and staff should report to the boy’s locker room and be seated along the locker area.
f. AREA: NEW GYM
Students and staff should move to the hallway past the band room by the bathroom area and be seated against the north/south walls.
g. AREA: HIGH SCHOOL ROOM 155 (BAND/PRACTICE ROOMS)
Students and staff should remain in both classrooms and be seated against the north and east walls.
h. AREA: ROOM 207
Students and staff should remain in the room and be seated along the west wall.
i. AREA: KITCHEN PERSONNEL
Students and staff should remain in their respective areas. If elementary or secondary students occupy the cafeteria at the time of the alarm, they should move to their respective hallways and be seated.
j. AREA: LOCKER ROOMS
Students and staff will remain in the room and be seated along the locker areas.
k. AREA: ROOM 117
Students and staff should remain in the room and be seated along the west wall.
l. AREA: ROOM 118
Students and staff should remain in the room and be seated along the west and east wall.
m. AREA: ELEMENTARY CLASSROOM 119
Students and staff should be seated on the southwest wall in respective classroom.
n. AREA: ELEMENTARY CLASSROOM 121
Students and staff should leave room 121 through the west door, enter east office door and be seated on both sides of the main hallway.
o. AREA: ELEMENTARY CLASSROOMS 122, 123, 124, 125, 128, 129, 130, 131
Students and staff should be seated against the walls of the elementary hallway.
p. AREA: ELEMENTARY CLASSROOMS 126 AND 127
Students and staff should be seated along west wall of the classrooms away from windows.
q. AREA: ELEMENTARY CLASSROOM 134
Students and staff should remain in the room and be seated along the east wall.
r. AREA: ELEMENTARY CLASSROOM 135
The teacher and his/her students should move into the special education hallway and be seated.
s. AREA: ELEMENTARY CLASSROOMS 132, 133 AND 137
Students and staff should remain in their respective rooms.
t. AREA: ELEMENTARY CLASSROOM 222
Students and staff should be seated on the south wall and in the al a carte service area.
u. AREA: HIGH SCHOOL ROOMS 152
Students and staff should remain in the room and be seated against the walls.
v. AREA: HIGH SCHOOL ROOMS 153 AND 163
Students and staff should exit the room and be seated on the south side of the jr. high hallway against the lockers.
w. AREA: HIGH SCHOOL CLASSROOM 154
Students and staff should remain in the room and be seated on the east end of the south wall.
x. AREA: HIGH SCHOOL CLASSROOM 160
Students and staff should remain in the room and be seated on the north wall.
y. AREA: HIGH SCHOOL CLASSROOM 161
Students and staff should remain in the room and be seated on the west wall.
z. AREA: HIGH SCHOOL CLASSROOM 168
Students and staff should be seated against the west wall in the room.
aa. AREA: HIGH SCHOOL CLASSROOM 170
Students and staff should remain in the room and be seated against the walls.
bb. AREA: HIGH SCHOOL CLASSROOM 176
Students and staff should remain in the room and be seated along the north and east walls. The photography room should be used if needed.
cc. AREA: HIGH SCHOOL CLASSROOMS 179 AND 182
Students and staff will take cover in room 179 and be seated along the south and west walls.
dd. AREA: HIGH SCHOOL CLASSROOMS 184, 186, 187, 188, 189, 190, 191,
Students and staff should be seated against the hallway walls. No one should occupy the space from the top of the ramp to the west exit. Students should move down the hall as far as possible from the west end windows.
ee. AREA: HIGH SCHOOL CLASSROOMS 192 AND 193
Students and staff should remain in the room 193 and be seated along the east walls.
ff. AREA: HIGH SCHOOL ROOM 207
Students and staff remain in the room and be seated against the walls.
gg. AREA: HIGH SCHOOL ROOM 215
Personnel should move out of the room and be seated against the south side hallway exit.
hh. AREA: HIGH SCHOOL CLASSROOM 218
Students and staff should be move out of the room and be seated against the south side hallway exit.
ii. AREA: DISTRICT AND PRINCIPAL’S OFFICES
Personnel should move to the teachers’ workroom area.
jj. AREA: HIGH SCHOOL CLASSROOMS 254 AND 259
Students and staff should enter the high school through Door 4 and be seated against the hallway walls. No one should occupy the space from the top of the ramp to the west exit. Students should move down the hall as far as possible from the west end windows.
