Multi-Hazard Emergency Response & Crisis Management Process: Vol. 64

SAFER SCHOOLS NEWS-VOL. 64 

Does Your School have a Comprehensive and Fully Coordinated Multi-Hazard Emergency Response and Crisis Management Plan?

Multi-Hazard Emergency Response and Crisis Management Plans Process

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* To Schedule this training click here

Multi-Hazard Emergency Response and Crisis Management Plans ProcessThe information presented on this page is to assist school districts and other organizations in responding to the growing threat of internal and external Violence/Terrorism in our Country as well as accidental and natural disasters.  Organizations should move forward with Emergency/Crisis Response Planning and they should understand that this is a Dynamic Process which Keys’ Professionals are trained to help with.   This information may be used to help Organizations plan in the grant process or just to help them see where they are and where they need to go in this dynamic process. Keys To Safer Schools.com has, therefore, provided this framework from which Organizations can extract critical planning information for the completion of this Crisis Planning process.

How to use this Model Program: The entire Model Program consists of seven (7) distinct phases in the building of a comprehensive and integrated Emergency Response/Crisis Plan along with School or location Site Specific Plans. It can be copied in its entirety and submitted as the Program Description of the Application (if needed) or individual Phases may be copied and grouped to fit the needs of a particular organization. Organizations may select the Phases they are interested in Keys providing and/or may have Keys evaluate their Organization to determine their specific need.  Cost is based on which phases are needed.

NOTE:The first part of the first phase is exploratory and may be requested separately as a means for the Organization to determine current levels of readiness and areas of need. This diagnostic information could then be used to verify adequacy of the present plan or as justification for this or another grant in the future. 


Table of Content
Click on Phases below to learn more

Evaluate the District Need

Phase I: Evaluate the District Need
Phase II: Evaluate the Schools Needs

Staff & Crisis Teams Skills Training & Overview Phase V: Staff & Crisis Teams Skills Training & Overview
Assessing Safety & Security of Schools

Phase III: Assessing Safety & Security of Schools

Implementation Procedures

Phase VI: Implementation Procedures

Development of a Multi-Hazard Emergency Response and Crisis Management Plans Phase IV: Development of a Multi-Hazard Emergency Response and Crisis Management Plans Recovery Process Phase VII: Recovery Process

See “Phases I-VII” Below


Phase I:
Evaluate the District/Organizations Need
Top

The first step in any journey is to know where you are now. The next step is to determine where you want to be and the third is to decide on the route. This phase is divided into these same elements, referred to as Meetings.

  • Meeting 1: Determine the Need

Subject Matter Experts (SME) will meet with Organization’s Officials who are members of the policy and decision making element of the organization. The existing Emergency Response/Crisis Plan will be explored (if desired, evaluated utilizing Keys’ assessment tool)  for its ability to meet possible contingencies. Guided by the SME’s, the Organization’s Officials will determine if the existing plan is;

  • adequate as is,

  • needs to be modified or

  • needs to be scrapped and start all over.

Once this decision is made, they will then review this entire program specific to the needs of the Organization and select the phases (see Phase above) that they feel necessary for providing a safe learning environment for their students, staff and others.

[This Meeting is a stand alone and could be all Keys’ will do.  Price is a per Subject Matter Expert (minimum of 2) times the number of days, plus expenses. The remainder is open to negotiation and will be based on a package deal.]

  • Meeting 2: Implementation plan of phases

SME’s will meet with Organization’s Officials/Key Personnel as above, plus individual school principals or site directors. Using the list of Phases to be completed as developed in Meeting 1 above, a specific plan will be developed for implementing the selected Phases.  Items of interest for this meeting include but are not limited to:

  1. Scheduling in concert with the Organization’s Activity Calendar

  2. Information needed to complete each Phase selected

  3. Special concerns of the Principals or Site Directors

  4. Selecting of possible trainings augment and/or complete each Phase.

  • Meeting 3: Philosophy—theory of Crisis Planning

This is an essential foundation building training conducted by uniquely qualified SME’s. Organization’s Key Personnel, especially the Crisis Teams, will attend to insure uniformity of information and consistency in exercising plan functions. Many members of an organization will have had some training in this area. However, it is critical that all receive the same training to insure that there will be no breakdown during a crisis.   Learn More about this component.

