- Smyrna School District
- Communication Organization
Communication
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Ensuring that students, families, and staff receive crucial district information is essential for building trust and keeping our community well-informed. The district will employ diverse communication methods, including email, phone, webpages, Facebook, text messages, US mail, and distributing hard copies of information to students.
Weather
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Fog
- Check weather sources the evening before to assess the potential dew point and temperature.
- If these are within two degrees of each other, fog may be a concern and pose a hazard.
- Repeat the check at 4:30 AM for updated information.
- Utilize a communication tree connecting all schools in Kent County for early discussions on possible delays, starting as early as 3:30 AM.
- The Transportation Supervisor gathers feedback from various locations within the Smyrna School District through contacts, assessing any significant weather conditions early in the morning.
- Depending on the circumstances, the Transportation Supervisor may conduct a drive around the Smyrna School District area before 5 AM to evaluate the severity of fog and recommend a delay or cancelation if necessary.
- If a delay appears justified, the Transportation Supervisor communicates with the Superintendent and Director of Operations.
- If the dew point and temperature are not forecasted to be within two degrees of each other, the likelihood of fog is ruled out, and the aforementioned steps are not activated.
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Snow
- Pending Snow Event:
- Review weather prediction data from sources such as DEMA, Mount Holly, State/Local authorities, and Governor’s orders.
- Analyze the timing of the approaching storm.
- Establish communication with state/local stakeholders and neighboring districts.
- Actively participate in local/state weather-related preparedness meetings.
- Utilize the gathered information to assess the feasibility of safe school operations.
- Snow has Already Fallen:
- Evaluate data sources for road conditions, including DEMA, State/Local authorities, Governor’s orders, and local road/neighborhood conditions.
- Assess the status of school property, ensuring parking lots and sidewalks are clear for safe passage.
- Engage in local/state weather-related preparedness meetings.
- Use the collected information to make informed decisions regarding the ability for safe school operations.
- Pending Snow Event:
Emergencies
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In the event of an emergency, it's important to understand that the district follows a multi-layered approach before disseminating emergency-related information. This is done to safeguard the integrity of the scenario and not as an attempt to withhold information. However, this process does introduce additional time, and it may seem as though our efforts are delayed. Rest assured, our primary objective is to provide the most comprehensive information available at the moment.
Emergencies
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Legal/Law Enforcement
- Internal identification of concern
- Appropriate external communication to resources:
- Emergency:
- Initiate contact with Emergency services (911).
- Notify the School Resource Officer (SRO).
- Involve legal counsel (if necessary).
- Non-Emergency:
- Inform School Resource Officer (SRO).
- Engage legal counsel (if necessary).
- Emergency:
- Law Enforcement and Legal Counsel (if necessary) provide guidance
- Criminal Matter
- Share details as permitted by law enforcement and legal counsel to avoid compromising the ongoing investigation.
- Provide updates as allowed
- Share details as permitted by law enforcement and legal counsel to avoid compromising the ongoing investigation.
- Non-criminal Matter
- Share details as allowed by HIPAA/FERPA, with legal counsel support if needed.
- Provide updates as allowed
- Share details as allowed by HIPAA/FERPA, with legal counsel support if needed.
- Criminal Matter
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Facility
- Nature of Concern: Issue with Electricity, Water, HVAC, or other operations)
- Are schools safe to open
- Yes: Proceed with normal operations
- No: Communicate a message indicating the issue and necessary precautions.
- Are schools safe to open
- Nature of Concern: Issue with Electricity, Water, HVAC, or other operations)
Public Safety Concerns
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Examples
- Local Criminal investigation not related to the Smyrna School District, but creating an impact
- Safety issue at neighboring school(s)
- Law enforcement activity near a school
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Action
- Initiate communication with law enforcement and legal counsel (if necessary)
- Communicate to families
- Assess and address the potential impact on the district resulting from the identified public safety concerns.