Threat Preparedness for Colleges & Universities

Most colleges and universities have emergency response plans (ERPs) in place. However, they are not always practiced regularly, coordinated with community resources, updated regularly or based on factual data and circumstances.

As a result, when colleges and universities find themselves in situations that merit an emergency response, they are often left unprepared. Having a solid ERP in place is essential, as emergencies of all shapes and sizes occur in schools on a daily basis, and these incidents can have lasting physical, emotional, and educational ramifications. This article outlines the four main phases involved in planning an effective emergency response plan.

Phase 1: Mitigate and Prevent

Mitigation refers to the actions a college or university can take to eliminate or reduce loss of life and property damage resulting from an event that cannot be prevented. On the other hand, prevention refers to the actions that can be taken to decrease the likelihood an event or crisis will occur. We encourage our policyholders to take the following mitigation and prevention actions:

• Advise staff and residents to report any suspicious persons or activity in or around the facilities or campuses.
• Engage the Threat Assessment Team to investigate suspicious or threatening behaviors.
• Establish and follow visitor control procedures.
• Survey locks, fences, exterior lights and other physical security devices to ensure that they are in place where needed and in proper operating condition. Establish a monthly inspection of your security perimeter and key protective features of your facility.
• Evaluate critical locations in your facility for proper security, including the electric, telephone and gas units, building entrances, transformers, outside storage units and computer rooms.
• Make sure that all security, fire alarm, and fire suppression systems are regularly inspected and maintained.

Phase 2: Preparedness

The preparedness phase is designed to get the college or university community ready for potential emergencies by coordinating efforts with community partners. This involves developing protocols and policies, creating incident command systems and conducting formal training and exercises. Here are some best practices to consider during the preparedness phase:

• Ensure ERP, including Reunification plan, is up to date and on file with appropriate local or state law enforcement agencies.
• Conduct tabletop exercises of your ERP involving staff members and first responders.
• Conduct emergency and lockdown drills with students and staff.
• Consider providing staff members with active shooter and first aid training.

Phase 3: Response

The response phase involves taking action to effectively contain and resolve an emergency by implementing the college’s or university’s ERP. Some important guidelines to consider during this phase include:

• Expect the unexpected.
• Assess the situation and choose the appropriate response.
• Notify appropriate emergency personnel and crisis response team.
• Evacuate or lock down the premises, as appropriate.
• Triage injuries and provide emergency first aid to those who need it.
• Keep emergency supplies nearby and properly organized at all times.
• Identify primary and alternative evacuation sites in case the primary sites are not available during an emergency.
• Communicate accurate and appropriate information.

Phase 4: Recovery

The recovery phase is designed to assist students, staff, and their families in the healing process and to restore the school's educational operations following an emergency. Here are some key steps to consider amid this phase:

• Assemble a crisis intervention team.
• Return to the “business of learning” as quickly as possible, while respecting recovery time.
• Keep students, families and the media well-informed, while also respecting the privacy of those affected.
• Provide assessments of the emotional needs of the staff, students, families and emergency responders.
• Provide stress management resources after class resumes.
• Conduct daily debriefings with staff, emergency responders and others assisting in the recovery efforts.
• Don’t rush the process. Allow everyone involved to take as much time as needed for recovery.

Safety Resources for Schools

• Utica National School Emergency Preparedness Program
• United States Secret Service National Threat Assessment Center

If you have questions about any of the safety reminders or resources provided in this Risk Management Alert, please contact Educational Institutions Segment Specialist John Acee at john.acee@uticanational.com.

Portions of this Risk Management Alert were provided by Zywave: “Risk Insights: Emergency Response Safety for Schools” and “Property Management Risk Insights: Be Prepared for Unexpected Threats and Dangers.”