The Safety Management module in Focus is designed to assist schools in accounting for students and staff during emergency events and facilitate an organized reunification process. The Safety Management screen allows staff to initiate and manage events, mark their own safety status, check in students, and verify student reunification, dependent on profile permissions.
Administrators with the "Initiate Safety Management Event" profile permission can initiate a Safety Management event in the Events tab, including selecting the event type, mode (Training, Drill, Alarm), and when the event will start (immediately or a future date and time).
1. In the Students menu, click Safety Management.
2. In the Events tab, click Initiate Event.
3. In the pop-up window, select the School(s). One or multiple schools can be selected (if you have access to more than one school). The school you are currently logged in to at the top-right of the screen will be selected by default.
When multiple schools are selected, a separate event is created for each school. Each event can only be edited and managed independently of the others.
4. Click the Event.
The events available for selection will depend on the Events setup for the school in the Safety Management Setup screen.
5. To initiate the event immediately, leave Now selected. To schedule the event for a later date and time, click Scheduled.
a. When Scheduled is selected, select the Date and Time of the event.
6. Click the Event Mode.
- Training Mode - This mode launches the event in a simulation mode. No portal banners or notifications will be sent. This mode is used for internal system testing or administrator review.
- Drill Mode - This mode is used for scheduled safety drills. This mode sends drill-labeled portal banners and push notifications to selected profiles (banners and notifications are set up in Safety Management Setup).
- Alarm Mode - This mode is used during a real emergency. This mode sends urgent portal banners and critical notifications to staff, students, and guardians (banners and notifications are set up in Safety Management Setup).
7. Select the Event Type, Check In Only, Reunify (Waitlist), or Reunify. The Event Type will default to the option selected in the Events setup for the school in the Safety Management Setup screen, but a different Event Type can be selected, if needed.
8. Click Create Event.
The new event is displayed in the table.
In the Events tab, administrators can view active, scheduled, canceled, and past events, and modify events, depending on profile permissions.
1. In the Students menu, click Safety Management.
In the Events tab, active or upcoming scheduled events are displayed.
2. Select Show Inactive to show inactive (ended) events.
3. Select Search All Schools to show events from all schools (if you have access to more than one school).
4. To cancel an upcoming scheduled event, click Cancel.
a. In the confirmation message, click Yes.
5. Click View on an inactive event to view the historical event information in a new browser tab.
a. Click the Staff Check-In Status, Students Check-In Status, Triage Report, Witness Report, and Reunification Status Report tabs to review the event data. This data is read-only.
6. To edit a scheduled event, click Edit.
The Update Event pop-up window is displayed, where changes can be made.
a. Click Update Event when finished.
7. To delete an upcoming scheduled event, click the delete button (red minus sign) next to the event.
a. In the confirmation message, click OK.
The event is deleted and is removed from the table.
If configured by your school or district in Safety Management Setup, a banner will display at the top of the screen in Focus when a Safety Management event has been initiated.
When a banner is present at the top of the screen, click Details to go directly to the Safety Management screen.
Additionally, you can navigate to the Safety Management screen by clicking the Students menu and selecting Safety Management. During an active event, the Safety Management menu displays at the beginning of the menu for quick access; click the Safety Management menu and select Safety Management.
After clicking the Details button in the Portal banner or navigating to Safety Management from the Students or Safety Management menu, a pop-up window displays to mark your safety status.
1. Click the appropriate button to designate your safety status (see below for detailed step-by-step guidance for each status):
- Safe - Click this button if you are safe. You will select your current safe location.
- Needs Assistance - Click this button if you require assistance, and provide additional details in the notes field (e.g., type of assistance needed).
- Not Present - Click this button if you are not in the building or unable to check in.
After you check in, your status will be logged and visible to administrators. If you marked "Needs Assistance," an alert will be triggered to notify designated personnel of your status.
The Check-In Status tab of the Safety Management screen will display your check-in status, with buttons to change your status if needed.
