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School Front OFFICE safety & security - PowerPoint Presentation

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School Front OFFICE safety & security - PPT Presentation

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

information security workplace threats security information threats workplace common amp safety suspicious items school sensitive desk access emergency www training watch https

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Slide1

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

4

. 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

Slide15

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

Slide16

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