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Continuity of Operations Plan State of Arkansas Hillcrest School District Hillcrest School District Continuity of Operations Origination Date 10/08/2009 Last Modified: 08/7/2018 Signature of Superintendent _ Table of Contents Plan Overview ......................................................................................................................................................................... 3 Calls by Employee ................................................................................................................................................................... 4

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Page 1: Hillcrest School Districthillcrest.k12.ar.us/files/continuity-of-operations/2018-2019... · This plan will be used a guide for the Hillcrest School District in the case of any catastrophic

Continuity of Operations Plan State of Arkansas

Hillcrest School District

Hillcrest School District

Continuity of Operations

Origination Date 10/08/2009

Last Modified: 08/7/2018

Signature of Superintendent _

Table of Contents Plan Overview ......................................................................................................................................................................... 3

Calls by Employee ................................................................................................................................................................... 4

Page 2: Hillcrest School Districthillcrest.k12.ar.us/files/continuity-of-operations/2018-2019... · This plan will be used a guide for the Hillcrest School District in the case of any catastrophic

Employees by Attribute .......................................................................................................................................................... 6

Emergency Contacts by Name .............................................................................................................................................. 15

Reporting Structure by Priority ............................................................................................................................................. 4

Team Detail Report ............................................................................................................................................................... 18

Process Configuration Report ............................................................................................................................................... 26

Process Supplies Summary ................................................................................................................................................... 33

Process Software Summary .................................................................................................................................................. 41

Process Vital Records ............................................................................................................................................................ 47

Vendors Report ..................................................................................................................................................................... 54

Locations ............................................................................................................................................................................... 56

Administration Supplies ...................................................................................................................................................... 33 Finance ………………. ...................................................................................................................................................... 34

Academic & Student Services Supplies ............................................................................................................................... 35

Food Services Supplies ........................................................................................................................................................ 36

Information Technology Supplies ....................................................................................................................................... 37

Maintenance Supplies......................................................................................................................................................... 38

Transportation Supplies ...................................................................................................................................................... 39

Media Statement ................................................................................................................................................................ 59

Order of Succession ............................................................................................................................................................ 60

Emergency Action Plan ....................................................................................................................................................... 64

Floor Plans........................................................................................................................................................................... 90

Manual Procedures ............................................................................................................................................................. 96

Devolution Document……………………………………………………………………………………………………. 57

Cross-Training ……………………………………………………………………………………………………………. 58

Disaster Recovery Protocol ……………………………………………………………………………………………… 61

Page 3: Hillcrest School Districthillcrest.k12.ar.us/files/continuity-of-operations/2018-2019... · This plan will be used a guide for the Hillcrest School District in the case of any catastrophic
Page 4: Hillcrest School Districthillcrest.k12.ar.us/files/continuity-of-operations/2018-2019... · This plan will be used a guide for the Hillcrest School District in the case of any catastrophic

Plan Overview

This plan will be used a guide for the Hillcrest School District in the case of any catastrophic event that would

interrupt our daily operations. The State of Arkansas and the Hillcrest School District rely on critical services that

cannot be delayed and are essential to the well being of our students, faculty, and staff. The Arkansas Continuity

of Operations Program has set the guidelines for continuing essential services from the event to full recovery.

The Arkansas Department of Education requires all school districts to have a continuity of operations plan through

the 2008 State Security Policy. The following plan will provide documentation needed to keep our essential

processes operational during an event occurring within the Hillcrest School District.

Test Information Last Test Date: August 6, 2018

Comments: Review procedures with all staff.

Next Test Date: August 7, 2019

Current Employees – Reporting Structure

Priority First Name Last Name Home Phone Cell Phone Position Reports to

0 GREG CRABTREE NONE 870-283-9617 Superintendent

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1 BRAD BRANNON NONE 870-251-7972 IT Director GREG CRABTREE

1 LANA DOYLE NONE 870-878-1917 Elementary Curriculum Coordinator SHAWN ROSE

1 CRAIG DAY 870-612-2435 870-612-2437 Bus Shop Supervisor/Maintenance GREG CRABTREE

1 MANDY DURHAM NONE 501-454-4975 Pre-School Supervisor GREG CRABTREE

1 DEBBIE GEURIN 870-528-4045 870-243-0101 Bookkeeper GREG CRABTREE

1 PHYLLIS GILBERT 870-528-3345 870-405-0367 School Nurse GREG CRABTREE

1 MARNIE JOHNSON 870-528-4915 870-612-0495 Counselor GREG CRABTREE

1 BETH MAXWELL 870-528-3689 870-759-0645 New Tech Director MIKE SMITH

1 RACHAEL NETREFA NONE 870-878-1561 Dean of Students MIKE SMITH

1 SHAWN ROSE NONE 870-307-2698 Elementary Principal GREG CRABTREE

1 MICKEL SMITH 870-994-7668 870-847-0815 High School Principal GREG CRABTREE

1 ANDREW TURNER NONE 501-454-5884 SRO GREG CRABTREE

2 DELISE COLES 870-528-9917 870-307-4211 Child Nutrition Director GREG CRABTREE

2 JEANNE CLEM NONE 870-761-6599 Media Specialist SHAWN ROSE

2 SERENITY DAVIS 870-528-0164 870-844-5019 Elementary Secretary SHAWN ROSE

2 ASHLEY DURHAM NONE 870-844-5558 Secretary GREG CRABTREE

2 HEATHER NUNNALLY 870-528-3533 870-351-0226 High School Secretary MIKE SMITH

3 LINDA SMITH 870-528-3648 870-844-5184 Library Aide GREG CRABTREE

4 SAMANTHA BERGERON NONE 870-243-7660 PE Teacher/Coach/ELEM ALE SHAWN ROSE

4 HEATHER BITTNER NONE 870-421-3425 History Teacher MIKE SMITH

4 DANIELLE BREWER 870-926-5021 870-926-8723 Pre-School Teacher Gregg Cooper

4 AUTUMN BRIGHTWELL NONE 870-378-5753 MADD Teacher MIKE SMITH

4 Rachael CAPPS NONE 501-454-4774 Elementary Teacher SHAWN ROSE

4 ALYSIA COLES NONE 870-307-5186 Ag Teacher MIKE SMITH

4 CARRIE DOYLE 870-886-7327 870-759-1682 Elementary Resource Teacher SHAWN ROSE

4 MICHELLE DOYLE NONE 870-219-7206 Elementary Teacher SHAWN ROSE

4 ANDY DURHAM NONE 870-844-2026 Coach/ALE MIKE SMITH

4 BREANNA DURHAM NONE 870-878-1433 Art Teacher MIKE SMITH

4 FELICIA DURHAM NONE NONE Elementary Resource Aide SHAWN ROSE

4 ALEX FORD NONE 870-637-3695 Elementary Teacher SHAWN ROSE

4 MELISSA FORTENBERRY NONE 870-349-4190 Art Teacher MIKE SMITH

4 ASHTON GEURIN NONE 501-454-6159 Elementary Teacher SHAWN ROSE

4 BELINDA GLENN 870-528-4006 870-844-1333 Elementary Teacher SHAWN ROSE

Priority First Name Last Name Home Phone Cell Phone Position Reports to

4 BRANDI HOWARD NONE 870-283-2259 Pre-School Aide Gregg Cooper

4 KIM HUCKABEE Elementary Resource Aide SHAWN ROSE

4 LAVONDA HUCKABEE 870-528-3808 870-710-0829 Elementary Teacher SHAWN ROSE

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4 JODI MASSEY NONE 870-335-7707 Second Grade Teacher SHAWN ROSE

4 TRACY MEISNER NONE 501-279-6413 Music Teacher MIKE SMITH/SHAWN ROSE

4 ANGELA MORGAN 870-528-4312 501-658-2568 Elementary Teacher SHAWN ROSE

4 MIRANDA MORGAN NONE 870-878-1489 Elementary Teacher SHAWN ROSE

4 TERA MORGAN 870-528-4106 870-612-4097 Pre-School Teacher Gregg Cooper

4 CADE NISWONGER NONE 870-926-3193 Coach/Math Teacher MIKE SMITH

4 SHARON OLIVER NONE 870-219-3972 English Teacher MIKE SMITH

4 ELIZABETH ADAIR

PICKETT 870-528-4980 870-283-9211 English Teacher MIKE SMITH

4 TYLER ROBY NONE 870-809-1729 Science Teacher MIKE SMITH 4 TONYA ROSE NONE 870-307-9366 Pre-School Aide Gregg Cooper 4 RANDALL SCOTT NONE 870-844-1473 History Teacher MIKE SMITH

4 RHONDA SCOTT NONE 870-844-5991 Gifted and Talented Teacher MIKE SMITH

4 JOSH SMITH 870-528-0312 870-679-0232 Coach/Health/PE MIKE SMITH

4 SHANNA SMITH 870-528-0312 870-679-0245 Elementary Teacher SHAWN ROSE

4 RANDY STORY NONE 870-919-0910 English Teacher MIKE SMITH

4 KAREN TIDWELL NONE 870-612-4196 Elementary Teacher SHAWN ROSE

4 NATASHA TURNER NONE 870-810-1659 Math Teacher MIKE SMITH

4 MELISSA WARD 870-698-0318 870-834-4435 Pre-School Teacher Gregg Cooper

4 KAY WILSON 870-528-3158 870-926-0054 Resource Aide MIKE SMITH

4 SANDY WILSON NONE 870-530-5904 Resource Teacher MIKE SMITH

4 KENDRA WOODARD NONE 870-810-1254 Elementary Teacher SHAWN ROSE

4 JULIE WOODWARD NONE 870-834-6647 Resource Teacher MIKE SMITH

4 MICHEALLE WOOTEN NONE 870-844-5243 Elementary Teacher SHAWN ROSE

5 ALLEN MCDONALD 870-528-3328 870-283-4726 Custodian GREG CRABTREE

5 CHARLES GOFF NONE 870-408-0134 Custodian / Bus Driver Craig Day

5 BRANDON HARRIS NONE 870-844-0833 Bus Driver Craig Day

Employees by Attribute

Certification or Experience Name

Accounts Payable Delise Coles

Debbie Geurin

Rachael Netrefa

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Tera Morgan

Accounts Receivable Delise Coles

Debbie Geurin

Rachael Netrefa

Budget Management Delise Coles Debbie Geurin

Fiscal Reporting Delise Coles

Debbie Geurin

Human Resources Ashley Durham

Debbie Geurin

Delise Coles

Karen Tidwell

Rachael Netrefa

Payroll Delise Coles

Debbie Geurin

Purchasing Linda Smith

Delise Coles

Karen Tidwell

Debbie Geurin

Ashley Durham

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Certified Counselor Marnie Johnson

Food Service Linda Smith

Delise Coles (child nutrition)

Karen Tidwell

Heather Nunnally Phyllis Gilbert

Hostage Negotiator Trained

AED (Defibrillator) Trained All employees

Amateur Radio Operator

APSCN Financial System Trained Delise Coles

Debbie Geurin

Ashley Durham

Certified Building Inspector

Certified Financial Examiner (CFE)

Certified Insurance Examiner (CIE)

Certified Public Accountant (CPA)

Certified Law Officer Andrew Turner

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Certified Therapist Brittany Doyle

Class B Commercial Driver’s License (CDL) Samantha Bergeron

Delise Coles

Alysia Coles

Greg Crabtree

Craig Day

Andy Durham Charles Goff

Brandon Harris

Rachael Netrefa Sharon Oliver

Shawn Rose Josh Smith Mike Smith

Julie Woodward

Class A CDL with Tanker Endorsement

Cognos Trained (Please indicate areas) Marnie Johnson (student)