Procedures after the emergency :
- Notify the utility company if a break is suspected in the building gas, water, or electrical lines.
- Check utilities and electrical devices for damage due to any outage.
- Flooding/Evacuation. These procedures are for any weather situation which requires students and staff to evacuate the building.
Procedures for the building administrator if a building is in an area where a flood watch has been issued :
- Monitor weather conditions by using weather alert radios, an AM/FM radio, or contact local emergency management officials regarding the emergency condition.
- Keep staff posted of changes or emergencies.
- Review evacuation procedures with staff and prepare students.
- Check relocation centers and secure transportation to them.
Procedures for buildings in an area where a flood warning has been issued :
- If advised by local emergency management officials to evacuate, do so immediately.
- Follow evacuation procedures; teachers take class rosters.
- Turn off utilities in the building and lock the doors.
- Take attendance after evacuation to the shelter. Report any missing students to the building administrator.
- Notify parents or guardians per school district policies.
- Stay with the students until released to a parent or guardian.
- Blizzards. Public warnings are issued by the Weather Bureau through radio, T.V., by weather monitor when a blizzard is anticipated, and by phone for school announcements. Call 652-3500, press 5, then 2 for message about school cancellation or late starts. The superintendent or designated person shall warn students to:
- Go directly home after school day. (School personnel should be aware of individual students who are authorized to go to residences other than their own homes).
- Be cautious of low visibility in crossing streets, etc.
These procedures apply to close contact physical confrontations including fist-fights, knife assaults, and the use of other weapons which require close proximity to result in a significant physical threat.
- Ensure the safety of all students and staff.
- Contact the building administrator, police liaison, or 911, if necessary.
- Approach in a calm and controlled manner. If possible, address the combatants by name and use a distraction to defuse the situation.
- Control the scene and demand that the combatants stop; clear onlookers.
- Contact CPR/first aid certified persons in the school building to handle medical emergencies until local law enforcement agents arrive, if necessary.
- Escort the combatants to the office keeping them away from each other and other students.
- Seal off the area where the assault took place.
- Notify the building administrator. The building administrator will:
- Notify the superintendent and combatants’ parent(s) or guardian(s), as appropriate.
- Investigate by means such as obtaining statements from the combatants and witnesses; deal with the situation in accordance with school district discipline and harassment and violence policies, as appropriate.
- Notify law enforcement or school liaison officer, as appropriate, if a weapon was used, the victim has a physical injury causing substantial pain or impairment, or the assault involved sexual contact (intentional touching of anus, breast, buttocks, or genitalia of another person in a sexual manner without consent, including touching of those areas covered by clothing).
- Assess counseling needs of victim(s) or witness(es). Initiate the grief-counseling plan, if necessary.
- Document all activities.
D. Bomb Threat
A bomb threat should always be considered a real and immediate danger to students and staff and requires an immediate response by the person receiving the bomb threat message. Consequently, all staff should be familiar with the bomb threat procedures established by the school district. No bomb threat will be disregarded as being a prank call.
It is important that all staff be knowledgeable in the procedures to initiate evacuation, in the notification of local law enforcement agencies and appropriate personnel, and in the steps to take before the site is cleared for reentry. All staff should be aware of the location of bomb threat procedures.
If the building administrator determines it is necessary to evacuate the campus, the superintendent and local law enforcement agents should be consulted to determine how parents and guardians can be notified, school facilities can be protected, and crowd control can be provided, if needed.
At least one bomb threat drill should be conducted each school year. Because evacuation of the students and staff is the response used for a number of other crises in addition to bomb threats, staff members will probably not be aware they are evacuating because of a bomb threat. Therefore, it is good practice that whenever exiting the classrooms or work areas for any kind of drill, all personnel should quickly inspect their work area for anything unusual or out of place and be aware of any unusual or suspicious persons on the site.
Never attempt to touch, move, dismantle, or carry any object that is suspicious.
- Procedures for bomb threat recipient :
If you receive a bomb threat by written message, preserve the note for the police by touching it as little as possible and placing it in a document protector or plastic bag, if available. Go to Step 2.
