Pavilion CSD Safety Plan

Pavilion Central School District

Emergency Response Plan


Review: September 16 2019

BOE Approved: October 21, 2019

Submitted to SED: October 22, 2019


Table of Contents:

Click on the link to move to the section

Procedures for Core response actions
School Cancellation
Early Dismissal
Evacuation Procedures
Shelter in Place
Bomb Threat Guidelines
Response Actions to Specific Emergencies
Response Basics
Responding to Threats and Acts of Violence
Prevention and Intervention to Acts of Violence
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 – Charles Martelle 

Transportation Director – Tom Hart

School Resource Officer – Jeremy McClellan

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 - Christine Lutes

Elementary Teacher - Jessica Macaluso

District Treasurer - Tammy Bradley  

District Incident Response Team

Superintendent of Schools - Kenneth Ellison,

Chief Emergency Officer- Rex Eighmey

Business Official - Donald Childs,

Director of Facilities - Rex Eighmey

Elementary Principal – Jon Wilson

High School Principal - Sheila Eigenbrod

Secondary Assistant Principal – Charles Martelle

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 – Jon Wilson


Public Information Officer - Kenneth Ellison

Safety Officer – Charles Martelle

Logistics Officer - Rex Eighmey

Resource Officer - Donald Childs

Intelligence/planning Officer - Sheila Eigenbrod

Liaison Officer - Kenneth Ellison

School Resource Officer – Jeremy McClellan

Procedures for Core response actions:

School Cancellation 

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)
   WKBW-TV (7)

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

  1. Release will need a one-hour advance notice

  2. 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.

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

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

  5. 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 treat

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 s 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)

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. 

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 denote.  

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

  • Call 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 the 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:

  • Where is the bomb located?
  • When will the bomb go off?
  • What does the bomb look like?
  • What kind of explosive is involved?
  • Why was the bomb placed?
  • What is your name?

Also note item 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___”. “Prize enclosed”, or “Your Lucky Day is Here”
  • There may be cut and past 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 form 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 hear
  • Do move people away form the suspected package
  • Do call 911 and activate the school plan

 Investigating Bomb Threats

  • Call 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 he 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 

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 (i.e. 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. 
  • 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 

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
  9. Installation of Raptor system in September 2018 

2. 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, School Resource Officer, and counselors share pertinent intake information regarding specific students with staff. 
    2. Selected staff meet systematically with probation officer, juvenile officers and social service staff.

    3. Administrators, School Resource Officer, and counselors meet with staff after an incident to discuss strategy. 

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

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

    6. STAR program is notified of any pertinent issues. 

3. Appropriate prevention and intervention strategies such as: 

Staff training programs:

  1. School safety workshops offered through UB and GV BOCES
  2. Review of the school handbook
  3. Second Step – Character Education Program
  4. Handle with Care program
  5. Administrators, School Resource Officer, and nurse trained to ID alcohol and drug use. 

Student programs:

  1. Peer Remediation
  2. Review of student handbook, and code of conduct with both students and parent sign-off
  3. Bully proofing your school 

Counselors, Social Workers, and School Resource officer develop rapport with students.

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

4. 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 Buster
  4. Second Step
  5. Six Pillars Character Traits


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

Short Term

  1. Mental health counseling (students & staff)
  2. Building security
  3. Facility restoration
  4. Post-incident response critique

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

Short Term:
The post-incident response team will include Building Administrator, Business Official, Director of Facilities, School Resource Officers, and 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 needs 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.

Long Term:
Building counselors will observe students and review with faculty any long-term stress that students or staff may exhibit.  Director of Facilities 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 1 of 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.



Appendix 1: District Map 

Appendix 2: Building Maps 

Appendix 3: NIMs Organization 

Appendix 4: Agreements of Understanding 

Appendix 5: Communications with others 

Appendix 6:  Staff with Special training, certifications or licenses 

Appendix 7:  Identification of sites of potential emergency:  

Appendix 8: Transportation needs 

Appendix 9:  District Vehicles 

Appendix 10: Fuel Inventory and Cafe Inventory 

Appendix 11: Bomb Threat Card 

Appendix 12: Pavilion Pandemic Plan 

Appendix 13: Pavilion Cyber-Bullying / Bullying Policy 

Appendix 14: Food Contamination Plan 

Appendix 15: Gotta go bags 

Appendix 16: Crisis Intervention Checklist 

Appendix 17 Future Plans for Improved Building Safety

Appendix 18: Evacuation Plan of Non-Ambulatory Occupants 

 Appendix  1 District Map

 Google satellite view URL-Google satellite view of Pavilionc Central School Property

Appendix 2: Building Maps