School Crisis

Family? ? ? Community

SCHOOL&

SCHOOL CRISIS TEAM

SCHOOL SYSTEMCRISIS TEAM

CRP-1: Organizational Chart of Recovery Systems

Recovery & Support Systems

Community: Red Cross Mental Health HOSPICE ARMC-Pastoral Care Private Professionals Parents

School: School Counselors School Nurses School Psychologists School Social Workers Principals & Administration Teachers Students School System Level

Crisis Team

-1-

CRP-2: System Level Crisis Team Members & Contacts*

System Level Crisis Team Leader: Dr. Marrius Pettiford.................................(336) 438-4140Director of Student Services, Dr. Marrius Pettiford...........................................(336) 516-2438...............................................................................................................................(336) 438-4140Alternate: Assistant Superintendent for Student Services-Dr. Todd Thorpe. .(336) 438-4150

Superintendent of SchoolsDr. Lillie Cox........................................................................................................(336) 438-4002

Alternate: Assistant Superintendent for Student Services.......................(336) 438-4150 Dr. Todd Thorpe

Assistant Superintendent for School Administration/Auxiliary ServicesDr. Charles Monroe...............................................................................................(336) 438-4040

Alternate:

Executive Director of School Administration—Dr. Dain Butler......................(336) 438-4042Alternate:

Director of Transportation—Al Smith..............................................................(336) 438-4191Alternate:

Director of Facilities/Construction—W.D. Yarbrough.....................................(336) 438-4158Alternate:

Public Information Officer—Jenny Faulkner....................................................(336) 438-4005Alternate: Lori Bryan.....................................................................................(336) 438-4006

Executive Director of Finance—Bill Josey........................................................(336) 438-4050Alternate: Kimberly McVey..........................................................................(336) 438-4054

Executive Director of Exceptional Children & AIG—Bill Hussey.................(336) 438-4120 Alternate: Merideth Miller (336) 438-4123

*Note: School Crisis Teams should maintain a current Central Office Phone Directory as part of their school’s Crisis Manual

-2-

CRP-3 (Print Form): School Level Crisis Team Members & Information

The Principal will designate members to be trained and serve on the school level crisis team. This should be done early in the school year. A copy of this completed form should be sent to the Director of Student Services.

Phone (Home)

Principal

And/or Assistant Principal

4 to 5 Other Staff

School Crisis Team Leader/Chair(s) (Please list phone numbers)

Alternate 1

Alternate 2

School Crisis Phone Operators

School Personnel that have CPR training, first aid training, or other emergency training:

-3-

School Personnel with valid Bus Drivers License (CDL-Class B-passenger endorsement) in case evacuation is needed

A central Location for operations and communications for the School Crisis Team will be:

Locations for immediate support services for students and staff will be:

Dates that presentations will be made to full school staff on Crisis plans:

Dates of your School Crisis Team meetings this year (recommended quarterly):

If needed staging locations for student relocation and Family Reunification and will be:

An off-site evacuation site has been established for this year and remains confidential:Yes No

Contact persons and phone numbers for medical assistance, fire and rescue:

Contact persons and phone numbers for police:

Itinerate Support Responders: School Phone Home PhoneSchool Psychologist

-4-

School Social Worker School Nurse Interpreter(s) Interpreter(s)

-5-

CRP-3 (E-Form): School Level Crisis Team Members & Information

The Principal will designate members to be trained and serve on the school level crisis team at the start of each school year. A completed copy of this form is to be sent to the Director of Student Services.

Principal:       Phone:       Cell:       Assistant Principal:       Phone:       Cell:       Crisis Team Members: Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name/Position:     Phone: (336)    Cell: (336)   

School Crisis Team Leader/Chair(s) Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Alternate/ Name:     Phone: (336)    Cell: (336)    Alternate Name:     Phone: (336)    Cell: (336)   

School Crisis Phone Operators:Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)   

School Personnel that have CPR training, first aid training, or other emergency training:Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)   

School Personnel with valid Bus Drivers License (CDL-Class B-passenger endorsement): Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)   

-6-

Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)    Name:     Phone: (336)    Cell: (336)   

A central location for operations and communications for the School Crisis Team will be:   Locations for immediate support services for students and staff will be:  Dates that presentations will be made to full school staff on Crisis plans:   Dates of your School Crisis Team meetings this year (recommended quarterly):  If needed, staging locations for student relocation and Family Reunification will be:  An off-site evacuation site has been established for this year and remains confidential:Yes No

Contact persons and phone numbers for medical assistance, fire and rescue and police:Agency Name:     Phone: (336)    Cell: (336)    Agency Name:     Phone: (336)    Cell: (336)    Agency Name:     Phone: (336)    Cell: (336)    Agency Name:     Phone: (336)    Cell: (336)    Agency Name:     Phone: (336)    Cell: (336)   

Itinerate Support Responders:School PsychologistName:     Office Phone: (336)    Cell: (336)    School Social WorkerName:     Office Phone: (336)    Cell: (336)    School NurseName:     Office Phone: (336)    Cell: (336)    Interpreter(s(Name:     Office Phone: (336)    Cell: (336)    Name:     Office Phone: (336)    Cell: (336)   

-7-

CRP-4: Community Support Services & Contacts

Area Code 336 for all phone numbers below

Agency Contact Work NumberHome

Number AlternateHospice of

Alamance/Kids PathPatti Gasparello 532-0100

(main office is 24 hours – can page

person if asked for directly)

532-0123 (direct #)

584-7330 Glenda Walden532-0100

(main office is 24 hours – can page

person if asked for directly)

