Tides of Change 2016 Ronda Andrulevich CLIU 21 Transportation amp Safety Manager Front Desk Organizations Safety amp Security You meet greet screen direct soothe and address the myriad needs of parents students staff vendors contractors sales reps delivery people and c ID: 668153
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School Front OFFICEsafety & security
Tides of Change 2016
Ronda Andrulevich
CLIU #21 Transportation & Safety ManagerSlide2
Front Desk - Organization’s Safety & Security
You meet, greet, screen, direct, soothe, and address the myriad needs of parents, students, staff, vendors, contractors, sales reps, delivery people and countless others who come to the main office each day.
In addition, you are now being asked to take an increasingly important role in protecting the safety and well-being of the people in your building along with the physical assets.You are the eyes and ears that notice when something seems amiss, a person’s actions are suspect, or a package looks as though it doesn’t belong in the building.You are the person to whom visitors to your building, and often fellow employees, turn for direction and help when there is an emergency of any type, minor or major.Slide3
One Size Does Not Fit All
R
eview some guidelines and best practices:IS-906: Workplace Security Awareness – FEMA Training Course. https://training.fema.gov/is/courseoverview.aspx?code=IS-906Front Desk Security & Safety – An On-the-Job Guide to Handling Emergencies, Threats, and Unexpected Situations by Betty A.
Kildow
.To be effective, an emergency preparedness and response program and its specific procedures must be tailored to meet the requirements and capabilities of your district and school. Each district / school is unique, and safety and security needs vary:The size and layout of building and surrounding areasType of building (elementary, secondary or administrative)Organizational culture for safetyTake into account disasters most likely to strike your locationDistrict resources available - Based on life safety and security systems that in placeLevel of training at your district or schoolSlide4
IS-100.Sca – Intro to the Incident Command System for SchoolsSlide5
Typical EmergencyIncident Responsibilities for School Office Secretaries
IS-100.Sca – Intro to the Incident Command System for Schools
Answering phones and assisting in receiving and providing consistent information to callersProviding for the safety of essential school record and documents
Maintaining Go-Kits or bags
Executing assignments as directed by the Incident CommanderProviding assistance to the principalMonitoring radio emergency broadcasts – NOAA radioAssisting with health incidents as needed, acting as messengersMay be the first to alert others regarding active shooter eventsSlide6
Workplace Security - 4 Common Threats
Access & Security Control Threats
Picture ID badges - provide quick identification of personnel and often grant access to individuals based on their position at the school.Wear on outermost garment at all timesNever allow “piggybacking” – letting others follow through opened access doorsNever lend or borrow badges
Never allow visitors to share another person’s badge
Report a lost badge immediatelyUnknown IndividualsNot wearing appropriate IDHave appearance that is inconsistent with the workplace dress codeNot accompanied by an appropriate escortAppear to be lost or asking for directionsWhen you see someone without proper ID – approach only if comfortable, follow policies & procedures, notify appropriate supervisor or securityLimit to keys and cards
Database of employee-owned
vehicles
Limited access by contractors, vendors, and temporary employees
Proper Visitor SecuritySlide7
Workplace Security - 4 Common Threats
Criminal or Terrorist Threats
Suspicious behaviorsLooking at security camerasTaking picturesSuspicious Items
Tampered HVAC units, abandoned vehicles, damaged fencing or missing property
Suspicious packages or items, especially:Large amounts of unusual substances (acetone, peroxide or drain cleaner)Fumes, odors or liquids coming from a packageDisassembled electrical components such as wires, circuit boards, or batteriesPlans, drawings, schematics or mapsCompromised Vehicle AccessUnattended or suspicious vehicles – abandoned vehicles may be used to hide suspicious or stolen items, or worse could contain explosives.Changes in vehicle patterns – common vehicles such as mail trucks, delivery trucks or buses may be suspicious if seen at unusual times or circumstances.
Report details – make, model, color, license, body damage, etc. if you
can
Bomb Threats
Follow district policies and Checklists
Bomb Threats - Serious OffenseSlide8
Workplace Security - 4 Common Threats
Criminal or Terrorist Threats
Suspicious Mail or PackageLetters or packages with suspicious contents such as white powder or photographs of the workplaceLetters or packages with oil or grease spots, an inaccurate address, or excessive postage and/or packagingThings to do - Isolate items, do not open or handle. Evacuate area, wash affected body parts, contact supervisor or security, retain items for investigation
.
Theft and Diversion
Theft is an unlawful or unauthorized acquisition by force or stealth by an insider (staff member) or outsider
Diversion is an unlawful or unauthorized acquisition by fraud or deceit
Purchase of items that are restricted
Container Breach – a container possibly missing some of its contents
Theft can be an indicator of a much larger problem facing securitySlide9
Workplace Security - 4 Common Threats
Workplace Violence Threats
EmployeesCurrent or former employees, an acquaintance of a current or former employee may have the potential to carry out violent behaviorYou may notice indicators of potentially violent behavior in an employee – alert a supervisor or HR
Potentially violent employees typically do not just “snap”, but may display signs
Train staff in ALICE or Run, Hide, Fight – Active Shooter Response TechniquesHR Responsibilities:Effective employee screening and background checksCreate system for reporting signs of potentially violent behaviorMake counseling services availablePolicies and procedures for dealing with an active shooter situation – ALICE or Run, Hide, FightSlide10
Workplace Security - 4 Common Threats
4
. Information and Cyber ThreatsSecurity can fail through unauthorized access to:An account name and/or password – have strong passwords (minimum of 8 characters with combination ofof alpha characters, both uppercase and lowercase, numbers and special characters !#$)
Locked areas containing intellectual property or other sensitive information
Portable devices – laptops, thumb drives, smart phones have large storage capacity that allows for the storage of thousands of files, which may include sensitive informationPersonally Identifiable Information (PII)Any information that permits the identity of an individual to be inferred directly of indirectly. Examples, include: SS#, address, telephone #, account #, date of birth, fingerprints, facial images, etc.Apply the “need to know” principle before disclosing PII to other personnel. They must demonstrate a valid and work-related need to know the information.Limit the collection of PII for authorized purposes onlySlide11
Workplace Security - 4 Common Threats
4.
