School Site Risk Management Checklist

Custodial supervisor and assistant principal walk the building and grounds together. Flag tripping hazards on playgrounds, locked-but-shouldn't-be exits, blocked AED cabinets, expired fire extinguishers, line-of-sight gaps in pickup/drop-off, and any unsecured chemical storage in custodial closets and science rooms.

Pull the prior-year office referrals, nurse log, mandatory-reporter call records, and any Title IX or 504 complaints. Look for clusters — a single playground with three head-injury reports, a hallway with repeat fights — that point at structural fixes rather than student-by-student responses.

Inventory every app teachers have students log into, plus any shared Google Sheets or Drive folders containing student PII. The classic breach is a roster spreadsheet shared link-anyone-with-the-link. Confirm SIS role-based access in PowerSchool / Infinite Campus / Skyward matches current staff assignments — terminated staff still in the access list is a finding.

Critical findings — exposed PII, broken exterior door locks, expired AEDs, an unbackgrounded staff member already on site — get a same-week remediation plan, not a place in the annual queue. Loop in the district risk officer and document the temporary control in writing.

Pull the fingerprint-clearance roster from HR and reconcile against the active staff and approved-volunteer lists. Most states require a 5-year renewal cycle; substitutes and long-term volunteers are the usual gap. Flag anyone whose clearance expires within 60 days.

Pull anyone with an expired clearance from student-contact duty until the renewal completes. Coordinate with HR to schedule new fingerprinting; for volunteers, the building principal should send the renewal notice the same day. Do not allow grace periods — state ed code generally treats this as strict liability.

Walk the approved-app list and confirm a current DPA exists for each vendor handling student data. New tools teachers adopted mid-year are the common gap — add them to the list or block them. COPPA consent path matters for any tool used by under-13 students.

Refresh the CSSP with current staff names, room assignments, evacuation routes, reunification site, and any new structural changes to the building. State law typically requires annual board adoption — confirm the next board meeting date so the document is signed before the deadline.

Lay out the year's drill calendar against the bell schedule and testing windows. Most states mandate monthly fire drills plus a minimum number of lockdown and shelter-in-place exercises. Coordinate with local fire and PD before scheduling lockdown drills so the call doesn't trigger an actual response.

Nurse pulls the certification roster for delegated medication administration and bleeding-control training. Most states allow non-nurse staff to administer epinephrine and naloxone with current training; confirm at least one certified responder per wing during every bell. Replace any expired stock in cabinets and go-bags.

Every staff member — teachers, aides, custodians, coaches, volunteers — needs the refresher. Emphasize that the reporting obligation is personal: a staff member with reasonable suspicion calls CPS themselves, they do not delegate to the principal. Document attendance in Vector Solutions or Frontline.

Title IX coordinator, investigators, and decision-makers walk through the live regulatory framework — the 2020 vs. 2024 rule status changes which procedures apply. Cover acknowledgement timelines, supportive measures, and the live-hearing requirement for higher-ed respondents if applicable.

Walk the ICS chart with each named staff member and their backup. Common gap: the named incident commander is on a leave nobody updated the chart for. Confirm cell numbers and after-hours contacts; print the call tree and post it inside the main office, the nurse's office, and the custodial supervisor's desk.

Pick a realistic scenario from last year's regional incidents — bomb threat by email, parent custody dispute at pickup, student overdose in a bathroom — and walk through the response in real time. Capture the gaps that surface (who has the AED key, who calls the district PIO) as action items, not as a tidy after-action.