South Sanpete School District - EBB-Emergency Preparedness and Response Plan

School Safety, Emergency Preparedness, and Response Plan

Approved: 12-13-06
Revised: 10-11-1, 8-10-22, 11-12-25

Philosophy:

The South Sanpete Board of Education, under the direction of the Utah State Board of Education, deems it advisable to direct schools in the District to adopt an “Emergency Preparedness and Response Plan” by Utah Code 53A-3-402-18-(a-e) and Board Rule R277-400. Therefore, this Policy shall direct schools to develop prevention, training, intervention, and response measures to prepare students and staff to respond promptly and appropriately to school violence emergencies. The result will promote the safety and welfare of students and staff, protect facilities, and demonstrate cooperation with community agencies.

Definitions:

Community agencies include law enforcement, SWAT teams, fire departments, EMTs, hospitals and their staff, other government agencies, emergency personnel, and various other organizations.
An emergency is defined as a natural or man-made disaster, accident, act of war, or other circumstance that could reasonably endanger the safety of school children or disrupt the school's operations.
Emergency Preparedness and Response Plan shall be referred to as the “Plan” in this Policy.
A lockdown is a security measure taken during an emergency to prevent people from entering or leaving a building. There is no unauthorized access to the school, and all students will take proactive cover in locked classrooms with teachers until a school administrator or law enforcement is notified.
Lockout (Soft Lockdown) is a precautionary measure taken to ensure all students are in the school building. No one is allowed outside. Exterior building doors are locked, and all visitors must check in with office personnel; the school proceeds as usual.
Shelter In Place requires students and staff to remain secured within the classroom and school building.

Policy:

The individual school staff members are primarily responsible for the safety of the student body. It is the duty of the school principal, with the help of teachers, students, parents, community agencies, the School Community Council, and the District Safety Committee, to develop and implement a plan for their school. The Board may enter into cooperative agreements with community agencies to assure proper coordination, support, and direction during drills in preparation for actual emergencies.

Procedures and Responsibilities:

In all emergencies, the welfare and safety of students and staff is the number one priority. The Plan shall contain information concerning the following: training, intervention, preparation, response, procedures, and post-emergency issues.

At the beginning of each school year or more often if needed, the principal shall review the Plan with staff, students, parents, the School Community Council, and appropriate community agencies.
Schools shall use measures that ensure that school children will receive emergency preparedness training and identify the resources and materials available and needed for training.
School children shall receive training appropriate to their ages in rescue techniques, first aid, safety measures appropriate for specific emergencies, and other emergency drills.
During each school year, all schools shall comply with the number of required fire drills. Specifically, all schools shall conduct one fire drill during the first two weeks of school. Elementary schools shall conduct one fire drill per month, and secondary schools shall conduct one every other month, for a total of four fire drills. Additionally, schools must conduct at least one annual drill for emergencies related to school violence. When feasible, schools shall coordinate and practice some of these drills with local community agencies. Reference: R277-400-6
Each school shall conduct an “Emergency Preparedness Week” before October 31.
Schools shall annually review their existing security measures and procedures and make adjustments as needed, provided funds are available.
As part of their regular curriculum, schools shall provide students and teachers with information on emergency preparedness, comprehensive violence prevention, and intervention strategies, i.e., anger management, conflict resolution, bullying, and respect for diversity and other cultures.
During emergencies, schools shall establish a protocol for notification of proper community agencies, the Superintendent, and other District personnel, buses, parents, media, etc.
Schools shall develop standards and protections to the extent feasible for participants and attendees at after-school activities, with particular attention to those off-school properties.
Schools shall also develop a procedure to account for students while responding to emergencies that may occur not during class time, e.g., during recess, class breaks, lunch, assemblies, etc.
The Plan shall contain information, directions, and action for the school occupants to take for the following emergencies:
The principal, or their designee, shall act as the spokesperson for handling emergency communications, addressing students, staff, parents, media, and other relevant parties at a predetermined location.
The Plan shall contain measures that assure that, during an emergency, school children are accounted for and receive adequate educational services and supervision during school hours.
The Plan shall be on file in the Superintendent’s Office and the principal's office. A copy of the Plan shall also be given to each staff member and readily available to address emergencies.

