A. LETTER TO PARENT REGARDING PROCEDURES FOR PICKING UP
CHILDREN IN A CRISIS
(To be mailed to parents at the beginning of each school year)
SUGGESTED LETTER FORMAT:
In a letter to parents, mailed in September of each year, the school will inform parents as to the proper procedures to follow in picking up a child/children in a crisis situation, such as tornado, chemical spill, or other crisis.
Among the types of information that will be contained in the letter are:
· Specifications indicating that school is one of the safest places that students may be located during most crises or natural disasters.
· Instructions showing that students will be kept at school until the crisis is determined to be over.
· Instructions emphasizing that students will be released to asignees who come get them.
· Instructions NOT to phone the school and tie-up the few telephone lines that will be needed for emergency use.
· Instructions emphasizing that when a person other than the parent comes to get a student, the building administrator will first check with the student and that a record is kept as to the person picking up the student; if there is any doubt that a parent does not want the student released, then the student will be kept at school.
· �Tips for Parents to Help Create Safe Schools� will be included
in the school informational packets sent to parents. This will take place
no later than the fourth week of school.
B. AUTHORIZATION TO REALEASE CHILDREN IN AN EMERGENCY
Our school has developed an emergency business plan in case of any disaster, which might occur. This is done in compliance with the division policy. The emergency plan is devoted to the welfare and safety of your child during school hours. The plan is available for inspection in the school office.
We are requesting your assistance at this time:
Should there be an emergency, such as a major fire, tornado, explosion,
etc., your child may be required to remain in the care of the school until
it is deemed safe by an Emergency Services authority that the child can
be released. At that point, children may be released only to properly authorized
parents and/or designees. Therefore, please list as many names, (with local
telephone numbers and addresses) as possible, of those persons to whom
you would allow your child�s release in the event of an emergency. Be sure
to notify those persons listed that you have authorized their supervision
in case of emergency.
In the event that you should be unable to come to school, it is essential that others be designated to care for your child. No child will be released to the care of unauthorized persons.
We appreciate your cooperation in this important matter.
Child: ______________________________________
Teacher: ___________________________________ School Year: ________
Please release my child to any of the persons listed below:
Name Phone Address Relationship
Parent/Guardian Signature: _________________________________ Date:
_________________
Home Phone: _______________________ Work Phone: ________________________
C. TIPS FOR PARENTS TO HELP CREATE SAFE SCHOOLS
Parents can help create safe schools. Here are some ideas that have been successfully used in other communities:
� Discuss the school's discipline policy with your child. Show
your support for the rules, and help your child understand the reasons
for them.
� Involve your child in setting rules for appropriate behavior
at home.
� Talk with your child about the violence he or she sees--on
television, in video games, and possibly in the neighborhood. Help your
child understand the
consequences of violence.
� Teach your child how to solve problems. Praise your child when
he or she follows through.
� Help your child find ways to show anger that do not involve
verbally or physically hurting others. When you get angry, use it
as an opportunity to model these
appropriate responses for your child-and talk about
it.
� Help your child understand the value of accepting individual
differences.
� Note any disturbing behaviors in your child. For example, frequent
angry outbursts, excessive fighting and bullying of other children, cruelty
to animals, fire setting,
frequent behavior problems at school and in the
neighborhood, lack of friends, and alcohol or drug use can be signs of
serious problems. Get help for your child.
Talk with a trusted professional in your child's
school or in the community.
� Keep lines of communication open with your child--even when
it is tough. Encourage your child always to let you know where and with
whom he or she will be.
Get to know your child's friends.
� Listen to your child if he or she shares concerns about friends
who may be exhibiting troubling behaviors. Share this information with
a trusted professional, such
as the school psychologist, principal, or teacher.
� Be involved in your child's school life by supporting and reviewing
homework, talking with his or her teacher(s), and attending school functions
such as parent
conferences, class programs, open houses, and PTO
meetings.
� Work with your child's school to make it more responsive to
all students and to all families. Share your ideas about how the
school can encourage family
involvement, welcome all families, and include them
in meaningful ways in their children's education.
� Volunteer to work with school-based and community groups concerned
with violence prevention.
� Talk with the parents of your child's friends. Discuss how
you can form a team to ensure your children's safety.