Delise Coles (all areas)

Ashley Durham (all areas)

Debbie Geurin (financial)

CPR Certified All employees

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Server Administrator Brad Brannon Marnie Johnson

School Website and Web Server Brad Brannon

Network Administrator Brad Brannon

Microsoft Office (Word, Excel, etc.) All Faculty & Staff

Apple Certified

Apple Software (Pages, Numbers, etc.) All faculty and some staff

Auto Mechanic Craig Day

Construction Craig Day

Josh Smith

Emergency Medical Technician (EMT)

Family Service Coordinator

Volunteer FireFighter

First Aid Certified All employees

First Responder

Foreign Language Fluency Julie Woodward (Spanish - basic)

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Melissa Fortenberry (Spanish)

Sign Language Brittany Doyle (very basic)

Heavy Equipment Operator Shawn Rose (anything but backhoe) Josh Smith (tractor,skytrak, scissor lift)

HVAC Certified Craig Day

Inventory Control Delise Coles

Debbie Geurin

Rachael Capps

Norma Clem

Rhonda Scott

Shanna Smith

Lawyer

Real Estate Appraiser Licensed Pilot Licensed Plumber

Licensed Practical Nurse (LPN) Kendra Woodard Master Electrician Craig Day

Minister Gregg Cooper

Paramedic

PC Troubleshooting Brad Brannon

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Marnie Johnson

Josh Smith

Mike Smith

PC Repair Brad Brannon

Mike Smith

Printer Troubleshooting Marnie Johnson

Karen Tidwell

Mike Smith

Printer Repair Brad Brannon

Phone System Brad Brannon

Physician

Registered Nurse (RN) Phyllis Gilbert

Windows OS Brad Brannon

Marnie Johnson

Mike Smith

Welder Shawn Rose

Josh Smith

Cleaning/Custodial Allen McDonald Charles Goff Clifton Jones

General Business Skills

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Customer Service/Public Relations Lives < 2 miles from Strawberry Campus Allen McDonald

Shanna Smith

Josh Smith

Tera Morgan

Delise Coles

Tracey Miesner

Lives < 2 miles from Lynn Campus

Michealle Wooten

Rachael Capps

Belinda Glenn

Ashton Geurin

Angela Morgan

Michelle Doyle

Andrew Turner

Natasha Turner

Lives <10 miles from Strawberry Campus Autumn Brightwell

Norma Clem

Alysia Coles

Craig Day

Brittany Doyle

Breanna Durham

Marnie Johnson

Beth Maxwell

Rachael Netrefa

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Sharon Oliver

Rhonda Scott

Randall Scott

Linda Smith

Mickel Smith

Randy Story

Kay Wilson

Julie Woodward

Lives < 10 miles from Lynn Campus Serenity Davis

Felicia Durham

Phyllis Gilbert

Jodi Massey

Heather Nunnally

Shawn Rose

Shanna Smith

Lives < 20 miles from Strawberry Campus Greg Crabtree Melissa Ward Ashley Durham Andy Durham Adair Pickett Lives < 20 miles from Lynn Campus Samantha Bergeron Carrie Doyle Lana Doyle Lavonda Huckabee Karen Tidwell

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Lives >20 miles from Either Campus Heather Bittner

Melissa Fortenberry

Kim Huckabee

LaVonda Huckabee

Cade Niswonger

Tracy Pagan

Mickel Smith

Kendra Woodard

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Emergency Contacts by Name

EMPLOYEE INFORMATION EMERGENCY CONTACT INFO

First Name: Last Name: Physical Street Address City State

Zip

Code Phone Name Relation Phone

Haley Allen 10 Willow Creek #10307 Jonesboro AR 72404 870-878-1404 Ben Allen Spouse 870-273-4416

Samantha Bergeron 10 Lawrence 261 Powhatan AR 72458 870-243-7660 Thomas Bergeron Spouse 573-528-8227

Heather Bittner 1315 N. Charlotte Rd Sulphur Rock AR 72579 870-421-3425 Jacob Bittner Spouse 870-805-9533

Autumn Brightwell 21 Law. 1490 Smithville AR 72466 870-378-5753 Ben Brightwell Spouse 870-378-5752

Rachael Capps 12 Lawrence 270 Smithville AR 72466 501-454-4774 Joseph Capps Spouse 501-454-4774

Norma Clem 2325 AR HWY 230 Strawberry AR 72469 870-761-6599 Rickey Clem Spouse 870-283-1307

Alysia Coles 10900 Cord Rd. Saffell AR 72572 870-307-5186 Delise Coles Mother 870-307-4211

Delise Coles 924 E. River Drive Strawberry AR 72469 870-307-0421 Logan Matthews Daughter 870-307-4222

Greg Crabtree 1334 Hwy 115 Smithville AR 72466 870-283-9616 Lisa Crabtree Spouse 870-528-3309

Serenity Davis 710 Hwy 117 Smithville AR 72466 870-844-5019 Chad Davis Spouse (870)844-0603

Craig Day 272 Bold Springs Rd. Cave City AR 72521 870-612-2437 Sonia Day Spouse 870 834 5801

Carrie Doyle 318 S. Free Street Portia AR 72457 870-759-1682 Tim Doyle Spouse 870-759-1681

Michelle Doyle 1402 Hwy 361 Strawberry AR 72469 870-219-7206 Linda Alls Mother 870-878-1855

Brittany Doyle 324 Lawrence 352 Strawberry AR 72469 870-528-3389 Jody Doyle Spouse 501-940-3167

Lana Doyle 3181 Hwy 117 Powhatan AR 72458 870-878-1917 Billy Doyle Spouse 870-613-6341

Andy Durham 2676 Hwy 117 Black Rock AR 72415 870-844-2026 Ashley Durham Spouse 870-844-5558

Ashley Durham 2676 Highway 117 Black Rock AR 72415 870-844-5558 Andy Durham Spouse 870-844-2026

Breanna Durham 59 Law. 3260 Strawberry AR 72466 870-878-1433 Dustin Durham Spouse 870-878-1433

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Felicia Durham 328 Lawrence 326 Strawberry AR 72469 870-323-2565 Hunter Durham Spouse 870-844-5875

Alex Morgan 4105 AR Hwy 58 Poughkeepsie AR 72569 870-637-3695 Trenton Morgan Spouse 870-283-9308

Melissa Fortenberry 19645 Hwy 37 N Tuckerman AR 72473 870-349-4190 Sue Fortenberry Sister 870-349-4191

Ashton Geurin 1403 Hwy 361 Strawberry AR 72469 501-454-6159 Blake Geurin Spouse 870-844-5220

Debbie Geurin Lynn AR 72440 870-243-0101 Keith Geurin Spouse 870-844-0102

Phyllis Gilbert 2649 Hwy 117 Black Rock AR 72415 870-405-0367 Marvin Gilbert Spouse 870-405-0368

Belinda Glenn 237 E Casper Street Lynn AR 72440 870-528-4006 Randy Glenn Spouse 870-613-0161

Charles Goff 315 Lawrence 273 Smithville AR 72466 870-408-0134 Nedra Goff Spouse 870-528-3230

Brandon Harris 142 Lawrence 279 Smithville AR 72466 870-844-0833 Stephanie Harris Spouse 870-844-1122

Morgan Harris 930 Lawrence 273 Smithville AR 72466 870-8443306 Austin Harris Spouse 870-878-1439

Kimberly Huckabee 972 Duncan Lane Poughkeepsie AR 72569 870-283-1931 Rick Guinnip Spouse 870-283-9993

Lavonda Huckabee 708 Nelsonville Rd. Smithville AR 72466 870-710-0829 Mike Huckabee Spouse 870-710-0831

Clifton Jones 3495 Hwy 25 Powhatan AR 72458 870-878-2033

Marnie Johnson 269 Hwy. 25 Saffell AR 72572 870-528-4915 Todd Johnson Spouse 870-612-0837

Jodi Massey 303 Lawrence 316 Road Strawberry AR 72469 870-335-7707 Blake Massey Spouse 870-307-5376

Beth Maxwell 42 Lawrence 322 Strawberry AR 72469 870-759-0645 Brad Maxwell Spouse 870-759-0644

Allen McDonald Strawberry AR 72469 870-528-3328

Tracy Meisner 910 Hwy 25 Strawberry AR 72469 870-279-6413 Adrian Meisner Spouse 501-279-6620

Angela Morgan 163 Lawrence 281 Smithville AR 72466 870-528-4312 Fred Morgan Spouse 501-658-2554

Miranda Morgan 1225 Hwy 25 Lynn AR 72440 870-878-1489 Trevor Morgan Spouse 903-276-5159

Rachael Netrefa 2742 Hwy 115. Smithville AR 72466 870-878-1561 Robbie Netrefa Spouse 870-878-1846

Cade Niswonger P.O. Box 1055 Tuckerman AR 72473 870-926-3193 Lori Smith Mother 870-926-3193

Heather Nunnally 296 Lawrence 310 Smithville AR 72466 870-878-1974 Wanda Cochrell Mother 870-206-2225

Sharon Oliver 1243 Hwy 361 Strawberry AR 72469 870-219-3972 Ranny Oliver Spouse 870-219-2975

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Tracy Pagan 776b Millcreek Rd. Poughkeepsie AR. 72569 870-528-3568 Tommy Pagan Spouse 870-710-0862

Adair Pickett 961 Law. 145 Smithville AR 72466 870-283-9211 Rickey Pickett Spouse 870-710-1663

Tyler Roby 870-809-1729

Shawn Rose 1830 AR Hwy 230 Strawberry AR 72469 870-307-2698 Tonya Rose Spouse 870-307-9366

Randall Scott 637 Hwy 117 Smithville AR 72466 870-844-1473 Rhonda Scott Mother 870-844-5991

Rhonda Scott 637 Hwy 117 Smithville AR 72466 870-844-5991 Shannon Scott Spouse 870-844-5991

Linda Smith 691 Hwy 117 Smithville AR 72466 870-844-5184 Darrel Smith Spouse 870-844-5183

Josh Smith 618 E. River Dr. Strawberry AR 72469 870-679-0232 Shanna Smith Spouse 870-679-0245

Shanna Smith 618 E. River Dr. Strawberry AR 72469 870-679-0245 Josh Smith Spouse 870-679-0232

Mickel Smith 1759 Dove Field Rd Ash Flat AR 72513 870-847-0815 Debbie Smith Spouse 870-8470-1684

Randy Story 734 East Casper Street Lynn AR 72440 870-528-0313 Rita Jones Sister 870-219-3069

Karen Tidwell 500 Jordan Pond Rd. Saffell AR 72572 870-612-4196 Tommy Tidwell Spouse 870-612-4197

Andrew Turner 476 Law. 279 Smithville AR 72466 501-454-5884 Natasha Turner Spouse 870-810-1659

Natasha Turner 476 Lawrence 279 Smithville AR 72466 870-810-1659 Andrew Turner Spouse 501-454-5884

Sandy Wilson 224 Lawrence 226 Powhatan AR 72458 870-530-5904 Bobby Wilson Spouse 870-530-5867

Kay Wilson 2178 Hwy 115 Smithville AR 72466 870-926-0054 Denver Wilson Spouse 870-926-5727

Kendra Woodard 202 South 1st Ravenden AR 72459 870-810-1254 Kathy Gray Mother 870-378-6441

Julie Woodward 126 Milligan Campground Rd Strawberry AR 72469 870-834-6647 Jeremy Woodward Spouse 870-307-2332

Micheale Wooten 378 Lawrence 277 Lynn AR 72440 870-844-5243 Kenny Wooten Spouse 870-844-5145

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Team Detail Report

The table below gives a summary description as to what each team is responsible for, the team captains, and the priority that the teams

function occurs in. Priority level is determined by how low the team’s number is, i.e. 1 will be highest priority and 5 will be the lowest

priority.

