Pavilion CSD Safety Plan

Pavilion Central School District

Emergency Response Plan


Update: March 2013

BOE Approved March 11, 2013

Submitted to SED March 19, 2013

Update: December 2015


Table of Contents:


Concept of Operations

Chain of Command

Early Dismissal

Early Dismissal Evacuation Procedures




Shelter in Place

Bomb Threat

Response Actions to Specific Emergencies

Responding to threats and acts of violence

Prevention and Intervention Strategies

Recovery Efforts


General Considerations and Planning Guidelines



The Pavilion Central School SAVE Plan was developed pursuant to Commissioner’s Regulation 155.17. The plan is design to prevent incidents, be prepared for incidents, respond and recover. Resources from New York State Education Department, Police agencies, Homeland Security and Emergency Management were pooled to create this plan.


Concept of Operations

The initial response to all emergencies at Pavilion will be by the School Emergency Response Team consisting of the School Superintendent, Principals, Supt of Buildings and Grounds, Business Official and the Asst. Principal.


Upon the activation of the School Emergency Response Team, the School Superintendent or his/her designee will be notified and, where appropriate, local emergency officials will also be notified. County and State resources through existing protocols may supplement efforts.

District Safety Team

Director of Facilities - Rex Eighmey

Elementary Principal – Jon Wilson

High School Principal - Sheila Eigenbrod

Secondary Assistant Principal - Jim Helmicki

Transportation Director – Tom Hart

Elementary School Nurse and Parent - Liz Milligan

Art Teacher - Eric Weaver

Science Teacher - Nicole Wittmeyer

Art Teacher - Leah Coon

Elementary Teacher - Jenn Van Valkenburg

Director of Personnel Services - Stacey Tallon

Elementary Teacher and Parent - Kerry Milligan

Elementary Teacher - Christine Lutes

Elementary Teacher - Jessica Macaluso

District Treasurer - Tammy Bradley


District Incident Response Team

Superintendent of Schools - Kenneth Ellison

Business Official - Donald Childs

Director of Facilities - Rex Eighmey

Elementary Principal – Jon Wilson

High School Principal - Sheila Eigenbrod

Secondary Assistant Principal – Jim Helmicki

Crisis Team also includes PPS or CSE Director


Chain of Command & Incident Command Titles

Incident commander – Kenneth Ellison

Alternate HS incidents – Sheila Eigenbrod

Alternate Elementary incidents – Barbara Partell

Public Information Officer - Kenneth Ellison

Safety Officer - Jim Helmicki

Logistics Officer - Rex Eighmey

Resource Officer - Donald Childs

Intelligence/planning Officer - Sheila Eigenbrod

Liaison Officer - Kenneth Ellison


Procedures for Core response actions:

Emergency School Closing Information

Should it be necessary to close school or have a late start for any reason, the announcement will be made as early as possible through the School Messenger system and broadcast on the following radio and TV stations. These are the only officially notified radio and TV stations!

Rochester: WHAM (1180)

WHEC-TV (10)

Buffalo: WBEN (930)


Batavia: WBTA (1490)


Please DO NOT telephone school to see if school is closed. It is imperative that our phone lines be open for emergency calls. If weather or other conditions suggest the possibility of closing, please listen to the radio. IT IS TO BE PRESUMED THAT SCHOOL WILL BE OPEN UNLESS AN ANNOUNCEMENT TO THE CONTRARY IS BROADCAST OVER THE RADIO OR VIA THE SCHOOL MESSENGER SYSTEM.


Early Dismissal


A. Release will need a one-hour advance notice.

a. The Director of Transportation, the Superintendent, and the Business Administrator will make the decision for early dismissal.

b. The Superintendent will notify the building principals.

c. The Secretary to the Superintendent will notify the media.

d. The Principals will notify faculty and the students.

e. The Secretary to the Superintendent of Special Ed/Business office staff will make contact to Districts that PCS students attend.


B. The elementary principal and staff will implement emergency evacuation telephone tree. Calls to all parents will be made as requested. School messenger automated system will be activated.


C. The High School Principal will make an announcement that any students that need a phone to contact parents can come to the office.


D. The Superintendent will assess the circumstances of the situation and determine and communicate the specific release time for faculty and staff.