1. Click Safe.
2. Select the Witness check box if you are a witness to the event.
3. Select your current location from the pull-down.
4. Click Confirm Safe.
1. Click Needs Assistance.
2. Select the Witness check box if you are a witness to the event.
3. Select your current location from the pull-down.
4. Select a Triage Level to indicate whether the need for assistance is immediate, urgent, or not urgent.
5. Enter any Assistance Details in the text box. This is required.
6. Click Confirm Needs Assistance.
1. Click Not Present.
2. Click Confirm Not Present.
The Staff Check-In Status tab allows you to track and record the status of staff during an active Safety Management event. You are able to update your own check-in status, as well view and update the statuses of staff at the school. You are able to mark each staff member's status as Safe, Needs Assistance, or Absent. The Staff Check-In Status Report displays various tools and features to facilitate quick, accurate check-ins.
Each update to a staff member's check-in status is automatically saved and shared with administrators, providing a real-time view of staff safety across the school. The screen auto-refreshes to ensure accuracy.
1. In the Students menu, click Safety Management.
2. Click the Staff Check-In Status tab.
3. To update your check-in status, click one of the buttons at the top-left of the screen. See Marking Your Safety Status during an Active Safety Management Event for more details on each of the statuses.
The table of staff includes the following columns:
- Name - Displays the staff member's full name. Click the link to open Student Check-In Status report for the staff member. This allows you to complete student check-ins on the staff member's behalf. See Viewing and Recording Student Check-In Statuses on Another Staff Member's Behalf for more information.
- Absent - Select the check box if the staff member is not present and cannot be accounted for at the time of the event. This status should be used if the staff member is not in the building or if their location cannot be immediately verified. The Check-In Status will update to Absent when this check box is selected.
- Check-In Status - Select the status of each staff member. The colors used for the statuses are based on the Check-In Statuses setup in Safety Management Setup. Options include:
- Safe - The staff member is present and safe. They have been located and their current status is verified. This status is used when a staff member is confirmed as being in their designated safe location.
- Absent - The staff member is not present and cannot be accounted for at the time of the event. This status should be used if the staff member is not in the building or if their location cannot be immediately verified.
- Needs Assistance - The staff member requires help, which may include medical assistance or other support. This status is used when the staff member is in need of urgent help but has not yet been assisted. After selecting this status, a pop-up window will display where you will select the staff member's location, triage level, add a note, and select whether the staff member is a witness to the event (e.g. saw or heard the event). The staff member will be added to the Triage Report.
- Assistance Provided - The staff member has received the necessary assistance (e.g., medical or otherwise) and no longer requires active response.
- Assistance Provided - Off Campus - The staff member has received the necessary assistance (e.g. medical or otherwise) at an off campus location, and no longer requires active response.
- Safe Location - Displays the safe location the staff member selected upon check-in. For staff members you are checking in, select their safe location.
- Triage Level - Displays the triage level, if applicable (only for staff members marked as needing assistance).
- Witness - Select the check box to indicate that the staff member was a witness to the event (e.g., they saw or heard the incident).
Any updates made to the report are automatically saved. As staff members check in, the statistics at the top-right corner of the report are updated.
The key statistics displayed are:
- Safe - This shows the number and percentage of staff members who are safe. Each status (Safe, Assistance Provided, Needs Assistance, and Absent) is listed and indicates the number of staff members with that specific status.
- Awaiting Check-In - This shows the number and percentage of staff members who have not yet checked in. This total automatically updates as staff members check in.
4. Click a statistic to view the list of staff members in pop-up window.
5. Click the X to close the pop-up window.
The Students Check-In Status tab allows you to track and record the status of students during an active Safety Management event. The screen will display a list of students at the school. You are able to mark each student’s status as Accounted For, Needs Assistance, or Absent. The Student Check-In Status Report displays various tools and features to facilitate quick, accurate check-ins.
Each update to a student check-in status is automatically saved and shared with administrators, providing a real-time view of student safety across the school. The screen auto-refreshes to ensure accuracy.
1. In the Students menu, click Safety Management.
2. Click the Students Check-In Status tab.
3. If desired, select a teacher in the Filter by Teacher pull-down to filter the report by teacher.
4. Click Custom Roster to add students who are not in your regular roster (e.g., temporarily relocated students) to your class roster. This ensures that these students are accounted for during the check-in process.
a. Select the student(s) to add to your roster using the Select Student(s) pull-down.
b. Select the status of the students using the Select Status pull-down. Options are Absent, Accounted For, Awaiting Check-In, or Needs Assistance.
c. Click Save Status.