Name Function Captain(s) Priority

Administration The purpose of this team is to oversee that all other teams are taking care of their areas. Also, this team is in charge of arranging all district wide resource needs, i.e. location, communications, etc.

Superintendent – Greg Crabtree

1

Finance The purpose of this team is to make sure that all financial transactions meet school and state requirements.

Bookkeeper – Debbie Geurin

4

Academic & Student Services

The purpose of this team is to make sure that all instructional services are available for teachers and students.

Academic Coaches – HS and Elem Beth Maxwell & Lana Doyle

3

Food Services The purpose of this team is to make sure that all food served complies with state regulations.

Cafeteria Manager – Delise Coles

3

Information Technology

The purpose of this team is to make sure that all technology based services are available district wide.

IT Director – Brad Brannon

2

Maintenance The purpose of this team is to make sure that all facilities meet state and local regulations for safe operations.

Maintenance Supervisor – Craig Day

2

Transportation The purpose of this team is to make sure that all transportation vehicles meet state regulations to safely transporting students

Bus Mechanic – Craig Day

5

Team Detail Report

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Administration

First Name Last Name Home Phone Cell Phone

CAPTAIN GREG CRABTREE None 870-283-9617

PHYLLIS GILBERT 870-528-3345 870-405-0367

GREGG COOPER None 870-217-2631

MARNIE JOHNSON 870-528-4915 870-612-0495

SHAWN ROSE None 870-307-2698

MIKE SMITH 870-994-7668 870-847-0815

RACHAEL NETREFA None 870-878-1561

DELISE COLES 870-528-9917 870-307-4211

DEBBIE GEURIN 870-528-4045 870-243-0101

BETH MAXWELL 870-528-3689 870-759-0645

ASHLEY DURHAM NONE 870-844-5558

LANA DOYLE NONE 870-878-1917

CRAIG DAY 870-612-2435 870-612-2437

BOARD PRESIDENT

Task List

1. Assemble teams in designated areas (conditions permitting in the cafeteria, if not cafeteria is not accessible meet in the middle of the baseball

field). 2. Determine cause of disaster and contact insurance company. 3. Establish secure perimeter around all recovery site and alternate location. 4. Initiate the call list and Emergency notification system. 5. Notify alternative administration site. 6. Notify Vendors to stand by. 7. Notify local media. 8. Checklist of usable resources still available. 9. Notify vendors of resources needed in all affected areas of district. 10. Start setting up alternate location. 11. Move administration operations and available resources to alternate site. 12. Report to personnel on status of recovery effort. 13. Provide support in the cleanup of the administration area following the disaster. 14. Coordinate media and press releases with the school’s public information officer.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director, High School Principal, Elementary Principal, and Superintendent. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the

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event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed. All APSCN data is stored at the state level, and the software required to access this data is located at the following web address, http://www.apscn.org. From this website, the software can downloaded and installed on any Windows based computer.

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Finance

First Name Last Name Home Phone Cell Phone

CAPTAIN DEBBIE GEURIN 870-528-4045 870-243-0101

DELISE COLES 870-528-9917 870-307-4211

ASHLEY DURHAM NONE 870-844-5558

Rachael NETREFA NONE 870-878-1561

Task List 1. Continue call list if specified. 2. Checklist of usable resources still available in designated area, i.e. business office. 3. Report to administration essential material needed to provide financial information. 4. Help move still usable resources to alternate site. 5. Provide support in the cleanup of facilities area following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director, Bookkeeper, and Superintendent. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed. All APSCN data is stored at the state level, and the software required to access this data is located at the following web address, http://www.apscn.org. From this website, the software can downloaded and installed on any Windows based computer.

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Academic & Student Services

First Name Last Name Home Phone Cell Phone

CAPTAIN BETH MAXWELL 870-528-3689 870-759-0645

CAPTAIN LANA DOYLE NONE 870-878-1917

SAMANTHA BERGERON NONE 870-243-7660

Rachael CAPPS NONE 501-454-4774

JEANNE CLEM NONE 870-761-6599

SERENITY DAVIS 870-528-0164 870-844-5019

CARRIE DOYLE 870-886-7327 870-759-1682

MICHELLE DOYLE NONE 870-219-7206

ALEX FORD NONE 870-637-3695

MELISSA FORTENBERRY NONE 870-349-4190

ASHTON GEURIN NONE 501-454-6159

BELINDA GLENN 870-528-4006 870-844-2019

BRANDI HOWARD NONE 870-283-2559

LAVONDA HUCKABEE 870-528-3808 870-710-0829

JODI MASSEY NONE 870-335-7707

TRACY MEISNER NONE 501-279-6413

ANGELA MORGAN 870-528-4312 501-658-2568

MIRANDA MORGAN NONE 870-878-1489

TERA MORGAN 870-528-4106 870-612-4097

TYLER ROBY NONE 870-809-1729

RHONDA SCOTT NONE 870-844-5991

SHANNA SMITH 870-528-0001 870-679-0245

RANDY STORY NONE 870-919-0910

KAREN TIDWELL NONE 870-612-4196

NATASHA TURNER NONE 870-810-1659

SANDY WILSON NONE 870-530-5904

KENDRA WOODARD NONE 870-810-1254

JULIE WOODWARD NONE 870-834-6647

MICHEALLE WOOTEN NONE 870-844-5243

Task List 1. Continue call list if specified. 2. Ensure proper checkout of all students if necessary. 3. Checklist of usable resources still available in designated area, i.e. class room.

4. Report to administration essential material needed to maintain a learning environment.

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5. Help move still usable resources to alternate site. 6. Provide support in the cleanup of facilities area following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director and High School & Elementary Academic Coaches. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed. All APSCN data is stored at the state level, and the software required to access this data is located at the following web address, http://www.apscn.org. From this website, the software can downloaded and installed on any Windows based computer.

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Food Services

First Name Last Name Home Phone Cell Phone

CAPTAIN DELISE COLES 870-528-9917 870-307-4211

LINDA SMITH 870-528-3648 870-844-5184

HEATHER NUNNALLY 870-528-3533 870-351-0226

MELISSA WARD 870-698-0318 870-834-4435

DEANNA DAVIS NONE 870-283-4218

Task List 1. Continue call list if specified. 2. Checklist of usable resources still available in designated area, i.e. cafeterias. 3. Report to administration essential material needed to maintain a safe eating environment. 4. Help move still usable resources to alternate site. 5. Provide support in the cleanup of facilities area following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director, High School Principal, Elementary Principal, and Cafeteria Supervisor. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed. All APSCN data is stored at the state level, and the software required to access this data is located at the following web address, http://www.apscn.org. From this website, the software can downloaded and installed on any Windows based computer. All E-Nutrition data is stored on a local SQL server at the Strawberry campus. The server is backed up daily to an external hard drive. Each week the external hard drive is rotated out and stored in an off-site location. Clients connect to the server through an internet browser.

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Information Technology

First Name Last Name Home Phone Cell Phone

CAPTAIN BRAD BRANNON NONE

MICKEL SMITH 870-994-7668 870-847-0815

MARNIE JOHNSON 870-528-4915 870-612-0495

Task List 1. Initiate the call list if necessary. 2. Initiate the crisis management plan if necessary. 3. Initiate the Disaster Recovery Protocol, if necessary. 4. Check network connectivity and electricity. 5. Power down and unplug ALL machines. 6. Notify Administration of extent of the damages. 7. Notify alternate IT site. 8. Contact DIS APSCN Team. 9. Notify Vendors to stand by. 10. Checklist of usable resources still available. 11. Notify vendors of resources needed. 12. Move IT operations and available resources to alternate site. 13. Start setting up alternate location. 14. Report to Administration on status of recovery effort. 15. Provide support in the cleanup of the server rooms following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Recovery team. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed. Refer to the Disaster Recovery Protocol procedures for what this team will be responsible for doing.

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Maintenance

First Name Last Name Home Phone Cell Phone

CAPTAIN CRAIG DAY 870-612-2435 870-612-2437

ALLEN MCDONALD 870-528-3328 870-283-4726

CHARLES GOFF NONE 870-408-0134

Task List 1. Continue call list if specified. 2. Checklist of usable resources still available in designated area, i.e. conex. 3. Report to administration essential material needed to maintain a workable facility. 4. Help prepare the alternate site for incoming material. 5. Help move still usable resources to alternate site. 6. Provide support in the cleanup of facilities area following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director and Maintenance Supervisor. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed.

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Transportation

First Name Last Name Home Phone Cell Phone

CAPTAIN CRAIG DAY 870-612-2435 870-612-2437 ANDY DURHAM NONE 870-844-2026

JOSH SMITH 870-528-0312 870-679-0232

SHARON OLIVER NONE 870-219-3972

Task List 1. Continue call list if specified. 2. Designate a bus to house and transport injured people if needed. 3. Transport students to homes or safe site if needed. 4. Checklist of usable resources still available in designated area, i.e. bus shop. 5. Report to administration essential material needed to maintain essential transportation services. 6. Help transport district wide materials to alternate sites. 7. Provide support in the cleanup of facilities area following the disaster.

Vital Records - IT Recovery Team The IT Recovery Team for this team will consist of the IT Director and Bus Mechanic Supervisor. It is the responsibility of the IT Director to make sure all vital record data is backed up and stored in several locations: external hard drives and cloud-based backup storage. The other team members are all cross-trained on how to retrieve this information, in the event that the IT Director is indisposed. In the event that something should happen to Hillcrest School District, the alternate location site will be setup so that these vital records can be accessed.

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Process Configuration Report

Administration

Process Software Description Equipment Description Supply Description Vital Records

Interpret state policy governing such issues as teaching standards, school lunches, and student transportation.

- Microsoft Office

- Apple software - APSCN - Internet

- School vehicles

- Tables and chairs - Computers - Fire proof filing cabinets - Cell phones -Land line phones

-Fax machine - Nurse’s equipment - Printers (financial and other) - Copiers

- Hand sanitizer - Bottled Water - Biohazard Bags - Checks

- Paper supply - Bathroom supplies -Trash cans -Trash bags -Cleaning supplies

-Brooms and dust pans -Mops and buckets - First aid kit - Standard office supply kit

- Health Records - School Policies

- APSCN

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Process Configuration Report

Finance

Process Software Description Equipment Description Supply Description Vital Records Maintain an organized and documented financial structure by date-stamping incoming financial documents and entering data into APSCN in a timely manner.

- Microsoft Office

- APSCN - Internet

- Computers - Fire proof filing cabinets

- Printers (financial and other) - Fax - Copiers

- Checks - Date stamps with ink - Envelops

- Paper supply - Standard office supply kit

- Financial records - Insurance policies

- Contracts - APSCN

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Process Configuration Report

Academic & Student Services

Process Software Description Equipment Description Supply Description Vital Records

Making knowledge accessible to all students, developing students cognitive capacity and respect for learning , fostering students' self-esteem, motivation, and sense of civic responsibility.

