Emergency Management Plan

  • Eastport-South Manor Central School District Emergency Management Plan

    Emergency Planning Rationale

                The New York State Education Department Commissioner of Education regulation Section 155.17 requires that school districts develop an Emergency Plan and update it by October first of each year. This will ensure the safety and health of students and staff and also ensure integration and coordination with similar emergency planning at the Municipal, County and State levels. Each school district will designate an Emergency Coordinator to oversee the development, implementation, updating and testing of the Emergency Plan. This individual will coordinate with both internal staff and representatives from external agencies to meet required elements of the law.

    Emergency Plan Components

             The School District has developed the Emergency Plan due to the realization of the need and importance of effective response to emergency situations and to comply with the Commissioner of Education Regulation 155.17. This plan seeks to respond to the types of natural or technological hazards that may occur through maximum utilization of the School District’s personnel and resources. The intent of the plan is to develop consistent responses to emergency situations that may be experienced by the School District and to integrate the District’s emergency response with other emergency agencies. The School District’s planning process is critical to a workable emergency response and has been developed to include the following:

    •  Plans for responding to emergency situations (sheltering, evacuation, lock down, early dismissal)
    •  Identification of sites of potential emergency
    •  Response to an implied or direct threat of violence
    •  Prevention and intervention strategies, including collaborative arrangements with law enforcement and emergency management officials, conflict resolution, and peer mediation programs
    • Plans to contact law enforcement and emergency response officials in the event of an emergency and arrangements for receiving assistance from emergency and local government agencies
    • Designation of a chain of control
    • Plans to contact parents/guardians
    • School building security
    • Communication regarding early detection of potentially violent behavior
    • Plans for exercise, drill, and review of emergency response plans
    • Protocol for response to specific emergencies, such as bomb threats, intrusions, and kidnapping
    • Description of responsibilities of security personnel
    • Demographic information regarding the School District, including enrollment, staff, transportation needs, and contact information of key officials

             These planned actions by the School District will contribute to the health, safety and well-being of students and school employees while helping to preserve the school district’s resources and property

             This District-wide plan is available upon request at Central Office. Although Building level plans are linked to the District-wide plan, in accordance with Education Law Section 2801-a, building level plans are considered confidential and are not subject to disclosure.

    Board of Education Policy # 8130


    Emergencies and violent incidents in schools are critical issues that must be addressed in an expeditious and effective manner. The Board of Education recognizes its responsibility to adopt and amend a comprehensive district wide school safety plan and building-level emergency response plan(s) regarding crisis intervention, emergency response and management.

    Taken together, the district and building plans shall provide a comprehensive approach to addressing school safety and violence prevention, and provide the structure where all individuals can fully understand their roles and responsibilities for promoting the safety of the entire school community. The plans shall be designed to prevent or minimize the effects of serious violent incidents and emergencies and to facilitate the district’s coordination with local and county resources. The plans shall also address risk reduction/prevention, response and recovery with respect to a variety of emergencies and violent incidents in district schools.

    In accordance with state law and regulation, the district shall have the following school safety teams and plans to deal with crisis intervention and emergency response and management:

    Comprehensive district-wide school safety team and plan

    The Board will appoint a District-wide school safety team that includes, but is not be limited to, a representative from the Board, student, teacher, administrator, and parent organizations, school safety personnel and other school personnel. This team shall be responsible for the development and review of a comprehensive district-wide school safety plan. The plan shall cover all District school buildings and shall address crisis intervention, emergency response and management at the District level. It shall include all those elements required by law and regulation.

    A copy of the plan shall be available in the district offices for inspection by the public.

    Building-level emergency response teams and plans

    Each Building Principal shall be responsible for appointing a school safety team that includes representation from teachers, administrators, parent organizations, school safety personnel, other school personnel, local law enforcement officials, local ambulance and other emergency response agencies. The school safety team shall be responsible for the development and review of a building-level emergency response plan for each district building. The plan(s) shall address communication, emergency response, and evacuation at the building level and shall include all procedures required by law and regulation.

    • an emergency response team that includes appropriate school personnel, local law enforcement officials and representatives from local, regional and/or state emergency response agencies to assist the school community in responding to a serious violent incident or emergency; and

    • a post-incident response team that includes appropriate school personnel, medical personnel, mental health counselors and other related personnel to assist the community in coping with the aftermath of a serious violent incident or emergency.

    The Building Principal shall be responsible for conducting at least one test every school year of the emergency response procedures under this plan including procedures for sheltering and early dismissal.

    To maintain security and in accordance with law, the building-level emergency response plan(s) shall be confidential and shall not be subject to disclosure under the Freedom of Information Law or any other law.

    Team Appointments

    The members of all district and building-level teams shall be appointed on an annual basis. In appointing team members, the Board and the Building Principal will make an effort to include other persons beyond those groups identified in law and policy who can contribute to ensuring continuity among the plans.

    Annual Review and Report

    Each plan shall be reviewed by the appropriate school safety team by July 1st every year and updated as needed. Each team shall submit a report to the Board annually stating that it has reviewed the plans and setting forth its recommendations for revisions, if any, to the plan. In conducting the review, the building-level teams shall consider any changes in personnel, local conditions and other factors including an evaluation of the results of the annual test of the emergency response procedures which may necessitate updating of plans.

