Campus Safety and Security Audit Texas School Safety Center Center for Safe Communities and Schools Texas State University-San Marcos What is the district s s responsibility to be in compliance with TEC 37.108 The district is responsible for the implementation of a security audit as required by Subsection (b). (b) At least once every three years, a school district shall conduct a security audit of the district's facilities. To the extent possible, a district shall follow security audit procedures developed by the Texas School Safety Center or a comparable public or private entity. (c) A school district shall report the results of the security audit conducted under Subsection (b) to the district's board of trustees and, in the manner required by the Texas School Safety Center, to the Texas School Safety Center The first audits must be completed by August 31, 2008. What does the Texas School Safety Center do? 37.207. MODEL SAFETY AND SECURITY AUDIT PROCEDURE. The center shall develop a model safety and security audit procedure for use by school districts that includes: (1) providing each district with guidelines and a training video showing proper audit procedures; (2) reviewing each district audit, providing the results of the review to the district, and making recommendations for improvements based on the audit; and (3) incorporating the findings of district audits in a statewide report on school safety made available by the center to the public. Added by Acts 2001, 77th Leg., ch.. 923, 1, eff. Sept. 1, 2001. 1
Additional Requirements: The Texas School Safety Center will collect data from School Safety and Security Audits, as well as documentation of drills conducted yearly as part of the Texas Homeland Security Strategic Plan developed by the Governor s s office. THE TEXAS HOMELAND SECURITY STRATEGIC PLAN: 2005-2010 4. STRATEGIC OBJECTIVE 2.4: ENHANCE THE SAFETY OF SCHOOLS IN TEXAS. The Texas School Safety Center will: 2.4.1. Provide schools with a web-based tool to conduct vulnerability self-assessments and meet security audit requirements. 2.4.2. Provide schools with a web-based emergency operations planning tool to develop school safety and emergency response plans. 2.4.3. Develop a train-the-trainer program to educate school officials on homeland security-related school safety. 2.4.4. Ensure schools participate in drills and all-hazards exercises. Purpose of a Safety and Security Audit The purpose of the audit is to work with schools to identify safety and security practices, policies and needs of a campus and to make recommendations to help the school create the safest environment possible for students. 2
Purpose of the Audit To improve academic achievement by providing a safe environment for learning To protect students and staff from accidental or intentional injury To gather data for use in the school s campus plan and emergency operations plan Things to consider: This process should do no harm Must be an honest evaluation Should commend what is good Should include clear communication Will allow participants the opportunity to learn about school safety Key Sections of Audit Process The Interior The Exterior School Climate and Culture Data/Documents 3
Intruder Evaluation Non-scheduled Document date and time Were exterior doors locked? Was main entrance monitored by staff? Are visitors asked for photo ID? Did staff or students confront the intruder? Were all students supervised by staff? Audit Team Suggestion It may be efficient to divide portions of the audit between team members: One member surveys the exterior elements and transportation One member surveys the interior elements One member conducts intruder evaluation and interviews staff One member assesses documents/data On-site Visit The audit team should schedule an on-site visit with the building principal in advance The team should meet in advance to determine roles and responsibilities. Allow one to two days to conduct the visit. During the visit, team members should follow checklists to ensure that all components of the audit are addressed. 4
On-site Visit Preparation Prior to the visit, ask the principal to: Assemble the necessary documents for the team to assess and review (listed on page 8 of the audit toolkit) Have the teacher/staff surveys completed Have the student and parent surveys completed with a sampling of students and parents Documents Emergency Operations Plan Floor Plan of Facility Site Plan of Facility Phone Locations and Numbers Emergency Staff Contact Protocol Aerial Photograph Documents Continued Student Code of Conduct/Handbook Campus Discipline Referral Data Student/Staff ID (policy) Visitor Procedures Campus Improvement Plan 5