Phase II:
Evaluate the Schools/Organizations Needs

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Subject-Matter-ExpertsSME’s will meet with individual school Principals/Site Directors and their Crisis Teams to determine the specific needs of each school/site. To facilitate this Phase being accomplished in a timely manner, schools/sites may be grouped regionally, functionally or in some other manner to expedite the flow of information. These series of meetings will examine such areas as Visitor Policy and Practice, Communications Systems, Traffic, Parking and others. To help the principals/directors prepare for these meetings, a Workbook will be distributed in advance to be completed and brought with them to the meeting.  Workbook covers items like:

  • School/Organization Crisis Team Members (Name, title, function on team and more.)

  • Location of Alternate Evacuation Site,if organization is required to evacuate off school/organization grounds.

  • How to assess a Crisis/Emergency/Disaster, what steps they should take and specifically who should take them – and much more…

Phase III:
Assessing Safety & Security of Schools

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SME’s will conduct a physical site inspection of each school/site and other organization facilities assessing the effectiveness of safety & security present and needed improvements. A minimum of a half day per school/site is required. To Learn more about: Facility Site Safety Assessment Survey

Facility Site Safety SurveyThis phase may also include Town Meetings using the PTA/PTO, the School/Organization Board or venues available for the community to present their perceptions of safety issues.

[Possible Addition] Community surveys will be taken to determine the perception of safety with the District/Organization from the communities point of view and to determine their desires for the District/Organizations Crisis Plan.

The final step in this phase is a formal presentation of findings. One presentation will be for the Organization as a whole covering policy and global decision making. Multiple smaller presentations will offer the schools/Sites (individually or regionally) an opportunity to hear and see short comings and suggestions for improvement.

Phase IV:
Development of a Multi-Hazard Emergency Response and Crisis Management Plans
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Multi-Hazard Emergency/Crisis Response PlanAdditional detailed information is available on another page.  To review clicking here!

  • Meeting 1: Policy Decisions

SME’s will meet with the Superintendent/CEO (and policy decision makers) to determine specific policies for contingencies such as evaluations, shelter procedures, and lock downs for bomb threat and other threats. It would be a waste of time to discuss all options with a large group when the decision makers have already determined the policy.

  • Meeting 2: First Responders Coordination Workshop – Learn more

First ResponderTrainingDistrict/Organizations and Community leaders are brought together to discuss abilities and limitations in an emergency/crisis. This training will highlight the uniqueness of each of the schools/sites within the designated district/organization, county or other boundary and seek to identify areas in their emergency/crisis planning that can be made uniform for First Responders. The schools/site, with the help of the First Responders and others, will;

  • Schools, Terrorism & Homeland Securityidentify ways that they can be a resource for each other in the event of an emergency/crisis or terrorist event.
  • share how schools/sites can provide first responders with updated Multi-Hazard Crisis Plans and maps of every campus and floor plans of every building.
  • discuss jurisdictional issues and roles in a variety of scenarios.
  • have an open discussion on:
    • Responsibility and Authority of the school/site and first responders,
    • Medical personnel will discuss on-site-triage, mass casualty procedures, inoculations, air evacuation requirements and
    • the concept of Command Post operations,
    • Sites of Interest that may pose an increased risk to the surrounding schools/site,
    • on how schools and first responders in implement procedures to handle emergencies/crisis or terrorist events.
  • Crisis Response Flip-Chart

    Crisis Response Flip-Chart

    other items to be covered

  • Meeting 3: District/Organization Plan Development Workshop

SME’s will meet with the District/Organization policy makers and Emergency/Crisis Team Members to work through actions required, specific to this District/Organization, in the event a Crisis/Disaster should occur. Contingencies are developed for each type of crisis in a Multi-Hazard approach. Actions to be taken under each of the Homeland Security Alert will be developed including reactions to Terrorist attacks that involve biological, chemical agents, nuclear as well as conventional explosives.

  • Meeting 4: Individual School/Site Plan Development

SME’s will meet with school/site Emergency/Crisis Teams to go through the Crisis Workbooks they completed. The information developed will be integrated into a master Multi-Hazard Emergency Response & Crisis Management Plan template to insure uniformity across the District/Organization. The number of people who are on multiple campuses/sites within a District/Organization makes it extremely important that words and procedures remain consistent, while the plan itself is unique to each school/site.

