Read Dr. Amy Klinger’s interview for ASCD InService Express about
Coronavirus and the importance of an “All Hazards” approach to school safety planning
Effective Crisis Response Means Planning for Continuity of Operations: 7 Critical Considerations for School Leaders
We take for granted that every school has an emergency operations plan (EOP) of some sort- typically, they are required by law. Before we pat ourselves on the back, consider: in many cases the EOP has not been updated, it does not address an all hazards approach to crisis response, or it is unknown or unavailable to the vast majority of the staff.
In the current COVID-19 outbreak, schools are scrambling to prevent, plan for, and respond to a public health emergency that far exceeds the capabilities of a typical emergency operations plan.
An often overlooked, and critically important element of an effective EOP is a Continuity of Operations Plan (COOP). An effective, well-planned COOP ensures that the essential functions of an educational institution can be sustained through a wide range of crisis events, in particular when the emergency impacts the ability for the school facility itself to be used.
The Readiness and Emergency Management for Schools (REMS) Technical Assistance Center, as well as the Federal Emergency Management Agency (FEMA) provide guidance about the critical elements of a continuity of operations plan that may assist school leaders struggling to respond to rapidly changing public health events. These considerations include:
What essential functions will the school be able to continue during the crisis event? Essential functions are those activities that MUST continue regardless of the condition or status of the school. Non-essential functions are services or activities that could be discontinued in an emergency event.
How is decision making authority delegated? Who will make the tough decisions within the school or school district itself? Educational leaders will maintain much of their authority over policy and organizational decisions, but they must do so in consultation (and compliance) with local, regional, state, and federal entities.
What locations, other than the school facility, will be used to carry out the school’s essential functions? Will alternative facilities and/or non-traditional options be used? Physical locations as well as technological and alternative solutions must be explored that support the ability of the school to continue the educational program.
How will the school communicate with internal and external stakeholders? Schools should provide frequent information updates to internal stakeholders (such as faculty and staff) as well external constituencies like parents and community members. Communications should be clear, concise and transparent.
How will vital information and records be protected, managed and maintained during the crisis? Data and information related to students, staff, and the organization itself must be appropriately accessible and accurately updated and maintained during the crisis event, yet protected from physical damage and unauthorized access.
Will additional and/or emergency employees or personnel be required, and if so, where will they come from? Under what conditions will other agencies or facilities assume responsibility for some or all essential functions? Interagency support and assistance is a vital component of ensuring that essential functions are effectively maintained. Interagency agreements and pre-existing MOUs (Memorandums of Understanding) should be put in place before an event occurs.
When the crisis event has passed, what will be the process for transitioning from emergency operations to normal operational procedures? Reconstitution of the organization, as well as other recovery activities such as ensuring physical and emotional safety, must be adequately planned and effectively implemented at the conclusion of the crisis.
For more information on Continuity of Operations planning, go to
https://www.fema.gov/pdf/about/org/ncp/coop_brochure.pdf
https://rems.ed.gov/docs/Resources/COOP_factsheet.pdf