Floor Plans Floor plans should be detailed enough so that a first responder who has never entered the building can find his/her way around the building. Floor plans must include all information that can affect the safety of students. Floor Plans (page 8 of Audit Toolkit) All hallways, classrooms and stairwells are clearly identified and labeled (on plan and doorways) All access doors to adjoining rooms identified All special education and science lab classrooms labeled All custodian closets, book rooms, lounge areas, and workrooms are identified, labeled, and numbered Location of master keys to facility Locations of all interior hallway doors noted Location of central power control access panel Floor Plans Location of all roof access points Location of internal intrusion alarm panels and type listed Internal/External video camera locations Location of cable TV access control Location of audio monitoring systems (PA system) Location of fire sprinkler controls Location of school phones and pay phones (all numbers listed) Building evacuation routes identified Location of all fire extinguishers Location of all AEDs 6
Site Plans (page 9 of Audit Toolkit) Access points (location and number) Fenced areas (type of fence) Portables (labeled and numbered) Planned Student Evacuation areas Bus evacuation area Exterior hallways and wings labeled Location of outbuildings, sheds, greenhouses (labeled and numbered) Location of pipes, tanks, etc. Athletic facilities clearly identified and labeled. Site Map Getting Started Entrance Conference The audit team should meet with staff that represent a cross-section section of school personnel. This group might include: An administrator A teacher A school law enforcement officer A food service A custodial staff member Any other members the campus selects 7
Getting Started Entrance Conference Questions Examples: (Page 12 of Audit Toolkit) What is the most pressing safety need on this campus? What school safety activities does your school do best? What safety topics are most important for training and staff development? What are the biggest barriers to improving school safety measures? Entrance Conference Questions What kinds of problems are you most likely to deal with on this campus? What types of things may cause a student to be fearful at this school? What other factors not included in this survey do you believe affect school safety? Surrounding Environment (page 13 of Audit Toolkit) Near an interstate highway Off a major (4 lane) road On a busy residential road or street Near an industrial area Near a transportation hub Within 1000 yards of railroad tracks Near a gas pipeline Near a park Near a business district (e.g.( grocery, fast food, etc In or near a flood plain e.g. grocery, fast food, etc) 8
Assessment of Neighborhood and School Risk Factors Vandalism High Student Mobility Graffiti Gang Activity Crime Poverty (page 14 of audit toolkit) Trespassing Withdrawal of students (safety) Registered Sex Offenders Adjudicated students Additional Risk Factors Lack of collaboration with community resources Lack of acceptance of diversity Lack of student support services Truancy/Attendance Weapons, drugs, or alcohol Fights & fight clubs, conflicts, assaults Dating violence and sexual harassment Bullying, intimidation, harassment Entrance Conference Activity Activity: As a group, conduct a mock entrance conference. Ask all of the entrance conference questions, complete the Assessment of Neighborhood and School Risk Factors and Demographics. 30 minutes 9
10 Minute Break Walk-through of Site Grounds and Building Exterior (p 22) Fences, landscaping, sidewalks, signage Buses and Parking (p 23) Separate zones for cars and buses, signage, traffic flow, visibility Play/Outdoor Recreation Areas (p 23) playground equipment, ground cover, fencing, access BUILDING ACCESS (p 23) Building Exterior and Grounds 10
Play/Recreation Areas ACCESS CONTROL Walk-through of Building Visibility line of sight Doors lock Lockers Building in good repair Adequate lighting Access to classrooms controlled Access to hazards controlled 11
Walk-through of Building Use a digital camera to photograph both positive and negative findings Walk-through of Building Building Interior 12
Science Laboratory: What are we looking for? (p 26) Material Safety Data Sheet (MSDS) Flammables Corrosive Acids Mercury on site Goggles/Aprons/Gloves Fire extinguisher Labeled containers Appropriate containers Locked Storage Eye Wash Station Master shut offs for water, electricity, and gas Fire blanket (HS) Two emergency exits First Aid Kit Material Safety Data Sheet (MSDS) Other Considerations for Labs Texas Hazardous Communication Act 1. Posting of Hazcom Act everywhere chemicals are stored 2. Provide training for all staff and students on safety 3. Properly labeling chemicals Environmental Protection Agency recommends that mercury is not present on school campuses Telephone/Intercom system should be present in every chemical lab 13
