SSS

Student Support Services

New Automated Application for Submitting 2017-18 School Year Building-Level Emergency Response Plans is now Available

To:               Principals of Public Schools Outside NYC

                    Charter School Leaders of Charter Schools Outside NYC

From:          Renée L. Rider

Subject:       New Automated Application for Submitting 2017-18 School Year Building-Level Emergency Response Plans is now Available

Date:            June 5, 2017

                As you are aware, Education Law §2801-a and Commissioner’s regulation §155.17 require that each public school and BOCES develop, and annually update, a confidential building-level Emergency Response Plan (ERP) that includes details about how school personnel and students would respond to different types of emergency situations that may occur in their school.  These confidential ERPs include information about the school, key staff, floor plans, and detailed response procedures.  If an emergency does occur in a school, it is essential that law enforcement have access to the information included in these plans.  As such, it is a requirement that each year, every public school and BOCES update and submit their building-level ERP to both the State Police and local law enforcement within 30 days of adoption, but no later than October 15.

              As described in the August 12, 2016 memorandum regarding Recent Legislative Changes Related to School Emergency Response Planning, staff from the State Police and the New York State Education Department (NYSED) have been working collaboratively with staff from schools and BOCES to improve the process for submitting building-level ERPs to State Police and local law enforcement. As part of this initiative, beginning on June 5, 2017, an automated application will be made available that will allow schools to submit their building-level ERP securely through the NYSED business portal. It is important to note that only the process for submitting is changing; the content requirements and timeline for submitting remains the same as described in the August 12, 2016 memo.  Submitting building-level ERPs via the online application will fulfill the requirement to submit the plan to the State Police.  However, for the 2017-18 school year, school officials must continue to share a copy with local law enforcement, as is currently the process.  Transitioning to an automated application allows for efficient distribution of school building-level ERPs to State Police statewide.

              As always, thank you for your continued dedication to keeping our children and schools safe. Information about the new automated application, as well as resources to assist schools engaging in emergency planning can be found below.  In addition, recent correspondence to the field on this topic, and resource materials are available on our website at:  http://www.p12.nysed.gov/sss/ssae/schoolsafety/save/.

Accessing the new application via the SED Business Portal

School Building ERPs must be submitted by the Chief Executive Officer** of each school, using the following steps:

  1. Go to  https://portal.nysed.gov/abp
  2. Click on the “Log In” button
  3. Enter your existing SEDDAS username and password
  4. Under the heading “My Applications,” click the link to “SED Monitoring and Vendor Performance System”
  5. In your inbox, you will see “School ERP”
  6. Click “View” to enter data, note that:
    1. screen shots of the entire survey, with instructions for each question are available to download from within the application
    2. the application will allow you to enter and save information to finish at a later time 
    3. when all required information is entered, download a copy for your records, and then the CEO must click “Submit”

** The Chief Executive Officer (CEO) of each public school building and charter school as recorded in SEDREF (https://portal.nysed.gov/pls/sedrefpublic/SED.sed_inst_qry_vw$.startup) has been entitled to SED Monitoring and this electronic application in SEDDAS.  If the CEO information in SEDREF is incorrect for your school, you may update it by following the instructions here: http://www.oms.nysed.gov/sedref/home.html.

              As noted previously, only the CEO may submit, but additional users may be entitled to the electronic application to enter building-level emergency response plan information for a school as follows:

  1. To enter a building-level emergency response plan for a school, an individual must have an account in SEDDAS that is associated with that school.
  2. For a public school:
    1. the CEO of the public school district (Super Delegated Administrator or Super DA), or the Delegated/Entitlement Administrator (DAEA) or the Delegated Administrator (DA) may create a new account and delegate access for this application to existing users in the school;
    2. the public school district Entitlement Administrator (EA) may delegate access for this application to existing users in the school (but cannot create new accounts).
  3. For a charter school, the CEO of a charter school may create new accounts and delegate access to this application to existing users in the school.

              If you have questions or problems accessing the business portal or the SED Monitoring and Vendor Performance System, please contact the SEDDAS helpdesk at SEDDAS@nysed.gov or the office of Student Support Services at StudentSupportServices@nysed.gov .  If you have questions about the Building-Level Emergency Response Plan requirements, please contact info@safeschools.ny.gov.

Emergency Planning Resources          

  • US Department of Education
  • Federal Emergency Management Agency (FEMA) - The Emergency Management Institute has developed the Introduction to Incident Command Systems (ICS) for Schools: https://training.fema.gov/is/courseoverview.aspx?code=IS-100.sca
  • The Department of Homeland Security (DHS) and The Federal Emergency Management Agency (FEMA) sponsor the Ready Campaign. Ready is a national public service advertising (PSA) campaign designed to educate and empower Americans to prepare for and respond to emergencies including natural and man-made disasters. The goal of the campaign is to get the public involved and ultimately to increase the level of basic preparedness across the nation, includes materials targeted to specific audiences, including schools: https://www.ready.gov/
  • New York State Police, Office of Safe Schools: https://safeschools.ny.gov/
  • New York State Education Department, Office of Student Support Services: http://www.p12.nysed.gov/sss/ssae/schoolsafety/save/
 

http://p1232.nysed.gov/sss/documents/Memo_UpdateSafetyLegRegAug2016FINAL.pdf

 

Last Updated: June 5, 2017