Summary: A crisis can occur at any time, affecting students, staff, families, and communities. Having a comprehensive school crisis management plan helps schools respond effectively to emergencies, reduce confusion, and support a safer learning environment. Learn how preparation and planning can help keep your school safe.
 

While the primary goal of educational institutions is to provide a quality learning experience, it's also crucial to have a crisis management plan in place. Schools and universities must prepare for natural disasters such as floods, earthquakes, fires, hurricanes, and tornadoes, as well as man-made threats like active shooter incidents and ransomware cyber-attacks.

Crisis planning is a comprehensive process that varies by institution, but its core principles remain consistent across educational settings. Having a response plan in place before an emergency occurs can help schools respond quickly, minimize disruption, and support a faster recovery. One of the most effective ways to prepare is through crisis education for students, faculty and staff, ensuring everyone understands their roles and response procedures during different emergency situations.

Crisis Management Plans for Schools

Experts have observed that during catastrophe, people often act on autopilot. In emergency situations, there is little time to stop and think, which makes advance preparation essential. Staff should be familiar with lockdown and evacuation procedures, student dismissal  protocol, and how to assist those in need. Without a crisis response plan, the likelihood of an appropriate response is significantly reduced. Regularly practicing emergency procedures steps can help ensure a more effective response when a crisis occurs. 
 
The U.S. Department of Education identifies four key phases of crisis preparedness and management: 

• Mitigation and prevention: Administrators need to take inventory of the dangers in a school and community and identify ways to prevent and reduce injury and property damage should something happen. 

• Preparedness: Being prepared will help to facilitate a rapid, coordinated, effective response. Consider existing crisis management efforts, so there are no redundancies, and no area is overlooked. The plan should define roles and responsibilities, establish communication methods with staff, students, families, and the media, and ensure the necessary equipment and supplies are available. Practicing emergency responses through monthly or quarterly drills is also critical. 

•  Response: If an incident occurs, your response will depend on your preparedness and prevention measures. The response should happen as quickly as possible and may include evacuating or locking down the school, triaging injuries, and providing emergency first aid to those who need it. Supplies should be kept nearby and always organized. Leaders must project a calm and serious attitude to reassure people and reinforce confidence in the directions being given. 

• Recovery: After the crisis, the recovery period is the return to learning and restoring the school's infrastructure as quickly as possible. School staff can be trained to address the emotional impact of the crisis and assess the initial needs of students, staff, and responders. 

Best Practices for Developing a School Crisis Planning Program

Keep in mind a few established best practices when developing your own crisis education and planning programs:

School crisis management plans should not be created in a vacuum

These plans are a natural extension of ongoing school and community efforts to create safe learning environments and should involve all members of the school community. Schools should consider tailoring district emergency response plans to meet the unique needs of individual schools and provide teachers and staff with easy access to the plan so they can understand its components and act on them. 

Keep the most crucial components of your crisis management plan at your fingertips

Administrators should organize the information and resources to respond to a disaster appropriately. Some items to include in a disaster recovery toolkit may include: 

• A “Command Tree” that designates a single point person to undertake or coordinate official, emergency and media communications 

• A reverse 911 communication system, with instructions readily available to key persons 

• A text-based notification and alert system 

• Checklist pages from the crisis plan 

• A copy of important phone numbers such as district and building level administrators, inter-agencies, key parents, and media 

• Staff and student directories 

• Media guide or fact sheet about your school 

• Daily attendance records 

• Evacuation site contact numbers 

• Instructions for disconnecting internet and television services  

Administrators should also consider maintaining an at-home packet if a problem occurs during off-hours. For example, if a principal is notified of a break-in that has disrupted the phone system, they should have access to phone directories to begin making calls, starting with the superintendent at home. 

Recovery and memorial

The impact of disasters doesn't end when the immediate danger has passed. Those affected will need time and mental health resources to process the event. Recognizing anniversaries of crises can help staff, students, and families cope. Teachers and staff should be sensitive to their own reactions, as well as those of their students, and provide support when necessary. School crisis planning guides suggest holding memorial services or activities, such as planting a tree in memory of victims. It's also a good time to review and update the crisis plan to ensure its effectiveness and relevance. 

Mitigate risks and have proper coverage

The final component of a crisis management plan is ensuring sufficient coverage while mitigating risks. Risk control experts can help identify and reduce risks through education, training, and onsite surveys, making schools safer. Adequate school insurance coverage can facilitate a smoother, faster recovery in the event of a catastrophe. It’s important to verify that your insurance plan is appropriate for your organization and review it annually to ensure it continues to meet your school’s needs. 

Small Business Insurance Coverage for Schools from AmTrust

AmTrust offers a variety of coverages to help protect educational institutions. Our small business insurance products are designed to protect school property, employees, and operations from the various daily risks schools may face. Contact us today to get the protection your school needs.   


This material is for informational purposes only and is not legal or business advice. Neither AmTrust Financial Services, Inc. nor any of its subsidiaries or affiliates represents or warrants that the information contained herein is appropriate or suitable for any specific business or legal purpose. Readers seeking resolution of specific questions should consult their business and/or legal advisors. Coverages may vary by location. Contact your local RSM for more information.