What AQI level triggers a school going indoors or closing?

Most school district policies use AQI 151 (Unhealthy for All Groups) as the threshold for moving all outdoor activities indoors. Some districts trigger indoor recess at AQI 101 (Unhealthy for Sensitive Groups), which is more protective for students with asthma. Check your district's written policy before communicating thresholds to families, because inconsistency between the newsletter and actual practice creates confusion and complaints.

Should schools close because of wildfire smoke?

School closure decisions are typically made at the district level in coordination with the local air quality management district, not by individual principals. If you are an individual principal, your role is to implement the district protocol and communicate it clearly to families. If your district does not have a written smoke protocol, advocate for one before the next wildfire season. Operating without a written threshold means every event becomes a judgment call under pressure.

What do families of children with asthma need to know specifically?

Families of children with asthma need to know the school's current AQI reading, whether the HVAC system is filtering outdoor air or circulating it, whether PE and outdoor recess are cancelled, and whether the school nurse has the child's rescue inhaler on file. Children with asthma may show symptoms at lower AQI levels than the general school population. The newsletter should note that families can pick up their children early if they are concerned about their child's specific medical situation.

How long should a wildfire smoke communication go on before families start to feel over-notified?

During an active smoke event, daily updates are appropriate if the AQI is in the unhealthy range. When conditions change significantly, either improving or worsening, send an update that day regardless of schedule. When the event ends and outdoor activities resume, send a clear all-clear update. Families generally tolerate frequent communication better than silence during an ongoing health situation.

How does Daystage help schools communicate wildfire smoke alerts to families?

Daystage delivers newsletter alerts directly to the parent inbox as formatted email, which matters during fast-moving situations like smoke events where families need immediate notification rather than a link to check. Principals can duplicate the prior day's update, adjust the AQI reading and any schedule changes, and send within minutes. The consistent branded format also helps families recognize the communication immediately in a crowded inbox.

School Newsletter

Wildfire smoke events have become a recurring reality for schools across the western United States, and increasingly in other regions. When smoke rolls in, principals face a communication problem that compounds by the hour: families want to know whether school is open, what the AQI is, whether outdoor activities are cancelled, and what the school is doing to protect children indoors. Getting that information out fast and accurately is the job.

This guide covers how to structure wildfire smoke communication, which thresholds to reference, and what families with asthmatic or medically vulnerable children need to hear specifically.

Lead with the current AQI and what it means for school today

Do not make families calculate the implications of an AQI number you mention in the third paragraph. Start the newsletter with the current reading, the source you are pulling it from, and one sentence about what that means for school operations today. "Current AQI as of 7:00 a.m. is 168 (Unhealthy). School is open. All outdoor activities are moved indoors for the full day."

Name the source of your AQI data: AirNow.gov, the EPA's Air Quality Index tracker, or your local air quality management district. Families who check on their own and see a different number from a different tool will call the office to reconcile the discrepancy. Citing your source reduces that friction.

Explain your threshold policy clearly

Families need to understand the decision logic, not just the decision. Include a brief explanation of your school or district's policy: which AQI level triggers indoor recess, which level triggers full indoor lockdown of all activities, and under what conditions the school would close. This context helps families trust the decision rather than second-guess it.

Most district policies reference three tiers: AQI under 101 (outdoor activities as normal), AQI 101 to 150 (outdoor modifications for sensitive groups), and AQI above 151 (all outdoor activities cancelled). If your district has a different threshold, say so explicitly rather than just referencing "unhealthy" conditions without a number.

Address ventilation and HVAC honestly

Families will ask whether the school's HVAC system is filtering wildfire smoke. This is a fair question. If your system has MERV-13 or HEPA filters, say so. If it is recirculating outdoor air without filtration, acknowledge that and describe any supplemental measures the school has taken, such as portable air purifiers in classrooms or keeping windows and doors closed.

Do not overclaim. Saying your building has "excellent air filtration" without specifics invites skepticism from parents who have researched this topic. An honest "our system filters to MERV-11 and we have added portable purifiers in rooms used during lunch" is more credible than vague reassurance.

Write a specific paragraph for families of children with asthma

Do not bury this in a general paragraph. Give families of asthmatic students a dedicated section. It should address three things: whether outdoor exposure is being eliminated, whether the school nurse has the child's rescue inhaler on file, and whether parents can pick their child up early without an attendance penalty.

Remind families that symptoms from wildfire smoke can appear hours after exposure. A child who seems fine at school pickup may develop coughing or shortness of breath that evening. Families should watch for increased respiratory symptoms over the following 24 hours and contact their pediatrician if symptoms worsen.

Tell families when to expect the next update

Wildfire smoke events can shift quickly based on wind direction. Tell families exactly when you will send the next update: "We will send an update by 5:00 p.m. today with tomorrow's plan based on current AQI forecasts." Families who know when to expect information stop checking every hour and stop calling the office.

If conditions change significantly before your scheduled update, send an unscheduled one. A brief "AQI has improved to 95. Outdoor activities will resume at the 2:00 p.m. recess block" takes two minutes to write and prevents the school office from fielding 50 identical calls.

Send a clear all-clear when the event ends

When AQI returns to acceptable levels and normal operations resume, send a close-out update. State the current AQI, confirm that outdoor activities are back on, and thank families for their patience during the disruption. If the school made any infrastructure changes during the event, such as ordering additional air purifiers or scheduling HVAC maintenance, mention that.

Families who received five days of smoke alerts and then heard nothing will wonder whether you simply stopped communicating or whether something is still wrong. The all-clear message closes the communication loop and resets the school's normal rhythm.

What to avoid

Avoid comparing your local situation to other wildfires or regions unless it is directly relevant. Avoid speculation about when the fire will be contained, because those estimates are almost always wrong. Do not minimize the health concern for families of vulnerable children while also not catastrophizing for families of healthy children. The goal is accurate, specific, calm communication about what is happening at your school today.

School Newsletter: Wildfire Smoke and Air Quality Alert