- Microsoft Office

- Antivirus & AntiMalware - Apple Software

- Accelerated Reader - TLI - SAMS (Library Inventory) -Internet

- Agriculture equipment - Art equipment - Athletic equipment

- Music equipment - Business lab equipment - Distance learning lab equipment - Science lab equipment - Resource equipment

- Speech equipment - Library equipment - Student desks

-Teacher desks or tables/chairs -Teacher computer -White board and markers -Projector system (if needed) -Intercom or cell phones

- Textbooks - Student pencils -Student pens

-Student paper -Board cleaner -Dry erase markers

-Dry erase erasers - Standard office supply kit

- Transcripts - Student grades

- Teacher inventory - Library collections

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Process Configuration Report

Food Services

Process Software Description Equipment Description Supply Description Vital Records Responsible for the preparation and serving of food complying with all applicable state sanitation, health, and personal hygiene standards by following established food production policies and procedures for the health, comfort and benefit of the students

- Microsoft Office - Antivirus & Anti-Malware - ENutrition

- Internet

- Reefer truck - Generator - Cafeteria chairs - Cafeteria tables - Computers and scanners

- Industrial kitchen equipment - Shelving - Stainless steel tables - Coffee pots - Microwaves

- Computer desk/chair or table/chairs - Land line phones -Cell phones

- Food

- Cooking Water - First aid kit - Condiments - Cooking utensils - Trays

-Silverware - Paper products

- Cleaning supplies -Standard office supply kit

ENutrition Database List of students and employees

Production records Recipes

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Process Configuration Report

Information Technology

Process Software Description Equipment Description Supply Description Vital Records

Directs and coordinates the school district’s information management system and other technology based services.

- Windows OS’s (Server & Client) - Apple OS’s (Server & Client)

- Microsoft Office

- Apple iWork Studio - Antivirus and Antispyware - APSCN - Internet - Netsight Suite

- Storage cabinets - Fire-proof filing cabinets - Routers - Server racks

- Servers - Switches - Patch panels

- Internet access points - Cell phones - Computers - Printers - UPS power protection

- Shop vac

- USB hard drives

- Computer tool kit - Network repair kit

- Network cable and connectors - Patch cables - Computer repair supplies - USB cables and extensions - Ink supplies - Surge protectors

- Canned air - Fiber cable - Various adaptors

- IP log

- User logs - Backups of servers - License agreements

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Process Configuration Report

Maintenance

Process Software Description Equipment Description Supply Description Vital Records Maintaining internal and external facilities for students, staff and public in safe operating condition; performing maintenance tasks (e.g. plumbing, electrical, ventilating systems, alarms etc.) to resolve immediate operational and/or safety concerns.

- Microsoft Office - Antivirus & Anti-Malware - Internet

- Generator

- Fire extinguishers - Fire alarm system - Emergency pedestal lights

- Portable toilets - Potable water - Dumpsters - Generator - Tractors

- Trailers - Electrical tester - Ladders -Chainsaws - School vehicles

- Shop vac -Tool kit

-Cell phones - Computer

- Tarps - Hazard tape - Utility flags

- MC cables - HVAC parts - Electrical parts - Duct tape - Plumbing parts

- Light bulbs - Wire - Safety signs

- Blueprints with electrical, phone, water and gas

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Process Configuration Report

Transportation

Process Software Description Equipment Description Supply Description Vital Records

To transport students to home, field trips, and organizational events.

- Microsoft Office - Apple software - Antivirus & Anti-Malware

- Internet

- Air compressor - Buses

- Camera system - Cell phones - Fuel tank

- Radio system - Shop vacuum - Desk/chair - Heavy duty jacks - Cutting torches

- Grinders - Wire welder - Arc welder - Ladders - Jumper cables

- Tool kits - Air tools - Steam cleaner

- Power washer - Engine hoist - Service truck -Computer - Generator

- Tractor - Trailers

- Fire extinguishers

- Fuel - Rags - Degreaser - First aid kits - Vehicle fluids

- Spare bus parts - Tires - Light bulbs

- Hoses - Wiring - Fuses - Lenses - Batteries

- Flash Lights - Extension Cords

Pre-trip report Bus routes Seating charts

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Process Supplies Summary

Administration

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Hand sanitizer 100 100 0 0 0 0 0 0 0

Bottled Water (per

bottle)

1700

500

500

400

300

200 500 200 100

Biohazard Bags 500 250 200 50 0 0 0 0 0

Paper supply 24 boxes

6 boxes

0

0

0

0 6

boxes

6

boxes

6

boxes

Toilet paper 340 rolls 85 0 0 0 0 85 85 85

Hand soap* 325 bottles 85 0 0 0 0 80 80 80

First aid kit 15 15 0 0 0 0 0 0 0

Standard office supply kit 20 20 0 0 0 0 0 0 0

Trash cans (13 gal.) 100 100 0 0 0 0 0 0 0

Trash cans (large) 20 20 0 0 0 0 0 0 0

Trash bags (13 gal.) 1500 100 100 100 100 100 400 300 300

Trash bags (large) 230 20 20 20 10 10 50 50 50

Paper towels 550 100 50 50 25 25 100 100 100

Window cleaner 30 10 0 0 0 0 10 5 5

All-purpose surface

cleaner

60

20

0

0

0

0 20 10 10

Mops 20 20 0 0 0 0 0 0 0

Brooms 20 20 0 0 0 0 0 0 0

Dust pans 20 20 0 0 0 0 0 0 0

Mop buckets 20 20 0 0 0 0 0 0 0

All-purpose buckets 10 10 0 0 0 0 0 0 0

Dust mops 20 20 0 0 0 0 0 0 0

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Floor cleaner 60 20 0 0 0 0 20 10 10

Toilet cleaner 60 20 0 0 0 0 20 10 10

*This denotes individual bottles – some refillable containers may be available too.

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Process Supplies Summary

Finance

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Checks (Box of 1000) 2000 1000 0 0 0 0 0 1000 0

Standard office supply kit 3 3 0 0 0 0 0 0 0

Copier Paper (case) 20 10 0 0 0 0 0 10 0

Envelops (standard) 2000 1000 0 0 0 0 0 1000

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Process Supplies Summary

Academic & Student Services

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Textbooks 200 200 0 0 0 0 0 0 0

Standard office supply kit 50 50 0 0 0 0 0 0 0

Student pencils 500 100 100 50 50 50 50 50 50

Student pens 500 200 100 50 50 25 25 25 25

Student paper 1000 200 200 100 100 100 100 100 100

Board cleaner 100 50 0 0 0 0 0 50 0

Dry erase markers 100 50 0 0 0 0 0 50 0

Dry erase erasers 50 50 0 0 0 0 0 0 0

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Process Supplies Summary

Food Services

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Food (breakfast and

lunch as separate meals)

16,500

meals

1000

1000

900

800

800 4000 4000 4000

Cooking Water (5 gal.) 165 25 25 20 15 15 45 20 0

Cooking utensils 1000 400 300 200 100 0 0 0 0

Trays 700 700 0 0 0 0 0 0 0

Silverware 2100 2100 0 0 0 0 300 300 300

Standard office supply kit 2 2 0 0 0 0 0 0 0

Condiments (case, 1000

pkgs per case, 1 of each kind)

60

30

30

Paper products (case) 4 2 2

Cleaning supplies

(dishwasher and hand sanitizer, case)

4

4

First aid kit 2 2

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Process Supplies Summary

Information Technology

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

USB drives 10 10 0 0 0 0 0 0 0

Computer tool kit 2 2 0 0 0 0 0 0 0

Network repair kit 2 2 0 0 0 0 0 0 0

Ink supplies As

needed

As needed

As needed

As needed

As needed

As

needed

As

needed

As

needed

As

needed

Network cable (1000

ft/box)

As needed

As Needed

As Needed

As Needed

As Needed

As Needed

As needed

As Needed

As needed

Network connectors

(50/pkg)

As needed

As Needed

As Needed

As Needed

As Needed

As Needed

As Needed

As Needed

As needed

Patch cables 250 250 0 0 0 0 0 0 0

Computer repair supplies As needed

As

needed

As Needed

As Needed

As Needed

As Needed

As Needed

As Needed

As needed

Fiber cable As needed As

Needed

As

Needed

As

Needed

As

Needed

As Needed

As Needed

As Needed

As needed

USB cables and

extensions

100

100

0

0

0

0 0 0 0

Surge protectors 100 100 0 0 0 0 0 0 0

Various adaptors As needed

As

needed

As Needed

As Needed

As Needed

As Needed

As Needed

As Needed

As needed

Canned air 20 20 0 0 0 0 0 0 0

Desktop computers 10 10 0 0 0 0 0 0 0

Laptops 375 50 0 0 0 0 0 325 0

Servers 6 6 0 0 0 0 0 0 0

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Switches As needed As

needed

Routers (WAN) As needed As

needed

Wireless AP’s

As needed

As

needed

Routers (HotSpot) 5 5 0 0 0 0 0 0 0

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Process Supplies Summary

Maintenance

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

HVAC Parts As

needed

Electrical parts As

needed

Duct tape 5 rolls

Plumbing parts As

needed

Light bulbs 100

Wire (red, black, white,

green)

500 ft.

of each

Hazard tape 2 rolls

MC cable 300 ft.

Utility flags 50

Tarps 2

Safety signs As

needed

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Process Supplies Summary

Transportation

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Fire extinguishers 30

Fuel (gallons) 2000 500 500 500 500

Towels (rolls) 24 24 24 24

Degreaser (case) 1

First aid kits 15

Vehicle fluids (drum) 5

Spare bus parts As needed

Tires 10

Light bulbs As needed

Hoses As needed

Wiring (1 roll of each color)

1 each

Fuses (box of assorted) 2

Lenses (box of assorted) 2

Batteries As needed

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Flash Lights 10 2 2 2 4

Extension Cords 10 2 2 2 4

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Process Supplies Summary

Standard Office Supply Kit

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Black or blue pens 10 10

Red pens 2 2

Pencils 10 10

Highlighters 2 2

Small paper clips 1 box 1 box

Large paper clips 1 box 1 box

Small stapler 1 1

Staples 1 box 1 box

White Out (liquid) 1 1

Rubber bands 1 bag 1 bag

Yellow pad 1 1

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Process Software Summary

Administration & Finance

Software

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

APSCN 7 3 4

All other software needs are covered under Information Technology.

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Process Software Summary

Academic & Student Services

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Accelerated Reader

(District License)

1 0 0 1 0 0 0 0 0

SAMS Library

(District License)

1 0 0 0 0 0 1 0 0

All other software needs are covered under Information Technology.

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Process Software Summary

Food Services

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

ENutrition 2 2

All other software needs are covered under Information Technology.

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Process Software Summary

Information Technology

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

Windows OS District

License

1

Microsoft Office District

License

1

Antivirus and

Antispyware

District

License

1

Apple software District

License

1

Server software District

license by campus

1

Bandwidth Management 2 2

Switch Management 1 1

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Process Software Summary

Maintenance

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

All other software needs are covered under Information Technology.

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Process Software Summary

Transportation

Supplies

Quantity

Required

Day 1

Day2

Day 3

Day 4

Day 5

Wk2

Wk3

Wk4

All other software needs are covered under Information Technology.

