Planning & Preparation Services
STATE & LOCAL REQUIREMENTS Part of the initial review of your district’s Emergency Operations Plan (EOP) is to assure that the plan meets the requirements set forth by Texas Education Code (TEC) and Board Policy, both Legal and Local. TEC Chapter 37 addresses safe schools, student discipline, behavior management and peace officers. Chapter 37 also discusses emergency operations, establishment of a School Safety Committee / multi-hazard plan, training of staff and students, active threat exercises and much more. It is important that the district is familiar with Chapter 37 and assured that State expectations are being met. Board Policies CKC, CKE, CKEC, CKEB and CKEA, Legal and Local, also address Safety & Security. EOPlanners as part of the district review, will work to confirm that both TEC and Board Policy requirements are included in the EOP. Training of specific staff on these requirements will also be included.
SAFETY REQUIREMENTS MANDATED BY TEA & TSSC Part of the initial review of your district’s Emergency Operations Plan (EOP) is to assure that the plan meets the requirements set forth by Texas Education Code (TEC) and Board Policy, both Legal and Local. TEC Chapter 37 addresses safe schools, student discipline, behavior management and peace officers. Chapter 37 also discusses emergency operations, establishment of a School Safety Committee / multi-hazard plan, training of staff and students, active threat exercises and much more. It is important that the district is familiar with Chapter 37 and assured that State expectations are being met. Board Policies CKC, CKE, CKEC, CKEB and CKEA, Legal and Local, also address Safety & Security. EOPlanners as part of the district review, will work to confirm that both TEC and Board Policy requirements are included in the EOP. Training of specific staff on these requirements will also be included.
PRE-ASSESSMENT OF DISTRICT FACILITIES Texas Education Code 37.108 (b) and (c) requires every K-12 school to complete a MANDATORY safety and security audit once every three (3) years in accordance with procedures developed by the Texas School Safety Center (TxSSC) or a person listed on the registry maintained by the TxSSC. EOPlanners can complete this audit when required on the three-year cycle. However, part of the initial service provided, EOPlanners will complete a base audit of all facilities. The facilities not only include campuses, but auxiliary building, i.e., maintenance & bus, and athletic facilities. It is important when preparing or updating your Emergency Operations Plan (EOP) that there is knowledge of the physical plant. Part of the expectation of the district Safety & Security Committee is ensure that the needs of the facilities are included as part of the plan. EOPlanners, as part of the district review, will assess the facilities, prepare a needs assessment, and report the findings to appropriate personnel in the district.
REVIEW, UPDATE, PREPARE AND RECOMMEND CHANGES FOR THE DISTRICT MULTI-HAZARD AND EMERGENCY OPERATIONS PLANS Texas Education Code Chapter 37 requires that Multi-hazard and Emergency Operations Plans (EOP) be reviewed annually. EOP include three basic areas. Those areas are (1) the basic plan, (2) annexes, (3) appendices. The basic plan is the overview that includes emergency management concepts and provides an outline of organization structure and policies. Annexes establish the necessary actions the district will take and identifies the roles responsible for these actions. Annexes will differ from district to district. They will need to include the five phases of emergency management, which are prevention, protection, mitigation, response, and recovery. Appendices provide additional detailed information to support each annex. The district Safety & Security Committee will have an intimate responsibility in the development of the EOP. This is a time-consuming task if done correctly. EOPlanners will provide guidance and direction with this process.
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TRAINING OF EMERGENCY RESPONSE AND BEHAVIORAL THREAT ASSESSMENT TEAMS HB 3 and TEC 37.115 requires that the board of trustees of each school district establish a threat assessment and safe and supportive team to serve at each campus of the district. The board shall adopt policies and procedures for the teams. The requirement a threat assessment team include training, reporting procedures and have a clear procedure for a student to report concerning behavior exhibited by another student. EOPlanners can assist the district in establishing assessment teams and the processes/procedures that are required by HB 3, TEC, and board policy.
MANDATORY SCHOOL DRILLS Texas Administrative Code 103.1209 and TEC 37.114 requires that each school district shall conduct emergency safety drills. The expectations include drills, exercises, full-scale exercises, functional exercises, seminar exercises, tabletop exercises. There is also an expectation of drill frequency. Drills and exercises should be designed and conducted in accordance with TxSSC guidelines and include input from the district school safety / security committee, first responders, mental / behavioral professionals, students / families, staff. Drills and exercises should be followed by after-action reviews. EOPlanners can assist and direct districts with meeting these requirements and expectations.
INTRUDER AND DOOR AUDITS Intruder and Door audits have been included in district and campus audits for many years and are expected when conducting the mandatory audit every three years. Through the 22-23 school year and now for the 23-24 school year, door & intruder audits have been a requirement by the Texas School Safety Center and legislation. That expectation requires documentation by each public school district / campuses. Door & intruder audits have been conducted by the ESC’s and district administrators having to report findings to the TxSSC. EOPlanners can assist and direct districts with meeting these requirements and expectations.
ASSIST IN SETTING UP DISTRICT SAFETY & SECURITY COMMITTEE As required by TEC 37.109 in accordance with guidelines established by the Texas School Safety Center, each school district shall establish a school safety and security committee. In accordance with Government Code 51, this committee shall meet once each academic semester and during the summer. The membership requirement is also found in TEC 37.109 (a-1). There is a responsibility that the Safety & Security must participate in the development of the district’s EOP, make recommendations, review reports that are mandated by the TxSSC, consult with local law enforcement agencies, and meet on a regular basis. The complexity of details required to properly set-up and manage this committee is very important and time consuming. EOPlanners can directly assist in coordinating, contacting, communicating, setting required agendas, and administering the meetings as necessary.
PROVIDE STAFF DEVELOPMENT FOR EMERGENCY RESPONSE, ROLES AND RESPONSIBLITIES Preparation of a district’s multi-hazard plan is the base of safety / security. Communicating, understanding roles and responsibilities, practicing, and reviewing the plan are all parts of the response phase of a multi-hazard plan. The other phases are important, but the response phase MUST be communicated and understood. The actors of the staff development include all school staff, students, law enforcement, community, and many others. Without this communication piece the district plan will fail to be successful when needed. EOPlanners can effectively assist with a district’s plan but will also offer multiple staff-development opportunities to have school districts prepared for most safety concerns that may arise.
POST ASSESSMENT AT THE END OF EACH SCHOOL YEAR
MAINTAIN SAFETY & SECURITY FOCUS THROUGHOUT THE SCHOOL YEAR Districts begin each school year with the intent to assure that safety / security plans have been communicated, practiced, and that all parties know what their roles are in the event of a crisis situation. As the school year progresses there are many distractions that do and can occur that will take the day-to-day focus off safety / security. This is never intentional by a district, but there are many expectations on school administration that take precedence such as teacher evaluations, student instruction & testing, daily & evening activities, and other TEA requirements. The basis for what EOPlanners is to help districts maintain that daily focus on safety & security. EOPlanners cannot be onsite each day, but will be in communication with the district weekly, directing the needs of drills, planning, and answering questions that may arise.