This area discusses how school districts can prepare their individual buildings prior to an event. Regularly
maintained accurate records of the districts buildings are valuable in any needed recovery effort and should
be kept as part of the Facilities Management Plan. In addition there are preparations that can be done to
avoid further damage if there is warning of the event. After the event each affected building needs evaluated
to determine the extent of cleaning and repairs needed.
Before the Event
- Document Existing Conditions electronically stored off
- Plans – Electronic version that can be stored off site so that it is safe and also as needed for
shelter or emergency personnel and evaluation team
- Photos – For recovery efforts later to determine what existing finishes and basic view of common
- Basic building construction information documented – For recovery efforts later to document what
was in the building that will need to be
- Elevation of building and site (Is this area flood prone and will the site and or building be in danger)
- Proximity to hazards – water, chemicals, debris, etc. (Is there possibility of flooding, is there
possibility of air quality issues if surrounding chemical company is damaged, is the area surrounded by
trees or other items that could be wind debris and damage your building)
- Underground vs. Overhead (Overhead electric lines are more likely be damaged during wind related events)
- Location of feeds to building (Are these in an area that will likely to be damaged)
- Generator locations (Are these in an area that will likely to be damaged)
- Building Construction
- Structure type (Concrete and Steel structures can withstand more damage than wood or lighter structure
- Exterior wall finishes (Masonry exteriors can withstand more damage than window wall from wind events
- Roof system (depending on the types of events that are possible in your area – what type of damage
is most likely to happen and how will this affect the rest of the building)
- Exterior Window Systems (where are the windows located and what percentages of the exterior has a
potential of damage from the exterior elements of the events)
- Floor finishes – (Will the finishes most likely need to replaced if the building envelope is
damaged. Is the floor finish)
- Priority Space Evaluation – Determine how events prevalent in your area will damage key areas of
- File Storage
- Access – (are there trees, utility lines or other items that could create access problems)
- Evaluate road access
- Establish emergency access routes
- Evaluate Buildings for potential shelter during the event
- Determine if district will need to provide for shelter and prioritize which facility best fits needs of
- If shelter is needed determine the time frame and supplies needed.
- The facility will need to meet basic needs – restroom, dining, and sleeping as required.
- Annual inspection checklist of facilities for maintenance items repairs which can decrease damages
during an event.
- Stock equipment and supplies that are needed quickly
after an event.
- Check supplies and equipment needed at Shelter locations
- Establish Procedures for During and After event
- Establish an evaluation team comprised of members of the facilities and maintenance departments who will
evaluate the Districts facilities immediately after the event and evaluate what other resources and
consultants are needed to recover.
- Create contact list for each member with phone numbers and the location where they will shelter so communication continues during the event.
- Establish with local law enforcement a method of identification for this team and other first responders
for district so that they are allowed on site.
- Establish the level of evaluations that will take place at different stages of the return after the
event. Initial inspection, follow up inspection with consultants, and inspections with governmental entities.
- Establish contracts for emergency services for architects/engineers as required for major repairs after
- Establish contract for emergency repairs/supplies from
- Establish contract for emergency equipment needed – portable buildings, generators, portable ac
units, portable food service equipment, etc.
- Protect Facilities prior to Event – These will need to be adjusted based on the types of
events that are prevalent in your area and timeframe that each event allows.
- Onsite Custodial and Administrative Staff
- Remove and/or protect expensive equipment out of areas with exterior windows and secure for possible
- Bring indoors any items which could become flying debris during high winds.
- Protect paper records from potential damage
- Close doors, windows and secure all buildings
- Technology Staff
- Store and back up data servers for building.
- Operations Staff
- Evaluate storage location for food storage and relocate as needed for freezer/cooler items
- Shut down electrical, water and gas on non shelter locations to avoid the damages caused to fire and
- Get all elevators cars to above the ground level to avoid damage for flood
- Check Generator fuel supplies and top off as required for areas not being shut down.
- Remove non generator related fuel supplies to safe location to avoid fire and explosion.
- Secure building as necessary to prevent possible looting or vandalism until return.
During the Event
- At shelter locations secure exterior and evaluate building during the event.
- Evaluation team stays in contact with the local law enforcement and emergency response to determine when
they can safely return if evacuation was required.
- Evaluation team stays up to date with event information to preliminarily evaluate which facilities will
need to be evaluated first.
After the Event
- The evaluation team meets to evaluate the overall condition of the school district.
- The evaluation team determines which consultants and services are needed to get started.
- The evaluation team prioritizes the schools to determine which can open first and which will have a
(See Building Evaluation
- The evaluation team works with the finance and legal counsel to determine information need for following through with insurance and governmental assistance
- The evaluation team works with the administration to make alternate plans for any buildings which are
not able to open on time.
- The evaluation team works with the maintenance and food service for alternate plans where the school can
open but there may not be full kitchen, restroom, or other areas.