Mental HealthPBH

PBH Referrals: 1-800-543-1444Crisis/Advanced

Access: 513-4200

Mobile Crisis Services, call (888)

543-1444American Red Cross

Involved only in military deaths or fires

Rans Triplett 226-4906687-1867 (cell)

Robbie Shatterly226-4906 (office)

Employee Assistance Program OR

Department of Pastoral Care

(ARMC)

Shevene Bryant 538-7481 Emergency Beeper

Gary CookDirector

Christian Counseling Center

Bob Stogner 227-5476 228-9845 Leslie RhodesRene Burgess

Crossroads Sexual Assault Response

and Resource Center

Suzan EvansDirector

228-0813 (office)516-8502 (cell)

Ginger MurphyVictim Assistant516-4860 (cell)

Emergency Crisis Line

513-444424 hour crisis line

(513-4200LME 8am-5pm)

Family Abuse Services

(refer counseling needs to Pastoral Care

at ARMC)

Lynn Rousseau (Director)

226-5982(main office)

226-5985(24 hour crisis line

operated by staff)

Alamance County Social Services

Department

Adrian Daye(Children Services Director)

570-6532(or DSS Hotline

for reporting abuse or neglect 229-

2908)

Linda Allison(Assist. Director of

DSS)Susan Osborne

(Director of DSS)

-8-

CRP-5: Disaster/Crisis Response Kit

North Carolina Refers to these kits as CIRK-Critical Incident Response Kits.

CIRK kits should contain:

Large clearly readable badges identifying the School Level Crisis Team leader, System Level Crisis Team Chairperson, Crisis Support Personnel: Psychologist, Counselor, School Social Worker, School Nurse, other agencies, etc.

A copy of the CIRK Booklet and Video along with a Master copy of the ABSS Crisis Manual (disc and hard copy) should also be part of the Crisis Kit.

Copies of all forms used by teachers, administrators and support service providers in referring students and in the provision of in school assistance and follow up by support service providers. (CRP-14 and 15)

Copy of the school’s Family reunification plan and procedure. Copy of the school’s emergency response and recovery plans flip charts. Updated listing of student names with parent’s home and work addresses and phone numbers

by teacher and grade level, and if possible, pictures of all students and staff members. List of all students with special medication requirements, emergency care plans, allergies or

special mental health needs. Medication should be kept in a portable container and evacuation of medicine and care plans should be practiced during all drills.

List of all special education students/special health need students. Layout of inside of school showing current teachers classrooms-map. Copy of the structural blue print of the school showing all entrances and exits Red Cross Emergency Kit or Kits. Communication devices that would allow for 2-way communication with law enforcement,

fire department, paramedics, hospitals and Red Cross Emergency Response director. Examples of parent, staff and media letters and announcement forms. The forms labeled

CRP-12: Forms A, B, and C are examples of such letters and announcements. A copy of the Debriefing and evaluation procedures and forms to assess the effectiveness of

the response to the disaster or crisis. (CRP-13). It is recommended that System and School Level Crisis Teams receive training in Crisis/Traumatic Event Debriefing and evaluation.

* Schools may personalize their kits by adding anything they find helpful in any phase of the disaster response or crisis but cannot delete from the above list. It is recommended that a duplicate kit be kept at an off school site in case of severe damage or destruction of a school. Schools should practice evacuation with the kits during every fire drill.

-9-

CRP-6: School System and School Procedures to Follow in a Crisis

Once the School Level Crisis Team Leader and System Level Crisis Team leader have been notified of the crisis the School Level Crisis Team should meet as quickly as possible to assess the situation, the level of the crisis, who is affected, what additional information is needed, to assign roles, duties and responsibilities, to determine logistical and space needs and to determine the number of Recovery Responders and or other resources that will be needed by the school. This meeting should occur as soon as possible including after school hours or early in the morning before school. The team will also determine if the Family Reunification Plan and Procedures need to be activated..

A Family Reunification Plan and Procedures will be developed by each school and a staging area for parents to pick up students or to come for information will be established by each school. A procedure to handle traffic and security for the above will be developed by each school.

Crisis Teams should follow CRP-7 for necessary duties, CRP-10 for the first meeting checklist, and CRP-9 for first day procedures. CRP-11 is the checklist for the initial school staff meeting after a crisis event. CRP-14 is the form that should be completed for every person who receives counseling assistance at the school and given to the school crisis team chair. CRP-15 should be used by the School Crisis Team Chair for recording contacts/need for follow-up.

Special Events, Field Trips, and Overnight Trips: Schools should consider that crises can occur during events such as sporting events, field trips, and overnight trips. School personnel must have protocols for how to react and how to provide immediate response and recovery services if death or serious injury occur at the above events and trips. See CRP-16 for an example protocol.

Schools should include plans for the mobility of medications housed in the school building and students’ emergency care plans during a crisis that requires an evacuation from the building. Schools may want to consider practicing this during regularly scheduled fire drills.

The Principal will consult with the Public Information Officer and the System Level Crisis Team Leader before any information is given to the media. The media will not be allowed to interview staff, students or parents on school property during a crisis. See CRP-8 for further details regarding the media.

Students should be strongly encouraged not to use cell phones without express permission of the principal during a school crisis as over use could tie up cell frequencies especially the emergency frequencies. Each crisis may dictate different levels of enforcement.

Each school will develop procedures for communicating information to parents. Written notification to parents is best practice but Connect Ed automated phone calls to each home may also be used. The School Crisis Team may need to determine the most appropriate delivery of information to parents based on the individual crisis. Each school will develop procedures on the use of bilingual notifications and the use of interpreters during a crisis for communicating with non-English-speaking parents.