� Find out if your employer offers provisions for parents to
participate in school activities.
D. ACTION STEPS FOR STUDENTS
There is much students can do to help create safe schools. Talk to your
teachers, parents, and counselor to find out how you can get involved and
do your part to make your school safe. Here are some ideas that have been
successfully used by students in other schools:
� Listen to your friends if they share troubling feelings or
thoughts. Encourage them to get help from a trusted adult-such as a school
psychologist, counselor, social
worker, leader from the faith community, or other
professional. If you are very concerned, seek help for them. Share your
concerns with your parents.
� Create, join, or support student organizations that combat
violence.
� Work with local businesses and community groups to organize
youth-oriented activities that help young people think of ways to prevent
school and community
violence. Share your ideas for how these community
groups and businesses can support your efforts.
� Organize an assembly and invite your school psychologist, school
social worker, and
counselor--in addition to student panelists--to
share ideas about how to deal with violence, intimidation, and bullying.
� Get involved in planning, implementing, and evaluating your
school's violence prevention and response plan
� Participate in violence prevention programs such as peer mediation
and conflict resolution. Employ your new skills in other settings,
such as the home,
neighborhood, and community.
� Work with your teachers and administrators to create a safe
process for reporting threats, intimidation, weapon possession, drug selling,
gang activity, graffiti, and
vandalism. Use the process.
� Ask for permission to invite a law enforcement officer to your
school to conduct a safety audit and share safety tips, such as traveling
in groups and avoiding areas
known to be unsafe. Share your ideas with the officer.
� Help to develop and participate in activities that promote
student understanding of differences and that respect the rights of all.
� Volunteer to be a mentor for younger students and/or provide
tutoring to your peers
� Know your school's code of conduct and model responsible behavior.
Avoid being part of a crowd when fights break out. Refrain from teasing,
bullying, and
intimidating peers.
� Be a role model � take personal responsibility by reacting
to anger without physically or verbally harming others.
� Seek help from your parents or a trusted adult � such as a
school psychologist, social worker, counselor, teacher � if you are experiencing
intense feelings of
anger, fear, anxiety, or depression.
E. ANNOUNCEMENTS: INITIAL ANNOUNCEMENT OF CRISIS EVENT
TO: ______________________________________
FROM: ______________________________________
�We have just been advised of a tragedy involving a member(s) of our
school. I am sad to announce that has died/has been in a serious accident.
As soon as we have more information,
we will pass it on to you. People will be available in the building
to help those of you who need extra support in dealing with this situation.
Your teachers will advise you of the location and times available for this
support.�
�As soon as we know the family�s/families� wishes regarding we will
share that information with you. We ask that all students remain in their
classrooms and adhere to their regular schedules.�
Student Suicide (To be read to the students by the classroom teacher.)
TO: School Faculty
FROM: Principal
SUBJECT: (Crisis)
DATE: __________________
John Doe died early Saturday morning. As a faculty we extend our sympathy to John's family and friends.
We encourage all students to consider the tragic nature of this death and to realize that death is final. John's death is a reminder to us all that the act of taking one's life is not an appropriate solution to any of life's problems nor is it an act of courage. Please let your teachers know if you would like to talk to a counselor or other staff member.
Funeral services for John will be held __________________________________________
and there will not be a memorial service in this area. Expressions of sympathy
may be sent to
.
F. STUDENT DEATH FROM ACCIDENT OR ILLNESS THAT STUDENTS MAY BE AWARE
As many of you are aware, we were sorry to hear that, ______________________________ a student in the ______th grade of our school, died on ________________. The funeral arrangements have not been completed. As soon as we learn the funeral plans, we will announce them. Those of you who want to discuss your feelings about __________________________________�s death should obtain a pass from your teacher to go to the ______________________________________________________.
This help will be available throughout the school day. Let us have a
moment of silence. . .
G. LETTERS TO PARENTS
Unexpected Student Death - Elementary
Dear Parents,
Yesterday, we learned that one of our ______ graders died. Today, at school, each teacher read a short message about ____________________to his/her class. We discussed what happened.
Our guidance counselor and our school psychologist were available throughout the day to talk with any student that may have had a particularly difficult time dealing with the news.
