Functional, Threat, and Hazard-Specific Annexes

Functional Annexes 

1. Bomb Threat

A bomb threat, even if later determined to be a hoax, is a criminal action. No bomb threat should be treated as a hoax when it is first received. The decision whether or not to evacuate is dependent upon information received in the threat, and how credible that information is. 

The paramount concern shall be for the safety of the pupils and personnel on District Property or at school-sponsored events. Efforts should be made to remain calm to keep students and staff safe. All administrators have familiarized themselves with the Bomb Threat Standards outlined in the Building-Level ERP so that appropriate decisions may be made depending on the exact nature of the situation. A copy of the New York State Police “Bomb Threat Instructions” has been placed under or at every phone in the buildings.

1. If a bomb threat is received:
   1. If a display phone, record the incoming phone number on the “Bomb Threat Instructions”.
   2. Signal to other staff that a bomb threat is being received and have them immediately notify a school administrator.
   3. Listen carefully to the caller.
   4. Ask questions on the “Bomb Threat Instructions” in order to evaluate the threat.
   5. Record/write answers as able and exactly as stated by the caller.
   6. An administrator or law enforcement official will interview the person receiving the call to further ascertain the degree of threat.
   7. Keep handling of written threats to a minimum, it may be used as evidence in a criminal investigation and may be processed for fingerprints or DNA. 
   8. A written threat on a wall, mirror, bathroom stall, etc. should not be removed until law enforcement authorizes. 
   9. Police may enlist the assistance of school staff who are familiar with the building and can recognize objects that do not belong or are out of place. 
   10. Do not touch or handle any suspicious object, bag or container. 
2. District Administrator

1. The school administration or designee makes the decision regarding evacuation, lockdowns, and/or shelter-in-place. First responders can assist and consult with them to make their decision (joint decision-making/unified command).
2. The school administration has the duty to instruct and train pupils by means of drills so that they may, in a sudden emergency, be able to leave the school building in the shortest time possible.

2. Hostage Taking

The Building-Level ERP procedures will be followed in the event of a hostage situation. In general, the following response actions will be taken:

1. The first person aware of the situation will immediately notify the building administration who will notify local law enforcement at 911.
2. The school administration or designee, will issue the appropriate functional annex if necessary and isolate the area.
3. No response to the media will be given at the time.
4. The school administration or their designee, will turn over Incident Command to law enforcement upon their arrival and assist law enforcement as requested.

3. Intrusions

The Building-Level ERP procedures will be followed in the event of an intrusion. In general, the following response action will be taken:

1. The first person becoming aware of an intruder or suspicious person will immediately report this information to the school administration or their designee.
2. The school administration or their designee will approach the intruder to determine the nature of their presence and ask them for identification.
3. The school administration or designee will accompany the individual(s) to the proper office, or if no acceptable purpose can be ascertained, ask the individual(s) to leave. The school administration or designee should ensure that the individual(s) has/have exited the building and alert staff to prevent unrecognized re-entry.
4. If the individual(s) refuse to leave, inform them that they are in violation of the law and that the police will be notified. Dial 911 and notify law enforcement of the situation.
5. If the situation escalates, plain language will be utilized to notify all teachers to lockdown the building as per the instructions outlined in the Building-Level ERP. Students attending classes outside the building will be evacuated to a safe area designated by the Building-Level ERP.
6. The school administration in charge or their designee will turn over Incident Command to law enforcement upon their arrival and assist law enforcement as requested.

4. Kidnapping 

In the event of a kidnapping, the following response actions will be taken:

1. During school hours, when a student has already been documented as present, the first person aware of a kidnapping or missing student will immediately notify the school administration who will obtain student information and photo identification. If a student is not legally absent, the district will also notify BOCES, as needed, that the student could be lost, has runaway, or is truant (determine if friends are also missing.)
2. School building staff will search the building and also utilize the public announcement system.
3. The parent/guardian will be notified. If the student is not found, law enforcement will be notified.
4. The school administration in charge or designee will turn over the investigation to law enforcement upon their arrival and assist law enforcement as requested. No information will be released to the media.
5. Parents will be immediately notified if the student is located.