-10-

Law enforcement personnel will be responsible for any special security and for conducting any necessary searches of students, staff, or parents during a crisis. Campus security will remain a priority. Non-school employee personnel who have not been pre-approved for providing assistance in a crisis will not be allowed on school property during a crisis.

Each school will develop procedures for responding to requests and offers from local clergy and other outside volunteers who offer their support. Some schools may opt to share information with the student body about local church gatherings or community vigils in the evenings as opposed to housing these volunteers on campus.

In the event of a death on campus, each school will develop procedures for responding to a family’s request to visit the site of the accident/death. Schools should take care to be sensitive to the family but also avoid disruption to the student body. Schools may opt to offer the family a time to visit after school hours after students have been dismissed.

Each school will develop procedures on releasing students from class to go for support in designated areas. Best practice is to have staff escorts for all students. Other areas to consider:

Procedures for the how students will be released from class for support needs. For older students a sign-in to the support area could be used. For younger students each Recovery Responder could maintain a log of students seen. Procedures for the return of students to class after receiving support. The use of a special pass to release students to and from class could be utilized.

School administration will determine student dismissal procedures. Students will not be allowed to leave school during the day(s) surrounding a crisis without written consent from a parent/guardian requesting release from school (prior to the end of the regular school day).

If parent/guardian is not present, phone verification of written consent will be required. Schools must keep accurate documentation of students signing out early. IMPORTANT: The safety of students who are severely affected by the crisis must be

given special consideration. Any student identified as highly affected, distraught, or close to the victim will not be allowed to drive away from campus. The same consideration will also be needed for highly affected staff that needs to leave school early. (Careful attention should be given to a student driving following a suicide or threat of a suicide of a student.)

The School Level Crisis Team will meet each afternoon for a debriefing of that day’s events, review student forms, and make modifications to the plan as necessary throughout the day(s) of crisis recovery. The System Crisis Responders should attend this debriefing when possible.

The School Level Crisis Team will also meet with the general school staff for debriefing and sharing of accurate information. Administrators should have a list of stand-by substitute teachers in instances where a teacher feels they are unable to perform normal duties.

At the conclusion of the crisis recovery day(s) CRP-17 After Action Report and Debriefing Form, should be completed by the School Crisis Team Leader/Chair and submitted to the System Level Crisis Team Chair.

-11-

CRP-7: System and School Level Roles, Duties, and Responsibilities In the Event of a Crisis or Natural Disaster

System Level Crisis Team Leader: The Director of Student Support Services is the SLCTL and will set up the initial membership of the System Level Crisis team and discuss with members’ roles and duties. Recommended members of this team would be the Superintendent of Schools, Public Information Officer, Assistant Superintendent of Administration, and the Director of Transportation. The System Level Crisis Team Leader will contact the Lead School Counselor, the Lead School Social Worker, the Lead School Psychologist, the Lead School Nurse, and any needed outside agency, and will ask for the required number of responders based on the needs of the school(s). The System Level Crisis Team Leader will be relieved of other responsibilities until such time that the crisis has ended or is managed by the school crisis team or teams and Recovery Responders.

School Crisis Team Leader/Chair: The School Crisis Team Leader (Chair the School Crisis Team) will service as the primary contact person for the SLCTL. The School Crisis Team Leader will, in consultation with the School Crisis Team, Principal and other school staff and System Level Crisis Team Leader, determine the level of the crisis and the initial response and recovery resources needed. This may include the need for any security or law enforcement assistance. The School Crisis Team Leader will manage/coordinate all Recovery Responders arriving at the school. The School Crisis Team Leader will not provide direct recovery services to students, parents or staff but will coordinate the provision of these services. The School Crisis Team Leader will be relieved of other responsibilities until such time that the crisis has ended. The SCTL/Chair will need appropriate authority to make building decisions.

Public Information Officer: This person will work directly or through a designee with the school Principal(s) and System Level Crisis Team Leader to address information and relations with the media and any requests to be made of the media. This person will also assist in the provision of information to parents on a system level or multi school basis.

School Principal: The Principal will work with School Crisis Team Leader and Crisis Team to assess the level of the crisis and what recovery services are needed. The Principal will work with the System Level Crisis Team Leader and the Public Information Officer on media contact and relations issues and or communication with parents and other community groups. The Principal will make decisions on class schedules, modification of the school day, or termination of classes/school after discussion with Crisis Team and System Level Crisis Leader.

School Level Service Location Coordinators (Runner): Appointed by the School Level Crisis Team Leader to direct the location of Recovery Responders, parents, staff, and students to the pre-designated locations and give any written communication and forms needed. This person may also be needed to help monitor areas and report concerns to School Crisis Team Leader.

Additional In-House Roles: Copier Team-will make copies of announcements, letters as needed; Hospitality-will coordinate refreshments as needed; Written Communication Secretary-will type as directed by Crisis Team Leader and Administrator; Translator-may be needed for parent communication; Connect Ed Coordinator-will send Connect Ed messages as

-12-

directed by Crisis Team Leader and Administrator; CIRK/First Aid/Medications-will be responsible for evacuating items during drills and when needed in crisis

System Level and or School Level Communication Secretaries: These persons will be responsible for taking phone calls or requests from using a recording form, and channel these requests to the appropriate person(s). These requests might be for direct service, parent needs, mental health assistance for a child family member, offers of assistance, requests for information etc. These persons may need a script, a fact sheet, staging locations for parent pick-up of students, or waiting areas for parents. Sufficient communication channels must be kept open between the school and the System Level Crisis Team and for public/parent access in the crisis. There should also be access to two-way communication with outside agencies (law enforcement, Red Cross, medical, fire, and rescue).