If you receive a bomb threat by telephone :
- Person receiving call should seek the following information from the caller:
- 1. Time bomb is set to explode
- 2. Exact location of the explosive
- 3. How many explosives are involved
- 4. Size of the explosive
- Person answering phone attempt to recognize certain characteristics of the caller:
- 1. Voice tone/accent
- 2. Sex of caller
- 3. Age of caller
- 4. Background noise
- Person answering phone should not hang up even if caller breaks connection (caller ID, if available should be installed.
- School Administrator or Supervisor in charge of the district at that time should be notified immediately. If none available, 911 call should be made to report the incident. (This would also be the first step if a suspicious object were located in the building and no phone call was received or threat is made by note, Internet, or any other means than phone.)
- Evacuate the building according to preset evacuation procedures (see attached). Direct the evacuation route away from the object (if one is located.
- Notify custodial staff of door security once the building is evacuated.
- Two way radios, walkie talkies or cell phone should be shut off immediately upon being informed of the bomb threat or the location of a suspicious object.
- School personnel should not search for or touch any unfamiliar object before, during or after the evacuation of the building.
- Setting Up a Command Post for Administration to Communicate with Parents and Law Enforcement Officials
- A predetermined location will be established for all school staff and students to report.
- Churches or other nearby safe facilities can be considered and included in the evacuation plan.
- Teachers and aides will be responsible for controlling and supervising student groups or individuals assigned to them at the time of the alarm. An accurate roll call should be made immediately after exiting the building. Any unaccounted for students or staff should be reported to the administrator or supervisor in charge for that day.
- Using an outside phone, i.e., located at the temporary holding site, the administrator/supervisor shall call the phone company for immediate assistance in channeling all phone calls coming into the school to the temporary holding site or to a phone controlled by the chief law enforcement/fire chief official near the school grounds. (This can be done by calling the local phone company.) Also, call other officials for school closure announcement.
- From the holding site, the administrator in charge should call the transportation director and request that all bus drivers report to the holding site for student transportation home (after radio and TV school closure announcements have been made -- the standard procedure is to have the building evacuated and secured for twelve hours, unless it is determined by law enforcement to open it sooner.)
- Re-Opening of School:
- a. Clearance must be obtained from the emergency officials in order for anyone to reenter the building.
- b. Upon return to the school, staff and students should be informed of basic facts of what occurred and the consequences for the perpetrator. No names should be used so data privacy laws are not violated. Counseling should be available, if necessary, for all staff and students.
- c. Review of procedures for bomb threat drills should be done on a regularly scheduled basis and actual drills should be completed at the beginning of each school year.
E. Demonstration or Disturbance
These procedures are for dealing with anyone causing or participating in a demonstration or disturbance at the building: individual students, student groups, or outside individuals or groups not associated with the building.
- Notify the building administrator of the disturbance.
- During the disturbance, the building administrator will take corrective action, such as:
- Ask the demonstrators to disperse.
- Notify the superintendent.
- Notify the local law enforcement agency, if necessary.
- Contain the disturbance by sealing off the area, to the extent possible.
- Secure the building, if necessary.
- Shut off bells, if appropriate.
- Relocate people involved in the disturbance to an isolated area, to the greatest extent possible.
- During the disturbance, teachers should:
- Keep students in classrooms and lock the door. Do not allow students out of the classroom until the building administrator gives an all-clear signal.
- Make a list of students absent from the class.
F. Hazardous Materials
If a major chemical accident necessitates student and staff evacuation, the fire department or other appropriate agency will be consulted and may take command and control of the situation.
Procedures for reporting chemical accidents should be posted at key locations (i.e., chemistry labs, art rooms, pool area, janitorial closets). School buildings must maintain Material Safety Data Sheets (M.S.D.S.) for all chemicals on campus. State law, federal law, and OSHA require that pertinent staff are aware of where to access these sheets in the case of a chemical accident.
Procedures for on-site chemical accidents :
- HAZARDOUS SUBSTANCE EXPOSURES - School Response
If you suspect that you may have been exposed to a hazardous substance, the following steps should be followed:
- Check labels for emergency or accidental exposure instruction.
