School Evacuation Site Newsletter: Where to Find Your Child

The worst moment to learn where your school's evacuation site is during an actual evacuation. A proactive newsletter puts that information in every family's hands before an emergency, so when an alert goes out, parents know exactly where to go without needing to call the school or search online.

Name Both Evacuation Sites with Full Addresses

Lead with the information families need most. Name your primary evacuation site, give the full address, and include a landmark reference. Then do the same for your secondary site. Primary Site: [Name], [Address], [landmark, e.g., "the gray building at the corner of Oak and Maple, directly across from the public library"]. Secondary Site: [Name], [Address]. Families who read these addresses in a calm, non-emergency context are far more likely to remember or find them when it matters.

Explain When the Evacuation Site Is Used

Families sometimes confuse evacuation sites with reunification sites used for lockdown situations. Clarify the distinction. The evacuation site is used when students need to leave the school building due to a physical hazard: fire, smoke, gas leak, or structural concern. Students walk or are transported to the evacuation site while first responders address the situation at the school. A reunification protocol may follow if the event requires extended family pickup, but the initial move is to the evacuation site, not directly to families.

Describe How Students Get to the Site

Walk families through the logistics. Students exit via designated routes, which they have practiced in fire and evacuation drills. Teachers account for all students using class rosters. Students walk to the nearby evacuation site if the location permits, or board district transportation if the site is farther away. Special needs students and students who are not mobile have designated assistance protocols. Families of students with mobility or medical needs can contact the main office to confirm the specific plan for their child.

Use a Template Section for the Parent Pickup Process

Here is language you can adapt directly:

"If your child's school is evacuated: go directly to [Primary Evacuation Site Name] at [address]. Do not go to the school. Bring a government-issued photo ID. Check in at the parent sign-in table near the [landmark or entrance description]. A staff member will retrieve your child. Do not enter the student area unescorted. If the primary site is not accessible, go to [Secondary Site Name] at [address]. You will receive an alert naming the active site."

Explain the Communication During an Evacuation

Tell families exactly what they will receive and when. An initial alert will go out within five minutes of evacuation being ordered. This alert will include the name and address of the site where students are being taken. Updates will follow as the situation develops. Families should not call the school during an evacuation because staff are focused on student accountability and cannot manage incoming calls. Instead, monitor the emergency notification app and email.

Address the "My Child Has a Medical Need" Concern

Parents of students with medical conditions, food allergies, or mobility limitations have specific concerns about evacuation. Reassure them that the school's emergency plan includes provisions for students with special needs. All students' medical information and emergency protocols travel with classroom teachers during evacuation. If your child has a condition that requires a specific protocol during evacuation, confirm the plan with the school nurse at the start of each year.

Tell Families What Not to Do

State the "don'ts" directly to prevent the most common mistakes. Do not drive to the school to pick up your child. Do not park in front of the school. Do not call the main office during the evacuation. Do not follow emergency vehicles to the scene. Do not show up at the evacuation site and expect your child to be waiting for you near the entrance. These behaviors, however well-intentioned, obstruct emergency response and delay student release.

Encourage an Annual Family Review of the Evacuation Information

End by encouraging families to do a quick review each fall. "Take five minutes at the start of each school year to confirm the evacuation sites, verify your emergency contact information is up to date, and make sure your phone number is registered with the school's emergency alert system. That five minutes is the best preparation you can do." It's direct, actionable, and closes the newsletter on a practical note.