Preparing a School Crisis Plan Before There’s a School Crisis

As morbid as this may sound when a tragedy happens, it’s too late to put a school crisis plan together.  As school counselors we’re often the gatekeepers of the school crisis plan.  This means administrators, teachers, and community members may be looking to you.  We’re going to give you practical steps for preparing your school crisis plan before a crisis happens.

School Crisis Plan Step 1: Be calm

If a tragedy strikes, emotions will naturally be intense.  As you are handling these situations, it’s almost like you have to compartmentalize your emotions and operate on autopilot.  People will be looking to you for balance and instruction.  Keep your cool.  Of course it’s ok to grieve. And believe us when we say- it will be difficult to think straight during times of crisis.  Our suggestion is to focus on the school crisis plan, hand out assignments, and save your breakdowns (and there will be breakdowns) for the moments you’re either alone or surrounded by the people you trust.

Step 2:  Determine Who Will Help in Your School Crisis Plan

Our suggestions are to find spiritual leaders because in times of death, students will have questions.  Make a list of a few spiritual leaders in your community that you would trust to talk with students.

You will also need some therapists.  If you have in-school therapists, go ahead and let them know that they are part of your school crisis plan.  Ask them if they have other therapists in their office that they could recommend in the event of a crisis.

Bring in other school counselors, too.  Are there any school counselors in your school system that you trust?  School counselors are helpers, so even if you have to contact another school system, we are certain that they will be willing to help.

Our suggestions are to find spiritual leaders because in times of death, students will have questions.  Make a list of a few spiritual leaders in your community that you would trust to talk with students.

You will also need some therapists.  If you have in-school therapists, go ahead and let them know that they are part of your school crisis plan.  Ask them if they have other therapists in their office that they could recommend in the event of a crisis.

Bring in other school counselors, too.  Are there any school counselors in your school system that you trust?  School counselors are helpers, so even if you have to contact another school system, we are certain that they will be willing to help.

School Crisis Plan Step 3: Determine Where Students Will Go for Counseling

When we have been involved in crisis situations, the library seems to be the best place for the  central counseling hub.  Just think of any large space where multiple counselors/pastors/therapists can spread out to talk with students.  If it’s the library, go ahead and ask the librarian if you could use the library in the event of a crisis situation.  Another idea is an auditorium, gym, or music room.  You know your school best so think of what would work best for you.  

Step 4: Have School Crisis Plan Packets for the Teachers

Go ahead and get a box, manilla envelopes, and art supplies (if you’re at the secondary level where students don’t have them).  Put activity options inside the manilla envelope.  You can do things like have the students write a favorite memory, or draw a picture of their memory.  Students could make cards for the family.  (Pro tip: read the cards before they are sent home).  Give suggestions such as take a walk outside, look at the clouds, listen to music in class, etc.  We have also had banner paper in the hallway so that classes could take turns signing it.

The first question teachers will ask is, “What do I say to my students?”  Take some time to prepare a script.  You can prepare a general script before a crisis happens, but you will probably have to tweak it before the teachers use it so that it is more specific to the situation that happened.  Believe us, teachers will be grateful to have activities handed to them so that they don’t have to think of anything while they are in shock.

Step 5: Communicate, and Then Communicate Some More

It is a good idea to assemble the staff together before the first full school day post-crisis happens.  If school starts at 8, bring the staff together at 7.  You will most likely have a lot of volunteers there, but this time is only for the school faculty and staff.  You all are a family, so you need to grieve as a family first. 

This would be a great time to distribute the packets.  You can also let teachers know that you will have counselors in the library (or wherever your counseling hub will be).  Explain how many people you have and what the process for sending students will be.  Setting expectations will save the counselors from having a class of 25 sent to the library all at once.  It happens, trust us.  Let them know what the process is if any staff members need to talk with a counselor.  The day will be emotionally exhausting.  If you have extra people from your school system’s central office, they could serve as substitutes if a teacher needs a sudden break to cope with his/her own emotions.

Speaking of subs… Secure subs ahead of time.  Make a list of possible substitutes you could call in the event of an emergency.  It may be helpful to type up a list of expectations or procedures for them so that they will be somewhat familiar with the plan.

Let them know that students will react differently.  Prepare them for all different types of reactions and behaviors from students.

Step 6: Choose a Head Counselor

Realize that you will be pulled in several directions, so it’s a good idea to designate a head counselor or therapist ahead of time.  If you have a counseling supervisor, this would be a great job for him/her.  Create packets ahead of time with a map of your school, a notebook, pens, and maybe some talking points.  Even though we are trained counselors, we can freeze and go blank when faced with an immediate crisis.  Go ahead and create a sign-in sheet for the head counselor to use each day of crisis counseling.  You’ll want to know who all was there talking with students.  You may want to thank them later.  The head counselor will get each counselor volunteer to sign the sign-in sheet and give them a packet.  The head counselor will be their contact person throughout the crisis counseling process.  

Step 7: Contact Your Advisory Council

If you have listened to our podcast, or heard us speak, you know that our advisory council serves as more than a checkbox on a check-off list.  During your first advisory council it would be a good idea to prepare your members by telling them that in the event of an emergency at school, you may be contacting them.  Tell them that you may rely on them to organize food or snacks for the staff.  You may contact them for art supplies or resources for the students.  Determine a purpose they can serve and go ahead and mentally prepare them for it. 

Step 8: Afternoon Faculty Meeting

This is a good time to unpack the events of the day.  You can include some of your volunteers if you’d like.  What went well?  What didn’t work?  What was the climate in the classrooms?  What do you need to do in the following days?

Step 9: Give Yourself and Everyone Else Grace

When things like this happen, just know that emotions are running high.  People will displace their emotions.  This means their sadness may come out as frustration or anger.  They may direct it toward the wrong person.  During this tumultuous time, make sure everyone shakes their feelings off their sleeve.  It’s a good idea to do this on a daily basis, but especially during emotionally charged times like this.

We hope that these tangible steps will help you prepare for a school crisis plan that you will never have to use.