    The Superintendent of Schools shall be responsible for filing the district-level school safety plan and any amendments to the plan with the Commissioner within 30 days after their adoption.

    Each Building Principal shall be responsible for filing the building-level safety plan for his or her building and any amendments to the plan with the appropriate local law enforcement agency and the state police within 30 days after their adoption.

    Responsibilities of the School Safety Committee

                The school Safety Committee will maintain responsibility for auditing the Comprehensive Safety Plan to determine its success in violence prevention. The committee’s primary responsibilities will include:

    • Performing an annual review of the District-wide and individual building Emergency Management Plans on or before July 1 of each year;
    • Communicating the Plan to students and staff;
    • Reviewing District response to emergencies for assessment;
    • Making recommendations necessary for change; and
    • District-wide Health and Safety Committee.

    The Committee will meet on at least an annual basis and subsequent to the implementation of the plan in response to an emergency. Minutes of each meeting will be kept. An agenda will be established prior to each meeting.


    Prevention/ Intervention Strategies

    • Non-violent conflict resolution training programs
    • Violence prevention/intervention training
    • Peer mediation programs
    • Youth-run programs
    • Implementation of Character Education programs focused on reducing incidents of bullying/violence, PBIS and CAPS (Child Abuse Prevention Services) as well as guest speakers.
    • Involvement of club activities, such as Students against Destructive Decisions (SADD) and Police Smart

    Training, Drills and Exercises:

                The best way to train students and staff on emergency response procedures is through annual drills and exercises in each school building. Based on the determination of the District-wide school Safety Team and the Building Level Security Team, the following methods may be used:

    • Early Go-home Drill
    • Live drill including sheltering, evacuation, or lock-down
    • Emergency Response Team Exercises
    • Building pre-clearance searches

             The School District recognizes that critical evaluation of drills and exercises is the best learning tool and results in improved response procedures. As a result, the district may invite local agencies to participate in and to help evaluate all exercises. These agencies may include but not be limited to local Police and Fire Departments, Rescue and Ambulance Services, Local Emergency Management Offices and the local BOCES Health and Safety Office.

    Implementation of School Security

                School safety personnel will help carry out the School District Comprehensive Safety Plan. These individuals will receive appropriate annual training as required under the Regulation. These individuals are not to be confused with school security guards that are specifically regulated under the New York State Security Guard Act that requires specific training, fingerprinting and background checks. All aides participate in staff development in their area. The following security initiatives are incorporated by the district:

    • Hall Monitors/ Hall Duty – All aides are fingerprinted and background checks conducted by New York State Department of Criminal Justice.
    • Parking Lot Security – Responsible for orderly movement of vehicular traffic & to ensure legal parking is maintained. May be re-deployed if necessary.
    • After-Hours Security – Responsible for regular, daily surveillance of school property to guard against illegal and/or dangerous activity.
    • Designated School District Security Supervisor
    • Random searches – Considered when necessary as deemed provided for in Code of Conduct.
    • Video Surveillance – Implemented at all buildings.
    • In-School Security

    Vital Education Agency Information

                Each Building Response Plan will contain vital information such as school population, number of staff, transportation needs and telephone numbers of key officials.


    Early Detection of Potentially Violent Behavior

                District Curriculum committees will make recommendations for appropriate annual training for students and staff in violence prevention. Training may be provided as part of Character Education programs or other aspects included in the section entitled “Prevention/Intervention Strategies”. Training for students and staff will be conducted annually and may include:

    • P.B.I.S.  programs promoting appropriate behaviors for a safe and positive learning environment.
    • An explanation of what constitutes school violence and a description of the school Code of Conduct.
    • Early detection of potentially violent behavior and a summary of the Code of Conduct.
    • Information on how to report incidents of violence including threats and verbal abuse.
    • How to recognize and respond to school security hazards.
    • Review measures implemented to prevent school violence such as use of security equipment and safety procedures.
    • How to summon assistance in the event of an emergency.
    • Special procedures for bomb threats, hostage-taking, intrusions and kidnapping.
    • Post-incident procedures including medical follow-up and the availability of counseling and referral.


    School District Emergency Coordinator

                When the School District Emergency Coordinator is notified that an emergency exists, he/she will activate the plan and direct the operation from the District Command Center. Pre-designated members of the District-wide Emergency Response Team will assemble at the District Command Center and implement the emergency response as directed by the Emergency Coordinator. The School District Emergency Coordinator’s responsibilities include:

    • Take full control upon being notified of an emergency;
    • Keep constant contact with building emergency coordinator at emergency site;
    • Make immediate decisions regarding emergency response;
    • Order activation of response and notify appropriate agencies;
    • Confirm that appropriate notifications were made at either the building or District level;
    • Be prepared to relinquish control to outside agencies;
    • Submit post-emergency reports;
    • Perform testing of the Emergency Management Plan on an annual basis;
    • Determine when and which educational agencies located within the School District shall be notified of an emergency and the action to be taken; and
    • Develop Emergency Management Plans with the cooperation of the Building Emergency Planning Teams for Specific emergency responses.