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Process Vital Records

Administration

Record

Location

Archived

Back

Up

Length of Time Media Type

Health records APSCN, File storage on both

campuses

Y

Y

Permanent Paper and

electronic

Insurance policies Insurance company, file storage

on Strawberry campus

N

Y

Keep current Paper and

electronic

Policies File storage on both campuses,

school website, server

Y

Y

Keep current Paper and

electronic

APSCN Arkansas Department of

Education

Y

Y

Keep current Electronic

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Process Vital Records

Finance

Record

Location

Archived

Back

Up

Length of Time Media Type

Financial records APSCN, File storage on both

campuses

Y

Y

Keep current Paper and

electronic

Insurance policies Insurance company, file storage

on Strawberry campus

N

Y

Keep current Paper and

electronic

Contracts File storage on both campuses,

school website, server

Y

Y

Keep current Paper and

electronic

APSCN Arkansas Department of

Education

Y

Y

Keep current Electronic

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Process Vital Records

Academic & Student Services

Record

Location

Archived

Back

Up

Length of Time Media Type

Student grades eSchool, server, individual

computers, grade books, transcripts

Y

Y

Permanent Paper and electronic

Teacher

inventory

Administrative offices both

campuses

N

N

Keep current Paper and

electronic

Transcripts eSchool, Triand, File storage on

both campuses, and DVD’s on Strawberry campus

Y

Y

Permanent Paper and electronic

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Process Vital Records

Food Services

Record

Location

Archived

Back

Up

Length of Time Media Type

ENutrition Server

Y

Y

Keep current Electronic

List of students

and employees

Cafeterias, APSCN

Y

Y

Keep current Paper and

electronic

Production

records

Cafeterias, child nutrition office

Y

Y

1 Year Electronic

Recipes Cafeterias, child nutrition office

Y

Y

Keep current Paper and

electronic

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Process Vital Records

Information Technology

Record Location Archived Back Up Length of Time Media Type

IP log Cloud (Google Drive) Y

Y

Keep current External storage

units

User log Cloud (Google Drive)

Y

Y

Keep current External storage

units

Server backup Server room both campuses, Lock

Box at Bank

Y

Y

Keep current External storage

units

License

agreements

Server room Strawberry

campus, online

N

Y

Keep current

Hard Copy, online

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Process Vital Records

Maintenance

Record

Location

Archived

Back

Up

Length of Time Media Type

Building

blueprints

Superintendent’s office, architect’s office

Y

Y

Keep current copy

as long as buildings are standing

Paper and electronic

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Process Vital Records

Transportation

Record

Location

Archived

Back

Up

Length of Time Media Type

Bus routes Administration office Strawberry

campus, buses

N

Y

1 year

Paper

Seating charts Administration office Strawberry

campus, buses

N

Y

1 year

Paper

Pre-trip report Buses, bus shop on Strawberry

campus

Y

Y

1 year

Paper

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Vendors Report ADM Entertainment 870-793-9018 Allied Rental 870-793-3353

Anderson Engineering 870-932-3594

Arkansas Department of Education (Dr. Kimbrell) 501-766-7973

Arkansas Department of Health 870-892-5239

Arkansas Equipment Rental 870-935-9260

Batesville Typewriter & Copier 870-307-2204 Battery Junction 860-767-8888

Brasco 870-932-7483

Budgetext 888-888-2272 C & I Electric 800-877-7104

Cave City Auto Parts 870-283-5493

Central States Bus 800-825-8273

CenturyTel 870-930-0914 Child Nutrition Office 501-324-9502

City of Lynn 870-528-4261

City of Strawberry 870-528-4062 Clean Solutions 877-935-5003

Commodities Distribution 501-371-1400

Craighead Electric 870-886-1616/888-771-7772

Crews and Associates 501-517-3800

Darrel Smith Backhoe Service 870-844-5183 Day’s HVAC 870-283-2026

Delta Fire and Safety 870-935-3508

Department of Information Systems 800-435-7989

Downum’s 870-886-5434

East AR Broadcaster KFIN 107.9 870-934-5003

Educator’s Depository 501-490-0007 Farm Service 870-528-3360

Flowers Bakery 870-793-6851

Franks’ Auto Body and Glass 870-886-5593

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Game Day Sports 870-793-8205

Grainger 870-972-8677

Heavy Duty Auto Parts 800-505-2300

Hedges Portable Toilet 800-284-1311

Home Depot 870-307-0300 Hometown Energy 870-892-2517

ISCO 501-553-4273

J & S Supply 870-528-8300 Jonesboro Restaurant 870-932-1006

KAIT 870-931-8888

Kallsnick 800-559-6455

Ken Martin 800-467-5808

King’s Auto & Body Repairs 870-307-1413

KRLW 870-886-6666

Lakeview Alarms 888-362-7905

Lawrence County Road Department 870-759-1731

Lawrence County Sheriff 870-886-2525

M & M Lighting 501-278-6238 Mark Martin Chevrolet 870-368-4594

Mearl’s Bus Sales 800-776-2429

Mitchell Evans Landscape 870-926-6042 Mouser Electronics 800-346-6873

National School Forms 800-431-1201

National Telephone 501-327-5386

Northeast Arkansas Educational Cooperative 870-886-7717

Office Depot 870-932-4222

Office of Emergency Services 870-933-4502

O-Reilly Auto Parts 870-892-5275

Professional Forms 501-374-1000

Risk Management 1-800-482-1212

Rylant Asbestos 870-240-4195 Sam’s Club 870-972-1644

Sanders Plumbing 800-975-8107

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Sears (Jonesboro) 870-974-7800

SG360 870-243-7774

Sisco 800-347-1237

Southern Tire Mart 601-736-2222

Staff Development for Educators 800-462-1478

Strawberry Super Stop 870-528-3066

Teacher Direct 888-322-4377

Teacher’s Pet 870-799-9998

Tiger Direct 877-998-8520 Tool Central (Batesville) 870-892-8665

Van Guard Modular Buildings 877-438-8627

Van Guard Modular Buildings 877-438-8627 Wal-Mart 870-277-0493

Waste Water Management 870-844-5017

White River Services 870-251-9100

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Locations

1. Strawberry Community Center 19 S. Main St. Strawberry, AR 72469

2. Lynn Community Center

57 School St

Lynn, AR 72205

3. Northeast Arkansas Educational Cooperative

211 W. Hickory St. Walnut Ridge, AR

72476

4. Cave City School – High School Steve Green, Superintendent

620 N Main St, Cave City, AR 72521

(870) 283-3333

Copies of the plan will be kept by the following departments or areas: administration (superintendent, high school principal,

elementary principal), preschool, elementary (cafeteria, lower elementary, upper elementary), high school (New Tech

building, senior high building, cafeteria), information technology, transportation, & maintenance. Also, each off-site location

will keep current copies of disaster recovery plans.

Meeting locations for each campus are as follows: conditions permitting meet in the cafeteria, if cafeteria is not accessible the

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middle of the baseball field

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Devolution Document Hillcrest School District Devolution is the statutory granting of powers from the central government of a state to government at national, regional, or local level. It differs from federalism in that the powers devolved may be temporary ant ultimately reside in central government, thus the state remains, de jure, unitary. In the event that the Hillcrest School District facilities and personnel are no longer available at 146 South Main Street, Strawberry, AR 72469, Hillcrest School District will implement the Continuity of Operations Plans and resume school from Northeast Arkansas Cooperative at 211 West Hickory Street, Walnut Ridge, AR 72476.

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Cross Training – Critical Processes Hillcrest School District Critical Process that require adequately trained backup personnel: Finance Information Technology Food Service Transportation Maintenance Each team leader is required to cross train individuals in the event the team leader is unable and/or unavailable to perform their required tasks. Frequency of training is dependent upon length individual(s) has/have held the position, the complexity of task, and the priority of the task. Documentation will be completed and submitted to the Superintendent’s office.

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Media Statement

The district superintendent Mr. Greg Crabtree is responsible for media contact. Sample announcements are listed by category.

Miscellaneous Event:

At this time, the Hillcrest School District is not releasing any information concerning the incident that occurred today. A formal press conference will be held at a later time.

Natural or Other Disaster:

The Hillcrest School District experienced a (fire, flood, tornado, school violence event) today. A formal press conference will be held at a later time. School will be postponed until further notice.

Inclement Weather:

Due to inclement weather conditions, the Hillcrest School District will be closed today.

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Order of Succession

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GREG CRABTREE

SUPERINTENDENT

MIKE SMITH

PRINCIPAL

SHAWN ROSE

PRINCIPAL

RACHAEL NETREFA

DEAN OF STUDENTS

BETH MAXWELL NEW TECH

DIRECTOR

LANA DOYLE

ACADEMIC COACH

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Disaster Recovery Protocol – Information Technology For the purpose of this document, disaster will refer to natural disasters such as tornado, earthquake, flood, etc., or physical disasters such as a fire, theft, explosions, or flood due to water system malfunction. System failure will be used to refer to normal mechanical problems or a server/system that fails. Identification of Critical Systems, Essential Systems, and other The below list of systems and software is also the priority order of restoration. Once hardware requirements have been meet each system will be brought online and verified before moving on to the next item.

I. Critical Systems a. APSCN b. Printing c. Email d. Phones

II. Essential Systems

a. E-Nutrition b. Hillcrest Website

III. Other Systems

a. Library Catalog Backup Policy and Procedures

● A backup is a duplicate of data that is stored on the file server(s), external hard drives, cloud-based storage, and/or workstation(s). The purpose of the backup is to be able to retrieve any information that might have been lost or destroyed for whatever reason (infected by virus, hard drive crash, natural disaster, etc.).

● Full backups of servers and essential data are done on a weekly basis to either external media or cloud-based storage. Incremental backups are done on a daily basis to either external media or cloud-based storage. External media is stored in fire and waterproof safe.

● Each faculty, staff, and student is setup a cloud-based storage, 30 GB, to store any/all of their files to. Google maintains this system. It is the responsibility of the user to make sure that their data is stored in this location.

● The Hillcrest School District IT Director will monitor the status of the automatic server backup jobs. Backups should be labeled appropriately on backup drives with the date/version of the backup easily identifiable.

● The network tree (Active Directory & Open Directory) is replicated and backed up across each campus. The tree contains user login

information, workstation information, and other information that will be essential to a timely rebuild of the campus network at all locations.

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Disaster Preparation Procedures and Precautions

● In the event of an extended single campus power outage, the IT Director may opt to disconnect servers and other network components from power to protect equipment.

● In the event of an extended power outage that affects the majority of the district, the IT director may opt to disconnect servers and/or other important network components from power at each campus to aid in protection of the equipment and to maintain the health of the network tree.

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Disaster Recovery Procedures

● Office Personnel: Should a disaster incapacitate a single campus within our school district, office/administrative personnel would be relocated to a different campus for the purpose of accessing email, APSCN, Cognos, Triand, etc. The DIS Call Center would be contacted to change print queues for these users to an accessible printer at the new location.

● If a disaster cripples the entire district, office/administrative personnel would be relocated to the Northeast Arkansas COOP to continue work on applications such as APSCN, Cognos, Triand, etc. The DIS Call Center would be contacted to change print queues for these users to an accessible printer at the new location.

● Sensitive Data: Financial, personnel, and student data are housed on APSCN servers hosted in Little Rock. This data can be accessed through our local COOP or a neighboring school district. A student listing can be generated from APSCN to ensure proper head counts if original rosters are lost.

● IT Department: In the event that a disaster should destroy network servers, replacement servers would be purchased from Dell Computers and Apple. The network operating system will be reloaded and data will be restored from backup copies. If needed, assistance from the Department of Information Systems would be requested in rebuilding network file servers and restoring data.

● Should network cabling be destroyed, the district technology department will work with the maintenance department and administration to

make a decision on whether to perform the work internally, or contract it to an outside company.

● The technology department will make every effort to have critical systems back online within a 24 to 48 hour period, once power is restored and buildings have been declared safe.

● Vendors: The following table lists the hardware requirements for each critical system and the vendors that we purchase these items from.