E. The Superintendent, the Business Administrator, and director of building and grounds will determine the cleaning schedule and security of the building,


Once students are at school, if worsening weather conditions or other emergency forces the early closing of schools, radio stations will again carry this information. On such a day, our phone lines become jammed. PLEASE DO NOT CALL SCHOOL AND DO NOT PLAN FOR YOUR STUDENT TO CALL YOU.


Be prepared in advance. We will follow instructions provided by you on our files for where to send your child in case of an emergency dismissal. Please be sure to keep these emergency instructions updated and current and advise us of any changes in these procedures prior to an emergency closing.


Evacuation Procedures

1. Notify 911.

2. Insure all occupants are notified to evacuate using the fire alarm, public announcement system, or other means depending on the nature of the emergency.

3. Notify the School Superintendent. Staff shall take students outdoors following established fire drill procedures, stay with students until the end of the emergency and until released by the senior administrator.


Sheltering Sites

Fire Hall.

Pavilion Baptist Church.

Neighboring School Districts York, Wyoming, LeRoy.



There may be time when it is necessary to LOCKDOWN a building. A building administrator, faculty, or staff member may initiate a lockdown based upon an actual or imminent threat (not including bomb threats) or violent event. A lockdown is the response to the worst-case scenario, and must be executed with appropriate urgency and seriousness.


Lockdown Objectives

To minimize injury and death.

To facilitate effective response.

To move as many people as possible to a safe place.

To neutralize the threat.


Lockdown Procedures

Lockdown will be announced by the PA system or otherwise.

Do not use codes.

Call 911 and report your situation.

Consider a lockdown for adjacent school buildings as well.

Immediately gather students from hallways into classrooms or offices. This includes common areas and restrooms immediately adjacent to classrooms.

Lock classroom doors and have students take a seated position on the floor next to the wall out of view from the door window. Stay out of sight. Do not cover windows. Leave the window blinds and lights as they are.

Document and attend to any injuries.

No one should be allowed to enter or leave a classroom or office under any circumstances.

Do not answer or communicate through your locked door.

Do not allow anyone into your secured area.

Do not answer a classroom telephone.

Do not respond to a fire alarm unless imminent signs of fire are observed. Doing so could compromise the safety of those already secured.

Do not talk out within the secured area except only as absolutely necessary.

Do not respond to the intercom, public address system other announcements.

Take attendance-include additions. Missing students last known locations should be noted. Keep this record for when you are released from the lockdown.

Substitute teachers should be trained but, please assist them if it is apparent they are not following procedures. Keys to lock their door may be an issue.



Lockdown will end only when you are physically released from your room by emergency responders or school administrator. Responding law enforcement should have master key to conduct the release.



A lockout is the response to an actual or potential threat from outside the school building. An example of such a threat might be an escaped fugitive, custodial interference or a disgruntled employee or spouse. Where the situation warrants, the school faculty, staff, and students are aware of but not disrupted by such response being activated. Consequently, the school day continues as normal except for the termination of all outside activities. In some cases, the details of a lockout do not need to be shared with the students to protect the identity of the individuals involved and minimize disruption to the school.


Lockout objectives

To keep any threat of violence or a dangerous incident out of the school building.

To promote minimal disruption to the education process when there is a potential or actual incident outside the school building.


Lockout Procedures

Lockout will be announced via the PA. Use plain language to announce the lockout. If a school is in lockout because they were notified by police of a local situation, there is no need to call to advise police of the lockout. However, the school should keep the police advised of any change in status to your building.

If the school is initiating the lockout due to a situation or potential incident discovered at the school, they should advise police of the lockout.

Lock all exterior doors and windows.

Terminate all outside activities.

An employee shall be sent out to scout the exterior and continue making rounds every 10-15 minutes. Notify principal of any unusual circumstances.

Entry to the building may be gained only on a one-on-one basis, and only through a locked and monitored door.

Classes otherwise continue as normal.


Lockout Conclusion

A lockout is lifted when the external threat is resolved. Notification of such resolution may be through any means. Upon resolution of an incident and termination of the lockout, contact police to advise them of such.


Shelter in Place

There are times when it is necessary to move the school population to a single or multiple locations in the school building. This is called a shelter in place. In most cases, a shelter in place is done when there is a threat of or actual weather related incident or bomb threat.


