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Communication During Emergencies

Communication During Emergencies

The Lamar CISD Communications Department partners with campus and district leaders to communicate with families efficiently and effectively about emergencies. While all communication is determined on a case-by-case basis, this page has been developed to give families a general understanding of when and how to expect communication from Lamar CISD during emergencies.

How Does Lamar CISD Communicate During Emergencies?

We value clear communication and transparency and understand how both are critical for parents as well—especially when it comes to student and staff safety. We do not use a one-size-fits-all model for all safety incidents. Instead, we evaluate each incident independently to determine what level and type of communication is needed. Just as a doctor does not recommend a standard remedy to all patients, we take a prescriptive approach and tailor communication (and other operational responses) for each incident. Individual circumstances will drive a decision to communicate with the entire district, a specific building, families in a specific grade or classroom, and/or families of students on a specific bus, for example. Messages may come from the superintendent, a department director, or a school principal.

These communications are typically sent via e-mail, phone, and/or text through the district’s automated notification system to ensure the communication reaches families based on contact information provided in Skyward.

Depending on the situation, information may also be shared through other methods such as website pop-up messages, official district/campus social media platforms, and communication to local news outlets. While we prioritize prompt communication, we also must respect requests from authorities not to interfere with ongoing investigations.

When there is an issue regarding safety, the campus principal/AP consults with the team on campus and loops in Lamar CISD police and safety officials, if necessary. In addition, the Area Superintendent as well as the Chief Communications Officer are contacted immediately for support or to provide guidance.

When it is determined that communication needs to go to parents, the goal is to send that communication the same day of the incident, when possible. Sometimes we may not have enough information, or there could be an active investigation that prevents us from sharing information immediately. In those instances, the goal is to notify parents as soon as possible. When communicating with parents, we determine the scale of the incident to decide whether we communicate with a class, grade level, or schoolwide.

With Whom Does Lamar CISD Communicate in Emergency Situations?

The families of students specifically affected by a situation – i.e. a bus accident – are always informed as soon as possible about the situation and its resolution. Families of students involved in an altercation, policy violation, or other incident pertaining to safety are notified directly by school administration. Depending on threat assessment and student privacy considerations, these situations are not always communicated to other families.

Guidelines & Criteria for Communications Related to Safety Incidents

Below are established district guidelines/criteria to ensure that communications related to safety incidents are disseminated consistently across all district campuses.

If there is a major class or campus disruption, same-day parent notification (via e-mail/ParentSquare) may be warranted.

  • If the disruption is limited to a class or grade level, priority is given to notifying the impacted parties.
  • If the disruption is more widespread, campus-wide notification may be necessary.

If a student is involved in a citable or major offense where discretionary removal is a possibility (or worse), same-day parent notification (via e-mail/ParentSquare) may be warranted.

  • Only if the student’s actions posed a real/perceived threat to other students/staff/school community.

If a student is involved in a minor offense, only impacted parents are notified via e-mail or phone.

If there is a real/perceived threat to any member of the school community, same-day parent notification (via e-mail/ParentSquare) may be warranted.

What Information is Included in Lamar CISD Emergency Communications?

Emergency communications may include information from district departments and external entities such as local first responders, area municipalities, and power companies.

Messages typically outline the situation, current status, and approximate timelines, with updates provided if needed. We strive to ensure efficient and timely communication in all situations. However, we must also respect requests from authorities so as not to interfere with ongoing investigations.

Examples of situations communicated to families include:

  • Bus delays of 10 minutes or more
  • Bus accidents or breakdowns
  • Outages of power, phone, internet, or water (if building operations are impacted)
  • Inclement weather affecting schedules or activities
  • Discovery of real or toy weapons
  • Patterns of social media threats or pranks targeting schools and students
  • Anytime a campus implements Standard Response Protocol (SRP)

The SRP refers to five specific actions in the event of an emergency or crisis. Secure, Lockdown, Evacuate, Shelter and Hold are the actions students and employees are trained to perform during an emergency. A brief synopsis of each action is below.

  • Secure – occurs when a threat or hazard is outside of the school building. Students will remain or return inside the building. Staff will help recover students and colleagues outside the building, take roll and increase their situational awareness.
  • Lockdown – occurs when a threat or hazard is inside the building. Students will stay quiet and out-of-sight. Staff will lock the classroom door, turn off lights, maintain silence and obscured visibility, take roll and wait for first responders to open the door.
  • Evacuate – occurs when students and staff must move to another location. Students will leave all but cell phones behind, form a single-file line, show hands and be prepared for changes. Staff will lead students to the evacuation location and take roll, if possible.
  • Shelter – occurs when the need for personal protection is necessary, such as during a tornado or biohazard situation. Students and staff will employ appropriate safety strategies. Teachers will also take roll to account for students.
  • Hold – occurs when there is a need for students to clear the hallways for issues, such a medical emergency. Students will remain in their classroom until they receive an “all clear” and classes will continue as they normally would.

What is Not Included in Lamar CISD Emergency Communications?

Lamar CISD is legally bound to protect student privacy. Therefore, we will not share information that identifies any individual student, nor will we share specific consequences for an individual that result from inappropriate actions. Please click here to view the Family Educational Rights and Privacy Act (FERPA) webpage. Information that could hinder a law enforcement investigation is also withheld. Typically, updates are not sent to all families unless a situation poses a broader safety threat or major disruption; instead, information is shared as appropriate with specific classrooms, buses, or grades.

Factors That Drive Lamar CISD’s Emergency Communications

The factors below drive Lamar CISD’s emergency communications:

  • Whether there is a potential threat to safety that may impact students.
  • If there is a disruption to regular operations that could affect families.
  • Student privacy and law enforcement investigations.

Role of Families During an Emergency at Lamar CISD

Below is the role of families during an emergency at Lamar CISD:

  • Parents should refrain from coming to the school unless directed, as it can hinder emergency responders’ efforts to keep your child and our staff safe. Movement in and out of the building is also typically limited, so students may not be able to leave for early dismissals, and parents cannot enter.
  • Please keep phone lines open and avoid calling or texting your child; trust that we will keep you informed.
  • If reunification is necessary, we will notify you about when and where to pick up your child. Bring a photo ID and be patient during the process.
  • Avoid sharing rumors, as they can increase stress and result in mass misinformation
  • Ensure your child’s emergency contact information in Skyward is up to date so we can reach you.

Emergency Communication Resources

  • ParentSquare

    All campuses use ParentSquare to inform parents and guardians for daily communication. In the event of a campus incident or emergency, the communications team works diligently with the campus administration and provides information as necessary to parents and guardians. The safety of students, staff members, and guests is always the top priority.

  • Skyward Family Access

    Skyward Family Access is an online platform provided by Lamar CISD to give parents and guardians a comprehensive view of their enrolled child's academic progress and school activities. This secure portal lets you easily monitor grades, assignments, attendance records, and school announcements in real-time. It also allows you to update contact information and access important school-related information.