New Teacher Emergency Procedure Newsletter: What Parents Need to Know

Emergency procedure communication is one of the more delicate things a new teacher has to navigate. You want families to be informed without being frightened. You want students to understand what drills are without being traumatized by the concept. And you want to comply with school policy on what can and cannot be shared externally.

Here is how to approach this communication thoughtfully.

Why You Should Communicate This Early

The first fire drill of the year often happens in September, sometimes in the first two weeks. The first lockdown drill follows not long after. Families who are not expecting these drills sometimes receive alarmed calls or texts from their child in the middle of the school day, which creates unnecessary anxiety all around.

A brief newsletter that explains what drills your school practices and approximately when the first ones will occur gives families time to talk with their children beforehand. A child who has been told "your school practices fire drills and lockdown drills so that everyone knows exactly what to do in an emergency" handles those drills very differently from a child who has never been told what a lockdown drill is.

What to Cover

Your emergency procedure newsletter should cover four areas without going deep into any of them:

• What drills your school practices. Fire, lockdown, and shelter-in-place are the most common in most districts. Name them without over-explaining the threats that require each one.
• How drills are handled at your grade level. Young children especially benefit from a brief explanation that drills are practice, like a fire drill they may have done at home, and that the goal is for everyone to know their job.
• Emergency pickup procedure. If there is ever a real emergency that requires early dismissal or a parent pickup, what is the procedure? Where do families go? What identification do they need? This information is most useful when it is shared proactively, not in the middle of an event.
• Who to contact with questions. Direct detailed questions to your school's main office or principal rather than positioning yourself as the authority on district security policy. You are communicating what families need to know at the classroom level.

Language That Works

Aim for a tone that is matter-of-fact and reassuring without minimizing the seriousness of emergency preparedness. Here is an example for a lower elementary class:

"Our school practices several safety drills throughout the year, including fire drills and lockdown drills. These drills help every student and staff member know exactly what to do and where to go so that everyone is safe and calm if they are ever needed. I talk about drills with students in age-appropriate language before they happen so that the exercise is not alarming or confusing."

That paragraph communicates everything families need to know without creating additional fear.

Subsequent Drill Reminders

When a drill is coming up within the week, a brief heads-up in your regular newsletter is worth sending. "We have a fire drill scheduled for Thursday. I will prepare students beforehand." That one sentence is enough. Families can use it as a talking point at home if they want to.

After a significant drill that might have been distressing for younger students, a brief mention in the next newsletter helps: "We had our first lockdown drill this week. The class handled it well and we talked about what the drill is for afterward." That kind of follow-through signals to families that you are attentive to how students experience these moments, not just whether the drill was executed correctly.