Common Mistakes to Avoid in School Emergency Planning

Every school day, families and communities are entrusting schools to provide a safe and healthy learning environment for their children. School emergencies can happen in a moment. It is up to administrators to ensure their staff and students are properly trained in how to behave and handle various school emergencies.

School emergencies include but are not limited to; natural hazards (tornadoes, thunderstorms, earthquakes, hurricanes, floods, wildfires, snow), technological hazards (gas leaks, chemical spills, power failure, water failure), biological hazards (infectious diseases, contaminated food outbreaks), and human-caused threats (active shooters, bomb threats, missing child, intruders, serious injury).

School emergencies require effective planning to ensure the safety and well-being of students, staff, and the entire school community. Unfortunately, there are common mistakes that can hinder the effectiveness of emergency planning efforts. In this blog post, we will touch on 7 common mistakes to avoid in school emergency planning and provide guidance on how to avoid them, ultimately leading to more robust and comprehensive school emergency plans.

 

1. Lack of Risk Assessment

A crucial mistake some districts make is neglecting to conduct a thorough risk assessment. Every school district and surrounding community is unique, and it is essential to identify and evaluate potential hazards specific to the school environment for effective emergency planning. This assessment should be carried out by a predetermined emergency planning team.

The team should discuss the probability that the specific threat or hazard will occur by comparing risks posted by the most likely to unlikely. They should then identify which threats or hazards the plan should prioritize and subsequently address.

Assessments can include, but are not limited to: site assessments (such as building access, structural integrity, emergency vehicle access, isolation in a particular region, and response time for law enforcement), culture and climate assessments (regarding bullying incidents), school threat assessments (to identify potential threats from students, staff, or others), and capacity assessments (evaluating first aid certifications, search and rescue training, and availability of medical supplies).

 

2. Inadequate Communication Plan

Another critical aspect of school emergency planning is the establishment of a well-designed communication plan. Failing to establish clear communication protocols can lead to confusion and delays in emergency response efforts. To avoid this mistake, schools should develop a robust communication plan that outlines communication channels, procedures, and roles.

Effective communication needs to occur before, during, and after a crisis, with a designated individual, usually the building principal, taking charge. Before a crisis, the emergency management plan should be communicated to staff, students, and the community, including families and emergency responders, as appropriate. This involves staff training, drills and exercises, collaboration with external agencies, and coordination among schools within the district, among other measures.

During the event, there should be a well-defined communication plan in place for staff, students, and emergency responders. Staff should be aware of how to mark students and themselves as safe. Everyone involved should be informed about how they will receive communication during a crisis.

After the crisis, it is crucial to inform students, staff, and the community, including the media, about the incident and provide guidance on what they can expect moving forward.

Regular testing and training should be conducted to ensure everyone understands the plan and their respective roles in emergency communication.

 

3. Insufficient Staff Training and Education

A well-prepared and educated staff is instrumental in effectively responding to emergencies. Neglecting to provide adequate training for staff is a common mistake that can compromise emergency response efforts. Schools should prioritize staff training on emergency response procedures, protocols, and their roles during emergencies.

Training should be provided to both current and new staff members, including substitute teachers, new employees during onboarding, and staff members moving to a new building or classroom.

It may be challenging for trainees to apply what they learned in training to real-world scenarios. Therefore, comprehensive training programs should be implemented to ensure that staff members are confident and well-prepared to handle emergencies.

 

4. Inadequate Collaboration with External Agencies

Collaboration with external agencies, such as local law enforcement, fire departments, and emergency medical services, is essential for effective emergency planning. Failing to establish relationships and coordination with these agencies is a common mistake that can hinder response efforts. External agencies can provide valuable data on historical threats and hazards faced by the surrounding community.

Another important objective of these partnerships is to foster a safe and supportive environment for students within the school building. This goes beyond physical safety, including the development of tactical and emergency response plans, and encompasses emotional and psychological safety, such as the identification and addressing of bullying incidents.

Inviting community partners, such as law enforcement officers, fire officials, and EMS personnel, who play a role in emergency response, to talk about the plan within the school will help students and staff feel more comfortable collaborating with these partners.

 

5. Failure to Consider Special Needs and Disabilities

Inclusive emergency planning is essential to address the needs of students with disabilities or special requirements. Overlooking these needs is a common mistake that can put vulnerable students at risk during emergencies. Schools should take proactive measures to consider and incorporate accommodations in the emergency plan, ensuring equal access to safety measures for all students.

These plans must comply with the Americans with Disabilities Act and should include provisions for students, staff, and parents with disabilities.

Areas that should be addressed include, but are not limited to: transportation, such as evacuation chairs; sign language interpreters; notification and alerts; emergency medical care and services; and sheltering accommodations.

For more information and technical assistance about the Americans with Disabilities Act (ADA), please visit https://www.ada.gov.

6. Lack of Regular Drills and Exercises

Practicing emergency response procedures through regular drills and exercises is crucial for preparedness. Infrequent or insufficient drills and exercises are common mistakes that can hinder response effectiveness.

Exercises provide valuable opportunities to practice alongside community partners, such as first responders and local emergency management personnel. They also help identify gaps and weaknesses in the emergency plan.

The planning team is responsible for determining the appropriate exercises for each grade level and school building, as well as the frequency based on the risk assessment. While frequent exercise is important, it is vital that they maintain high quality.

Schools should schedule regular drills and exercises to simulate emergency situations and allow students, teachers, and staff to practice response procedures. These drills help build familiarity, confidence, and muscle memory for proper emergency response.

7. Neglecting Plan Review and Updates

Emergency plans should be dynamic and responsive to evolving threats and changing circumstances. They should evolve as the school and planning team learn lessons, obtain new information and insights, and update priorities. Failing to review and update the emergency plan over time is a common mistake that can render the plan ineffective.

To prevent this, schools should establish a review schedule, regularly assess the plan’s effectiveness, and incorporate feedback from drills, exercises, and real incidents. Many schools conduct annual plan reviews, and no part of the plan should go for more than two years without being reviewed and revised. This iterative process ensures continuous improvement and adaptability.

The planning team should also ensure that all community partners, such as first responders and local emergency management staff, have the most current version of the plan.

Avoiding common mistakes in school emergency planning is crucial for creating effective and comprehensive emergency plans. Schools can enhance their emergency preparedness by conducting thorough risk assessments, establishing clear communication protocols, providing staff training, conducting regular drills, collaborating with external agencies, considering special needs, and regularly reviewing and updating the plan. Let’s prioritize thorough planning and preparedness to ensure the safety and well-being of our school communities.