NOTE: At the completion of this Phase, the District/Organizations will have a Multi-Hazard Emergency Crisis Plan and a school/site location specific plan for each school/site in the organization. This plan will be in Print as well as in electronic medium so that updates can be made as they occur. Each school/site will have the District/Organization Plan plus their own.  To Learn more…

Phase V:
Staff & Emergency/Crisis Teams Skills Training & Overview
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School Violence Readiness TrainingIn a fully integrated Multi-Hazard Emergency Plan, certain knowledge and skills are required by all staff and team members. SME’s will assist the District/Organization and schools/sites in cataloging required versus available skills and will recommend training where indicated. Some skills (but not limited to) that will be covered are:

  • what is an effective lockdown,
  • how to setup a Command Post,
  • where to shelter
  • how to safeguard students,
  • how to effectively handle a bomb Threat and
  • how to Safe-Guard Transportation Services – see Bus Driver Training– Student Management in a Hostile and Terrorist Environment
  • more…

Other available trainings can be found on our Critical Training Page –> click here.

Phase VI:
Implementation Procedures
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No plan is complete until it is put into place and exercised. Merely publishing a document will not prepare the District/Organization for a Crisis. SME’s assist the District/Organization in developing implementation procedures.

  1. Flip ChartsThe Plan itself may be too bulky to carry around. Smaller flip charts can be kept with the classroom/sites grade book and used as a ready-reference to quickly implement aspects of the Plan. A larger, more detailed flip chart is available for members of the crisis teams so that they can quickly determine the next step that they should take.

  2. Drills: SME’s will assist Districts in conducting drills to insure that the multi-hazard plan is exercised and is functional. These drills can be very large or very small:

    • Crisis Drill Training

      Crisis Drill Training

      Table Top Drills consist of calling 3 or 4 key staff members to meeting, then producing a “what if” scenario of a crisis. They will talk themselves through the actions that they would take, then explore opportunities for improving.  These drills can involve small specialized groups like:

      • District/Organization Crisis Team Members,

      • Nurses – development of Triage Centers

      • Transportation – Recalling of Bus Divers

      • Food Service – Stocking Shelter-in-Place Locations

      • Communication Drills with – outlaying Schools/Site and more.

      • Sheltering in Place

      • Evaluations to Alternate Evaluation Sites

      • Coordination with First Responders

      • and much, much more…

    • Command Post Drills involve the key personnel exercising their communications and decision making. It might extend to relocating to the appropriate alternate sites to insure that communications will still flow.

    • Mock Emergency Drills utilizing the Multi-Hazarded Approach, which involve staff, students/employees and others in this crisis drill. This will sometimes involve make-up and sounds effects to increase realism and interest in the drills. There is a caution here not to frighten younger children.  This type of drill may included any or all of the following;

      • Single Schools/Site,

      • District/Organization or County Schools/Site in system

      • Full Counties or Multiple Counties including, First Responders, Office of Emergency Management, FEMA, Other City, County, State or Federal Agencies, Private Facilities that may pose a Hazard to Schools/Site and others.

      • State Drills involving Biological, Chemical, Nuclear, or Conventional Disasters or Terrorist Attacks.

  3. Debriefings: SME’s will guide District and School personnel in holding debriefings. Getting everyone together, in small groups, after a real or simulated crisis is crucial to Plan development. This is the best means of refining a plan, instilling ownership and building interest.

Phase VII:
Recovery Process
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Crisis Recovery K-RTM Certification TrainingThe goal is to return to normal activities as soon as possible. This will not happen on its own and must be guided.

  1. Crisis Recovery Teams will be identified and trained before a crisis happens.

  2. Crisis Recovery policies must be thought out and in place before hand. The issue of memorials services as an example. Many schools have taken actions on memorials based on the emotion of the moment because they lacked a policy to guide them. Afterward, many of these actions have been regretted.

  3. Linkages to State and Regional Teams will be developed and published. Not all help is helpful. Having these linkages in place will allow the Recovery Team to align help with the actual need.

At the completion of this Dynamic Model Approach your district/Organization will have a,

Contact Keys today to see how we might be able to help your District/Organization with this Model Approach.  Keys may provide chapters to insert into your grant proposal and may help in a number of different ways during the grant process.  Call us or email us to find out how.  Act today for the grant opportunity.

Keys To Safer Schools.com P.O. Box 296 Bryant, AR 72089-0296. (800) 504-7355 “toll free”

Programs to Combat Violence

If you have any comments or questions please Email us at keys@keystosaferschools.com.

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