Lead School Psychologist, Lead Social Worker, Lead School Counselor and Lead School Nurse: The System Level Crisis Team Chairperson will contact the respective School Level Crisis Team Chairperson to determine the number of school psychologists, school social workers, school counselors, and school nurses needed for the particular crisis. The Lead staff will be responsible for contacting/assigning their respective staff to the school in crisis after conferring with the System Level Crisis Team Chairperson. The on-call list should be used as a guide. *Consideration should be given to the grade level and expertise of the responders called for each individual crisis. Care should also be given to not over burden each responder during the course of a school year. Lead staff will be on site to assess needs of their support staff and to communicate with the School Level Crisis Team Chairperson.

Recovery Responders: Visiting school counselors, school social workers, psychologists, mental health workers, and nurses, will be provide direct assistance to students, staff and parents during Recovery phase and follow up after crisis from within the system and outside agency personnel. Responders must wear name tags that clearly identify them (Recovery Responder, name and title). Responders should be directed to appropriate areas to provide support to individuals or small groups. Confidential office may be needed. Responders will use CRP-14 (Recovery Responder Contact/Counseling Forms) for each student they meet with. Completed forms will be given to the School Crisis Team Leader. If a responder determines that a student is in need of a higher level of intervention they should immediately contact the School Crisis Team Leader. Needs of the Responders should be directed to the School Crisis Team Leader. Additional responders can be requested by informing the System Level Leader of the need.

Students: Students who receive counseling should not be left alone unless dismissed back to class or released to a parent. Documentation students’ location or dismissal is very important.

Law Enforcement: Law enforcement may be needed to ensure campus security. Any person not known to staff without a badge or school identification should be challenged and security notified. No school staff or parent should escort any individual off campus. This should be left to law enforcement. No staff or parent should search a student for suspected weapons or drugs. This should be done by law enforcement personnel. School staff will not be involved in injury or death notifications to parents. This is a role for law enforcement or medical personnel.

-13-

CRP-8: Dealing with the Media in a Crisis Situation

Excerpts from Internal Memo from the Alamance-Burlington Public Information Office

Managing the MessageIn the event of a crisis situation, the Public Information Office is prepared to assist and will help generate the best possible message to the public. We evaluate the situation, verify pertinent information, consider what is appropriate to give to media, decide what our message will be on behalf of the district/school/site, and develop a timeline and method for sharing information with media outlets. In addition, we assist with or provide information as needed to our own internal audiences: ABSS employees, School Board, and our parent/child community.

Our goal is to “manage down” the frenzy that often occurs with media response to emergencies so we can return to normal as soon as possible and limit the negative and emphasize any positives of the situation. Media can be an asset. It can give us the opportunity to respond with information to showcase how our professionals are utilizing their expertise in crisis situations, to express our collective sorrow/grief and to ask the community for support all while limiting information about the specifics of a crisis situation. Most specific details about a crisis situation will not come from us—they will be supplied by law enforcement, emergency personnel, etc.

It is important to keep in mind that ABSS is under no obligation to respond as media demands. We do so on our terms. Theirs is a high-pressure, time-sensitive business, but their deadlines are simply that: theirs, not ours. We decide when, where, and how we release information or respond to questions based on what works best for ABSS. Our first priority is to our internal audiences: staff, students, and parents.

We have to rely on each other when a crisis event occurs, and it takes everyone working together to manage a successful outcome. Managing the message response from the district to media is the responsibility of the Public Information Office, and our main goal is to protect and promote our students and staff. It is important that only authorized staff members provide information to the media, staff, and school families as appropriate. Rumors and gossip can quickly get out of hand and can overtake the facts surrounding an incident.

It is important that you notify appropriate central office administrators of an incident as soon as possible:

If the event that occurs involves law enforcement, fire or emergency medical personnel, calls from media will be close behind—usually coming in first to the Public Information Office or cen-tral office asking if we can confirm that something has occurred. All newsrooms have emergency scanners, so they often know, within minutes, when responders are dispatched to an emergency. That is why it is important to let central office know about an event involving staff, students, par-ents, etc. as soon as possible—so we can be prepared to assist you. Even if you don’t have com-plete information, just receiving a heads-up can be a big help to us. An e-mail, text message, or phone call is fine. If you call the main switchboard and tell the receptionist, she will make sure the message gets to the Public Information Offfice.

One of the first things that the Public Information Office does is to send a brief message to Board of Education members so that they are aware, and we also notify others at the central office level that may be needed to assist.

-14-

If calls begin to come in to the site/school location from media, front office staff should refer the caller to the Public Information Office at central office. Most of our regular reporters know to contact our office first—but depending on what reporter is on staff at the time of the incident (TV reporters in particular), they may not have enough knowledge about ABSS to know to call central office first. The standard response can be something like this: “Our Public Information Office handles all media calls. Please call 438-4005 or 438-4006 and they will be happy to assist you. Or call 570-6060, and the front desk receptionist will direct your call to the right person.”

It is a good idea to assign a staff member to keep an eye on the parking lots and entrance/exits to your site so that you are aware of incoming traffic and can take care of any media arrivals as soon as possible.

If media representatives show up at your school campus, they do not have permission to be on your property. Just like any visitor to your campus is asked to check in at the office, they must abide by the same rules. If you have any doubts, contact the Public Information Office or the front desk receptionist at central office.

