PARENT NOTIFICATION SYSTEMS School District Planning Considerations Planning Considerationsfor Implementing and Activation

A properly implemented and managed Parent/Student/Staff Notification System can serve as a valuable resource tool for school districts. Routine announcements can be delivered much more reliably through electronic resources than the traditional student handout process still in place in many schools. The use of a electronic parent notification can in many cases also aid a school district in reducing copying and paper costs. The reduced costs in these areas may in time equal the cost of implementing and maintaining a electronic system. In the event of a school or community emergency a parent notification system when appropriately activated can provide timely information that reduces panic or anxiety and possibly prevents future hazards. The purpose of this Safe Schools Meeting is to provide information that school district administrators may consider as they develop a process for implementing and activating a Parent/Student/Staff Notification System

Determining Levels of Activation Routine Announcements Routine Announcements Student Absence Notification Student Absence Notification Pending Emergency Alerts Pending Emergency Alerts Emergency Incidents in Progress Emergency Incidents in Progress Post Event Follow-up Notifications Post Event Follow-up Notifications

ROUTINE ANNOUNCEMENTS  Information on School Activities and Events (Back to School Night, Parent Teacher Meetings, Changes in School Calendar)  Events not normally considered urgent or of an emergency nature.  Coordinate event notifications at district level. Too many notifications may overwhelm the recipients.

Student Absence Notification  Notifications for students residing in the same household combined.  Notification is electronically issued by attendance tracking software or manually by secretary or principal.  Pre-arranged absences are reviewed before notification is issued

Pending Emergency Alerts  Most common will be notifications of inclement weather (2 Hour delay, School Closing, Early Dismissal).  Power failures, HVAC problems, water main breaks, school bus delays. Identify school, school bus and problem.  Continue to use traditional Media (Radio and TV) as ancillary staff ( bus drivers, non-public school parents, substitute teachers) may not be included in distribution lists.  Committed to action, possible need to send multiple notifications with changing information in short time.  Preplan basic and translate notification content.

Emergency Incidents in Progress  Most critical of notifications, with limited experiences of actual distribution.  Accuracy and timing of release of information must be considered.  Must be coordinated with law enforcement and first responders.  Content should be reassuring and as informative as possible.  Determine categories of recipients (students, staff, parents, community officials).  Recognize that notification process is not 100%. School policies on use of cell phones, substitute teachers, lack or poor service in schools, may affect the distribution.  Criminal Element may also receive notification, and alter plans, become agitated and more aggressive.  Parent notification may create panic, resulting in additional traffic and crowd control issues for law enforcement and first responders.  Be aware of recipients level of employment (reporters, photographers), and potential involvement in an ongoing incident.  Consider preplanning and translating basic notification content for various scenarios.  Be prepared to handle resulting response to notification. Identify phone numbers or contacts for recipients to call.  Possible litigation from inaccurate or inappropriate content which results in injury or death.  The districts main responsibility will always be the safety and well being of students and staff. DO NOT BECOME DISTRACTED TRYING TO COMPOSE A NOTIFICATION.

Dave Freed, Cumberland County District Attorney  1. Incidents take place and crimes are investigated every day near schools. It is essential to determine what type of situation will necessitate parent notification. If the issue is framed too broadly, the system will quickly become overwhelmed.   2. When information is released, what type of information will be released? Too much sensational information (which is unfortunately all too common in this business) may cause panic. The wrong type of information – or too much information – may negatively impact a criminal investigation.   3. I would stress also that schools make these kind of decisions every day – how to protect students – and the expertise developed there should be put into play with regard to this issue. I know I don’t have to tell someone in your position that you will never satisfy all of the parents. This program needs to be designed to enhance the protection of the largest number of students.   4. Finally, I can’t stress enough how this decision – as it relates to criminal investigations – must be made with proper planning and consultation with my office, police agencies and emergency services. These systems are an excellent idea, but will be worthless if information is released too early or too late or if the information is incorrect. I believe that as it relates to criminal justice issues, the parental notification should only be used in the most extreme cases in order to stress its importance and enhance its effect.

Post Event Follow-up Notifications

Categories of Recipients  School Building Level  District Level  Students  Students and Staff  Students/Staff and Parents  Staff  Parents

Ongoing Management  Develop Guidelines for System Activation  Develop guidelines for updating information  Inform Parents of how and when notification system will be used