- Follow instructions on the label completely. Seek medical attention, if necessary.
- Consult “MSDS sheets” for additional information or survey documentation located in the school office Safety Center or maintenance department.
- If the item is not identified, contact the Health & Safety Office for the technical data.
- Notify your supervisor and the school’s safety representative of the incident/accident requiring medical attention or your continued concern regarding potential hazardous exposure.
- ADDITIONAL INFORMATION OR RESOURCES
- Unlabeled, outdated, used, or discontinued chemicals should be identified for disposal. Contact the Health & Safety Office for assistance.
- After hours access to the “Safety Center” can be arranged with the school office.
- HAZARDOUS MATERIAL ACCIDENTS - Community Response
Notification of hazardous material accidents may originate from Local or State Emergency Response professionals. The incident could involve an overturned tanker truck, derailed train, and broken fuel or natural gas lines, etc. The accident can affect the surrounding communities.
In the event of such an occurrence, the following procedure should be followed:
- The superintendent will establish a communications network with staff, students, and the principal of schools.
- The superintendent will determine the need for evacuation in conjunction with the principal and local authorities.
- If the school is not considered a safe harbor and evacuation is necessary, the superintendent shall implement “EMERGENCY DISMISSAL” procedures.
- Consideration and direction should be given to the movement of students and staff. Moving in a direction across the wind path reduces exposure to airborne contaminant. NEVER move directly into or against wind which may be carrying toxic fumes.
- If first aid is necessary, the superintendent shall implement the “MEDICAL” emergency procedures. Remember, persons may be carrying toxic vapors and fumes that can effect first- aid responders.
Individuals who pose a possible threat could include a sniper on campus, someone who may attempt to abduct or injure a student, or any unauthorized visitor without a legitimate purpose. It may be a law enforcement agency who notifies the school or school district of the dangerous situation, or it may be school personnel who first recognize the danger.
Procedures before the emergency :
- Implement lock-down procedures to secure the school building, to keep students inside and keep the danger outside of the building away from students and staff. A code word should be predetermined to alert staff when the school building will be secured and lock-down procedures initiated.
Procedures for the staff member who sees an unauthorized intruder :
- If possible, have another staff person accompany you when approaching an intruder that does not indicate a potential for violence.
- Politely greet the intruder and identify yourself.
- Ask the intruder to identify himself or herself and to state what is the purpose of his or her visit.
- Inform the intruder that all visitors must register at the main office.
- If the intruder’s purpose is not legitimate, ask him/her to leave and accompany intruder to exit if possible, or arrange for someone else to accompany the intruder.
- If the intruder refuses to leave or is a repeat offender, warn him or her of the consequences of staying on school property. Inform him or her that the police will be contacted.
- If the intruder still refuses to comply, notify building administrator or police liaison and give as complete a description of the person as possible.
- Walk away from the intruder if the intruder indicates a potential for violence. Do not attempt to disarm anyone with a weapon or physically restrain anyone who may be capable of inflicting bodily harm. Monitor the intruder leaving campus, if possible.
- Call 911 and provide law enforcement agents with as much identifying information as possible (physical description, location in the school building, where the person is going, if the intruder is armed).
Witness to a hostage situation :
- If the hostage taker is unaware of your presence, do not intervene.
- Call 911 immediately, if possible. Give the dispatcher details of the situation, ask for assistance from the hostage negotiation team.
- Seal off the area near hostage situation, to the extent possible.
- Notify the building administrator who may elect to evacuate the rest of the building.
- The police or hostage negotiation team will assume command and control of the situation when they arrive.
If taken hostage :
- Follow instructions of the hostage taker.
- Try not to panic. Calm students if they are present.
- Treat the hostage taker as normally as possible. Be respectful. Ask permission to speak. Do not argue or make suggestions.
Procedures after the emergency :
- Designate a spokesperson to handle media calls, questions, and contacts.
- Prepare a news/information release, as appropriate.
- Prepare a parent and guardian letter, as appropriate.
- Hold an information meeting with all staff.
- Initiate the grief-counseling plan, if appropriate.
- General Medical Guidance
Every school has:
- Comprehensive written emergency care policies - found in the school Health Office - Minnesota School Health Guide and Protocols and standing orders.