5. Shelter-in-Place

1. Purpose
   •  A Shelter-in-Place annex describes courses of action when students and staff are required to remain indoors, perhaps for an extended period of time, because it is safer inside the building or a room than outside. Depending on the threat or hazard, students and staff may be required to move to rooms that can be sealed (such as in the event of a chemical or biological hazard) or without windows, or to a weather shelter (such as in the event of a tornado). 
2. Actions
   • Initiate Shelter-in-Place 
     1. Shelter-in-Place will be announced by intercom, Public Address (P.A.) System, or otherwise with instructions on how to proceed. (DO NOT USE CODES, CARDS or COLORS) 
     2. Address Language:
        1.  – YOUR ATTENTION PLEASE. 
        2. – THERE IS A SITUATION REQUIRING YOU TO SHELTER-IN- PLACE. 
        3. – PLEASE STOP WHAT YOU ARE DOING AND FOLLOW THESE INSTRUCTIONS. – Provide specific incident instructions.
3. Instructions

• Use clear, concise language to provide direction to the school based on the situation. If there is a situation requiring students and staff to move away from windows and doors (such as a weather emergency), they should be instructed to move to the interior of the room or relocate to an interior hallway or room. Students in temporary classrooms or outside of the main building for any reason should be instructed to move into the main school building. 
• If the situation is not a threat to the exterior of the building, student’s in-between classes or outside of their classroom for other reasons should be instructed to return to their class. 

D. Additional Considerations for Shelter-In-Place

• Turn off utilities and ventilation systems (heating, ventilation and air conditioning) if appropriate. Prepare to shelter-in-place for extended periods including arrangements for food/water, sleeping, hygiene, medical needs, etc. Activate Annex (es) appropriate to respond to the situation. Notify all concerned parties when the Shelter-in-Place is lifted. 

6. Hold-in-Place 

1. Purpose 
   1. If there is an internal incident or administrative matter such as students fighting in a hallway, a maintenance issue or medical emergency that requires students and staff movement be limited, a “Hold-in-Place” may be initiated. This is intended to keep students and staff out of the affected area until the situation can be rectified. 
2. Actions
   1. Initiate Hold-in-Place 
      1. Hold-in-Place will be announced by intercom, Public Address (P.A.) System, or otherwise with instructions on how to proceed. (DO NOT USE CODES, COLORS OR CARDS) 
      2. Address Language: 
         1. – YOUR ATTENTION PLEASE. 
         2. – THERE IS A SITUATION REQUIRING YOU TO HOLD-IN- PLACE. 
         3. – PLEASE STOP WHAT YOU ARE DOING AND FOLLOW THESE INSTRUCTIONS. – Provide specific incident instructions. 
3. Instructions
   1. Use clear, concise language to provide direction to the school based on the situation.
   2. Execute Hold-in-Place 
      1. Students in hallways, bathrooms or other common areas will return to their classroom. If the Hold-in Place is announced between class periods, students will return to their previous class to await instructions. If the route is blocked, students will go to the nearest classroom and advise the teacher that they are unable to get to their class and await instructions. 
      2. All available staff members will assist in maintaining order and accounting for students. Remain in position until further instruction is given or remaining in place compromises safety. 

