by John Lottes
Who would have thought that the “Pandemic Disease” component (if you even had one) of your school’s Crisis Response Plan would get such a workout this past year? Even with a plan in hand, it was very difficult in the midst of an evolving crisis to stay agile, keep operations underway, and keep everyone safe. Hopefully, the framework which supports that plan has allowed what you all do to continue to thrive at your school. We trust in the Lord. God is our refuge and strength, a present help in our time of need.
As you know, New York was one of the earliest and hardest hit areas of the COVID-19 outbreak last spring. Our campus ground to a halt, switching to all-remote learning in early March 2020 (with the anticipation of resuming in-person learning as soon as possible). But then a week or two turned into a month of two, then switched to a state-wide shut down to “flatten the curve,” ending the school year.
A phased reopening was initiated in the early summer, K-12 schools being put into the last phase, with state health and education department guidelines requiring a written plan. Ours was completed in early August, submitted to the powers that be at New York State, and work began for our September 8th “First Day.” Staff and students returned to school for full-time in-person classes, masked, temperature and health screened, physically distanced in de-densified spaces, and with less than 20% of enrolled students opting out for remote-only learning. God is great!
Through the COVID Campus Reopening planning process, our admin team learned some important take-aways that are applicable to all crisis planning efforts. I humbly share my thoughts for your consideration.
Do not go it alone. There is always a benefit in sharing with other institutions. Fortunately for us, we belong to a consortium of private, religious and independent schools here on Long Island and New York City. Our consortium began meeting every week (via ZOOM, of course), sharing thoughts, solutions, and our experiences. I consider my NYSAIS acquaintances some of the brightest and most creative problem solvers I know. If you're fortunate to have such a network available, connect up these people or institutions (or maybe ALSS could create a health/safety/risk management section?). We are strongest when we share our strengths!
Build relationships and partnerships. Since most emergency management plans involve public safety entities (law enforcement, fire, emergency medical services, health department, etc.), involve them as you develop and update your plan. The input they provide could be invaluable. And do not wait until the Fire Chief shows up at your campus responding to an emergency to introduce yourself. In my twelve years as a chief officer of the Jericho Fire Department, I always welcomed an invitation to the public and private school campuses in our jurisdiction. And during this “Time of COVID-19,” being on a first name basis with the Chief Infectious Disease Officer of our local health department has been indispensable. These folks will gladly help you as you help them do their jobs to protect the community! And who knows, there may be an opportunity for you to get involved with them as a recruit?
Share your plan. The more people in your school community who have an understanding of your plan, the better it will function. Do an exercise or two, testing out some of its components. A plan that sits on the shelf in an administrative office and only comes out for a review during an accreditation visit does not really help anyone. Consider sharing the high points for each response action with everyone.
Review and update your plan regularly. As we learned this past year, new threats are always emerging. And new circumstances may change how the plan functions (e.g., How does one conduct a “socially-distant” lockdown drill?). After each crisis, I strongly recommended that you have an after-action review, engage your planning team, update the plan appropriately, communicate, and practice the changes. Doing this will improve future outcomes.
We stand firm in the Lord. “Be anxious for nothing, but in everything, by prayer and petition, with thanksgiving, present your requests to God. And the peace of God, which surpasses all understanding, will guard your hearts and your minds in Christ Jesus” (Phil. 4:6-7).
With this assurance, our families trust our schools to keep their children safe throughout each school year. Children look to the adults who protect them. Our teachers and staff members expect a safe working environment. Thankfully, schools continue to remain relatively safe places throughout our country. Yet the reality is that a crisis may affect a school directly or indirectly at any time. Having a well-constructed plan that is relevant, up-to-date, and understood will be the difference between calm and chaos, courage and fear, and possibly life or death when a crisis occurs.
Be well, stay safe and God bless!
John Lottes is Head of Safety & Risk Management at Long Island Lutheran Middle and High School, Brookville, New York. He can be reached at John.Lottes@luhi.org.
Resources:
Readiness and Emergency Management for Schools - Technical Assistance Center (website)
Practical Information on Crisis Planning (brochure)
Practical Information on Crisis Planning: A Guide for Schools and Communities (guidebook)
Guide For Developing High-Quality School Emergency Operations Plans (guidebook)
Campus Safety Magazine "31 Steps To A Crisis Management Plan" (web article)