Let’s start now. The weeks before students return are filled with planning.

There are five safety conversations every school should have while classrooms are prepared, schedules are finalized, technology is updated, supplies are delivered and staff meetings are scheduled.

This is one of the best times for schools to pause and have several important safety conversations. I know I’m adding more to your already overflowing plate, however, this time is truly perfect to discuss safety.

These conversations do not need to be long or complicated. They simply need to happen before the pace of the school year makes them easier to postpone.

Here are five questions every school team should discuss before opening day.

1. What Has Changed Since Last Year?

Schools change constantly.

Employees retire or move to new positions. New staff members are hired. Classrooms are reassigned. Construction projects alter entrances or hallways. Student needs change. Technology systems are updated. Emergency procedures are revised. Even a small change can affect how a school responds during an emergency.

Before the year begins, identify changes involving:

• Staffing and leadership
• Classroom or office locations
• Entry and dismissal procedures
• Communication systems
• Construction or building modifications
• Students with additional support needs
• Emergency equipment or resources
• Local emergency response partners

A safety plan based on last year’s building may not fully match this year’s reality. And unfortunately we run into this misalignment all the time. The good news is that it’s easy to fix. All it takes is a little awareness and you’re up to date. Just notice and answer these important questions every year.

2. Do Employees Know How to Get Help?

During an emergency, employees should not have to guess how to request assistance.

Schools should clearly communicate:

• How to contact the main office
• When to call 911 directly
• How to report a medical emergency
• How to request behavioral or administrative support
• What backup method should be used if phones or radios are unavailable
• What information employees should provide when requesting help

This is especially important for employees who work outside traditional classrooms, including custodians, cafeteria staff, bus drivers, monitors, coaches, and substitute teachers.

Our team will typically ask when entering a school for the first time if everyone is clear on how or when to contact 911 and more often than not, staff members are confused or will give opposing answers. Everyone should be absolutely clear on the most current procedures for contacting 911 for help.

A communication system is only effective when everyone knows how to use it.

3. Are We Preparing New and Returning Employees?

Returning employees may be familiar with general procedures, but that does not mean expectations are always clear.

New employees may arrive with experience from other schools where procedures were very different.

Every employee should receive building-specific safety information before students arrive.

That includes:

• Emergency notification methods
• Evacuation and relocation procedures
• Lockdown expectations
• Medical emergency procedures
• Visitor management practices
• Reporting requirements
• Important locations and contacts
• Expectations during drills

Schools should avoid assuming that prior experience equals preparation. Even experienced educators need time to learn how safety works in a new environment.

The truth is most schools will have safety refreshers and back-to-school orientations for new employees but that’s often not enough to stick. Especially if the training is similar to one an employee has done before, they’re likely to preemptively check out and not commit any of the information to memory. This is where it pays to switch things up and add a new type of training into the mix.

4. What Problems From Last Year Still Need Attention?

The start of a new school year can make unresolved concerns feel like old news. But a door that did not latch properly in June will still be a problem in September. A confusing dismissal procedure will remain confusing unless someone changes it. A communication gap identified during a drill will not correct itself.

Review concerns raised during:

• Drills
• Safety committee meetings
• Staff feedback
• Building inspections
• Real incidents
• Parent communications
• After-action discussions

Then determine who is responsible for addressing each concern and when the work will be completed.

Closing the loop is an important part of building trust. Employees are more likely to report future concerns when they see that previous concerns resulted in action.

5. What Do We Want Employees to Notice and Report?

Staff members are often told to “stay alert,” but that instruction can be too vague to be useful. This is another nugget we’ve learned over time from talking to many educators. Schools should provide examples of the conditions and behaviors employees are expected to report to help clear up confusion and give a clear process.

These may include:

• Exterior doors that are unsecured
• Visitors without identification
• Blocked exits
• Missing emergency supplies
• Changes in student behavior
• Threatening statements
• Suspicious activity near the building
• Confusion about procedures
• Communication equipment that is not working

Employees should also know where and how to report non-emergency concerns. Sometimes a staff member will say, “I didn’t think that raised to the level of an emergency” or they’ll doubt themselves and their ability to spot something meaningful. Clarity will change any and all of those concerns.

The goal is not to make every employee an investigator. It is to create a culture where people recognize that their observations are important.

Make Time Before the First Bell

Summer preparation often focuses on what students will need when they return. It should also include what employees need in order to keep the school organized, responsive, and safe.

Before the first day, bring the right people together and ask:

• What has changed?

• What still needs attention?

• What do our employees need to know?

• Where are the gaps?

The answers may reveal simple improvements that can be addressed before they become problems. A safer school year does not begin on the first day of classes. It begins with the conversations that happen before the doors open.