Emergency Management System

The Vendor is required to provide comprehensive, cloud-based, educational safety, preparedness, and student support software suite to support safe, orderly, and supportive learning environments across all k–12 schools and district facilities.
- Legislative and regulatory alignment
1. School safety planning and preparedness
• Centralized management of school and district safety documentation
• Preparedness protocols for a range of potential situations, including:
o Active threat procedures (planning and documentation only)
o Medical response procedures (planning and documentation only)
o Fire, severe weather, and evacuation procedures
• Secure access to plans by authorized users
• Version control, review cycles, and approval workflows
2. HB 268 requirements
• Behavioral threat assessment processes
o Student threat assessment team (stat) documentation workflows
o Structured recording of concerns, assessments, and determinations
• Student support and intervention tracking
o Behavioral, mental health, and safety-related interventions
• Secure collaboration
o Role-based access to student information
o Audit trails and documentation history
• Training and preparedness records
o Tracking of school safety-related trainings and preparedness activities
- Functional requirements
• Documentation of safety-related incidents and concerns
• Post-incident review and improvement planning tools
• Accountability tracking for follow-up actions
• Reporting and analytics to identify trends and areas for improvement
- Safety plan management and submission
• Store and manage district- and school-level safety plans
• Align with department safety plan guidance and templates
• Provide revision history, version control, and approval tracking
• Manage emergency operations planning, reunification procedures, and visitor protocols (documentation only)
• Support secure plan submission and audit readiness
1. Drill management and reporting
• Scheduling and documentation of required drills, including:
o Fire drills
o Lockdown drills
o Severe weather drills
o Other required preparedness drills
• Automated reminders for drill scheduling and completion
• After-action reviews and improvement planning
• Drill analytics by school and district
• Exportable reports to support compliance and oversight
2. Threat assessment and case management
• Anonymous and named concern reporting for behavioral or safety issues
• Structured threat assessment workflows aligned with recognized best practices
• Case management features, including:
o Timelines and task tracking
o Notes and document attachments
• Multi-disciplinary team collaboration tools
• Intervention tracking and follow-up documentation
• Strict role-based access controls
3. PBIS and MTSS-b and behavior case management
• Tier 1, tier 2, and tier 3 PBIS tracking
• Behavior incident and referral documentation
• Intervention planning and support tracking
• Progress monitoring and outcome reports
• Dashboards supporting:
o Behavioral trends
o Early identification of students needing support
o Continuous improvement of school climate initiatives
4. Communication and collaboration (non-emergency)
• Secure internal communication among staff regarding planning, cases, and interventions
• Staff and family communication related to:
o Safety planning
o Behavioral support
o Preparedness activities
• Role-based information sharing
• Documentation of communications within cases or plans
- Technical and data security requirements
• Cloud-based system architecture
• Data encryption at rest and in transit
• Role-based permissions and access management
• FERPA-compliant data handling practices
• Single sign-on (SSO) compatibility
• API or sis integration capabilities
• Mobile access for authorized users
• Backup, business continuity, and disaster recovery procedures.