Information and Cyber ThreatsSafeguarding Sensitive Information:Store information in designated room or area that has access control measures. Locked doors, cabinets, file cabinetsDestroy all sensitive information by appropriate methods (burn bag or shredder) when no longer needed.Never email sensitive information to unauthorized individuals
Never leave sensitive information on community printers or copiers
Take precautions to avoid the loss or theft of computer devices and removable storage mediaNotify supervisor or security immediately if a privacy incident has occurredClean Desk Policy:Schedule a date/time to clear paperworkUse secure recycling bins for office paper Do not print emails or sensitive info unnecessarilyConsider scanning paper items and storing on on computer
If possible, handle each piece of paper only once –
act
on it, file it, or dispose of it
Always clear desktops or workspaces before going
homeSlide12
Workplace Security - 4 Common Threats
4
. Information and Cyber ThreatsSocial Engineering – one of the simplest, most common and successful methods for obtaining information. The act of tricking people into revealing personal information, passwords or other information that can compromise a security system. Can be done over the phone, face-to-face, mail or email/web.Be suspicious of anyone requesting information, especially by phone, web or email. Always verify the identity of the person or organization making the request.
Before entering personal information online, verify that the URL starts with https:// and that you see a closed padlock icon in your browser
Be careful about voicemail and Out-of-Office messages – watch details you shareContact the organization by telephone if there is any doubt as to the authenticity of an email or website.Contact security or IT department if anyone requests your account name or passwords.https://www.youtube.com/watch?v=PlEuj77feEY (5:40)Slide13
Workplace Security - 4 Common Threats
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. Information and Cyber ThreatsActive Threats:HackersCyber WarfareMalicious Code – Viruses, Worms, Trojan horses, adware, spyware
Information Gathering
Identity TheftSystem Threats:Peer-to-Peer Software – file sharing, internet meeting or chat messaging softwareRemovable Media – USB drives, CD’s, portable hard drivesPassive Threats:Natural HazardsPower FailuresSoftware GlitchesHuman ErrorSlide14
Front Desk Mitigation and Preparedness
Awareness
First step is awareness – continual consciousness of what is going on around you at all timesBe aware of nearest and alternate exits
Watch
for team of people – one will distract while the other commits the crimePractice Drills – Randomly have stranger come into buildings and test systems, procedures as well as staff awareness. Have staff give detail description of person.Layout of Lobby Clear View, with no hiding places – move plants, rearrange furnitureLobby signage that directs all visitors to sign in and advisory that all packages, handbags, etc. are subject to searchDesk for barrierPartitionsOther doors for escapeDuress Alarms – Panic Buttons, phone apps, email hotkey, code
words
Ability to lock main entrance remotely if possible
Potential Weapons
Watch for items laying around that could be used as a weapon against you. Scissors, staplers, letter openers.
Family Pictures
Be careful of what you display, you may not want others to know what they look like
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Front Desk Mitigation and
Preparedness
Other considerationsKnow your part in your Emergency Plans – update as individuals changeKnow which employees have been trained in CPR/AED and location of AED
Keep emergency numbers handy (internal and external) – laminated and posted. Phones may not work in power outages, so speed dial #’s may not work. Check #’s quarterly and make changes or corrections if they change
Keep flashlight and 2 sets of batteries in your work area in the event of power outageSmall portable NOAA Weather Radio for updates for severe weatherKnow location of nearest fire alarms, fire extinguishers, first-aid supplies, go-kits and other emergency supplies.Know evacuation routes, alternative routes and outdoor assembly areas.Have handheld radios, vests and comfortable shoes for walking, climbing, etc.Practice different types of drills – various scenarios and obstacles
Permission To Live
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Resources
FEMA IS-906: Workplace
Security Awareness - http://training.fema.gov/is/courseoverview.aspx?code=IS-906Front Desk Security & Safety – An On-the-Job Guide to Handling Emergencies, Threats, and Unexpected Situations by Betty A.
Kildow
ALICE Training – Alert, Lockdown, Inform, Counter, Evacuate – www.alicetraining.comCPI – Nonviolent Crisis Intervention Training – www.crisisprevention.comFront Desk Security Webinar - https://www.youtube.com/watch?v=BA0QeztFLic Safe Havens International – www.safehavensinternational.org
Permission
to Live -
https://
www.brainshark.com/IllinoisPrincipalsAssoc/vu?pi=zGNzfg30Sz33sgz0&r3f1=99a3dd8e82c6c2c5c9c9adcc92938a8884c9c1a5dd9f80928c9ed3c7a5c896dc939f8d95dba8c1959d90c099dbceaedd83df8b888897cba4dc8881999ec5&fb=1