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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
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
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
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
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
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
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
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
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)
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
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
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
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
Lives >20 miles from Either Campus Heather Bittner
Melissa Fortenberry
Kim Huckabee
LaVonda Huckabee
Cade Niswonger
Tracy Pagan
Mickel Smith
Kendra Woodard
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
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
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
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
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
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.
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.
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.
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.
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.
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.
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.
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.
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
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
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
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
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
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
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
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
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.
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
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
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
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
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
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
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
Flash Lights 10 2 2 2 4
Extension Cords 10 2 2 2 4
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
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.
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.
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.
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
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.
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.
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
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
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
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
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
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
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
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
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
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
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
middle of the baseball field
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.
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.
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.
Order of Succession
GREG CRABTREE
SUPERINTENDENT
MIKE SMITH
PRINCIPAL
SHAWN ROSE
PRINCIPAL
RACHAEL NETREFA
DEAN OF STUDENTS
BETH MAXWELL NEW TECH
DIRECTOR
LANA DOYLE
ACADEMIC COACH
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.
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.
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
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.
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.
Emergency Action Plan
HILLCREST SCHOOL DISTRICT
CRISIS MANAGEMENT PLAN
2018-2019
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
Fire........................................................................................................26
Intruder on Campus ..............................................................................27
Natural..................................................................................................28
Floor Plans............................................................................................29
Manual Procedures...............................................................................35
Pandemic Action Plan...........................................................................36
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:
1. Protection of life.
2. Prevention of injury.
3. Protection of property.
4. Preparation of the campus for extended stay or evacuation.
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.
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.
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.
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.
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.
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
Off Campus Counselors and Organizations: Counselors:
1. Mid-South Health (870) 886-7924
Organizations:
1. Red Cross (870) 932-3212
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
Arkansas State Police 1-870-935-7302
Environmental Protection Agency 1-800-424-8802
Report Toxic Chemical Spills
And Terrorist Threats
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.
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.
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.
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.
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.
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.
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.
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.
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:
1. Evacuate building to proper areas.
2. Take grade book and Emergency First Aid Bag.
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 _
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.
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).
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.
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.
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.
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.
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.
School Bus Procedures:
1. Bus drivers stop bus away from power lines, bridges, overpasses, and buildings.
2. Students remain in seats and hold on.
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.
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.
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.
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.
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.
Floor Plans
Elementary Campus
E
4th Grade
Ms. Blevins Kindergarten Mrs. Geurin
Art 2nd Grade Mrs. Woodard
E
3rd Grade Mrs. Taylor 3rd Grade Mrs. Morgan
5th Grade Mrs. Michealle
6th Grade Mrs. Tidwell
5th Grade
Mrs. Huckabee
E
4th Grade Mrs. Capps
High School Campus Distance Learning
Cafeteria
Professional Development
Superintendent’s Building
Board
Room
Office
Area
Gym
Band
Preschool
Classroom
Classroom
Classroom
Entry
New Tech
Math
English History Math Science
Senior High
Resource
Resource DLC
Health
Advisory
Nurse and Speech
Information Technology
IT
Office Office
Office
Ag and Art
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.
TRANSPORTATION TEAM
The transportation team is currently capable of manually recording information until computer systems are restored.
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
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
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
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.
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
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.
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:
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.
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.