7. Evacuation

1. Purpose 
   1. This annex focuses on the courses of action that the school will execute to evacuate school buildings and grounds. Included are school policies and procedures for on-site and off-site evacuation including evacuation routes, transportation needs, and sheltering sites, required per 8 NYCRR Section 155.17 (e)(2)(i). Evacuation should take place if it is determined that it is safer outside than inside the building (fire, explosion, hazardous material spill) and staff, students and visitors can safely reach the evacuation location without danger. 
2. Actions
   1.  Initiate Evacuation
      1. Communicate the need to evacuate the building or a specific area of the building to the building staff and other occupants by activating the fire alarm and/or by a Public Address (P.A.) System or bullhorn. Address Language: 
         1. – YOUR ATTENTION PLEASE. 
         2. – THERE IS A SITUATION REQUIRING YOU TO EVACUATE. 
         3. – PLEASE STOP WHAT YOU ARE DOING AND FOLLOW THESE INSTRUCTIONS. – Provide specific incident instructions.
      2. Call or designate another to immediately call public safety (911) (police, fire and emergency responders) to give notice that the school has been evacuated. 
      3. Notify appropriate district staff that an evacuation of the school has occurred. 
      4. Communicate changes in evacuation routes if primary routes are unusable. 
      5. Activate Annex(es) appropriate to respond to the situation. 
      6. Designate staff with assigned radios and/or cell phones to assist in evacuation procedures, as per Building-Level ERP.
      7. Communicate when it is safe to re-enter the building or re-occupy a section of the school by bell system, radio transmission, public address system, designated staff, or bull horn. 
3. Evacuation Off School Grounds
   1. In the event that the situation poses a significant enough risk that evacuation of the building and remaining on school grounds is determined to not be adequate, students and staff will be evacuated to an off-site location. Prior to an actual incident, the Superintendent and Building Level School Safety Team determines appropriate off-site evacuation areas that offer adequate protection from the elements and communications abilities. 
      1. Perform all evacuation steps as indicated for a building evacuation. 
      2. Proceed to off-site locations: Primary Relocation Site or Secondary Relocation Site.
      3. Notify all assembly areas to evacuate to the offsite location. 
4. Evacuation – Return to Buildings or Grounds 

1. 1. No students or staff shall return to school buildings or grounds until advised to do so by the Incident Commander or appropriate officials. 
      1. The Incident Commander will make the decision when it is safe to return to the building. In the event that emergency response services (Police, Fire, EMS) are called, the Incident Commander may transfer incident command to the appropriate authority, who will then make the decision to allow students and staff to return to the building or grounds. 

5. Lockout 

1. Purpose 
   1. This annex describes the courses of action the school will execute to secure school buildings and grounds during incidents that pose an imminent concern outside of the school. The primary objective of a lockout is to quickly ensure all school staff, students, and visitors are secured in the school building away from the outside danger. 
2. Actions
   1.  Initiate Lockout
      1. Lockout will be announced by intercom, Public Address (P.A.) System, or otherwise.(DO NOT USE CODES, COLORS OR CARDS) Address Language: 
         1. – YOUR ATTENTION PLEASE. 
         2. – THERE IS A SITUATION REQUIRING SCHOOL TO LOCKOUT. 
         3. – ALL OUTDOOR ACTIVITIES ARE CANCELED. 
         4. – PLEASE CONTINUE REGULARLY SCHEDULED INDOOR ACTIVITIES. 
   2. Execute Lockout 
      1. All outdoor activities shall cease and be immediately moved indoors (i.e., gym classes, playground, etc.). 
      2. As soon as all students and staff are in the building all exterior doors shall be locked. 
      3. Emergency beacons should be initiated.
      4. Communicate with the bus garage for any incoming/outgoing students.
      5. Normal activity will continue within the building (unless directed otherwise).
      6. It is not necessary to turn lights off or to close blinds (unless directed). 
      7. Do not respond to the fire alarm unless actual signs of fire are observed, or an announcement is made. 
      8. Report any suspicious activity observed either indoors or outdoors to the main office. 
      9. A lockout will be lifted when notification is made by administration. Activate Annex(es) appropriate to respond to the situation. 