Shelter in Place Objectives

To minimize injury or death.

To locate and contain any device or weather damage.

To facilitate emergency shelter in place.

To establish safe routes and designated areas.

For a Generic/Non- specific Bomb Threat.

Announce “shelter in place”. Instruct everyone to remain where they are and scan their space area for anything out of the ordinary.

Call 911.

If no device is found, decide whether to continue school or evacuate. The school district administration may consult with police to make their decision If a device is found, follow Specific Bomb Threat Steps.


For a Specific Bomb Threat

Announce shelter in place.

Call 911.

Activate school emergency team. Instruct them to find an internal location to move the school population.

Scan, clear the location and the routes to it. Move those in the affected area to the established and cleared location.

Assist first responders as necessary.


For a Weather-Related situation

Announce shelter in place with instructions to go to the hallway or an internal room without windows and sit down on the floor.

Activate emergency response teams.

Call 911 if needed.

The school district administration makes the decision regarding evacuation, continuation or dismissal of school. First responders can assist and consult with them to make their decision. (Joint decision making-unified command.)

Current trends in bomb threat response rely on students staying in their classrooms. It is felt that through this compartmentalization, casualties can be minimized should a bomb detonate.


Bomb Threat Guidelines


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. Two alternatives to evacuation are compartmentalization and pre-clearance.


Compartmentalization relies on students remaining in their present locations while school administration and authorities assess and investigate the threat. Variation of compartmentalization-such as moving certain segments of the school population based upon new or developing information can also be utilized in an effective response.


Pre clearance relies on anticipating a threat, and is thoroughly covered in the SED guidelines.


Receiving Bomb threats


Written Threats

Contact 911.

Anyone receiving a written bomb threat must immediately notify the school building administrator.

Handling of a written bomb threat should be kept to an absolute minimum, since it may be used as evidence.

Fingerprints may be taken from the note to help determine its source.

A threat written on a bathroom wall, mirror, or stall should not be removed until it is viewed or documented (photographed).


Telephone or other verbal threats

Call 911.

Anyone receiving the information about a bomb threat must immediately notify the school building administration.

The NYSP bomb threat instruction card should be placed next to telephones that are most likely to receive such calls.

The bomb threat caller is the best source of information about a possible bomb.

It is desirable that more than one person listens in on the call.

Persons likely to receive a threatening call should receive special training and have a list of emergency phone numbers available.

If possible the telephone threat should be taped.

Information to be asked of the caller includes:

1. Where is the bomb located?

2. When will the bomb go off?

3. What does the bomb look like?

4. What kind of explosive is involved?

5. Why was the bomb placed?

6. What is your name?

Also note time of call, language used by caller, gender, approximate age, speech characteristic, and noticeable background noise.


Suspicious Packages

Call 911.

Anyone receiving a suspicious package must immediately notify the school building administrator.

Mail bombs can be contained in books, letters and parcels of varying sizes, shapes or colors.

Letter bombs may feel rigid, appear uneven or lopsided or are bulkier than normal.

The container is irregularly shaped, asymmetrical and has soft spot sand bulges.

There may be oil stains on the wrapper. The wrapper may emit a peculiar odor.

The package may be unprofessionally wrapped and be endorsed with phrases such as “Fragile-Handle with Care,” “Rush-do not delay,” “To be opened in the privacy of a specific person,” “Prize enclosed,” or “Your Lucky Day is Here.”

There may be cut and pasted lettering on the address label.

The package may have no postage or non-cancelled postage.

The package may exhibit protruding wires, foil, string or tape.

The package may emit a buzzing or ticking noise.

A suspect letter of package may arrive immediately before or after a telephone call from an unknown person asking it the item was received.

Do not open or squeeze the envelope or package.

Do not pull or release any wire, string or hook.

Do not turn or shake, place in water or place near heat.

Do move people away from the suspected package.

Do call 911 and activate the school plan.


Investigating Bomb Threats

Notify 911.

Be aware of the availability and limitation of specialized emergency services including bomb squads, hazardous materials management or bomb dogs.

The school district administrator makes the decision regarding evacuation, continuation or dismissal of school. First responders can assist and consult with them to make their decision.

Police may enlist the assistance of the school faculty/staff who are familiar with the building and can recognize objects that do not belong or are out of place.