Other Requirements for Labs Ground Fault Circuit Interrupter (GFCI) electrical outlets within 6 feet of water source Forced air ventilation Broken glass container and spill kit Emergency procedures posted Safety symbols posted as needed Sink with hot water Fume Hood (H.S.) Safety Shower (H.S.) School Climate and Culture (page 28 of Audit Toolkit) Look for clues in signage Converse with staff and students if possible; ~listen carefully~ What types of student programs or activities are there? anger management peer mediation service learning dating violence awareness mentoring, etc Maslow s s Hierarchy of Needs Self-Actualization - LEARNING Esteem Belongingness and Love Safety Physiological 14
Value of the student Things that devalue students: Unsanitary restrooms Bad food Odors Graffiti and vandalism Poor maintenance Lack of supervision Inconsistent behavior by staff School Climate and Culture Then Now What do you see? 15
School Climate Do staff and students have a positive rapport? Do all staff feel responsible for all students? Are staff visible in halls during transitions? Are students monitored to prevent violence and bullying? General Security ( page 27) What are the functions of the following? Cameras Metal detectors Hall monitors School Based Law Enforcement Activity: General Security With your table group, discuss the general security measures on your campus and what function they serve. 5 minutes Share with group 16
Afternoon Assignments 1. Go to assigned school 2. Check in at school office 3. Meet up with others in your group 4. Walk-through with checklist as assigned 5. Meet with group for question and answer 6. Bring all materials to training tomorrow Conducting a Campus Safety Audit Part 2 Review of Documents Drafting a Report Emergency Operations Plan Should be: Developed by the building safety team Reviewed on an annual basis Have a well-coordinated safety plan with MOUs with law enforcement and other emergency response agencies Include detailed maps of facility 17
Emergency Operations Plan Must include: Four phases of Emergency Management MITIGATION/ PREVENTION RECOVERY PREPAREDNESS RESPONSE Homeland Security Presidential Directives (HSPDs( HSPDs) HSPD-5: Management of domestic incidents HSPD-8: National preparedness MANDATES National Preparedness Goal National Incident Management System (NIMS) National Response Framework (NRF) NRF replaces former National Response Plan (NRP) National Preparedness Goal To engage Federal, State, local, and tribal entities, their private and nongovernmental partners, and the general public to achieve and sustain risk-based target levels of capability to prevent, protect against, respond to, and recover from major events to minimize the impact on lives, property, and the economy. 18
NIMS and NRF NIMS: Standardizes incident management processes, protocols, and procedures for use by all responders. Mandates the use of ICS. NRF: Establishes Federal coordination structures/mechanisms Direction for incorporation of existing plans Consistent approach to managing incidents Incident Command System (ICS) A standardized, on-scene, all hazard incident management approach based on best practices Defines incident response organizational concepts and structures Consistent procedures for managing personnel, facilities, equipment and communications Used throughout the life-cycle of an incident (from threat to parent reunification) Emergency Operations Plan Local law enforcement has an accurate contact list of key school officials Training is provided for all stakeholders on emergency procedures and school safety Staff with ICS responsibilities have been trained in ICS and NIMS The school has an established chain of command that will handle emergency 19
Emergency Operations Plan Clear procedures for emergency situations Training for students To-go kits or other preparations for emergency situations Procedures for special needs students Training for substitutes and student teachers Crisis Flip Charts These are not an EOP Can be an addendum to plan Can be used as quick reference guides Must give specific information for audience addressed: Administrators? Teachers? Staff? Everyone MUST be trained in these procedures! Emergency Operations Plan Review (10 minutes) In your groups, look over the emergency plan we have provided. Is it multi-hazard in nature? Does it address mitigation/prevention, preparedness, response and recovery? Does it include a hazard assessment? Does it indicate responsibilities of staff? Does it include a line of succession? 20