Administrative Functions:

In most emergencies, the Principal and the Superintendent shall jointly assess the situation and render decisions as the circumstances dictate.
The Board may also appoint a District Safety Committee or designated persons to prepare, review, and modify existing plans every three years. The Committee shall consist of appropriate school and community representatives, including school and District administrators, Board members, teachers, parents, School Community Council members, and representatives from various community agencies who may be responsible for directing and coordinating emergency services.

The District shall cooperate with community agencies and other governmental departments, as reasonably feasible, to provide emergency relief services. The District shall assess and provide District facilities, equipment, and personnel tomeet public emergency needs as are available.

Schools, together with the District, shall establish common communication channels and lines of authority within the District, cities, County, and State. The State Board of Education, through its Superintendent, is the chief officer for emergencies involving more than one district or state, or federal aid. The local Board, through its Superintendent, is the chief officer for District emergencies. The executive heads of government and the District shall exercise direction and control of emergency operations. The local government and the District shall retain their autonomy and identity throughout all levels of emergency operations. Personnel and resources received from outside sources shall be incorporated into the local government and District structure.
By July 1 of each year, the South Sanpete Board of Education shall certify to the State that, at the school level, the Plan has been presented and reviewed by its teachers, administrators, and students and that information has been provided to parents and community agencies.
The Plan shall address procedures for recording District funds expected for emergencies, assessing and repairing damage, and seeking reimbursement for emergency expenditures.

School Safety

Safety Needs Assessment:

Unless the state security chief grants an exception or modification, the District shall ensure that a school safety needs assessment is conducted by October 15 of an applicable year for each school or K-12 campus in the District. The assessment must be performed at least once every three years for each school or K-12 campus. The District shall update the assessment schedule as necessary to ensure compliance with the three-year assessment requirement. The District may implement a rotating or staggered schedule for the assessments, provided that each school within a K-12 campus is assessed at least once every three years. The District documents the schedule and shares it with the state security chief, the School Safety Center, the county security chief, and the law enforcement agency with primary jurisdiction over the school’s physical location (referred to in this policy as the “local law enforcement agency”).

A school’s assessment is conducted by the school safety specialist in collaboration with the county security chief and with the local law enforcement agency. (A school safety and security director may fulfill the role of a school safety specialist in conducting the assessment.)

The assessment will be that selected by the state security chief in collaboration with the School Safety Center and will determine needs and deficiencies regarding (1) appropriate school safety personnel (including necessary supports, training, and policy creation for personnel), (2) physical building security and safety (including required upgrades to facilities and safety technology), (3) the school’s current threat and emergency response protocols (including any emergency response agreements with local law enforcement), (4) cardiac emergency preparedness (including an inventory of whether automated external defibrillators are present and accessible, maintenance status, and current staff training offerings) and (5) compliance with the universal access key box requirements.

The District shall report the results of each school safety needs assessment to the state security chief and the School Safety Center.

Utah Code § 53-25-701(1)(a) (2025)

Utah Code § 53G-8-701.5(1)(a)-(e), (3) (2025)

Safety Personnel:

Unless the state security chief grants an exception or modification, the District shall appoint or designate school safety personnel as required by statute and according to the timeline established by the state security chief. The personnel shall include a school safety and security director for the District, a school safety and security specialist for each school campus, and (for each school and based on the results of the school safety needs assessment) at least one school resource officer or school guardian or armed school security guard. A school may have the same individual serve in more than one of these roles if the school notifies the School Safety Center and the state security chief of the decision to do so.