The students are added to the check-in status report with the Custom Roster check box selected.
5. Click Active Hall Passes to view all students currently out on a hall pass (if the Hall Pass module is enabled at your school). You can view and update their statuses from this list and bring them into your Custom Roster, ensuring they are accounted for.
a. Select the check box next to each student to add to your Custom Roster.
b. Click Add to Custom Roster.
c. In the Custom Roster pop-up window, the student and status are automatically populated. Make any adjustments as needed, and click Save Status.
The student is added to the check-in status report.
6. Select Custom Roster Report to view only those students added via the Custom Roster on the check-in status report.
7. Select Mark All Students Accounted For to quickly mark all students as "Accounted For" on the report. This option won’t overwrite students who have already been marked as Absent or Needs Assistance.
The table of students includes the following columns:
- Photo - Displays the student’s photo, if available, for easy identification. Click on the photo to view a larger version in a pop-up window.
- Name - Displays the student’s full name. Click the link to open Student Info for the student in a new tab.
- Student ID - Displays the unique student ID number for each student.
- Grade - Displays the student's grade level.
- Accounted For - Select the Accounted For check box to confirm that the student is present and safe. Selecting this check box will automatically select the "Accounted For" status in the Check-In Status column.
- Check-In Status - Select the status of each student. The colors used for the statuses are based on the Check-In Statuses setup in Safety Management Setup. Options include:
- Accounted For - The student is present and safe. They have been located and their current status is verified. This status is used when a student is confirmed as being in their designated safe location.
- Absent - The student is not present and cannot be accounted for at the time of the event. This status should be used if the student is not in the building or if their location cannot be immediately verified. Note: If configured in Safety Management Setup, students may be automatically marked Absent if they have specific daily or period attendance codes.
- Needs Assistance - The student requires help, which may include medical assistance or other support. This status is used when the student is in need of urgent help but has not yet been assisted. After selecting this status, a pop-up window will display where you will select the student's location, triage level, add a note, and select whether the student is a witness to the event (e.g. saw or heard the event). The student will be added to the Triage Report.
- Assistance Provided - The student has received the necessary assistance (e.g., medical or otherwise) and no longer requires active response. This status indicates that the student has been cared for and is ready to be reunited or monitored further.
- Assistance Provided - Off Campus - The student has received assistance at an off-campus location and is no longer expected to go through the on-campus reunification process. This status is used when a student has been assisted outside of school grounds and should not be included in the reunification workflow.
- Triage Level - Displays the triage level, if applicable (only for students marked as needing assistance).
- Witness - Select the check box to indicate that the student was a witness to the event (e.g., they saw or heard the incident).
- Location - Displays the current location of the student. This is where the student is during the event (e.g., classroom, gym, parking lot).
- Status Marked By - Displays the name of the teacher or staff member who marked the student’s status.
- Updated By/At - Displays the name of the staff member who last updated the student’s status, along with the timestamp.
- Assistance Notes - Displays any notes entered when the student was marked as "Needs Assistance." Click to add additional notes if the student requires assistance or has been provided assistance.
- Custom Roster - Displays a check mark if the student was added to the Custom Roster. Deselect the check box to remove the student from your custom roster.
Any updates made to the report are automatically saved. As students are checked in, the statistics at the top-right corner of the report are updated.
The key statistics displayed are:
- Accounted For - This shows the number and percentage of students who have been marked as accounted for. Each status (Accounted For, Assistance Provided, Needs Assistance, and Absent) is listed and indicates the number of students with that specific status.
- Awaiting Check-In - This shows the number and percentage of students who have not yet checked in. This total automatically updates as you check-in students.
8. Click a statistic to view the list of students in pop-up window.
9. Click the X to close the pop-up window.
You can view and update student check-in statuses on behalf of another staff member. For example, if a teacher is absent, you can view and update their students check-in statuses on their behalf.
1. In the Students menu, click Safety Management.
2. Click the Staff Check-In Status tab.
3. Locate the staff member in the table and click the name link in the Name column.
The Student Check-In Status pop-up window is displayed for that user.