- Adequate first aid supplies readily available in the school health office.
- Nurse or other designated staff members competent to provide first aide.
- Procedures for notifying the school nurse or other designated staff member of all medical emergencies.
- Specific Medical Guidance
- Let the nurse or an experienced first aider assume responsibility. If no other better qualified person is available, take charge yourself. (Call emergency 911 when deemed necessary).
- Look for breathing, serious bleeding, pulse and poisoning.
- Treat any severely injured person for shock.
- Do not move the patient unless there is real danger of further injury at the scene.
- Keep calm and reassure the patient.
- Never attempt to give liquids to an unconscious person.
- The MN Dept. of Health is responsible for all regulations governing the control of communicable disease.
- At the first sign of contagion that could reach epidemic proportions:
- Call Health Services.
- Health Services department will take necessary action.
- Serious Injury/Death
- Call 911, but do not leave the victim unattended.
- Contact a first aid provider (school nurse) or a member of the crisis response team. We do not honor "Do Not Resuscitate/Do Not Intubate" orders.
- Check for medical identification -- wrist, neck or ankle.
- Clear onlookers and isolate the victim.
- Perform preliminary first aid, if trained.
- Do not move the victim unless an immediate emergency situation dictates evacuation.
- Notify the building administrator.
- Designate a staff person to accompany the injured or ill person to the hospital.
- Administrative follow-up may include the following:
- Notify parent(s) or guardian(s) of an injured or ill student or a family member of an injured or ill employee.
- Notify the superintendent.
- Determine method of informing staff, students, and parents, if appropriate.
- Prepare an accident report.
- Initiate the grief-counseling plan, if appropriate.
- Prepare a news media release with the superintendent, if appropriate.
- Serious Accidents and Acute Illness
- Dial 911 for emergency.
- Administer needed first aid.
- Check for medical identification; wrist, neck or ankle. (Check purse or wallet only in the presence of another witness).
- Contact a relative.
- Call appropriate supervisory office if victim is staff member.
- When student circumstances warrant the use of an ambulance, parents will be responsible for the expenses incurred. Call 911 for an ambulance.
- Minor Accidents and Illness
- Contact parent at home or work.
- Contact a designated neighbor or relative and ask that they care for the child until parents can be reached.
These procedures apply to snipers inside or outside of the school building or any other firearm threat that poses an immediate danger. The threat may also result from an intruder or from participants in a demonstration.
Procedures for staff and students if a person threatens with a firearm or begins shooting :
- If outside, staff and students should go inside the building as soon as possible. If staff or students cannot get inside, they should make themselves as compact as possible, put something between themselves and the shooter, and not gather in groups.
- If inside, staff, students and visitors should turn off the lights, lock all doors and windows, and close the curtains, if it is safe to do so.
- Staff, students and visitors should crouch under desks without talking and remain there until an all-clear signal is given by the building administrator.
- If safe to do so, staff should check the halls for wandering students who are not the threat and bring them immediately into a classroom, even if they are from another classroom. When it is safe to do so, staff should notify the office if students from another class are in their room.
- Take roll call and notify the building administrator of any missing students or staff, when it is safe to do so.
Procedures for the building administrator or police liaison if a person threatens with a firearm or begins shooting :
- Assess the situation as to:
- Shooter’s location,
- Injuries, and
- Potential for additional shooting.
- Call 911 and give them as much detail as possible about the situation.
- Secure the school building, if appropriate.
- Assist students and staff in evacuating from immediate danger to a safe area.
- Care for the injured to the extent practicable until emergency personnel arrive.
- Refer media calls, contacts, and questions to the school district spokesperson.
- Meet with the superintendent to prepare a news or information release.
- Notify parents and guardians per school district policies, if appropriate.
- Hold an information meeting with all staff, if appropriate.
- Initiate the grief-counseling plan, if appropriate.
Procedures for a suicide attempt :
- Intervene prior to an attempted suicide, as appropriate. Try to calm the suicidal person.
- Prevent others from witnessing a traumatic event, if possible. Isolate the suicidal person or victim from other persons. Remain calm and reassure students.
- Call 911 if the person dies, needs medical attention, has a weapon, or needs to be restrained.