Scanning the building does not involve touching or handling a suspect object.

Once the incident has been resolved and no longer poses a danger, a full threat assessment inquiry should be conducted on the person making the threat. See NYS school safety guide for assessment inquiry.


Response Actions to Specific Emergencies

Note that all emergencies are unique and it may be more effective to implement other response actions than those that are listed in this chart. The Incident Commander will need to make the ultimate decision.


Criminal Offenses (notify police for all incidents).

Bomb Threat: Shelter or evacuate.

Biological Threat: Shelter and evacuate.

Civil Disturbance: Shelter or lockdown.

Hostage Taking: Lockdown.

Intrusion: Lockdown.

Kidnapping: Lockdown.


Natural Hazards

Earthquake: Shelter.

Flood: Shelter or evacuate.

Thunderstorm/Lightening: Shelter.

Tornado: Shelter.

Winter storm cancellation: Shelter or evacuate.


Technological Hazards

Airplane crash: Shelter or evacuate.

Energy loss: Evacuate.

Gas leak: Evacuate.

Hazardous leak off-site: Shelter.

Hazardous leak on-site: Evacuate.

Water loss: Evacuate.

Fire and/or explosion: Evacuate.


System Failure

Building – structural: Evacuate.

Electrical: Evacuate or early dismissal.

Heating: Early dismissal.

Transportation fleet: Arrange alternate transportation.

Roof: Evacuate.

Sewage System: Evacuate or early dismissal.


Response Basics


A. Assignment of Responsibilities

The Emergency Response Team will respond utilizing a chain of command consistent with the National Interagency Incident Management System (NIIMS) Incident Command System (ICS).

In the event of an emergency, the response team may adapt NIIMS ICS principles based on the needs of the incident, working in cooperation with emergency responders.


B. Continuity of Operations

In the event of an emergency, the Superintendent, the Building Principal or his/her designee will serve as Incident Commander. A member of a local emergency response agency may replace the School Incident Commander.


C. Security of Crime Scene

In the event of an incident/crime on school property, the building shall utilize the following procedure(s) for securing and restricting access to the scene in order to preserve evidence from being disturbed or destroyed:

The initial scene security is charged with the Building Principal or designee until relieved by law enforcement officials.

No items shall be moved, cleaned, or altered without prior approval from the appropriate law enforcement agency.

Nothing in this section should be interpreted to preclude the rescue and aid of injured persons.

Barrier tape is available to cordon off the scene.


D. Accountability

Teachers will account for all students at the beginning of each day and at the beginning of an incident. Principal will check with teachers and department heads for any missing people.


E. Medical

The school nurse will prepare to bring medication to off-site sheltering locations as well as special medical need forms for students.


F. Main Office

Will prepare to bring student/parent emergency information to off-site locations. Receptionist should be prepared to answer parental questions during an incident and explain where and how to pick up children from the school or sheltering site. They must also be aware of where to send media inquiries.


G. Custodial

Custodians need to prepare a map of utility shut-offs and have necessary tools readily available to operate valves and keys to gain access to switches. All custodians should be trained on emergency shut down operations. Custodians need to be available to secure building, direct traffic or respond to the emergency directly. They must help evaluate damage to the building systems and call in appropriate contractors to repair damage as necessary.


H. Cafeteria

Cafeteria Manager needs prompt update information regarding early go home or evacuation decisions. If possible they should prepare to transport food to a shelter area (e.g. peanut butter and jelly, drinks).

I. Building Administration

Notify District Office of activities taken place, updating the superintendent every 20-30 minutes. The building administrator will call for internal and external emergency services if necessary. The building administrator will also activate crisis management team if necessary. The building administrator or the designee will make calls to parents of children involved. He/she will organize sheltering evacuation procedures and remain with the school population if evacuated to another site. The building administrator will also update the faculty on the details of the event. Media calls will be directed to the superintendent.


Responding to Threats and Acts of Violence


All staff is required to notify the building administrator (or designee) of any violent incidences. The building administrator (or designee) will determine the seriousness of the situation and contact law enforcement immediately if the situation warrants.

A. Policies and procedures to contact parents, guardians or persons in parental relation to the students in the event of a violent incident or an early dismissal.

