What Is the Incident Command System, and How Does Technology Support It?

Following FEMA guidelines, school staff are trained to respond to emergencies based on a detailed, situation-specific protocol when activating their ICS, and efficient communication is vital to a successful response.

Technologies Support Communication for ICS Plans in Schools

Districts focus primarily on mass notifications, using different channels of communication with multiple redundancies in case a communication system is no longer functioning. Ann L. Cyr, risk manager for Carson City School District in Nevada, says her district’s emergency response team has access to mass communication systems, messaging, social media and Motorola radio devices, depending on what the situation requires.

“The communication plan defines how personnel will communicate with each other during an emergency. It’s dependent on the incident and what communications are available,” Cyr says.

“In the event of a natural disaster, landlines and cellphones may not be functioning, and in that case, the plan for emergency communications may indicate that Motorola radios will be used and what channels will be used.” 

Technology has become crucial for supporting ICS plans in schools, says Elizabeth Rupert, a security consultant at Joffe Emergency Services, and most of the tech tools boost communication efforts.

Among the key emergency response technologies currently being used in schools:  

• Emergency Notification Systems send multiple types of communication to a large group of people at one time; for example, when all parents receive an automated call, text and email during an emergency.
• Mobile and Wearable Panic Buttons activate alarms and notify ICS teams for swift responses.
• Internal Messaging Applications provide quick access to emergency documents, reunification planning tools and live-tracking portals.
• Student Information System (SIS) Integration Platforms allow essential data, such as names and emergency contacts, to be imported across platforms, increasing the likelihood that the right stakeholders receive the right communication.
• Visitor Management Systems track visitors to enhance campus security.

There are many internal communication platforms for schools to choose from. What’s most important is knowing which platform’s features best align with a school’s needs.

“Some offer great integration with the student information system. Others have daily attendance, and even more have pickup and drop-off support, incident management systems, template capabilities and more,” says Rupert. “Choosing the right vendor for an incident management and messaging platform can be one of the most impactful decisions a school can make in terms of its overall safety program.”

DISCOVER: Technology helps speed physical security responses.

Advanced Technologies Enhance Schools’ ICS Readiness

There are other, more advanced tech tools available for schools looking to enhance ICS readiness and unify internal communication platforms into a single, web-based solution.

A few options, Rupert says, can help streamline critical information during an incident, including:

• ID scanning for reunification
• Interactive maps
• Fully integrated SIS, visitor management, documentation and training systems

Schools can also integrate HR software into their ICS technology portfolio to provide easy access to faculty and staff emergency contacts, similar to parental communication during emergencies.

Carson City School District has already adopted an interactive mapping system utilizing GIS capabilities. It offers “very robust floor plans that allow you to drill down to where an emergency incident or condition is occurring within a building and see exactly where all emergency assets — such as utility shutoffs, bleeding control kits or fire extinguishers — are located within a building,” Cyr says.

A mapping platform, whether cloud-based or residing on a school server, can be accessed and viewed on an app, allowing the incident response team and local emergency responders to quickly pull up floor plans on a mobile device. Some mapping systems are integrated with other district security systems, Cyr says, such as electronic access control, surveillance systems and intrusion alarm systems.

“These maps-based systems can also be overlaid on that security platform. It’s a more integrated approach,” she adds.

The Cost of Funding ICS Technology in K–12 Schools

The costs of investing in ICS support technology — including the initial purchase expenses and ongoing maintenance fees — can vary widely. Schools operating within budget constraints should explore any available financial resources and opportunities at the district, county and state levels.

“Many schools can benefit from safety or technology grants that cover all or part of the costs for applications, systems and platforms,” Rupert says. “Communities often support these initiatives through fundraising, specifically for enhancing school safety systems. Additionally, law enforcement and emergency management organizations may offer free or discounted training and pilot programs to help schools with limited resources.”

Before a district invests in any tech to support its ICS, Cyr says, it’s a good idea for school leaders to meet with all involved stakeholders, including the local emergency manager and local law enforcement. “They should work together to look at the types of technologies that can be leveraged to support a unified incident command structure,” she says.

UP NEXT: Implement a holistic school safety strategy to secure K–12 environments.