Drills Drills should be named and announced using plain language instead of code words in accordance with Incident Command Systems and NIMS NO MORE CODES! Drills should be taught to students before they are practiced including an explanation of why they are important Why no more codes? BAILEY, COLO. 9/27/06 Foxnews.com Police: School gunman sexually assaulted girl hostages SOPHOMORE ZACK BARNES, 16, SAID HIS FIRST INDICATION THAT THERE WAS SOMETHING WRONG AT HIS SCHOOL WAS AN ANNOUNCEMENT OVER THE PUBLIC ADDRESS SYSTEM. "WE WERE SITTING THERE IN MATH CLASS AND OVER THE INTERCOM THEY SAID 'STUDENTS AND TEACHERS WE HAVE A CODE WHITE. REPEAT, CODE WHITE. 'AND NOBODY REALLY KNEW WHAT A CODE WHITE WAS, HE SAID HIS TEACHER CHECKED A SHEET OF PAPER FROM HER DESK AND THEN SAID THE CLASS HAD TO MOVE. Recommended Drills Evacuation A. Building B. Site Reverse evacuation Lock-down Shelter-in in-place Drop and cover/severe weather 21
Required Drill SCHOOL BUS EMERGENCY EVACUATION TRAINING (a) Requires each school district to conduct a training session for students and teachers concerning procedures for evacuating a school bus in an emergency pursuant to the safety standards established by DPS under Section 34.002 (Safety Standards). (b) Requires a school district to conduct such training at least twice each school year, once in the fall and once in the spring. Requires the session to occur on a school bus and last for least an hour. (c) Requires such training to be based on the recommendations of the most recent edition of the National School Transportation Specifications and Procedures, as adopted by the National Congress on School Transportation, or a similar school transportation safety manual. (d) Requires a district to provide DPS with a record certifying the district s s completion of the training not later than the 30th day after the date a district completes a training session. (e) Authorizes DPS to adopt rules necessary to implement this section. School Bus Evacuation Drill Training materials and reporting requirements can be found at the Texas DPS website: http://www.txdps.state.tx.us/schoolbus/ info/evactraining.htm Emergency Procedures Exercised by Drills Fires and bomb threats (Evacuation) Tornadoes (Drop and cover) Intruders (Lock-down) Hazardous Materials Release (Shelter-in in-place) Emergency during a transition (Reverse Evacuation) 22
Recommended Drills One Fire Drill each month school is in session (One obstructed) (Fire Marshall) Three Lock-Down drills each year (White House Conference on School Safety) One Drop and Cover drill each year (more often in tornado prone areas) It is recommended that all drills be practiced during the first month of school Drills The school must keep documentation of: Dates drills are practiced After-Action Action reviews Changes made to drill procedures and why they were made Drill Reporting A form will be available at the Texas School Safety Center web site for schools to use to track their drills. http://www.cscs.txstate.edu/txssc/downloads/txssc/d rills/school%20drill%20report%20form.doc This information will be reported to TxSSC via a web-form at the end of the 2007/2008 school year. 23
Drill Lesson Plans and PowerPoint Drill Lesson plans for teachers are available for download at the Texas School Safety Center Website http://www.cscs.txstate.edu/txssc/txssc-preparedness.htm preparedness.htm A power-point point presentation is also available at this URL to assist school administrators in training staff about school drills. Review of other Documents Visitor Procedures Visitor policy/procedure signs are posted and visible at all entrance doors. Access is limited to one main entry if possible. Visitors are required to sign in and show valid photo ID. Visitors are required to wear visible, dated identification. Visitor Policy Visitors are asked who they are visiting, what business they have at the school, and where they wish to go. Visitors are informed of the REQUIREMENT to checkout at the office when leaving. Visitors must turn in their badge at checkout. RECOMMENDATION: Hold the visitor s ID until they return and check out. 24
Visitor Policy If visitor passes are kept on desk, a predator could take several to use later. If ID is not checked, do you REALLY KNOW who is in your building? If a visitor doesn t t check out, first responders will have to look for them if there is an emergency. Don t t assume a visitor is AUTHORIZED to pick up a child or visit with a staff member. Visitor Technology Limitations Must have way to make certain ALL VISITORS use the system Does not check for Sexual Predators ONLY REGISTERED SEX OFFENDERS! Train Staff to LOOK CLOSELY at badges for NAME, DATES and INTENDED DESTINATION Vendor/Visitor Policy Require vendors to check in and obtain a visitors badge or be escorted. Check a COMPANY ID as well as their photo ID. Vendors should sign a log book and must also checkout when leaving. Check with the company if there is anything suspicious about a representative or if they are new and unknown to you. 25
