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School Cancellation Protocols

Every year we experience the need to cancel school due to a variety of reasons which is why I’d like to share more information regarding protocols that guide our decisions. The decision to cancel/close school due to any reason is one that we take seriously and with great caution, care, and concern—caution that we’re making an informed decision based on credible information from key sources, care that our decision supports the safety and well-being of students and staff, and concern that we’re taking into account all of the variables that cancelling school will inevitably impact.

Inclement Weather Situations

When meteorologists predict inclement weather, I’m constantly monitoring forecasts throughout the evening, overnight, and during the early morning hours. I drive across the school district to assess road conditions and am in contact with our Buildings and Maintenance Supervisor, the City of Urbandale regarding snow removal schedules, local area superintendents, and bus transportation services.

When the issue is temperature-related, a standard we generally follow is to cancel school when temperatures at 6:00 AM are either 25 degrees or more below zero or the wind chill is 35 degrees or more below zero. When the issue is snow-related, we rely on the city to inform us of schedules for clearing roads in order to predict how much progress will be made by the time staff and students will begin arriving at school. If these variables aren’t issues prior to the beginning of the school day, but arise during the school day, we then go through similar protocols when determining early-out situations.

My goal is to inform families of school cancellation by 6:15 AM for morning situations and by 11:30 AM for afternoon situations. When school is cancelled, we will notify families directly via email and phone, post an alert on the district website, post on district Twitter, and communicate with media outlets. As we all know, any time we attempt to make plans that are dependent on the weather the risk for the weather changing or shifting always exists; thus, I want to ensure you that we’ll do our best to make decisions that keep students and staff safe while being aware of the impact school closures have on our daily lives. It’s always good practice for you to check your email, phone, listen to local radio/TV stations, and check the district website often so you are sure to receive the information as soon as possible.

Adventuretime: If the Urbandale Community School District cancels, delays, or dismisses early, the Adventuretime Program is also required to cancel, delay, or dismiss early. For example, if school is on a 2-hour delay and will start at 10:55 AM, instead of 8:55 AM, Adventuretime will open at 8:30 AM instead of 6:30 AM.

Threat Situations

When a situation arises in which some type of threat is brought to our attention, be it a direct or indirect threat, we collaborate with Principals, our School Resource Officer and law enforcement to assess the threat level and determine the best course of action to keep students and staff safe. When needed, we’ll also consult with city and county officials, neighboring districts, and other entities that could potentially be impacted by the threat.

The decision to cancel/close school due to a threat is certainly challenging and one that I wish never had to be made. I’m aware of the fear and heightened stress this decision may have on students, staff, and families which is why awareness, preparedness, vigilance, and communication are critical components for effectively responding to a threat situation. The Threat Assessment Team goes through a protocol to distinguish the level of threat; we are ultimately looking for some level of credibility to the threat. Different threats require different action. While we take all threats seriously, one of the keys is to investigate whether or not the situation poses a threat, not just that a threat was made. The actions taken during any type of emergency situation depend a great deal on the specifics of the incident. It’s only after careful consideration of the feedback and recommendations we receive from law enforcement that an informed decision is made by school administrators. For “high-level” threats, law enforcement will take over the situation and inform us directly on what actions we should take.

There are few certainties or “standard operating procedures” when it comes to responding to threats—every single one is unique with the only commonality being their unknown nature. However, one thing is certain: every decision is based on doing what’s best to support the safety and well-being of students and staff. We will keep families informed via email and phone as much as possible when threat situations arise.

Isolated Incident Situations

Examples of isolated incidents include a water main break, gas line leak, power outage, or bus transportation delays. When these types of situations arise, I am in contact with Principals, our Buildings and Maintenance Supervisor, city officials, utility companies, bus transportation services, and any other necessary resources. When isolated incidents occur, we’ll notify families directly via email and phone, post an alert on the district website, and post on district Twitter. As these situations often arise unexpectedly, we follow best practices for ensuring the safety and well-being of students, staff, and families.

Continual improvement is a fundamental component of our district and integral in all of our procedures and protocols. We are always refining the way in which we respond to various situations in order to better serve and support students, staff, and families. Please be assured that school and district staff are as deeply concerned about the safety of our students as you are about your children.

The safety and emergency related issues confronting our schools and community are serious. We know that parents, students, and staff will work together to help maintain a focus on teaching and learning. Thank you in advance for your cooperation as we continue to work together to ensure the safest environment for our students, staff, and community.

Steve L. Bass
Superintendent