School safety requires more than locked doors and drills. Maximizing safety means having the ability to get the right information to the right people at a moment’s notice.
Traditional intercoms and fire alarms are important but aren’t enough on their own. Today, school safety demands a comprehensive approach — one that can reach everyone on campus with a clear, actionable message. Think digital signage, mobile alerts, wearable panic buttons, and real-time location data, all working together to ensure instant communication across every corner of your school.
But implementing such a powerful system is just the first step. Here are 10 best practices to help you get the most out of your school’s emergency alert system:
10 best practices for using an emergency alert system in schools
1. Assess your school’s unique needs and vulnerabilities
Before you implement an emergency alert system, it’s critical to start with a needs assessment.
- Evaluate potential emergencies: What are the most likely threats your school might face, such as severe weather or safety incidents?
- Consider physical vulnerabilities: Is there anything unique about your facilities that call for added attention?
- Review existing infrastructure: You will want to select tools that integrate with your current systems, such as intercoms and digital signage.
2. Look for comprehensive coverage
More coverage is critical. You want to have multiple ways to reach students, staff, and visitors throughout your school facilities.
- Multi-channel alerts: The system should be able to send notifications via SMS, mobile apps, digital signage, classroom displays, and PA systems to reach everyone, no matter where they are, either natively or through integrations with other technology tools.
- Real-time location tracking: Incorporating location data allows responders to know exactly where incidents are happening so help can arrive quickly.
3. Integrate seamlessly with existing systems
Your emergency alert system should work effortlessly with the technology you already have in place.
- Compatibility with existing tools: Whether it’s intercoms, digital signage, or mobile apps, new tools should integrate smoothly into your existing infrastructure.
- Unified incident management: The best systems offer real-time coordination, allowing administrators to manage incidents, send alerts, guide responses, and end an emergency through one central platform. This streamlines communication and ensures no steps are missed during a crisis.
4. Enable instant activation with wearable or mobile devices
In an emergency, every second matters. Having quick and accessible ways to activate alerts from anywhere can save lives.
- Wearable panic buttons: These one-touch panic buttons let staff activate an emergency instantly. This is especially useful for incidents that escalate quickly, such as medical emergencies or intruder situations.
- Mobile device integration: This lets staff initiate an alert right from their mobile device, providing flexibility when reaching a fixed panic button or alarm is impossible or impractical.
5. Customize and automate alerts for specific emergencies
One size doesn’t fit all when it comes to emergencies. Your alert system needs to be able to handle various situations.
- Tailored messages: Customize alerts based on the specific emergency—whether it’s a lockdown, fire, severe weather, or medical emergency.
- Automated responses: The ability to automate specific actions, such as locking doors during a lockdown or providing evacuation instructions during a fire, adds an extra layer of preparedness.
6. Implement visual alerts for accessibility
Emergencies require clear, actionable messages that can be understood by everyone – and that means incorporating a variety of delivery formats, including visual alerts.
- Digital signage for visual alerts: Use your existing digital displays in common areas and classrooms to show visual alerts. This is especially important in noisy environments or when students are using headphones.
- Accessible notifications: Visual alerts are crucial for individuals who are deaf or hard of hearing or have a language barrier. These systems increase the likelihood that emergency instructions are seen and understood.
7. Provide redundancy and backup options
In an emergency, having a reliable backup system is just as important as the primary alert system.
- Multiple communication channels: Ensure there’s redundancy in your alert system so that if one method fails (e.g., mobile apps), others like PA systems, digital signage, or email can still function. This ensures no single point of failure during a crisis.
- Power and connectivity backups: Implement systems with battery backups or alternative communication networks to stay operational in case of power outages or internet disruptions. For example, wired panic buttons or wearable devices that work even without Wi-Fi can serve as essential backups.
8. Regularly update and test the system
Once your emergency alert system is in place, it’s not a set-it-and-forget-it solution. Ongoing testing and updates are critical to ensure it stays reliable and effective.
- Routine system tests: Schedule regular drills and tests to ensure everything—from digital signage to wearable panic buttons—is functioning properly. This helps staff and students stay familiar with the system and ensures that any glitches are caught early.
- Continuous system updates: Keep your software and hardware updated to prevent any technical failures during an actual emergency. Protocols should be re-evaluated as technology changes.
9. Train staff and students regularly
An emergency alert system is only as effective as the people who use it. Proper training ensures everyone knows exactly how to respond when an alert is initiated.
- Staff training: Provide regular, hands-on training sessions for teachers, administrators, and support staff on how to activate the system, recognizing the types of alerts, and understanding the protocol for each situation.
- Student drills: Conduct regular drills for students so they know what to do during an emergency. Familiarity with lockdowns, fire drills, and evacuation procedures can help minimize panic and ensure quick, safe responses.
10. Review and refine based on real-time data
Lastly, after implementation and training, your emergency alert system should be a dynamic tool that evolves based on real-world use and data.
- Analyze incident reports: Collect data from actual emergency drills and incidents to find areas where your system performed well and where it can improve. Real-time insights about response times or missed alerts can highlight gaps in coverage or communication that need addressing.
- Refine protocols: Use the data to refine your emergency protocols. Updates might involve revising alert templates, changing response procedures, or even expanding system coverage to new areas of the campus.
Explore how Vivi’s emergency alerts can help you build a more connected, safer campus. Watch the video below to see how it works.