If a reporter comes to your school, calmly and politely refer them to Public Information Office at central office and tell them that they are not authorized to remain on your property. If this occurs and they begin to argue or tell you that they have received permission, please contact the Public Information Office and let us know—we can and we will place a call to their supervisor.

If necessary, you have the right to contact your SRO officer or to call law enforcement to have the reporter escorted off the premises.

Once you have done so, their vehicles and equipment cannot remain on your school property. They do not have permission to remain on your property and can be directed to leave and escorted off the premises by school administrators or law enforcement if necessary. Some-times TV crews will park their truck just off campus so they can remain in sight of the campus. We cannot prevent them from doing this as long as they are on public property unless their pres-ence creates an unsafe traffic situation. We do have the right to ask them what their intentions are—sometimes it is to broadcast live from the spot or to film background footage for a “lead-in” to the story for an upcoming newscast. Sometimes that is referred to as filming “B roll” footage. If their presence is causing an unsafe traffic situation, a school administrator or law enforcement personnel can inform them that they are creating a traffic hazard and they can be directed to move. Contact the CR Department if you experience an uncooperative reporter or to let us know that media trucks are in the vicinity. It would be advisable to have a staff member observing the situation and ready to intervene if necessary. We cannot prevent them from interviewing parents or students off campus property, but we recommend that the staff maintain a presence in the vicinity.

In rare circumstances, if the Public Information Office decides that permission should be granted to allow a reporter access to your campus, you will be notified directly first and arrangements for an escort for the reporter and strict guidelines for authorization would be made in advance.

-Alamance-Burlington Public Information OfficeJune 2011

-15-

CRP- 9: First Day Procedures In The Event Of A Crisis

1. Staff members will inform the Principal of the crisis situation. If the Principal is unavailable then the second or third administrative person on the contact list will be notified.

2. The School Level Crisis Team Leader will notify the Principal if they were the first to be notified by a staff member.

3. The Principal or School Crisis Team Leader will notify the System Level Crisis Team Leader or the second or third contact person if they are not available.

4. The System Level Crisis Team Leader will notify and activate, if necessary, the System Level Crisis Team and contact any other Central Office personnel .

5. The School Crisis Team will call a meeting. This can often occur outside of regular school hours. It is important to maintain after hours phone contacts for all members.

6. The Principal or School Level Crisis Team Leader will communicate all known facts about the situation to School Crisis Team members and to the Communication Secretaries. The Principal and or School Level Crisis Team Leader will instruct the Communication Secretaries on what information to give out to callers (phone script, information sheet, etc). It may be necessary to communicate with the System Level Crisis Team Leader and the Public Information Officer on dealing with the media and with what information can be released to parents or other callers.

7. The School Level Crisis Team will conduct its initial meeting regarding the crisis. The Crisis Team Meeting Checklist for First Day (see CRP 10 for this checklist) will be used at this point by the Crisis Team. An immediate decision that will need to be made is how and when students/parents will be notified about the situation.

8. Once the School Level Crisis Team has determined resources and Recovery personnel

needed, the School Level Crisis Team leader will contact the System Level Crisis Team leader with this information who will in turn contact the Lead personnel ( i.e. Lead School Counselor, Lead School Social Worker, Lead School Psychologist, Lead School Nurse and if necessary outside agency personnel). The Leads will contact the on-call persons in the respective areas to respond to the school or as directed by the System Level Crisis Team Leader. Note: If there is a death by suicide then the recommendations for interventions, working with students, parents and staff, and not doing memorials found in the ABSS Suicide Intervention Team manual should be followed.

9. The privacy of the student/staff/victim must be maintained. Schools must not release the name of the injured/deceased to the rest of the school without the permission of the parents/guardians.

-16-

10. Notification of entire staff: A written notice, not a PA announcement, will be given at a staff meeting, or through team leaders, grade level representative, or crisis team members concerning the facts of the crisis situation. An email from the Crisis Team or Principal to the staff can be sent using one of the CRP-12 example letters. Be mindful of staff that may need support to read the announcement to students.

11. Individual teachers will notify students only according to the directions they receive from the School Crisis Team so that accurate information is provided and at the same time.

12. If an individual staff member is directly affected by the crisis situation, a regular staff member should serve as a substitute in that classroom. The staff member affected should be given support as needed. Regular duties by this affected staff member should not be required unless cleared by a recovery responder specialist.

13. Students or staff needing support/counseling or intervention should be sent to designated areas for these services. All students should be escorted or monitored to make sure they reach the area in a timely manner.

14. All Recovery Responders should have Contact/Support Counseling forms (see form CRP-14) to record the names of staff and students who receive support and if any follow up counseling or any immediate mental health intervention is needed. These forms will be sent periodically to the School Level Crisis Team Leader for further action or follow up. These forms are confidential and their confidentiality should be maintained.

15. An end of day Debriefing Meeting of the Crisis Team and Recovery Responders at the school should be held to assess the status of the crisis and to make plans and to determine needs for the following day. Service contact forms should be reviewed at this meeting. See the recommendations under debriefing.

16. A written notice/letter will be prepared to be sent home to parents to inform them of the crisis situation. English and Spanish sample forms are included in CRP-12. Connect Ed is also an option but consideration must be given to families without telephones. Bilingual notification must also be considered.

17. There will be an end of day staff meeting to give staff updates and debriefing concerning the crisis.

18. The school principal and any needed crisis team members should contact the family for funeral/memorial service information and to determine if the school can provide further assistance.