Utah Code § 53G-8-701.5(2), (3) (2025)

Utah Code § 53G-8-701.8(1) (2025)

School safety and security director

The District school safety and security director is the District point of contact for the county security chief, local law enforcement, and the state security chief. The school safety and security director:

Shall collaborate and maintain effective communications with local law enforcement, the county security chief, the District, and school-based behavioral and mental health professionals to ensure adherence with all policies, procedures, protocols, rules, and regulations relating to school safety and security;
Shall, as applicable, coordinate security responses among school safety and security specialists, school resource officers, armed school security guards, and school guardians;
If the school safety and security director is a District employee, they shall be a member of the multidisciplinary team.
Shall, only once, complete the training requirements for school guardians;
Shall complete the school resource officer and administrator training, the state security chief approves in consultation with the School Safety Center; and
If serving as a backup school guardian, ensure that you satisfy all the requirements applicable to a school guardian.

Utah Code § 53G-8-701.5(2)(b) (2025)

Utah Code § 53G-8-701.8(2) (2025)

Utah Code § 53-22-105(1)(a), (b), (d) (2025)

Utah Code § 53G-8-702 (2024)

Utah Code § 53G-8-703(4)(a)(ii) (2024)

Utah Code § 53G-8-213(1)(e) (2025)

The school safety and security director does not have the authority to act in a law enforcement capacity. The director may take actions necessary to prevent or abate an active threat and may temporarily detain an individual when the director has reasonable cause to believe the individual has committed or is about to commit a forcible felony. Except during an active threat, if the director is carrying a firearm on school grounds, it shall be carried in a concealed manner and may not be displayed or openly carried.

Utah Code § 53G-8-701.8(3), (4) (2025)

Utah Code § 76-2-402(1) (2022)

School safety and security specialist

A school safety and security specialist shall be designated for each school campus in the District, selected from among the employees of that campus. The specialist may not be the school principal. During an active emergency at the school, the specialist is subordinate to any responding law enforcement officers.

Utah Code § 53G-8-701.6(2), (4) (2025)

Utah Code § 53G-8-701.5(2)(a)(i) (2025)

The school safety and security specialist:

Reports directly to the principal;
Oversees school safety and security practices to ensure a safe and secure school environment for students and staff;
Ensures adherence with all policies, procedures, protocols, rules, and regulations relating to school safety and security through collaborating and maintaining effective communications with, as applicable:

The principal;
School staff;
The school resource officer;
The armed school security guard;
The school guardian;
Local law enforcement;
The county security chief;
The school safety and security director;
The District, and school-based behavioral and mental health professionals;

In collaboration with the county security chief and the local law enforcement agency:

Conducts the school safety needs assessment;
Submits the completed assessments to the School Safety Center by October 15 of each year; and
Reviews the results of the school safety needs assessment to recommend and implement improvements to school facilities, policies, procedures, protocols, rules, and regulations relating to school safety and security;

Serves as a member of the multidisciplinary team;
When deemed necessary by the specialist, conducts a behavioral threat assessment using an evidence-based tool recommended by the state security chief;
Monitors and regularly reports to the principal, local law enforcement, and the Superintendent or designee security risks for the school resulting from either issues with school facilities or the implementation of practices, policies, procedures, and protocols relating to school safety and security;
Coordinates with local first responder agencies to implement and monitor safety and security drills in accordance with policy and applicable procedures and protocols;
Ensures that school staff and, when appropriate, students, receive training on and remain current on the school’s safety and security procedures and protocols;
Following an event where the security of the school has been significantly compromised, the organization organizes a debriefing following the recommendations from the state security chief, in collaboration with the School Safety Center, regarding strengthening school safety and security practices, policies, procedures, and protocols with (as applicable):

The principal;
School staff;
The school resource officer;
The armed school security guard;
The school guardian;
Local law enforcement;
The county security chief;
The school safety and security director;
The District, and School-based behavioral and mental health professionals;

Abides by District, school, and law enforcement policy outlining the chain of command;
During an emergency, and as applicable, coordinates with the:

School resource officer;
School guardian;
Armed school security guards;
School administrators, and
Responding law enforcement officers;

Follows District, school, and law enforcement student privacy policies (including state and federal privacy laws);
Participates in annual training selected by the state security chief; and
Remains current on:

A comprehensive school guideline selected by the state security chief.
The duties of a school safety and security specialist, and
The school’s emergency response plan.