Critical Systems Hardware

Requirements Vendor Contact Phone

Network Cabling Cat 6 and Multimode Fiber

IK Electric Mike Seitz (501) 376-2081

Network Connectors Cat 6 jacks, ends, & patch cords

IK Electric Mike Seitz (501) 376-2081

Switches Gigabit or higher IK Electric Mike Seitz (501) 376-2081

Routers Can route 100 Mbps DIS Call Center (800) 435-7989

Internet 500 Mbps DIS/CenturyLink (800) 824-2877

Internet 100 Mbps DIS Call Center (800) 435-7989

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Server Dell PowerEdge Dell Casey Martin (870) 612-5021

Server Apple Apple Online Apple Store

Workstations Dell Optiplex Dell Casey Martin (870) 612-5021

Workstations Apple MacBooks Apple Online Apple Store

Printers HP OfficeJet 8600 Tiger Direct Michael Rost (847) 371-9715

System Failure

● In the event of a system failure that prevents normal work from continuing, the technology staff will identify the cause of the system failure and take appropriate actions to replace/restore the system. Critical systems will be given a higher priority.

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Technology Staff Protocol

1. If possible shut down servers and retrieve hard drives from them for safe-keeping. 2. Pull backup drives if server drives are not usable due to equipment failure. 3. Contact staff to make them aware that the servers/network will be down. 4. If storm related, move to shelter with server drives in possession and wait for it to be safe. 5. Retrieve off-site backups of servers if needed assuming the disaster is not wide spread. 6. Retrieve network topology and layout diagrams 7. Get communications restored for at least 1 computer, printer, and copier. 8. If network line is cut, alert the other staff via cellular or other means as the phone system will be down. 9. If servers are destroyed, get replacements ordered. 10. Restore backup of the servers using Windows Backup and Apple Backup. 11. If server building is destroyed, contact DIS and CenturyTel to replace wiring to another building. 12. If fiber lines are destroyed due to building destruction, contact CenturyTel inc. to get repair request started. 13. If school-wide electrical failure, notify via the phone system within 30 minutes before.

IT and Server Restoration Procedures

1. Analyze priority system and identify critical components required, i.e. server, software, and other equipment necessary. 2. Inspect each IT closet for and identify required needed repairs. 3. Search entire campus for critical components to restore priority processes. 4. Procure additional components in order of process priority. 5. Restore system software as determined by District Level Administration. Backups are made nightly and hard drives are exchanged weekly. 6. Contact Service Providers and arrange necessary installation of equipment or service. 7. Use district procurement procedures to order necessary equipment and services.

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Emergency Action Plan

HILLCREST SCHOOL DISTRICT

CRISIS MANAGEMENT PLAN

2018-2019

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Table of Contents

Introduction ..........................................................................................3

Campus Emergencies ...........................................................................4

Crisis Response Team...........................................................................8

First Aid Personnel ................................................................................9

Emergency Situations (@ District) ......................................................11

Emergency Situations (Away from District) .........................................12

Evacuation Procedures .........................................................................13

Building Evacuation Plan .......................................................................14

Abduction .............................................................................................15

Accident ................................................................................................16

Assault of a Student ..............................................................................17

Bomb Threat .........................................................................................18

Bomb Threat Checklist ........................................................................19

Bus Transportation Accident .................................................................20

Death of Student or Faculty Member Outside School ...........................21

Death of Student or Faculty Member at School ....................................23

Earthquakes ..........................................................................................24

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Fire........................................................................................................26

Intruder on Campus ..............................................................................27

Natural..................................................................................................28

Floor Plans............................................................................................29

Manual Procedures...............................................................................35

Pandemic Action Plan...........................................................................36

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Introduction

Natural disasters, such as tornadoes, earthquakes and floods, and man-made disasters which can result from chemical accidents, falling

aircraft, fires, explosions, etc. are potential hazards for which we must be prepared. We must also prepare for a man-made crisis,

which can come in the form of weapons on campus and/or bomb threats.

The objective of the Hillcrest School Districts emergency preparedness plan is to provide the maximum practicable protection for

students and school personnel in the event of crisis.

To meet this objective, we will instruct and prepare students and staff in the appropriate and safe procedures to follow in the event of a

campus crisis through staff in-service and student drills. The occurrence of a crisis will require prompt response from all personnel as they

perform their specific assignments from this plan.

Since no two emergencies will be the same in nature, scope, or magnitude, it is necessary for the school’s plans to be basic, flexible,

and subject to the modification as the need arises. Modification will be at the discretion of the Superintendent or civil authority.

However, in any emergency, the following priorities shall apply:

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1. Protection of life.

2. Prevention of injury.

3. Protection of property.

4. Preparation of the campus for extended stay or evacuation.

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Who Declares a Campus Emergency?

Campus emergencies may only be declared by the following persons:

Civil Authorities: The police, fire officials, or other local, state, or federal government agencies may declare an emergency which

would involve the campus. Notification of such conditions will activate the Crisis Assessment Team so that an adequate campus

response can be engaged.

Superintendent/Principal: The Superintendent and Principals of Hillcrest School District are primarily responsible for declaring a

campus emergency. In questionable cases they may use the crisis team to assist in assessing the need to declare an emergency.

All Faculty and Staff:

Critical Situation: All faculty and staff are responsible to sound the appropriate alarm or notification upon discovering a

critical situation. A critical situation includes events such as a fire, violent act, observation of a person on the campus with a gun, or

hearing/ observing gunshots on campus. If a fire is observed, an alarm pull device should be activated, and call 911. Obviously,

common sense will indicate that in some situations you should immediately proceed with either a Room Evacuation or Lock Down

for your own classroom or the students around you.

Non-Critical Situations: Non-critical observations and rumors should be reported immediately by radio or phone to

administration without sounding an alarm. An example of this type of situation includes a student reporting that he saw a student put

a knife in his pocket. The Superintendent and/or principals will determine whether to declare a crisis or not.

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General Response Information to Any Declared Emergency

It is important during an emergency that all school personnel conduct themselves in a professional manner and demonstrate

through their actions that degree of expertise, which promotes confidence.

What you do in the first ten minutes will make a major difference in reducing the panic of your students. Above all else, remain

calm. Use the next fifty minutes to perform your assigned tasks and attempt a return to normalcy.

Faculty and staff are first responsible for the students under their care. As difficult as it is, personnel should not abandon their post

to go check on their own children who may also be students on the campus. Remember that another adult has responsibility for

your children and they are doing their job. If you hear that your child has a serious injury, ask your administrator to relieve you

from your post.

Do not release students until authorized to do so by administration.

Faculty and staff are much like civil emergency personnel during an emergency. Police and fire crews must remain on the job

even though they may have a crisis within their homes. Faculty and staff are charged with the emergency care of children during a crisis and should remain on their assigned post until relieved of all responsibilities. If you become aware of a serious

crisis at your home, you may ask your administrator to relieve you from your duties.

It is the responsibility of all faculty and staff to report all rumors and observations regarding information which might lead to a

campus emergency. Such reports should be made immediately to their supervisor. Supervisors will see that the information is

immediately reported to the Superintendent. Faculty and staff are not to make final assessments as to the lethality of the rumor

or observation and its potential to evolve into a campus emergency; they are to report. Faculty of early elementary age students is

given the flexibility to discern whether or not the situation

demands a report.

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Teach students to understand that jokes and false reports regarding weapons, bomb threats or threats of injury to others are not

acceptable under any circumstances and will be taken seriously.

In case of an extended stay on campus, maintain an extra supply of personal prescription medication with you at all

times.

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Initial Response in an Emergency Situation

The first responses in a declared emergency are going to be one or more of the following tasks:

Room Evacuation

Campus Evacuation

Lock Down

A Room Evacuation may be the result of a fire, earthquake, gunman on campus, or any other event which requires leaving a building. If

an earthquake occurs, the Room Evacuation will be preceded by the duck, cover, and hold procedure (during the shaking).

A Campus Evacuation will occur if the campus is deemed unsafe and uninhabitable by civil authority or by administration. This

will usually be the result of an earthquake, extensive campus fire, range fire, aircraft disaster, chemical threat, or local police action.

A Lock Down procedure will occur if a threat occurs on campus or in the local neighborhood which requires students to be taken

indoors where it is less likely that they will be injured.

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Communication During an Emergency

Administration will notify all faculty and staff using text messaging and School Messenger alert system in the event of an

emergency. All faculty and staff are asked to keep their cell phones close by so that when an emergency situation occurs,

everyone will know what is happening and which procedures should be followed.

The “All Clear” signal will be given either verbally or through text messaging from someone on the Administration team.

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Crisis Response Team

The Crisis Response Team is in place to respond to any school emergency. They are the first ones to react to a crisis situation. The team

members will assist teachers, administrators, students, and staff members during a crisis.

Location Team Members Title Work Number/ Extension Cell Phone

District

Greg Crabtree Superintendent 870-376-5416 x1000 870-283-9617

Phyllis Gilbert Nurse 870-376-5416 x1103

870-405-0367

Brad Brannon IT Director 870-376-5416 x1004

Marnie Johnson Counselor 870-376-5416 x1006 870-612-0495

Andrew Turner SRO High School

Mickel Smith HS Principal 870-376-5416 x1005 870-847-0815

Beth Maxwell New Tech Academic Coach 870-376-5416 x1008 870-759-0645

Rachael Netrefa Dean of Students 870-376-5416 x1008 870-878-1561

Elementary

Shawn Rose ELEM Principal 870-376-5416 x1101 870-307-2698

Lana Doyle Academic Coach 870-376-5416 x1100 870-878-1917

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Off Campus Counselors and Organizations: Counselors:

1. Mid-South Health (870) 886-7924

Organizations:

1. Red Cross (870) 932-3212

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Hillcrest Emergency Response Plan

School First Aid Personnel

Dial 911 if an emergency

Phyllis Gilbert Nurse

Elementary Building Extension 1103

Mr. Crabtree Superintendent

Central Office Ext. 1000

Mr. Smith (High School Building) Principal, Ext. 1005

Mr. Rose (Elementary Building) Principal, Ext. 1101

White River Medical Center 1-870 262-1400

Batesville

Strawberry Medical Clinic 1-870-528-4081

Strawberry

Lawrence Memorial Hospital 1-870-886-1200

Walnut Ridge

St. Bernard’s Medical Center 1-870-972-4100

Jonesboro

Lawrence County Sheriff’s Office 1-870-886-2525

Arkansas Poison Control Center 1-800-222-1222

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Arkansas State Police 1-870-935-7302

Environmental Protection Agency 1-800-424-8802

Report Toxic Chemical Spills

And Terrorist Threats

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Personnel with First-Aid Training

Elementary: ALL

High School: ALL

Emergency Situations: (@ District)

Teacher Responsibilities:

1. Call 911.

2. Stay online with the 911 operator until they have all information he/she needs.

3. Contact someone on the Crisis Team to alert Administration of the emergency.

4. Follow the procedures and guidelines outlined in this plan for the emergency situation that was initiated by the 911 call.

Principal’s Responsibilities:

1. Report to emergency situation.

2. Assist in ensuring the safety of the children.

3. Report situation to Superintendent

4. Go to the hospital if needed.

5. Inform parents of situation.

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Emergency Situations (Away from District)

Teacher/Paraprofessional Responsibilities:

1. Call 911.

2. Stay online with the 911 operator until they have all information he/she needs.

3. Contact your principal to let he/she know the situation that occurred.

4. Follow all procedures and guidelines for the emergency situation that was reported to 911.

Secretary’s Responsibilities:

1. Get medical information for Emergency Team (Books with names, addresses, parents, emergency numbers, doctors, etc.)

2. Contact appropriate counselors, if needed.

Principal’s Responsibilities:

1. Go to the scene of the accident, stay in contact with the Superintendent.

2. Go to the hospital if needed.

3. Notify parents of situation.

4. Be spokesperson for media.

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Evacuation Procedures

For the protection of all occupants of the building, it is important that everyone is informed and understands what to do in the event of a

fire, bomb threat, or other type of disaster that would necessitate the evacuation of the building.