- Notify the school psychologist or counselor, building administrator, or appropriate crisis intervention or mental health hotline.
- The building administrator will activate the crisis response team.
- Stay with the person until counselor/suicide intervention arrives. DO NOT LEAVE A SUICIDAL PERSON ALONE.
- Designate a responsible adult to meet with emergency personnel upon arrival.
- The building administrator will notify the superintendent and the parent(s) or guardian(s) if the suicidal person or victim is a student, or a family member if the person is a staff member.
- The building administrator may arrange a meeting with parents and the school psychologist or counselor to determine a course of action.
- Determine method of notifying students, staff and parents, as appropriate.
- Initiate the grief-counseling plan, if appropriate.
K. Terrorism (Chemical or biological threat)
Upon receiving a chemical or biological threat phone call :
- Complete the “Chemical/Biological Threat Phone Report” and “Caller Identification Checklist.”
- Listen closely to the caller’s voice, speech patterns, and to noises in the background.
- After hanging up the phone, immediately dial the callback service in your area to trace the call, if possible.
- Notify the building administrator who is responsible for notifying the local law enforcement agency.
- The building administrator may order an evacuation of all persons inside the school building(s), or other actions, per school district policies.
- If evacuation occurs, teachers should take the class roster.
Upon receiving a chemical or biological threat letter :
- Minimize the number of people who come into contact with the letter by immediately limiting access to the area in which the letter was discovered.
- Seal the letter in a zip-lock bag or another envelope.
- Call 911 first, then the Minnesota Duty Officer at 1-800-422-0798. The backup number is 651-649-5451.
- Separate “involved” people from the rest of the students and staff for investigation. Involved people are those who had direct contact with the letter or were in the immediate area when the letter was opened.
- Remove “uninvolved” people from the immediate area. Uninvolved people had no contact with the letter and were not in the immediate area when the letter was opened.
- Ask “involved” people to remain calm until emergency response officials arrive.
- Ask “involved” people to minimize their contact with the letter and the surrounding area; the area should now be considered a crime scene.
- Get advice of emergency response officials regarding decontamination and change of clothing for persons who opened or handled the letter without gloves.
Evacuation procedures :
- The building administrator should notify staff and students of evacuation.
- Lead students calmly to the nearest designated safe area away from the school building.
- Teachers take roll call after the evacuation. Immediately report any missing students to the building administrator.
- Students and staff who were “involved” in receiving the threat (by telephone or letter) will be evacuated as a group, separate from “uninvolved” students and staff.
- The building administrator will announce the termination of the emergency after consulting with emergency response officials.
- Notify parents and guardians per school district policies.
- Notify the media per school district policies, if appropriate.
L. Utility Dangers
- Electric Power Failure:
- Call MN Power Company. (Refer to call list).
- Notify buildings and grounds personnel. (Refer to call list).
- Custodial staff will notify school superintendent
- The superintendent shall notify the principal as deemed necessary
- Gas Line Break:
- Clear immediate area.
- Notify superintendent or person in charge of evening or night activities.
- Clear building if necessary (superintendent’s decision).
- Call Fire Department - 911.
- Call Gas Service Co. (732-5397)
- Superintendent notifies principal. (If no administrator is available, contact supervisor of building.)
- Water Main Break:
During school hours:
- Notify building custodian supervisor.
- Shut off water.
- Call City Clerk. (652-3866)
- If flooding occurs and pumping is needed, notify Don Unthem or City Hall. (652-3866).
- Call buildings and grounds personnel. (Ext. 221)
- Notify superintendent in charge of building. (Ext. 103)
After school hours:
- Custodian call 911.
- Call buildings and grounds personnel.
If a student or staff member is aware of a weapon brought to school :
- Immediately notify the building administrator, teacher, or police liaison.
- Tell them the name of the person suspected of bringing the weapon, where the weapon is located, if the suspect has threatened anyone, or any other details that may prevent the suspect from hurting someone or himself or herself.
- If a teacher suspects that a weapon is in the classroom, he or she should confidentially notify a neighboring teacher or the building administrator. Do not leave the classroom.
Procedures for the building administrator if a weapon is suspected :
- Call the local law enforcement agency if a weapon is reasonably suspected to be in the building or on school grounds.