19. The School Crisis Plan or System Level Crisis Plan should be continued with the provision of Recovery Services until the Responders and the School Level Crisis team feel services are no longer needed.

-17-

20. The School Crisis Team will need to determine if crisis team members will be needed at the funeral as a support for students and staff..

21. The School Crisis Team may need to make arrangements to secure food and refreshments for the staff and Responders during the time of crisis recovery. Other zonal schools and/or PTA’s could be contacted to help.

22. The School Level Crisis Team using the Recovery Responders’ Counseling/Support forms and follow up sheets will provide ongoing support for students, staff and or parents. The Appendix of this manual contains handouts that can be used for follow up activities.

23. A crisis team member should be designated to collect all of the deceased student’s possessions from the student’s desk and locker in order to be returned to the family.

24. The school crisis team should help determine the length of time an empty desk or locker remains part of the classroom or building. A memorial is acceptable if appropriate and timely with a specific ending date except in the case of suicide.

-18-

CRP-10: School Crisis Team Checklist for First Day & First Meeting Of School Crisis Team

1. ___School Crisis Team Leader & Principal make contact with System Crisis Team Leader2. ___Find substitutes for any School Level Crisis Team members that may be needed.3. ___If needed, find substitutes for any teachers directly affected.4. ___Determine if teachers need support during reading of the announcement to students. 5. ___Obtain permission from parent/guardians of injured/deceased releasing information6. ___Determine how and when parents and students will be notified. Contact the System Level

Crisis Team Leader or Public Information Officer if assistance is needed with media. (Refer to CRP-8). Use or modify any form letters in section CRP-12. (Some staff may be unable to read any announcement to students if they are highly impacted by crisis.)

7. ___Make lists of students, staff and parents that may need support. (best friends, classmates in certain classes, students at other schools.) Give this list to School Crisis Team Leader.

8. ___Determine what support services may be needed by staff. The EAP may be a resource.9. ___Prepare for the use of name tags for the additional staff that will be on-site as Recovery

Responders. Nametags should be clearly labeled: Name, Recovery Responder: Counselor, School Social Worker, School Psychologist, etc.

10. ___Determine locations for support services for students, staff and parents. 11. ___A separate location may be needed for staff support. Administration may need to have

substitute teachers on stand-by in cases where staffs are highly impacted by the crisis. Special attention should be given to these teachers/staff.

12. ___Make sure there is enough CRP 14-Contact/Support Counseling Forms available for the Support responders.

13. ___Have copies of Community Support Service Agencies’ phone numbers available.14. ___Prepare standard announcement for teachers and include any for-teachers-only

information. See CRP-12 for examples.15. ___Identify Communication Secretaries and have phone script, fact sheets, parent handouts,

including copies of the Community Support Service Agencies, and recording sheets for messages and or questions (that may need to be given to the Principal or School Crisis Team Leader) available to handout.

16. ___Schedule an end of day Debriefing Meeting for the School Crisis Team: Decide support services are needed for the next day. Assess and modify crisis plan and procedures if necessary (debriefing session) Discuss any needs of the Recovery Responders and allow for debriefing activities

17. ___Schedule a staff meeting/staff debriefing to provide follow-up information.18. ___Develop a plan for sharing accurate information with the visiting Recovery Responders.

They will need to know information concerning the crisis as they meet with students and staff. Be sure to supply general housekeeping information (bathrooms, refreshment area, map of school, parking, etc.) and arrival/dismissal procedures for students seeking support.

19. ___Principals or Crisis Team Leaders may want to contact the school’s PTA/PTO or feeder schools’ PTA/PTO if the crisis highly impacts the school staff and refreshments will be needed. Determine a location for these refreshments that can serve as a comfort to staff.

-19-

CRP-11: Checklist For Initial Staff Meeting

The Principal or School Level Crisis Team Leader should conduct this meeting

1. ___Identify and introduce the team leader(s) as needed. Identify the team roles of the Crisis Team for the staff.

2. ___Give information on what is known concerning the event-Stop any rumors.

3. ___Remind staff to refer any media, parent or community questions to the School Crisis Team leader or Principal.

4. ___Provide printed announcement to staff to be read to students and parents at the appointed time. Care should be given to keep this information confidential until that time.

5. ___Advise staff about students who have already been identified by the Crisis Team as needing individual support. Collect additional names of students who may fit this category from the staff.

6. ___Describe the support services that will be available to students, staff and any walk in parents. Give the designated locations for these services and detailed procedures for sending students to and from these locations.

7. ___Identify staff that will serve as escorts or runners to take students needing support to designated locations.

8. ___Remind staff of the resources available to them. Make sure they are aware of the Employee Assistance Program and phone number.

9. ___Review School System Policies on the use of cell phones during a crisis, leaving class and going home.

10. ___Inform staff of any schedule changes or class location changes.

11. ___Announce location and time of next staff meeting for updated information and debriefing.

12. ___Inform staff that a letter and/or Connect Ed message containing relevant information will be sent home to inform parents.

-20-

CRP-12-Form A: Sample Announcement Letter to Parents(Be sure to have parent permission to release the name of the injured/deceased.)

Dear Parents:

I regret to inform you that our school has experienced the death of one or our (students, staff). _________________ was a student in ____ grade (a___ grade teacher _________other staff member). We are all saddened by this loss. I want to inform you of the steps our school takes following a tragedy:

The School Crisis Team has met and has implemented a plan of support for students and staff (crisis recovery plan).

Extra support personnel (school counselors, school social workers, and school psychologists) have been called in to assist our students and staff.