Review of Documents Emergency Communication Plan Contact numbers for staff (home and cell) Updated regularly Student Code of Conduct Clear expectations Consistent consequences Taught to students Review of Documents Discipline Data # of violent incidents # of expulsions or removals Consistent consequences for offenses Do these indicate a safety need on the campus? Review of Documents Teacher/Staff Survey Student Survey Parent Survey Interviews Look for patterns in responses to questions. DO PEOPLE FEEL SAFE AT THIS SCHOOL? Why or Why not? 26
Exit Conference Meet with principal and other key staff Discuss safety and security concerns Share data from audit tool Go over survey results Listen to any mitigating factors Make notes for use in audit report Develop Draft Report The audit team develops a draft report. The superintendent develops the final report to the board. Analyze Data Disaggregate and analyze data results from audit tool Discuss policy or procedure concerns Develop a list of priority safety needs Brainstorm ways to mitigate concerns List positive school safety measures already in place 27
Prioritize Safety Needs What s s important? What s s feasible? Develop Draft Report Demographics Concerns from entrance conference Climate Survey results Student Comments Teacher Comments Document review Audit tool results COMMENDATIONS: RECOMMENDATIONS: Develop Draft Report Commendations: What does the data show that this campus is doing well? Recommendations: What are the critical needs for improvement to ensure safety at this campus? 28
Model Draft Audit Report Report Activity Look at the audit exercise activities completed in your groups. Make a prioritized list of safety concerns Use the audit report template to write a mini-report Write 3 commendations for the school Write 3 detailed recommendations to address safety concerns 60 minutes Share Ideas 29
What next? Principal will use results of audit to create an action-plan for addressing items of concern Action plan will address short-term term plans for items that can be addressed through updated policy, practice or maintenance as well as items that require long-term planning Action Plan Set measurable objectives that include Time frame Desired change. Select effective programs and strategies. Break the plan down step-by by-step. Report Results Results of the audit are reported to the school s s board of trustees Certain results of the audit will be reported to the Texas School Safety Center in the manner they require 30
Confidentiality of Results Audit report to school board Deliberate in a closed session Certain district results will be reported to TxSSC District audit results will be requested by the TxSSC (currently in development) Audit checklists Working papers may be protected SB11 80R SECTION 3.07. Section 551.076, Government Code, is amended to read as follows: Sec. 551.076. DELIBERATION REGARDING SECURITY DEVICES OR SECURITY AUDITS; ; CLOSED MEETING. This chapter does not require a governmental body to conduct an open meeting to deliberate: (1) the deployment, or specific occasions for implementation, of security personnel or devices or (2) a security audit. Senate Bill 9 80R SECTION 24. Subsection (a), Section 552.116, Government Code, is amended to read as follows: (a) An audit working paper of an audit of the state auditor or the auditor of a state agency, an institution of higher education as defined by Section 61.003, Education Code, a county, a municipality, a school district, or a joint board operating under Section 22.074, Transportation Code, including any audit relating to the criminal history background check of a public school employee, is excepted from the requirements of Section 552.021. If information in an audit working paper is also maintained in another record,, that other record is not excepted from the requirements of Section 552.021 by this section. 31
Questions?? Jeopardy School Safety Audit Edition Texas School Safety Center Website http://www. www.cscs.txstate.edu/txssc.htm 32
Resources and Contact Information Texas School Safety Center, Texas State University- San Marcos (512) 245.8082 www.cscs.txstate.edu/txssc.htm Curtis Clay, Director cc36@txstate.edu Catherine Toohey ct21@txstate.edu Charles Resen cr16@txstate.edu Tom Kelley tk18@txstate.edu Dwight Stewart ds47@txstate.edu Cynthia Arredondo cj19@txstate.edu Jose Contreras jc83@txstate.edu 33