Any death is difficult for children to understand. This death is particularly difficult due to his/her young age and its unexpectedness. We recommend that you take some time to discuss death with your child. We suggest allowing your child to talk about how he/she feels and any fears or concerns he/she may have as a result of hearing this news. We are enclosing a list of suggestions to help you talk with your child about this student�s death and/or the death of any loved one. If you feel that your child would benefit from talking with our guidance counselor or our school psychologist, please call us at the school and share your concerns.
The faculty, staff and students extend our heartfelt sympathies to the family and to all their friends. We at the school will miss him/her very much. He was our friend and we loved him/her.
Sincerely,
School Principal
H. LETTERS TO PARENTS
Notice of Bus Accident
Dear Parents,
This morning, prior to school, there was an accident involving a school bus and an automobile. There were known injuries to the passengers of the car. The children on Bus # ____ witnessed the aftermath of the accident but were not involved in it.
The children from the bus involved in the accident were taken to the library by the guidance counselors and administration. The children were asked if they were injured in any way and their parents were then contacted. Your child, because of being on Bus # ___ may show delayed reaction to the accident. Please be alert over the next several days to symptoms of delayed reaction, including:
· A desire to be alone,
unusually quiet
· Loss of appetite
· Problems with sleeping,
nightmares
· Difficulty with
concentration
· Crying
· Angry outburst,
short temper
· Headaches, upset
stomach
· Depressed, sad
Your child may also exhibit some physical complaints. Please contact
(principal�s name) to fill out an accident report. The school will be offered
support services for students needing help dealing with the accident. We
will also provide counseling services to parents in helping their children
to cope. Please don�t hesitate to call if you have any questions or concerns.
Sincerely,
Principal of School
I. SAMPLE JOINT LETTER TO PARENTS ABOUT CRISIS
(i.e., shooting or other violent acts)
SCHOOL LETTERHEAD
Dear Parents:
The tragic event of (date) has hurt/affected the entire (school) community. This unfortunate incident shows us we must band together as parents, seek positive solutions to problems that victimize us.
It is for this reason I�m asking ALL parents to join me in a special meeting (day, date, time) in the school auditorium. We will learn the steps the administration is taking to ensure the welfare and safety of our children; we will discuss what we, as parents, can do to assist our children and school staff.
There will be representatives from the school staff, Lee County Public Schools administration, Lee County Police Department, guidance office, and the presidents of the community civic league to address ALL our concerns.
Bus transportation will be provided for the (area) families. (Here include the place and time of bus pickups)
Child-care will be provided at the school for your convenience.
Refreshments will be served at the end of the meeting.
If you would like further information about this meeting, contact (telephone).
Cordially,
Principal
J. SAMPLE THANK YOU LETTER
SCHOOL LETTERHEAD
Dear Faculty and Staff Members:
We would like to thank you for your support during the recent crisis
at our school. Your
professionalism and dedication were evident as we all worked to quiet
and soothe scared students and allay their fears while still tending to
instructional responsibilities.
We know that this has been an extremely difficult time for you as well as the students. Without your courage and concern, our school could not possibly have come through this crisis as well as we did.
Thank you once again. Your expertise and commitment have enabled all of us to work together as a team and overcome this tragic situation.
Sincerely,
Principal
Guidance Chair
K. SAMPLE LETTER � STUDENT SUDDEN DEATH
SCHOOL LETTERHEAD
Date
Dear Students and Parents:
On Friday, John Doe, a ______ grader student at _____________________________School
was in a terrible accident. John�s death is a tragic, emotional loss
for the entire School family. I am sure all of us will make every effort
to comfort and support John�s family as they attempt to deal with this
traumatic loss. There are no adequate words to express our sense of grief
and sympathy for the family.
Because John�s death is felt so deeply by so many, on Monday and thereafter as needed, we will bring in our crisis team to discuss this accident and loss with students and faculty.
We encourage each of you to discuss this loss with your child. In order to help you do so we are holding a parent meeting on date, and time, in the cafeteria of School. The topic will be ways to help children cope with loss and will be presented by, a local mental health professional.
John�s family, friends, and the school are suffering deeply. Please join us in supporting John�s family.
Sincerely,
Principal