4. If needed, select a different Period.
The Period pull-down by default displays the period that was in progress when the Safety Management event was initiated. The period is automatically selected based on the district's period schedule as set up in Focus.
5. If needed, adjust the Location for student check-in.
This helps track where students are during the event (e.g., room or safe location).
6. Click Custom Roster to add students who are not in the regular roster (e.g., temporarily relocated students) to the class roster. This ensures that these students are accounted for during the check-in process.
a. Select the student(s) to add to the roster using the Select Student(s) pull-down.
b. Select the status of the students using the Select Status pull-down. Options are Absent, Accounted For, Awaiting Check-In, or Needs Assistance.
c. Click Save Status.
The students are added to the check-in status report with the Custom Roster check box selected.
7. Select Custom Roster Report to view only those students added via the Custom Roster on the check-in status report.
8. Click Active Hall Passes to view all students currently out on a hall pass (if the Hall Pass module is enabled at your school). You can view and update their statuses from this list and bring them into your Custom Roster, ensuring they are accounted for.
a. Select the check box next to each student to add to your Custom Roster.
b. Click Add to Custom Roster.
c. In the Custom Roster pop-up window, the student and status are automatically populated. Make any adjustments as needed, and click Save Status.
The student is added to the check-in status report.
9. Select Show All Sections to view and check in students across all of the teacher's scheduled sections on the report, not just the section in the selected period.
10. Select Show Entire School to view and check in students across the entire school on the report.
11. Select Mark All Students Accounted For to quickly mark all students as "Accounted For" on the report. This option won’t overwrite students who have already been marked as Absent or Needs Assistance.
The table of students includes the following columns:
- Photo - Displays the student’s photo, if available, for easy identification. Click on the photo to view a larger version in a pop-up window.
- Name - Displays the student’s full name. Click the name link to open Student Info for the student in a new tab.
- Student ID - Displays the unique student ID number for each student.
- Grade - Displays the student's grade level.
- Accounted For - Select the Accounted For check box to confirm that the student is present and safe.
- Check-In Status - Select the status of each student. Options include:
- Accounted For - The student is present and safe. They have been located and their current status is verified. This status is used when a student is confirmed as being in their designated safe location.
- Absent - The student is not present and cannot be accounted for at the time of the event. This status should be used if the student is not in the building or if their location cannot be immediately verified
- Needs Assistance - The student requires help, which may include medical assistance or other support. This status is used when the student is in need of urgent help but has not yet been assisted. After selecting this status, a pop-up window will display where you will select the student's location, triage level, add a note, and select whether the student is a witness to the event (e.g. saw or heard the event). The student will be added to the Triage Report.
- Assistance Provided - The student has received the necessary assistance (e.g., medical or otherwise) and no longer requires active response. This status indicates that the student has been cared for and is ready to be reunited or monitored further.
- Assistance Provided - Off Campus - The student has received assistance at an off-campus location and is no longer expected to go through the on-campus reunification process. This status is used when a student has been assisted outside of school grounds and should not be included in the reunification workflow.
- Triage Level - Displays the triage level, if applicable (only for students marked as needing assistance).
- Witness - Select the check box to indicate that the student was a witness to the event (e.g., they saw or heard the incident).
- Location - Displays the current location of the student. This is where the student is during the event (e.g., classroom, gym, parking lot).
- Status Marked By - Displays the name of the teacher or staff member who marked the student’s status.
- Updated By/At - Displays the name of the staff member who last updated the student’s status, along with the timestamp.
- Assistance Notes - Displays any notes entered when the student was marked as "Needs Assistance." Click to add additional notes if the student requires assistance or has been provided assistance.
- Custom Roster - Displays a check mark if the student was added to the Custom Roster. Deselect the check box to remove the student from your custom roster.
Any updates made to the report are automatically saved. As students are check-in, the statistics at the top-right corner of the report are updated.
The key statistics displayed are:
- Accounted For - This shows the number and percentage of students who have been marked as accounted for. Each status (Accounted For, Assistance Provided, Needs Assistance, and Absent) is listed and indicates the number of students with that specific status.
- Awaiting Check-In - This shows the number and percentage of students who have not yet checked in. This total automatically updates as you check-in students.