Utah Code § 53G-8-701.6(3) (2025)

Utah Code § 53G-8-213(1)(d) (2025)

School resource officer

A school resource officer is a law enforcement officer who provides law enforcement services for the District under a contract between the District and the officer or the officer’s law enforcement agency.

Utah Code § 53G-8-701(7) (2025)

Utah Code § 53-13-103 (2025)

The school resource officer’s responsibilities and duties are as outlined in Policy CEC and in the contract between the District and the law enforcement agency.

Utah Code § 53G-8-703(2) (2024)

School guardian

A school guardian is a school employee who meets the eligibility requirements and has been approved to be a school guardian by the school’s principal (or the Superintendent if a principal applies to be a guardian). A school may designate more than one school guardian. An employee’s school guardian status may be revoked at any time by the school principal, county sheriff, or state security chief.

Utah Code § 53-22-105(3), (8), (14) (2025)

A school employee may volunteer to be a school guardian if the employee’s regular work duties and responsibilities require the employee to be physically present on the school’s campus during school sessions. The principal, a teacher, or a person whose primary responsibilities require the employee to be primarily present in a classroom to teach, care for, or interact with students are not eligible unless the person is employed at a school with 350 or fewer students, or employed at a school with adjacent campuses as determined by the state security chief, or unless the state security chief makes an exception.

Utah Code § 53-22-105(1)(f) (2025)

Utah Code § 53G-8-701.5(3) (2025)

To be qualified for designation as a school guardian, an eligible employee must:

Satisfactorily complete the initial training for a school guardian within the prior six months;
Hold a valid firearm concealed carry permit.
Certify to the sheriff of the county where the school is located that the employee has undergone the initial training and intends to serve as a school guardian;
Complete an initial “fit to carry” assessment, the Department of Health and Human Services approves, and a provider administers and maintains compliance with mental health screening requirements consistent with law enforcement standards; and
Be approved by the school administrator to be a school guardian.

Utah Code § 53-22-105(3)(a) (2025)

A school guardian must complete the required annual and biannual training to retain the designation of a school guardian.

Utah Code § 53-22-105(1)(a), (b), (3)(b) (2025)

A school guardian does not have the authority to act in a law enforcement capacity. The guardian may take actions necessary to prevent or abate an active threat and may temporarily detain an individual when the guardian has reasonable cause to believe the individual has committed or is about to commit a forcible felony.

Utah Code § 53-22-105(7) (2025)

Except during an active threat, if the guardian is carrying a firearm on school grounds, it shall be carried in a concealed manner and may not be displayed or openly carried. A guardian may store the guardian’s firearm on school grounds only if the firearm is stored in a biometric gun safe, that safe is located in the guardian’s office, and the guardian is physically present on school grounds. In contrast, the firearm is stored in the safe.

Utah Code § 53-22-105(5) (2025)

Except when it occurs during a training exercise, a school guardian who points a firearm at an individual during the performance of the guardian’s duties shall file a report that describes the incident, identifies the individuals involved, and includes any other information required by the state security chief. The report shall be submitted within 48 hours of the incident to the school administrator, the school safety and security director, and the state security chief.

Utah Code § 53-22-105(11), (12), (13) (2025)

A school guardian with active status in the school guardian program is not liable for civil damages or penalties if the guardian:

Threatens, draws, or otherwise uses a firearm reasonably believing the action to be necessary in compliance with Utah Code § 76-2-402 (regarding use of force in defense of a person); or
When carrying or storing a firearm, is acting in good faith and is not grossly negligent.

Utah Code § 53-22-105(10) (2025)

Utah Code § 76-2-402 (2022)

Universal Access Key Boxes—

A “universal access key box” is a UL Standard 1037-compliant secure container designed to store and protect emergency access keys and devices.

“Emergency responder” means law enforcement, fire service, or emergency medical personnel authorized by local authorities to respond to school emergencies.

A school building shall include universal access key boxes that:

They are installed at the main entry points;
Contain master keys and access devices providing complete access to all areas of the school;
They are accessible only to authorized emergency responders;
Are electronically monitored for tampering; and
They are weather-resistant and vandal-resistant.