6. Lockdown 

1. Purpose 
   1. This annex describes the courses of action Glens Falls City School District will execute to secure school buildings and grounds during incidents that pose an immediate threat of violence in or around the school. The primary objective of a lockdown is to quickly ensure all school staff, students and visitors are secured in rooms away from immediate danger. 
   2. A Lockdown is the initial physical response to provide a time barrier during an active shooter/intruder event. Lockdown is not a stand-alone defensive strategy. Executing a Lockdown should involve barricading the door, hiding from view, remaining silent and readying a plan of evacuation as a last resort. 
2. Actions 
   1. Initiate Lockdown 
      1. In events where an immediate threat to life safety is recognized (such as a person armed with a gun in the hallway) any faculty or staff shall raise the alarm and initiate a lockdown. 
      2. Where possible a Lockdown will be announced by intercom, Public Address (P.A.) System, or otherwise. (DO NOT USE CODES, COLORS OR CARDS)
      3. 911 is contacted automatically when using the app or telephone code from a district phone.
      4. Lockdown must be immediate and deliberate, the announcement of a lockdown shall be as follows: – LOCKDOWN! LOCKDOWN! LOCKDOWN! 
   2. Execute Lockdown 
      1. IF SAFE, immediately gather students from hallways and areas near your room into the classroom or office. This includes common areas and restrooms immediately adjacent to your classroom. Lock your door(s) and have students/staff move to the designated safe area of the room, **REMAIN SILENT** 
      2. Turn off classroom lights and close blinds, including classroom door window shade.
      3. Teachers should position themselves in a location that gives them an advantage to manage their classroom effectively, and take the following action during a lockdown: 
         1. Do not allow anyone, under any circumstance, to leave your secured area.
         2.  Do not answer or communicate through your door or classroom phone. 
         3. Silence cell phones and limit use to only relay pertinent information to 911, (i.e., description/location of active shooter/victim injuries). 
         4. Do not respond to fire alarm unless actual signs of fire are observed. Doing so could compromise the safety of those already secured.
         5.  Document and attend to any injuries to the best of your ability. 
         6. Take attendance and include additions and missing students’ last known location. 
         7. Do not respond to Public Address (P.A.) system or other announcements.
         8.  If an intruder enters the classroom, use WHATEVER means necessary to protect yourself and the students. You must be prepared to fight for your life and use physical force or possibly deadly force to stop the intruder. Potential tactics include: 
            1. Moving about the room to lessen accuracy. 
            2. Throwing items (books, computers, phones, etc.) to create confusion. 
            3. Assaulting the shooter/intruder – use whatever objects you have in the classroom as a weapon such as blunt force objects (fire extinguishers, chairs, etc.) to incapacitate the intruder – FIGHT!
            4. Tell students to get out anyway possible – RUN!
      4. Staff/students participating in any outdoor activity upon the initiation of a lockdown should seek a safe location away from the building. Call 911 and report your situation including location and number of students. 
      5. Procedures should be in place to re-direct buses in the event of a lockdown. 
      6. LOCKDOWN WILL ONLY END WHEN YOU ARE PHYSICALLY RELEASED FROM YOUR ROOM OR SECURED AREA BY LAW ENFORCEMENT OR ADMINISTRATION. 

7. Crime Scene Management

1. 1. Respond: Ensure your personal safety first, then if possible, formulate a plan and make mental notes. 
   2. Evaluate: Evaluate the severity of the situation, call 911 if appropriate. 
      1. Identify involved parties.
      2. Be aware of weapons, hazards, and potential evidence. 
      3. Don’t touch anything unless absolutely necessary to preserve safety. 
   3. Secure 
      1. Clear away uninvolved people. 
      2. Establish a perimeter that prevents people from entering the potential crime scene.
   4. Protect 
      1. Safeguard the scene – limit and document any people entering the area. 
      2. Don’t use phones or bathrooms within the crime scene area. 
      3. Don’t eat, drink or smoke in the crime scene area. 
   5. Observe 
      1. Write down your observations as soon as it is safe to do so. 
      2. Record detailed information – don’t rely on your memory. 
      3. Don’t eat, drink or smoke in the crime scene area. Notes will aid first responders upon arrival and could be utilized in court. 
   6. Notify
      1. Call 911 if not already called or police are not on scene. 
   7. Document 
      1. Take good notes – such as: time, date, people at scene, weather, doors open or closed, lights on or off and the position of furniture. 
      2. Be prepared to provide your notes and information to the police. 

