Technology

Technology can be a very effective tool for communication during an emergency. 

Common tools include the following:

1.      Telephone - It is recommended that schools should have at least one unpublished number.  Check with the phone company to see if there are unused lines in the school’s control panel which could be activated if needed.  Use standard jacks and mark them clearly so emergency personnel can find them. There are automated phone systems for contacting "sub-populations" within your school instantly.  They can be very effective in getting a quick standardized message to staff and/or parents.

2.    Intercom systems – Ideally, systems should include teacher-initiated communications with the office and use a handset rather than a wall-mounted speaker.  Instructions for use of the intercom system should be posted near the controls in the office area.

3.     Bullhorns and megaphones - Battery-powered megaphones can be effective for communication in an emergency.  One should be part of the school’s emergency toolbox.  Procedures governing storage and use will help ensure availability.

4.     Two-way radio - Two-way radios provide a reliable method of communication between rooms and buildings at a single site.  All staff should be trained to operate the 2-way radio. It is suggested that one be available for the principal, assistant principal, School Resource Officer, custodians, guidance counselors, secretary and for a representative from each grade level. A designated teacher from each grade level should be given one during a crisis.  It is recommended that the school have an extra one available in the office to be used as needed during a crisis situation.  Remember that some electronic devices can trigger bombs.  A designated frequency on two-way radios should be shared with Emergency Responders to act as a redundant communication mode.

5.    Computers - Existing computers may be used for communication both within the school and to other sites.  E-mail may be a useful tool for updating information for staff, Central Office, other schools in an affected area, and possibly for other agencies.

6.    Fax machines – Possible uses include an off-campus accident where lists of students and staff members are involved, their locations, and needed telephone numbers can be quickly and accurately communicated.  Medical information, release forms, and authorizations can be faxed and returned in emergencies.

7.    Cellular telephones – These phones may be the only tool working when electric service is out; they are useful to staff who may be en route to or from a site.  Be aware however, that cell phones are often the first form of communication to fail in a large scale emergency (this is due to overloading networks). They can also trigger bombs.

8.    “Panic buttons” - “Panic buttons” may be connected directly to the police or other emergency services.  In some communities, there is an immediate response; in others, the police or fire departments call the school to confirm the emergency.

9.    Alarm systems – Bells or buzzers which may be sounded in different ways to signal different types of emergencies - for example, fire, severe weather, or special alert (with instructions to follow).  When possible verbal commands should be given in plain language (do not rely upon code words or phrases).  This process simply decreases the chance for error or misunderstanding.