The District shall maintain universal access key boxes by:

Conducting quarterly inspections;
Updating the contents within 24 hours of any lock or access control changes;
Maintaining current key and access device inventories;
Documenting all inspections and updates; and
Immediately replace any damaged or malfunctioning boxes.

The District shall coordinate with local emergency responders to:

Determine optimal box placement.
Establish access protocols.
Maintain current emergency contact information; and
Conduct annual reviews of box usage and effectiveness.

The District shall include universal access key box locations and protocols in its school emergency response plans, as well as in building schematic diagrams provided to emergency responders, and in school safety and security training materials.

Utah Code § 53G-8-805(1), (5), (6) (2025)

Panic alert devices—

Consistent with the results of the school safety needs assessment, the lead teacher in each classroom shall be provided with a wearable panic alert device that shall communicate directly with public safety answering points. Before the beginning of each school year, all school building personnel shall receive training on the protocol and appropriate use of the panic alert device.

Utah Code § 53G-8-805(2), (3) (2025)

Prevention and Intervention—

The District shall provide schools with curriculum materials on comprehensive violence prevention and intervention strategies, including resource lessons and materials on anger management, conflict resolution, and respect for diversity and other cultures. In doing so, the District shall utilize materials and resources provided by the State Board of Education. Schools may also provide age-appropriate instruction on firearm safety, including appropriate steps to take if a student sees a firearm or facsimile firearm at school.

Utah Admin. Rules R277-400-8(5), (6) (July 11, 2023)

To the extent resources permit, the District shall also develop or incorporate tiered student assistance programs. In developing student assistance programs, the District may coordinate with the State Superintendent and other state agencies.

Utah Admin. Rules R277-400-8(3), (7) (July 11, 2023)

Video and Audio Surveillance

District security:

Video and/or audio recording devices may be used to monitor the health, safety, and welfare of all students, staff, and visitors on district property, as well as to safeguard district facilities. Such recordings may be stored as evidence of unsafe, disruptive, and/or illegal behavior and may become part of a student record, a personnel file, and/or a legal proceeding. The superintendent or his/her designee shall ensure the secure storage of these records against tampering and according to the district’s record retention schedule.

Notification—

The district administration shall notify staff and students, as well as personnel, through the student/parent and personnel handbooks that video/audio surveillance may occur on district property. The district may also provide notification by posting such notices at the main entrances of all district buildings and properties, and on all buses where video/audio surveillance may occur.

Access to cameras—

Each school security camera system shall be accessible to local law enforcement agencies and public safety answering points in accordance with established access protocols, which shall be determined in consultation with the local law enforcement agency.

Utah Code § 53-25-701(1)(c) (2025)

Utah Code § 53G-8-805(4)(a), (b) (2025)

Access to recordings—

Surveillance recordings will be released to the public only in conformance with applicable GRAMA provisions. In addition, the content of the surveillance recordings used as evidence in or for the investigation of specific student matters constitutes student records, which are confidential and protected under FERPA. When a surveillance recording is kept in a student matter and shows multiple students, whether those students or their representatives may access the recording shall be determined on a case-by-case basis. The content of surveillance recordings used as evidence or in the investigation of specific personnel matters is a private record under GRAMA.

Staff and students are prohibited from tampering with or otherwise interfering with the surveillance equipment and records. District administrative staff may review surveillance recordings to verify the occurrence of disruptive, unsafe, and/or illegal behavior. Parents or legal guardians shall only be allowed to view material that concerns their child in relation to an alleged incident. Requests to inspect video/audio surveillance recordings must be made in writing.

The District Transportation Supervisor, Building Administrator, and/or the Superintendent’s designee shall review all recordings that may be created from surveillance equipment on district vehicles.

If the record becomes the subject of a disciplinary proceeding, it shall be treated like all other evidence in the hearing as confidential and protected. Viewing of such records shall only be permitted at school-related sites, including the transportation office, school buildings, or district office. All viewing will include the building principal or his/her designee.

District Policy References:

JH       “Safe Schools”
JH-1    “Bullying”
EBA    “Emergency Closings”
EBB-SP “Threat Assessment Decision Tree”

Policy_EBB.pdf