Support counseling will be available for any of our students who need it.

Our school is making every effort to provide care and support for your child(ren). If you have any questions concerning this incident or any concerns about how your child may react to this please call this phone number at the school _____________________.

Optional sentence: I have enclosed some information that may help you understand and respond to your child’s feelings, as well as a list of community resources

Sincerely,

Principal

Note: The Crisis Team may want to add pages/handouts if a child or faculty member dies. The team may also want to include information on grief responses to aid parents in responding to their child’s needs.

-21-

CRP-12-Form A (Spanish): Sample Announcement Letter to Parents (Be sure to have parent permission to release the name of the injured/deceased.)

Estimados Padres:

Lamento informarle que nuestra escuela está sufriendo la pérdida de un (estudiante, miembro del personal). _________________ era un estudiante en el ____ grado (era maestro(a) del ___ grado _________era otro miembro del personal). Todos estamos muy afectados por esta pérdida. Quiero informarle de los pasos que toma nuestra escuela después de una tragedia:

El Equipo de Crisis Escolar se ha reunido y ha implementado un plan de apoyo para los estudiantes y para el personal (plan de recuperación después de una crisis).

Personal adicional de apoyo (consejeros escolares, trabajadores sociales y psicólogos de la escuela) han sido solicitados para ayudar a nuestros estudiantes y al personal.

Asesoramiento de apoyo estará disponible para cualquiera de nuestros estudiantes que lo necesiten.

Nuestra escuela está haciendo todo lo posible para proporcionar atención y apoyo a su hijo(a). Si usted tiene alguna pregunta acerca de este incidente o alguna preocupación sobre cómo su hijo(a) puede reaccionar ante esta situación, por favor llame a la escuela a este número _____________________.

Optional sentence: He incluido información que puede ayudarle a entender y cómo responder a los sentimientos de su hijo(a), así como una lista de recursos en la comunidad

Atentamente,

Director(a),

Note: The Crisis Team may want to add pages/handouts if a child or faculty member dies. The team may also want to include information on grief responses to aid parents in responding to their child’s needs.

-22-

CRP-12 Form B: Sample Announcement Letter to Staff(Be sure to have parent permission to release the name of the injured/deceased.)

Dear Staff:

It is with deep regret that I must inform you that our school has experienced the death of one or our (students, staff) _________________ who was a student in ____ grade (a___ grade teacher, a _________other staff member). We are all very saddened by this loss. In response to this event, our school has taken the following steps:

The School Crisis Team has met and has implemented a plan of support for students and staff (crisis recovery plan).

Extra support personnel (school counselors, school social workers, and school psychologists) have been called in to assist our students and staff.

Support counseling will be available for any of our students who need it.

You will receive additional instructions on procedures for students and staff that are need of support.

You will be reading an announcement to students with facts about the crisis. If you feel you will be unable to read the announcement or need support in your class for this, please notify the Crisis Team as soon as possible.

Optional sentence: I have enclosed some information that may help you understand and respond to your children’s feelings, as well as your own feelings and included is a list of community resources. If you have any questions concerning this incident or any concerns about how your children may react please contact your School Crisis Team Leader ___________________.

If you feel you have been significantly impacted by this death and feel you need assistance or may need to take some time off please do not hesitate to contact me or the school counselor and we will get you any assistance you may need. Remember that you have free and confidential access to the Employee Assistance Program through Alamance Regional Medical Center at (336) 538-7481.

Sincerely,

Principal

A CONNECT ED CALL MAY BE USED AS AN OPTION TO INFORM STAFFBE SENSITIVE WHEN USING THIS DELIVERY OPTION

-23-

CRP-12-Form C: Sample Letter to Inform Students

(Be sure to have parent permission to release the name of the injured/deceased.)

(This information can be sent in an email, however, depending on the crisis, your crisis team members may need to hand-deliver this information to highly affected teachers and highly affected classrooms in order to better assess the response and needs of students and staff. Be mindful that some staff may be unable to read this aloud to students. Support staff or Recovery Responders should be placed in these identified rooms to carry out the task of the announcement.)

IMPORTANT INFORMATION FOR TEACHERS:

Teachers, as you may be aware from previous communications, _________________ who was a student in ____ grade (a___ grade teacher, a _________other staff member) has passed away. We are all very saddened by this loss. In response to this event, our school crisis team has developed plans for our students and staff. The statement below is for you to read to students today at ____ (time) so that all students are informed at the same time. We want students and staff to have accurate information.

If students ask for details or questions about the situation, simply state that you only know what is in the statement below. It is important to focus on the facts and not rumors and hearsay.

If a student becomes visibly upset today or tomorrow, you may (INSERT SPECIFIC PROCEDURES and locations for students and staff in need of support and any other instructions teachers may need during the crisis)

PLEASE READ ALOUD TO YOUR CLASS AT ____(time)

_________, a ninth-grader was involved in car accident this morning and passed away due to her injuries. We are all very saddened by this loss. Additional support staff has been called in to our campus. If you are need of counseling support, please let your teacher know. (INSERT SPECIFIC PROCEDURES and locations for students and staff in need of support.) (You may want to insert an encouraging statement to students, or information about the funeral arrangements if known. If arrangements are not known, you may want to inform students they are not known at this time.)

-24-

CRP-13: Debriefing and Evaluation Procedures for Crisis Recovery Phase

A debriefing meeting is needed daily for school staff and responders throughout the crisis. There are debriefing techniques and procedures for responding to the emotional impact on staff of a death or crisis. These critical event stress debriefing techniques would require special training of your Crisis Team. Contact the System Level Crisis Team Leader to schedule this training.