12. Click a statistic to view the list of students in pop-up window.
13. Click the X to close the pop-up window.
14. When finished, click the X to close the Student Check-In Status window.
The Triage Report tab displays students and staff members with a "Needs Assistance" check-in status. From this report, you can view and update triage details and mark that assistance was provided.
If your profile was designated to receive Portal alerts for staff and students needing assistance in Safety Management Setup, a Portal alert will display indicating the names of the staff members and students. Click a name link to view their location and assistance notes in a pop-up window. Click the View Triage Report button to navigate directly to the Triage Report tab in Safety Management.
1. In the Students menu, click Safety Management.
2. Click the Triage Report tab.
Students and staff members with a "Needs Assistance" status are displayed on the report. The students and staff members are listed in order of triage level, with Level 1 - Immediate at the top of the report.
The report includes:
- Photo - Displays the student or staff member's photo, if available, for easy identification.
- Name/ID - Displays the student or staff member's name and ID number. Click the phone icon to view a pop-up window with the student's contacts.
- Role - Indicates whether the person needing assistance is a student or staff member.
- Triage Category - Displays the Triage Level selected when the student or staff member's status was marked as "Needs Assistance."
- Location - Displays the most recent location where the student or staff member last checked-in or was found.
- Notes - Displays the notes entered during the student/staff check-in process.
- Date/Time - Displays the date and time when the student or staff member's status was marked as "Needs Assistance."
- Marked By - Displays the user who marked the student or staff member's status as "Needs Assistance."
3. Click the Triage Category next to a student or staff member to view the triage details in a pop-up window.
4. In the pop-up window, update the Location, Triage Level, and Note as needed. If the student or staff member has been assisted, select Assistance Provided or Assistance Provided - Off Campus as the Triage Level, depending on whether assistance was provided on or off the school's campus.
5. Click Update Triage Level when finished.
The Triage Category column will update to "Assistance Provided" or "Assistance Provided - Off Campus" for the student or staff member, and the student or staff member is moved to the bottom of the report. The student or staff member's status will update to "Assistance Provided" or "Assistance Provided - Off Campus" in the Staff Check-In Status or Students Check-In Status tabs. Students with the "Assistance Provided" status will now display on the Reunification Status Report in the Student List tab for reunification events.
The Witness Report tab displays students and staff members who were marked as being a witness to the event when checked in. You can select their witness type, and add any notes.
1. In the Students menu, click Safety Management.
2. Click the Witness Report tab.
The students and staff members who were marked as a witness during check-in are listed. The report includes:
- Photo - Displays the student or staff member's photo, if available, for easy identification.
- Name/ID - Displays the student or staff member's name and ID number.
- Role - Indicates whether the witness is a student or staff member.
- Witness Type - Select the witness type. Options include:
- Saw Event
- Heard Event
- Was in Room
- Other
- Notes - Click the pencil icon to add a witness note in a pop-up window. The note then displays in the column on the report.
- Submitted By/At - Displays the name of the person who marked that the student or staff member was a witness, as well as the date and time. When the Witness Type is updated or when notes are added, this column is updated.
The Reunification Status Report tab displays for events designated as "Reunify." This tab allows you to view student reunification statuses and assist with reunifying students with their parents/guardians. It includes live statistics showing the number and percentage of students who have been reunified or are still awaiting verified contact.
At the top-right corner of the screen, live statistics update in real time and display:
- The number and percentage of Students Reunified
- The number and percentage of students Awaiting Reunification
1. Click a statistic to view the list of students in pop-up window.
2. Click the X to close the pop-up window.
The Student List tab displays all students scheduled to attend school during the event who have been accounted for or have had assistance provided and have not yet been reunified or moved to the waitlist.
1. In the Students menu, click Safety Management.
2. Click the Reunification Status Report tab.
The Student List tab is displayed, listing students who have a status of "Accounted For" or "Assistance Provided."
The columns of the report include:
- Photo - Displays the student's photo, if available.
- Student Name - Displays the student's full name. Click the link for reunion verification. See step 3 below.
- Student ID - Displays the student ID.
- Grade - Displays the student's grade level.
- Check-In Status - Displays the student's check-in status (Accounted For, Assistance Provided).
- Check-In Location - Displays the location where the student was checked-in.
