CHECKLIST FOR SCHOOL EMERGENCY COMMS.
1. Call the District Office. When an emergency occurs at a school, the Principal or their designee should immediately inform the Safety and Security Office and School Chief. Stay in close communication throughout the emergency. Communications will work with the Safety and Security Office to put out an emergency message via robocall, on the District website, issue a media statement, and share on social media, as needed. 2. Refer Media Calls to the Communications Department. This is District protocol for all media coverage of schools, not just emergency situations. The Communications Department will always request permission from the school Principal before scheduling a media visit to a school. Staff members should not speak to any member of the media unless requested to do so by the Chief of Communications or their designee. Depending on the emergency, School Principals may do the following as needed: • Communicate with Staff. Communicate key information with staff. Give regular updates to staff and students as appropriate. Hold a staff meeting immediately after school or as soon as feasible after the incident. In addition, other means to communicate with staff include sending a robocall and/or email. • Communicate with Families. Send a robocall to families as soon as possible. In cases where the Principal and/or secretary are busy managing the situation in the building, Communications may assist with the robocall. Mail or backpack a parent letter home the same day if appropriate and possible. Communications may help to write robocalls and letters, or you may write these using the samples provided by Communications. Robocalls and letters MUST be reviewed/approved by the Director of Security, School Chief, and Chief of Communications before being sent. • Communicate with Students. Students will often communicate with parents/guardians using cell phones and social media sites during emergencies. Since this is almost impossible to prevent, you may decide to reduce misinformation by proactively distributing a short message to students so they share the accurate message you would like to convey.
COMMUNICATING WITH THE MEDIA
For all school emergencies, and even in non-emergency situations, do not speak to any member of the media unless requested to do so by the Chief of Communications or their designee.
1. Reporters do not have the right to be on your campus without permission. They can, however, broadcast from the sidewalk or across the street. 2. Do not allow the media to interview your students or staff. 3. If approached by a member of the media, say, “A District spokesperson will be commenting on the situation.”
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