The evaluation phase of the Recovery response should follow the recommended procedures outlined by the Jane’s consulting group. They should include evaluating how the Incident Command Structure functioned, what went well during the Recovery Phase and what did not go well and why, and what needs to be changed or modified before the next crisis. During the Recovery Phase an outside objective observer could be called in at the beginning of the crisis to observe and record how the process went and what the observations were. Things to evaluate would include but not be limited to:

Chain of command Role and duty functioning Assignment of responsibilities Communication to staff, students, and parents Preplanning and preparation Use of Family Reunification, if necessary Use of outside school support services and personnel security Dealing with the media

Crisis Recovery Responders also need a debriefing daily throughout the crisis event daysAssessment of each responder’s personal coping skillsDiscussion on students at risk or in high need of additional support

-25-

CRP-14: Recovery Responder Contact/Counseling Form

*These forms should be completed for each student, staff, or parent who receives supportive counseling and given to the School Crisis Team Leader before leaving the school site.

Name:_____________________ Student ___ Staff ___ Parent ___ Date: Time:

Siblings and School/Grade:

Parent Phone Numbers:

Was parent contacted? Parent’s Response:

Additional follow-up support will be needed at school?: Yes No

Referral needed to an outside mental health provider?: Yes No

Family stressors were indicated?: Yes No

Please describe nature of family stressors:

Student Outcome:___Student returned to class. Proper documentation procedures were followed.

___If known: Student checked out of school early. Student was released to parent or guardian and proper documentation procedures were followed.

Additional comments:

Support Responder SignaturePrinted Name and Title:

-26-

CRP-15: Crisis Recovery Student Contact Summary SheetFor use by the Crisis Team Chair

School:

Date of Contact Student Name & Phone Number Grade

RelationshipWith Victim

Follow-upRecommended

Student Signed out Early

-27-

CRP-16: Protocol For Death Or Serious Injury Occurring at Sporting Events, Field Trips, And Overnight Trips

1. If on the site of the incident or accident, dial 911-Get immediate assistance from medical and police authorities.

2. Contact a school administrator and Chairperson of the School Crisis Team

3. School administrator contact the of the ABSS System Crisis Team Chairperson

4. Determine if the Family Reunification Site needs to be activated (see section on page 23) and the FRS protocols implemented. Many students not involved in the incident, friends and parents not related to the injured or deceased students and others may flock to the hospital. It will be important to have school and police authorities there to redirect these people to the Family Reunification Site.

5. If school is still in session during the day, it is recommended that uninjured children, parents and staff be taken to the FRS instead of the school.

6. Contact parents of students not seriously injured. Determine quickly with the police and medical authorities who will make injury calls and death notifications.*

* Medical and police authorities make death and serious injury notifications. School personnel should not be involved with this type of notification. Specially trained school personnel (School Counselors, School Social Workers, and School Psychologists) should be on hand at the FRS and in a separate site area to give support and comfort to those parents who have students who were seriously injured or who have died and who choose to come or stay at the FRS site. Most parents will go to the hospital to be with their children and it may be important for a specially trained school support person to accompany them and stay with them for as long as needed. Often the School Principal will want to be at the hospital. If this is the case it is important for the School Crisis Team Chairperson to be in close contact with the Principal and with the FRS personnel. Support personnel will need backups and relief.

7. Call in support personnel needed as part of the FRS for returning students and parents of these students (those students not seriously injured).

8. The School Crisis Team should meet as soon as possible and plan for the handling of school the next day which would include, announcements, letters home to parents, student notifications, support and counseling areas for students, staff and parents, a media contact area. See CRP-forms.

-28-

CRP-17: After Action Report and Debriefing Form

Description of the Crisis:

Was an ABSS Crisis Manual on hand for consultation? Yes ___ No___Was an outside observer/evaluator on site during the crisis recovery phase? Yes____ No____

Please evaluate the crisis in the following areas; indicate strengths and weaknesses and corrective actions to be taken:

Communication with and notification of staff, Crisis Team, parents and students-

Procedures, Protocols and Policies followed-

Assessment Recovery Responses and support services provided-

Reaction Time-

-29-

-30-

Environmental set up-allocation of space on site-

Was the Family Reunification Plan and Site activated? Yes___ No___

Recovery Support Personnel Needed on Site-

Security and interaction with outside agencies-

Interaction with media-

Follow Up-

Debriefing of staff and Crisis Team after the crisis-

-31-

Please submit a copy of this completed form to the School System Crisis Chair

-32-

Check-InPoint

Check-OutPoint

Information Area

Counseling Area

Students/

Victims

Parents/

Family

CRP-18: Reunification Site Concepts Logistics Schematic*

*Adapted from Jane’s School Safety Plan Development Templates

-33-

CRP-19: Crisis Scenario Exercise Report Form

Staff Members Participating in Exercise:  Nature of the Exercise: Table Top

On Site Run Through with Role Playing Other 

Description of the Crisis for the Exercise:  Was an ABSS Crisis Manual on hand for consultation? Yes ___ No___

Please evaluate the exercise/crisis in the following areas:

Indicate Strengths and Weaknesses and corrective actions to be taken  Communication-  Procedures and Protocols-  Assessment of Crisis and Needed Recovery Responses-  Reaction Time-  Recovery Support Personnel Needed on Site-  Security and interaction with outside agencies-  Interaction with media-  Follow Up-  Please submit a copy of this completed form to the School System Crisis Chair

-34-