For incidences involving individual or several students, the parents of all students involved will be notified as soon as possible by the building administrator regarding the details of the incident. Whenever the safety of the general student population has been jeopardized or is in future jeopardy all parents will be notified of the circumstances of the incident as soon as possible.


Prevention and Intervention Strategies


A. Policies and procedures related to school building security, including, where appropriate, the use of school safety officers and/or security devices or procedures.

All staff is required to actively participate in measures outlined by the administration for providing school safety and security. These include:

1. Limiting access for all persons to one main entrance.

2. Wearing staff identification badges at all times.

3. Being cognizant of strangers in the building and stopping visitors who have not properly registered.

4. Providing adequate lighting in all areas.

5. Reducing and controlling traffic flow on campus.

6. Providing greeters for processing all visitors to student occupied buildings.

7. Training all staff on crisis intervention.

8. Installation of buzzer systems.


B. Policies and procedures for the dissemination of informative materials regarding the early detection of potentially violent behaviors, including, but not limited to:

The identification of family, community and environmental factors to teachers, administrators, parents and other persons in parental relation to students of the school district or board, students and other persons deemed appropriate to receive such information.

1. Administrators and counselors share pertinent intake information regarding specific students with staff.

2. Selected staff meets systematically with probation officer, juvenile officers and social service staff.

3. Principals, counselors and assistant principal meet with staff after an incident to discuss strategy.

4. District website resources.

5. Principals work with law enforcement to conduct home visits if suspicious activity.

6. Crisis Team meets to review incidents and determine a plan of action.

7. STAR program is notified of any pertinent issues.


C. Appropriate prevention and intervention strategies such as:

1. Staff training programs:

a) School safety workshops offered through UB and GV BOCES.

b) Review of the school handbook.

c) Second Step – Character Education Program.

d) Handle with Care Program.

e) Principal, nurse trained to ID alcohol and drug use.

2. Student programs:

a) Peer Remediation.

b) Review of student handbook and code of conduct with both students and parent sign-off.

c) Bully proofing your school.

3. 2 counselors and 2 social workers develop rapport with students.

4. Psychologist and/or counselors are available 100% of the time to intervene or lend support in a crisis situation.


D. Strategies for improving communication among students and between students and staff and reporting of potentially violent incidents, such as the establishment of:

1. DASA reporting.

2. Sources of Strength.

3. Bully Busters.

4. Second Step.

5. Six Pillars Character Traits.



The District-Incident Response Team should develop the following procedures for dealing with post-incident response:


A. Short Term

1. Mental health counseling (students & staff).

2. Building security.

3. Facility restoration.

4. Post-incident response critique.

5. Other.

Short Term:

The post-incident response team will include building administrator, business official, superintendent of buildings & grounds, counselors. The building administrator will ensure that counselors are available using resource list in this plan. The custodial crew will secure any parts of the building that may have incurred damage or need to be cordoned off for a criminal investigation. Custodians will also be critical to the building restoration activities. Costs for restoration using both in-house materials or contracted services will be documented by the business official. The team will review the incident and develop minutes, which will reflect areas for improvement for future events.


B. Long Term

1. Mental health counseling (monitor for post-traumatic stress behavior).

2. Building security.

3. Mitigation (to reduce the likelihood of occurrence and impact if it does occur again).

4. Other.

Long Term:

Building counselors will observe students and review with faculty any long-term stress that students or staff may exhibit. Superintendent of buildings & grounds will evaluate the facilities after an incident to determine if there is a need for additional safe guard such as surveillance cameras or additional lighting. They will also look to investigate any situations that may have caused or showed response actions to the event.


Procedures for the review and conduct of drills and other exercises to test components of the emergency response plan, including the use of tabletop exercises, in coordination with local and county emergency responders and preparedness officials.


Annually, as the plan is updated, the chairperson of the planning committee will submit a draft of the plan to each affected county emergency management coordinator for review to insure compatibility with the county plan and statewide plan.


Each year, the Superintendent will conduct at least one test of the emergency response procedures for each student occupied facility. All drills will be conducted in cooperation with local and county emergency management officials to the extent possible.


Plan Review and Public Comment

This plan shall be reviewed and maintained on an annual basis on or before July 1of each year.

Response Plans shall be confidential and shall not be subject to disclosure under Article 6 of the Public Officers Law or any other provision of law, in accordance with Education Law Section 2801-a.