Procedures:

1. Everyone clear the building immediately.

2. Teachers need to make sure that no student is left behind.

3. Exit according to the building exit instructions.

4. Get as far away from the building as possible, in a designated area.

5. Teachers take grade book and first aid bag.

6. Teachers take roll and report any absences to the building principal.

7. An administrator will give the “all clear” to return to the building after all areas have been reported safe.

8. If an area is barricaded, then the next exit should be used.

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Building Evacuation Plan

The principal will update and post evacuation plans in each of his or her building annually. The plan will be used for fire, bomb threat

and explosion, loss of a building’s structural integrity, hazardous materials and other crises requiring evacuation.

Emergency Procedure:

1. Students and staff will move to assigned evacuation locations.

2. Teachers will follow students out and stay with students.

3. Teachers will call roll to determine if any students are missing.

4. Teachers will report missing students to principal.

5. Unattached students will report to the nearest teacher. Teachers should note student additions and send this information to

principal.

6. Secretarial staff will take sign-out sheets for off-site student release.

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Abduction

Definition: Abduction occurs when a person unlawfully and without consent restricts another person’s movements, and there is

knowledge by the person of the restriction and a substantial interference of the liberty of the person restricted. This does not have to be

removal of a person from the site but can be the detaining of a person on a school site by an unauthorized person.

Emergency Procedure:

1. Notify the principal immediately. If principal informs you to initiate the panic button, please use the appropriate action on

the app. Also, be sure to give as much detail information, i.e. description of child and abductor, description of vehicle, place

last seen and time, etc., as known to the 911 operator.

2. The principal will safeguard siblings at any/or all schools.

3. The principal will have security secure the area of conflict to prevent contamination of site evidence.

4. The principal will assist law enforcement (have a copy of the student’s file and pictures, if available).

5. The principal will notify the superintendent’s office who will immediately notify the proper departments

(security coordinator, crisis coordinator, and public relations coordinator).

6. The crisis coordinator will assess needs and convene the crisis management team if necessary.

7. The principal will notify parent(s) of the situation and steps being taken.

8. The principal will keep witnesses separated to prevent sharing information.

Plan of Action:

1. The principal will meet with faculty, if possible. Advise teachers about sharing information with students.

2. A member of the crisis team will visit missing child’s classroom.

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3. The crisis team or the school counselor will provide counseling when necessary.

4. The public relations coordinator will prepare statement for the media.

5. The principal will prepare a fact sheet to help those answering phones.

6. Teachers will prepare classmates to be supportive when the child is returned.

7. The school counselor will provide follow-up counseling as needed.

8. The principal will document actions and decisions concerning abduction incident.

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Accident

Definition: An accident occurs when an individual is unintentionally injured.

Emergency Procedure:

1. Teachers need to follow appropriate first-aid procedures for the injury that has occurred. If the injury is life threatening, then teacher

should use the panic button application to initiate the alarm and contact 911 for medical help. If the injury is not life threatening,

then notify the principal of the situation that has occurred.

2. School personnel will remove uninjured students from accident site.

3. The principal will notify the superintendent’s office who will immediately notify the proper departments.

4. The crisis coordinator will convene local crisis team, if needed.

5. The principal will notify parents of the nature and extent of injury.

6. The superintendent or principal will prepare statement for the media (if needed).

7. The principal will document actions and decisions concerning accidents.

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Assault of a Student

Definition: Physical assault is considered to be any intentional act of hitting, pushing, sexual assault, scratching, biting, kicking, or any

other such physical contact engaged in, by, or directed toward another student, staff, or visitor to the facility, which results or is intended

to result in death, physical injury, or emotional damage.

Emergency Procedure:

1. Assess the situation and determine if any injuries are life threatening or if students are still in danger. If so, please call 911. If injuries

are not life threatening and no danger is imminent around students, contact the principal.

2. The principal will notify the victim’s parents.

4. The principal will protect the identity of the victim.

5. The school counselor and/or the crisis team will provide counseling for the victim and the victim’s family.

6. If the alleged assailant is a student, the principal will notify his or her parents and request a conference.

7. The principal will follow board policy and due process procedures regarding disciplinary action, questioning of student, and

students taken into custody.

8. The principal will notify the superintendent’s office.

9. The principal will document actions and decisions concerning assault incident.

10. Must notify law enforcement, Youth Court and the parents of the assault.

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Bomb Threat

Procedures:

1. Upon receipt of a bomb threat, the person receiving the call will make every attempt to:

a. Prolong the conversation.

b. Identify background noises and any distinguishing voice characteristics.

c. Ask the caller for a description of the bomb, where it is located, and when it is due to explode.

After receiving the bomb threat, you will hang up, then using any line dial *57. You will get a recording letting you know if your trace

was successful or not. If it was successful, dial 1-800-281-6920 and let them know. Note on which line the call came in.

2. The person receiving the call will notify an administrator.

3. Use the appropriate action on the panic button application to call 911.

Administrators Responsibilities:

1. Notify the Superintendent.

2. Have secretary notify other administrators.

3. Give evacuation signal.

4. Check absentee list.

5. Meet with police/fire department and search team to decide on the procedures for checking the building.

6. If the threat was written, copy the contents and protect the original message to preserve the fingerprints and other identifying

marks. (Place evidence in plastic bag)

Teacher’s Responsibilities:

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1. Evacuate building to proper areas.

2. Take grade book and Emergency First Aid Bag.

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Bomb Threat Checklist

Time _ Date _

Do not hang up. Use another phone to call police.

Record the exact words used by the caller. Ask:

What time is the bomb set to explode? _ Where is the bomb? _

What does the bomb look

like? _ Why are you doing this? _

Who are you? _

Evaluate the voice of the caller:

_ Man Accent _

_ Woman Speech impediment _

_ Child Intoxicated _

_ _Age (approx.) Other _

Background noise:

_ Music Conversation _

_ Children Machine noise _

_ Typing Traffic _

_ Airplanes Other _

PERSON RECEIVING THREAT WILL IMMEDIATELY NOTIFY THE PRINCIPAL. CALL RECEIVED BY _

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Bus Transportation Accident

Driver’s Responsibility:

1. Call 911.

2. Call the Hillcrest School at 1-870-376-5416

Secretary’s Responsibility:

1. Contact the Superintendent.

2. Contact the Principal.

3. Contact the Director of Transportation

Principal’s Responsibilities:

1. Go the scene of the accident; stay in contact with the Superintendent.

2. Be the spokesperson to the media.

3. Go to the hospital with student if needed.

4. Notify any parents of injured students and tell them of hospital location, etc.

5. Appraise Emergency Response Team Leader.

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Death of Student or Faculty Member Outside of School

Emergency Procedure:

The principal should use the emergency chain phone calling system to inform all faculty and staff members of the tragedy and schedule

an early morning meeting (faculty and staff). The phone call and morning meeting will reduce the risk of faculty arriving at school

uninformed. The purpose of the faculty/staff meeting is three fold:

1. To be sure faculty members are informed of the incident.

2. To ensure that faculty/staff members know the facts surrounding the incident so they can dispel rumors and horror stories

that may crop up during the day, and

3. To announce any special schedule and/or events of the day.

Assemble the school district’s crisis counseling team and other resource persons so they can plan to assist at the school. Substitute

teachers, as necessary, need to be scheduled. They, too, need training before meeting with students.

An end-of-the-day meeting should be held to evaluate and debrief the day’s procedures as well as to identify further

concerns for the days to come.

Classroom Procedure:

The principal should announce the death of the teacher/student and the known facts of the death to the first class of the day (or to the

entire student body). Teachers should follow through on the announcement as dictated by reaction by students in their respective

classes.

Although distraught, faculty and staff members should remain as calm as possible and serve as a “source of strength” for students.

Teachers, dealing with their own grief, may not know what responses to offer or may try to do too much. Students rarely expect perfect

answers or controlled indifference, but find teachers most helpful as empathic listeners. Do not attempt to explain why a person dies (or

has committed suicide).

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In the case of a suicide situation, simply say, “Sometimes a person becomes distraught and depressed. When this

occurs, he/she oftentimes can’t see a resolution to a problem (or situation) other than taking his or her own life. There is an overwhelming

feeling of hopelessness. This is tragic. If you are ever in a similar situation, discuss your problem(s) with someone you trust-preferably

an adult (with counseling training). No problem is as great that you should consider committing suicide”.

Refer all rumors to the principal so that they can be addressed in the debriefing session.

Not all students will grieve or respond to death/suicide in the same manner. Some will want to relieve the hurt by discussion, others

by avoiding the issue. Each person will experience a grieving process that is “normal” for him/her.

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These reactions are typical and should be affirmed by teachers/counselors. Time should be allowed to express their grief reactions in

the classrooms and discussions. Students should be allowed to express their grief and discuss openly their feelings, fears, and concerns

that surround the events.

Teachers should refer to the crisis counseling team any student who appears to have difficulty coping with the death of the

teacher/student. (Teachers must know the location of the special crisis center where they can send extremely upset students throughout

the day for special counseling or help in dealing with the tragedy.)

Funeral arrangements should be explained and students should be informed that they will be allowed to attend the funeral if they have a

note from home. The administration might consider holding a memorial assembly program based on the students’ response to the death.

The school should return to its regular schedule, even abbreviated as it relates to activities and assignments, as soon as possible.

Teachers need not turn class sessions into group therapy or recreation times, but may scale down expectations in response to change in

energy levels.

The personal belongings of the deceased should be removed and protected so that they can be given to the family at a later date.

Days Following a Death/Suicide Procedure:

Individual and group responses to loss may remain intense for extended periods. Teachers should remain on the lookout for students

who might show signs of depression related to the recent death/suicide. These students should be referred for counseling. Parents of

the depressed students should be contacted and invited to a special meeting to help their children understand and cope with his or her

feelings. Warning signs that could suggest further difficulty for their children might be discussed, as well as sources for help.

Media Coverage Procedure:

The superintendent or principal will be the official spokesperson for the district. All staff members should refer news personnel to the

superintendent or his designee.

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It is extremely important to have honest, accurate coverage of the incident reported to the media. Any personal references to the

deceased should be checked and cleared with the family to avoid any problems in the community. The school’s sympathy should be

reported, but regarding a suicide situation, the idea should be conveyed that a life was cut short that could have been saved if the

individual had reached out for help. Do not allow student interviews by the media without parents’ permission and then only off campus.

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Death of a Student/Staff Member at School

Emergency Procedure:

1. Principal will call 911. Make sure the 911 operator understands that there has been a death at your school.

2. If possible, stay on the line until you are instructed to disconnect by the 911 operator.

3. The building principal should be notified as soon as a death occurs and should document all information as soon as it is

available.

4. The principal will notify the superintendent’s office who will immediately notify the proper departments.

5. The crisis coordinator will convene the local crisis team, if needed.

6. The principal will notify the deceased person’s next of kin.

7. The principal will be responsible for controlling the release of all information concerning death of staff member or student.

8. The details of funeral should be shared with the entire staff.

9. The deceased family’s wishes should be followed and the school liaison appointed by the principal should be in direct contact

with the family.

10. Issues regarding confidentiality and student’s right to privacy should be maintained.

11. The personal belongings of the deceased should be removed and protected so that they can be given to the family at a later

date.

12. Dispel rumors and refer all rumors to the principal so that they can be addressed in the debriefing session.

13. Evacuate the immediate area, segregate witnesses and protect the scene of the event.

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Earthquakes

Because earthquakes can strike without warning, the immediate need is to protect lives by taking the best available cover. All

other actions must wait until the tremor subsides.