- Reunification Event Location - Displays the reunification location as set up for the event in Safety Management Setup.
3. To reunify a student, click the Student Name link.
4. In the pop-up window, enter the Reunification Pin provided by the parent/contact.
When using the mobile app, QR codes can be scanned (if QR codes are used instead of PINs).
If the contact does not have a PIN or QR code, click Override. In the pop-up window, select the Override Reason, and enter the Pickup Contact First Name, Pickup Contact Last Name, Pickup Contact Phone, and any Notes. Click Save Override. The Override Contact is added to the list of Contacts in the pop-up window. Hovering over the override contact displays all the override details in a tool-tip.
5. Click the Contact who is picking up the student.
Only contacts with the "Pick Up" flag enabled in Addresses & Contacts are available for reunification without an override.
Hover over the contact to view their phone number(s) in a tool-tip.
6. If the system preference "Require Photo Upload When Reunifying Students" is enabled in System Preferences, click Take Photo and follow the prompts to take the photo.
7. Click Verify Contact or Reunify with Contact.
If the event was set up as the "Reunify (Waitlist)" type in Safety Management Setup, the Verify Contact button is available. When clicked, the student is added to the Waitlist tab. If the event was set up as the "Reunify" type, the Reunify with Contact button is available. When clicked, the student is added to the Reunified tab.
If the event was set up as the "Reunify (Waitlist)" type, the Waitlist tab displays students who have had their contact verified in the Student List tab and are waiting for reunification.
1. In the Students menu, click Safety Management.
2. Click the Reunification Status Report tab.
3. Click the Waitlist tab.
The columns of the report include:
- Photo - Displays the student's photo, if available.
- Student Name - Displays the student's full name.
- Student ID - Displays the student ID.
- Grade - Displays the student's grade level.
- Check-In Status - Displays the student's check-in status (Accounted For, Assistance Provided).
- Check-In Location - Displays the location where the student was checked-in.
- Reunification Event Location - Displays the reunification location as set up for the event in Safety Management Setup.
- Reunification Contact - Displays the name of the contact as selected in the Student List tab. Click the link to view the photo, contact name, and contact phone number in a pop-up window. For overrides, the override details are displayed.
- Reunify - Click this button to reunify the student.
- Updated By/At - Displays the date and time the student's contact was verified, and the staff member who did the verification.
- Undo - Click this button to move the student back to the Student List tab for reunion verification.
4. Click Reunify to mark the student as reunified.
A pop-up confirmation message is displayed. The student is moved to the Reunified tab.
5. Click Undo next to a student to move the student back to the Student List tab for reunion verification.
The Reunified tab displays students who have been reunified with their parent/guardian.
1. In the Students menu, click Safety Management.
2. Click the Reunification Status Report tab.
3. Click the Reunified tab.
The columns of the report include:
- Photo - Displays the student's photo, if available.
- Student Name - Displays the student's full name.
- Student ID - Displays the student ID.
- Grade - Displays the student's grade level.
- Check-In Status - Displays the student's check-in status (Accounted For, Assistance Provided).
- Check-In Location - Displays the location where the student was checked-in.
- Reunification Event Location - Displays the reunification location as set up for the event in Safety Management Setup.
- Contact Verified At/By - Displays the date and time the contact was verified, and the staff member who did the verification.
- Reunification Contact - Displays the name of the contact as selected in the Student List tab. Click the link to view the photo, contact name, and contact phone number in a pop-up window. For overrides, the override details are displayed.
- Reunified At/By - Displays the date and time the student was reunified and the staff member who completed the process.
- Undo - Click this button to move the student back to previous list (the Waitlist tab or Student List to wait for reunion or reunion verification).
Administrators with the "End Safety Management Event" profile permission can end events once all required conditions are met. For reunification events, all students must be reunified unless the user has the "Override to End an Event" permission. For check in only events, all students must be accounted for unless the user has the override permission.
1. In the Students menu, click Safety Management.
2. In the Events tab, click End Event.
3. In the confirmation message, click Yes.
If there are still students waiting for reunification for reunify events, or there are still students not accounted for for check in only events, and you want to end the event, click Manual Override. Only users with the "Override to End an Event" profile permission can do a manual override.