8. Communications 

1. Purpose
   1. This annex includes communication and coordination during emergencies and disasters (both internal communication and communication with external stakeholders, required under 8 NYCRR Section 155.17 (e)(2) (iv), as well as the communication of emergency protocols before an emergency and communication after an emergency. Additionally, procedures shall be included for emergency notification of persons in a parental relation (8 NYCRR Section 155.17 (e)(2)(i). 
   2. The School ERP must include policies and procedures governing school incident communications with law enforcement and emergency responders, as well as with students, parents, staff, the school community and the media. Templates for statements/press releases to the media, a detailed communications plan, including standard procedures and protocols, should be developed and made available in advance of an incident. 
   3. Templates for statements/press releases, the communication plan and media contacts at the major television, Internet, and radio stations are maintained by Skye Heritage and located in the District Office in hard copy and digital. 
2. Types of Communications
   1.  Communication between School and Emergency Responders 
      1. The school will contact and maintain communications with emergency responders during an incident. The School Incident Commander will transfer command to the appropriate emergency responder who arrives on the scene to assume management of the incident, including coordination of internal and external communications. The Incident Commander will use the communication platform and/or other means described in the School ERP to notify the principal/designee of the school’s status and needs. The school and emergency responders will coordinate the release of information to ensure that information is consistent, accurate and timely. 
   2. Internal Communications 
      1. The school has identified a school spokesperson or public information officer (PIO) who will be responsible to: 
         1. Help create the policies and plans for communicating emergency information internally and to the public. 
         2. Follow the communications policies and procedures established by the school. 
         3. Help establish alternative means to provide information in the event of a failure of power, phone or other lines of communication.
         4. Develop materials for use in media briefings. 
         5. Act as the contact for emergency responders and assist in coordination of media communications. 
   3. Communication between School Officials and Staff Members 
      1. School personnel will be notified when an incident occurs and kept informed as additional information becomes available. They will also be informed as plans for management of the incident evolve (to keep staff informed to the greatest degree possible). The following methods of communication may be utilized to disseminate information internally when appropriate: 
         1. Parent Square Phone/Text-Messaging System/Email System: A text-messaging or e-mail system is available to provide those who are registered to receive messages with updates during an incident.
         2.  Mobile Device Applications 
         3. Morning Faculty Meeting: As appropriate, updated information about an incident will be presented at the morning faculty meeting. Any new procedures for the day will also be reviewed at this time. 
         4. End-of-Day Faculty Meeting: As appropriate, updated information and a review of the day’s events will be presented at the end-of-day meeting. Staff will also have the opportunity to address any misinformation or rumors. 
   4. Communication between School Officials and Students
      1. Communication of emergency information between school officials will primarily take place through the school’s public address system or face-to-face between faculty and students. Other methods of communication with students may include the following: 
         1. Student Square Text-Messaging System/E-mail System: A text-messaging or e-mail system is available to provide those who are registered to receive messages with updates during an incident. 
         2. Mobile Device Applications. 
   5. External Communications
      1. School officials must communicate with the larger school community on how incidents will be addressed on a regular basis. However, once an incident does occur, parents, media and the community at large will require clear and concise messages from the school about the incident. This will include what is being done and the safety of the children and staff. 
   6. Communication with Parents 
      1. Before an incident occurs, the school will: 
         1. Inform parents on how to access alerts and incident information. 
         2. Inform parents that the school has developed an ERP, its purpose and its objectives. Detailed response tactics should not be shared if they will impede the safe response to an incident. Information will be included in an email/text message/phone call specific to the actual emergency.
         3. Provide translation services for non-English-speaking families and students with limited English proficiency. 
      2. In the event of an incident, the school will: 
         1. Disseminate information by Text/Phone/Email Message to inform parents about what is known to have happened as soon as practicable.
         2. Implement a plan to manage phone calls and parents who arrive at the school. 
         3. Describe how the school and school district are handling the situation. Updated incident information will be provided regularly using ParentSquare 
         4. Inform parents and students when and where school will resume. 
         5. After an incident, school administrators may schedule and attend an open question- and-answer meeting for parents/guardians as soon as possible. 
   7. Communication with the Media 
      1. In the event of an incident, the School Incident Commander or the emergency responder Incident Commander (in the event command has been transferred), will coordinate with the public information officer and/or participate in a joint information effort: 
         1. Establish a media site and reception area away from the school and any established Incident Command Post, Evacuation site or Reunification site. 
         2. Determine a media location for low impact events (such as a water main break) and high impact events (such as an active shooter incident) when media interviews at the school would be deemed impracticable due to the nature and severity of the incident. 
            1. Low Impact events can be handled at the School District Central Offices or similar type facilities as the number of media outlets and duration of media coverage can be expected to be low. 
            2. High Impact events may be handled at a community center, park or other facility that is of appropriate size to accommodate a large number of media outlets for an extended duration. 
         3. Provide regular updates to the media and school community. 
         4. Once Incident Command is transferred to emergency response authorities, so too will PIO functions be transferred to the ICS PIO.
         5. Provide only information that has been approved to be released by the Incident Commander in charge of the scene. 
         6. Monitor the release of information and correct misinformation.
         7. Coordinate messages with the Incident Commander or PIO. 

