Security Manual

In the event that there is a school-generated “security manual,” it should be used as an outline for the facility security manual. A separate manual specifically for security is an indispensable tool for assuring that all school personnel have been given the same information regarding the purpose, functions, and procedures carried out by school personnel. Security manuals typically consist of a series of policies and procedures, directives, and references to information that may be critical, or at least helpful, to school personnel.

Manuals should be designed for quick reference whenever a need arises and they should also be readily accessible. Little is accomplished when a well-written and well-designed security manual is locked up in an office after regular business hours. Ideally, every school staff member and local resource/police officer is given their own copy of the manual, and all manuals are updated, as it becomes necessary, generally on an annual basis. The contents of a manual should have three basic categories:

1. General Information

2. Department Policies

3. Emergency Procedures

The General Information section could include a description of the school’s mission, organizational chart, dress code, and job descriptions for school personnel. Department Polices is written statements that indicate the objective of the policy and any relevant procedures that school staff are expected to follow. Finally, the Emergency Procedures section would include detailed information on the steps to be taken by school staff and other school resource/police personnel during an emergency. For example, an emergency procedure for a fire would state the responsibilities of school staff and indicate the roles expected of other school personnel.

Manuals are, however, meant to be used as a guideline for expected behavior during a given situation. No one has yet written a policy, procedure, or directive that covers every situation that could arise, as well as a definitive procedure to prevent a situation.

Constructing Policy and Procedures

Policies and procedures for every aspect of the school operation need to be developed. By using a generic outline format, you can fill in the pertinent information as you develop your manual. This ensures that there is a set way to deal with specific tasks and situations as outlined in the following sections.

Patrolling: Check all areas around the school, including locker rooms, the gym, and service areas to include the kitchens. Check all areas deemed important and utilize a checkpoint in all of these areas. Maintain a visible presence throughout the school checking all doorways, stairways, and so forth. Check all floors for suspicious persons, vandals, and trespassers. Check all fire exits, fire exit signs, lights, pipes, restrooms, classroom doors, and so forth to ensure a safe and secure environment. Again, utilize checkpoints to your advantage to ensure that school staff is checking areas.

Everyone should, however, have a general school-wide policy and procedure manual that includes a variety of essential documents. As stated at the beginning of this section, the fundamental policies and procedures of each department need to be covered in the school-wide manual.

This is especially true for topics on security. Many people think security policies only involve how to patrol the premises or the methods employed when conducting an investigation. However, there are many areas that fall under the realm of security, and all employees of the school need to be aware of the appropriate steps to be taken in an all situations that are likely to arise. Such situations may include:

• Dealing with student or employee theft;

• Implementing emergency fire evacuation procedures;

• Actions to take/avoid during strikes or collective bargaining negotiations;

• Access control and badging (visitors, vendors, staff, etc.);

• Sexual harassment or assault involving employees/teachers;

• Lost and found;

• Escorting terminated employees or expelled students;

• Conducting first aid, CPR/AED, and blood-borne pathogens training (29 CFR 1910. 151) and repeat recertification as required;

• Crisis intervention;

• Key management (hard key and electronic keys);

• Confidentiality procedures and privacy issues;

• Suicide;

• Alcohol and drug-related incidents;

• Crisis management; and

• Many other related topics.

By including the essential steps to take in certain situations in the school-wide manual, it can be assured that proper policies will be followed, and staff throughout the school will act in a similar and consistent manner.

Report Writing

The school staff members are an integral part of an operation; therefore, school management should think and act likes a business manager. This includes generating various types of reports that disclose and describe the issues, problems, and concerns encountered by the school staff. By producing reports as simply and clearly as possible, the school staff will:

• Have an accurate record of the number and types of incidents it deals with, it may determine trends which may exist, and it also establishes a record for the school;

• Learn how to most efficiently allocate manpower;

• Determine areas of weaknesses and potential security violations; and

• Ascertain which policies and procedures need modification and be able to identify new areas of concern for which there may not have been policy.

Conclusion

Every school district assumes that a security manual is in place. Unfortunately, this is not the case, and some schools have to step into a position and start from scratch. Technically, if a school has been operating without a security manual the hard part is not writing the manual, it is implementing it. School managers need guidance just like other managers, and who better to get a manual from than a security manager. Finally, every year all policies should be reviewed and updated by a team of school staff. That way, school administrators will be aware of the latest developments and trends, e.g. the recent shift away from the phrase, “zero tolerance” to “Guidelines for Criminal Acts.”