- Isolate the suspect from the weapon, if possible. If the suspect threatens with the weapon, do not try to disarm the suspect. Back away with arms up. Stay calm.
- Ask another administrator or police liaison to join in questioning the suspected student or staff member.
- Accompany the suspect to a private office and wait for local law enforcement agents.
- Inform the suspect of his or her rights before you conduct a search of their property, if appropriate.
- Document the incident and report it, if appropriate. (Minn. Stat. § 121A.06 – Reports of dangerous weapon incidents in school zones.)
- Notify parents or guardians if the suspect is a student and explain to them why a search was conducted and the results of the search.
N. Dangerous Incident Reporting
- The superintendent
When a disturbance is imminent, the superintendent along with the administrative staff (including the police liaison officer) should assess the situation to determine its seriousness and its seriousness and its effect on the safety of students and staff before taking any action. Upon determination that the situation is threatening to the safety of students and staff, the following procedures should be follows:
- Put into effect the prearranged individual building emergency plan.
- Notify principal.
- Notify Nevis Police Department, telephone 911 (if uniformed police are used, designate an entrance and room where they may enter and remain until needed as precautionary measure).
- Keep faculty informed of the situation through phone call chain or public address system.
- Notify superintendent immediately of possible demonstrations or disturbances.
- Assist in communication through telephone chain and keep fully informed of the situation.
- Perform assigned duties and responsibilities as prearranged: i.e., carry on with their class; teachers on preparation time move to assigned entryways.
- File an Incidents Report on all damage, violence, theft, arson, occurring in their vicinity with names, time, lace and action taken.
- Help minimize the disturbance by remaining clam, using good judgment and care not to communicate personal fears and emotions to students.
- Student Relations
- Meet and confer with student representatives to dispel rumors, calm fears, and provide as near normal operation as possible.
- Keep students informed of situation through normal channels of communication.
- Encourage students to remain in their classrooms.
- Advise students of the threat to their welfare if they should leave the room or building.
- Do not utilize students or student groups to quell a disturbance when it might jeopardize their safety or normal relationship with their peer group.
- Custodial Staff
- Report to preassigned stations to secure the physical plant; i.e., utilities, fire alarm system, etc.
- Lock lavatories and seal off traffic flow to disturbance area.
- Keep storage closets with volatile substances, mop and broom handles, locked at all times.
- Clerical staff
- Place all monies and essential records in the vault and lock.
- Keep switchboard clear for emergency calls.
- Secure or lock public address or communications room.
- Closing of Schools
Only the superintendent can legally authorize the closing of a school. If the decision to close school is made:
- Parents should be informed as quickly as possible through radio or T.V. or calling the school at 652-3500, press 5, then press 2 for message.
- Students and staff notified through normal communications.
- Notify transportation office of emergency dismissal.
- Transportation office will notify other schools of possible change in their bus schedules.
42 U.S.C. § 5121 et seq. (Disaster Relief and Emergency Assistance)
Minn. Stat. Ch. 12 (Emergency Management)
Minn. Stat. § 121A.06 (Reports of Dangerous Weapon Incidents in School Zones)
Minn. Stat. § 121A.035 (Crisis Management Policy)
Minn. Stat. § 299F.011 (Minnesota State Fire Code)
Minn. Stat. § 299F.30 (Fire Drill in School)
Minn. Stat. § 299F.391 (Health Care, Education, or Lodging Facility)
Minn. Stat. § 299F.452 (Reporting Malicious False Fire Alarm)
Minn. Stat. § 299F.47 (School Inspections)
Minn. Stat. § 609.605, Subd. 4 (Trespasses on School Property)
Minn. Rules Part 7510 (Fire Safety)
Minnesota State Fire Code
MSBA/MASA Model Policy 407 (Employee Right to Know – Exposure to Hazardous Substances)
MSBA/MASA Model Policy 413 (Harassment and Violence)
MSBA/MASA Model Policy 501 (School Weapons Policy)
MSBA/MASA Model Policy 506 (Student Discipline)
MSBA/MASA Model Policy 532 (Use of Peace Officers and Crisis Teams to Remove Students with IEPs from School Grounds)
MSBA/MASA Model Policy 903 (Visitors to School District Buildings and Sites)