Teachers will instruct the students to Get Down and Cover when the teacher observes the earth shaking. Teachers will be instructed

to evacuate the building after the shaking stops, if power permits. If there is no power, teachers will evacuate according to the

evacuation plan.

Classroom Procedures:

1. Students are to drop and take cover under their desk or a table near them, and face away from the windows.

2. Students shall remain in the sheltered position for at least 60 seconds.

3. Students are to evacuate the building when the signal is given (one long bell)

Students Outside the Building:

1. Move to an open space away from the buildings, power lines, or trees.

2. Take a position protecting the head.

3. Be observant and listen.

Gymnasium Procedures:

1. Move quickly through the doors going into the lobby and assume a crouched position.

2. Sit with back to the wall, place head close to knees, cover sides of head with elbows and clasp hands firmly behind the neck.

Cafeteria Procedures:

1. Move to a crouched position, protecting head along inside walls or under tables.

Library Procedures:

1. Move away from bookshelves.

2. Take cover under tables.

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School Bus Procedures:

1. Bus drivers stop bus away from power lines, bridges, overpasses, and buildings.

2. Students remain in seats and hold on.

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Earthquake Evacuation Procedures:

Administrator’s Responsibility:

1. Signal for Evacuation, if there is power.

Teacher’s Responsibilities:

1. Walk quietly to the evacuation site, 100 feet or more from buildings.

2. Stay away from power lines, gas supply areas, and buildings.

3. Stay with class.

4. Call roll and report any students missing.

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Fire

Definition: A fire occurs when combustible materials ignite in the presence of oxygen and heat.

Emergency Procedure”

1. Sound the fire alarm or fire drill bell. This will implement the fire drill evacuation procedures.

2. Call 911. Make sure the 911 operator understands the nature of the emergency. If possible, stay on the line until you are

instructed to disconnect by the emergency operator.

3. Evacuate immediately. Exit through the nearest safe exit using all available doors.

4. Secretarial staff will take enrollment cards and sign-out sheets for off-site student release.

5. Teachers will follow students out and stay with students.

6. Teachers will call roll and report missing students to the principal.

7. Notify the central office immediately. They will notify the proper departments.

8. Students and staff should not return to the building until Fire Department officials declare the area safe.

9. Any fire at a school facility must be reported to the Fire Department, even if it is a very small fire or the fire has already been

extinguished.

10. The principals will update and post evacuation routes in each room.

11. Render first aid, if necessary.

12. The building principal will be responsible for conducting one fire drill each month after the first month of school.

13. The principal will document actions and decisions concerning fire incident.

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Intruder On Campus with Weapon

The first person to notice an intruder (person with a weapon or person who is upset or action out of control) will call 911. Stay

online with operator as long as possible to give them as much information as possible.

Location of intruder

Gender

Physical Characteristics

Clothing worn

Other

Administrator’s Responsibilities:

1. Inform staff that active shooter is on campus, using text messaging.

2. Remain calm.

2. Assist Police officers with any assistance they need.

Teachers’ Responsibilities:

1. After receiving text message of active shooter, proceed to evacuating the building to the designated safe zone. If unable

to evacuate building, proceed to barricading\locking door to prevent access of intruder, and remain there until an all

clear is given. Move students to an area of the room that cannot easily be seen through the window or door. If intruder

enters classroom before a barricade can be setup, start throwing objects at assailant to give either someone time to take

assailant down or allow others to evacuate.

2. Take roll to make sure all students are accounted for. Report any missing students to Principal or Dean of Students.

3. Keep Emergency First Aid Bag nearby.

4. Concentrate on your classroom

5. REMAIN CALM, until Police or Administrators give visual clearance.

6. Teachers will be informed of the situation as soon as it is safe to do so.

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Natural Disasters

Tornadoes-Severe Weather

For the protection of all occupants of the building, it is important that everyone is informed and understands what to do in the event of

severe weather or earthquakes.

Principal’s Responsibilities:

1. Stay in touch with Superintendent, concerning weather reports.

2. Set off weather alarms.

3. Prepare sign-out station for parents (appoint personnel).

4. Check areas where students have been assigned to take shelter.

5. Encourage teachers, students, and workers to remain calm.

6. Assist with injuries, notify emergency help, and report injuries to Superintendent.

7. Give the all clear signal to return to classes.

Teacher’s Responsibilities:

1. Move students to a safe location when possible.

2. Elementary Grades to Safe Room in the Gym.

3. Junior High – Hallway

4. Senior High – Hallway

5. Take grade book and Emergency First Aid Bag.

6. Take roll and report any missing students.

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7. Keep calm; try to be comforting to students.

Student’s Responsibilities:

1. Stay calm.

2. Be seated in the area of safety, cover head.

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Floor Plans

Elementary Campus

E

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4th Grade

Ms. Blevins Kindergarten Mrs. Geurin

Art 2nd Grade Mrs. Woodard

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E

3rd Grade Mrs. Taylor 3rd Grade Mrs. Morgan

5th Grade Mrs. Michealle

6th Grade Mrs. Tidwell

5th Grade

Mrs. Huckabee

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E

4th Grade Mrs. Capps

High School Campus Distance Learning

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Cafeteria

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Professional Development

Superintendent’s Building

Board

Room

Office

Area

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Gym

Band

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Preschool

Classroom

Classroom

Classroom

Entry

New Tech

Math

English History Math Science

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Senior High

Resource

Resource DLC

Health

Advisory

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Nurse and Speech

Information Technology

IT

Office Office

Office

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Ag and Art

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Manual Procedures

ADMINISTRATION TEAM

The administration team would be able to perform all duties needed electronically at one of the offsite facilities listed in the

LOCATIONS portion of this plan or anywhere with an internet connection. They are currently capable of manually processing receipts

and payments until one of the designated locations could be reached.

FACULTY/STAFF TEAM

The faculty/staff team is currently capable of manually recording grades until computer systems are restored.

FOOD SERVICES TEAM

The food services team is currently capable of manually recording student breakfast and lunches until computer systems are

restored.

MAINTENANCE TEAM

The maintenance team is currently capable of manually recording information until computer systems are restored.

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TRANSPORTATION TEAM

The transportation team is currently capable of manually recording information until computer systems are restored.

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Hillcrest Pandemic Action Plan

A global outbreak of a new strain of human influenza is an influenza pandemic; such an event is inevitable,

but the timing and the severity of the pandemic cannot be predicted. This influenza Plan describes how the

Hillcrest School District will prepare for and respond to an influenza pandemic.

This action plan has been developed to assist the Superintendent and Principal in preventing and preparing

for a health-related emergency at the school.

LEVELS OF RESPONSE TO HEALTH-RELATED INCIDENTS

Level 1—Mitigation/Prevention

Level 2—Advanced Precautions

Level 3—Surveillance and Heightened Awareness

Level 4—Prepare for possible school closure

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Level 5—School Closure

Level 6—Recovery

Level One: Influenza is confirmed in animals in other countries, with limited animal to human transmission

and little to no human to human transmission. Health officials are concerned about a possible pandemic.

Goals: The school is prepared for a possible pandemic. This plan fits within the school’s emergency

management plan. Staff, students and parents are well informed and understand their roles in preventing

general influenza spread.

Getting Started:

1. Identify the authority for declaring a public emergency at the state and local levels.

School administration will work with personnel from the Lawrence County Health Department (LCHD).

This agency will assist in providing direction from both local and state levels.

2. Ensure appropriate personnel attend planning meetings with the LCHD. The school nurse and at

least one member of administration will attend pandemic meetings.

They will:

a) Identify requirements for reporting incidents and identifying and

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reporting to LCHD influenza like symptoms and increased absenteeism

at the school.

b) Develop a way to track staff/students impacted by influenza.

3. Identify and purchase resources for immediate and long term use.

a) Hand sanitizer, first aid kits, masks, gloves, thermometers, Kleenex

b) Soap, toilet tissue, paper towels

4. Review cleaning policies, practices and supplies. Give staff

development where needed. (Nurse and administration )

5. Identify policies and procedures that need to be in place or need to be revised.

a) Sick leave policy for staff.

b) Student absence policy and possible procedure for holding absences harmless.

c) School student exclusion policy

d) Keep an updated staff member phone tree

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6. Develop and print hand washing posters for school use.

(Responsible person is nurse)

7. Establish a link on district web site to www.pandemicflu.gov for obtaining and sharing

information.

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Level Two—Take Advanced Precautions:

The world Health Organization reports cases of human to human transmission

. within the borders of the United States.

Goals: Heighten awareness and precautionary measures in school.

Preparedness:

1. Review Pandemic plan

2. Keep all contact information current

3. Provide ongoing briefings to key staff on roles and responsibilities

4. Identify isolation room with supplies needed to provide comfort

For those isolated

5. Increased disinfectant use by custodial staff

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Level Three—Keep Alert:

LCHD notifies Superintendent or Principal of suspected cases of influenza within the state of Arkansas.

Goals: Initiate surveillance of staff, students, and other school visitors to assist the LCHD in close

monitoring of influenza like incidents.

Preparedness:

1. Maintain links with other schools, doctor offices and local health department.

2. Review pandemic plan.

3. Remind staff, students and parents about:

a. The difference between the symptoms of common cold and Influenza

b. The importance of good hygiene practices.

c. The importance of staying home when sick.

d. The gravity of the pandemic through scenarios/stories of the 1918 pandemic.

4. Confirm school’s role in local response plan with Lawrence County Health

Department.

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Level Four – Prepare for possible school closure:

Lawrence County Department of Health notifies Superintendent or Principal of confirmed case(s) in the

area.

Goals: Schools should try to keep their community calm and attempt to reduce panic.

Preparedness:

1. District strives to maintain contact with Lawrence County Health Department.

2. Make preparations for possible school closure; make preparations to secure school

premises.

3. DO NOT CLOSE SCHOOL WITHOUT SPECIFIC DIRECTION FROM THE

LAWRENCE COUNTY HEALTH DEPARTMENT AND HILLCREST

SUPERINTENDANT.

4. Keep staff and parents informed through meetings, newsletters or e-mail.

5. Prepare staff and student contact list for LCHD in case of school closure:

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Two emergency contacts for each student, Staff home contact information

and information indicating the staff willing to be a volunteer.

6. Administer care to staff and students showing symptoms of influenza.

7. Institute rigorous cleaning policies and practices to reduce the spread of a flu virus.

Level Five—School Closure:

LCHD mandates school closure

Goals: Students, staff and parents are informed, understand their role and responsibilities, and have

confidence in their school’s preparedness.

Preparedness:

1. Close school as directed by LCHD.

2. Secure premises

3. Post provided notices of closure on entry points and main buildings.

4. Keep staff and parents informed through meetings, newsletters or email.

5. Collaborate with local agencies in making school facilities available in local response

efforts.

6. Be prepared for another wave of influenza, a few weeks after the first; initiate

procedures as needed.

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Level Six—Recovery:

A person may remain infectious for some days past the first display of symptoms. Watch for other

symptoms of grief and trauma. Counseling and support may be required for a significant time after

the pandemic has abated.

LCHD will notify the district superintendent that the pandemic has been abated in Lawrence County and the

school may reopen.

Goals: School ensures continuing well being of staff and students. Education services are fully restored,

recognizing possible workforce reduction impact.

Preparedness:

1. Determine staffing needs based on returning student population.

2. Clean, disinfect affected areas including school buses.

3. Arrange debrief of pandemic event for staff and students.

4. Have recovery material available for staff and students. Have a safe place for counseling

available.

5. Continue to keep everyone involved informed by using e-mail, meetings and newsletters.

Evaluate the success of the pandemic plan and make adjustments.