10. Accounting for All Persons 

1. Purpose 
   1. This annex focuses on developing courses of action to account for the whereabouts and well-being of students, staff, and visitors, and identifying those who may be missing. 
2. Actions
   1. Administrators, teachers, and staff members will use the Navigate360 Emergency Management Suite app on Chromebooks or cell phones to account for all students during drills, active incidents, and reunification. 
   2. Staff will use Raptor Visitor Management System reports to account for visitors inside a building during a drill or emergency.

11. Reunification 

1. Purpose 
   1. The Reunification Annex details a safe and secure means of reuniting parents/guardians with their children in the event of an emergency. 
2. Actions 
   1. Pre-designated Reunification Sites are confidential and determined by the crisis response team.
   2. Move students following an evacuation to the reunification site(s) (See Evacuation Annex). Notify a contact person at the relocation site(s) to prepare for the arrival of students. Designate a Reunification Coordinator. 
   3. Activate Annex(es) appropriate to respond to the situation. 
   4. Designate a holding area for arriving students and staff away from waiting family members. Designate an adult report area for parents/guardians to sign-in and to check identification. Establish a student release area. Students will be escorted to meet their parent/guardian and sign out. 
   5. Establish a mental health area and direct staff to escort parent/guardian of any injured, missing, or deceased student to the area for staff to provide notification in private and away from other parents. The School Psychologist or other designee will coordinate this activity with emergency response personnel. 
   6. Stage media area away from the reunification site and notify the PIO of the location. Keep evacuees on buses or in a holding area separate from parents until they can be signed out to waiting parents/guardians. 
   7. Release students to authorized persons after checking proof of identity and signing a student release form. 
   8. Instruct parents/guardians to leave the site to make room for others once they have signed out their student. 
   9. Arriving faculty and staff will provide a list of evacuated students to the reunification site staff immediately upon arrival. 
   10. Provide for students with special needs who may be significantly impacted by the stress of the incident. Additional support staff may be required to support these students. 
   11. Follow the instructions of the Reunification Coordinator or designated staff and/or assist in staffing the site. 
   12. Current student and staff emergency information that details special needs, such as medical or custody issues, is maintained within Navigate360, which syncs with the district’s student database nightly.

12. Continuity of Operations 

1. Actions 
   1. Select primary and secondary relocation sites that meet the needs of school. 
   2. Activate the COOP any time and sustain it for up to 30 days. 
   3. Re-establish essential functions, such as restoration of school operations, and maintain the safety and well-being of students and the learning environment 
   4. Ensure students receive applicable related services in the event of a prolonged closure. 
   5. Protect vital documents and make them available at alternate sites. 
   6. Identify personnel to assist in developing COOP and training them in activating COOP.

Threat and Hazard-Specific Annexes 

The threat and hazard specific annexes provide unique procedures, roles, and responsibilities that apply to a specific hazard. 

 

1. Sites of Potential Emergencies

(CONFIDENTIAL, listed within Building-Level ERPs)

2. External Contact Information (Non-Emergency)

Jerry Stockman 

National Grid 

Pipeline Safety

(518)761-5826 

(518)522-2588 

3. Command Posts 

• Interior: District Office 
• Exterior: Glens Falls Police Department