CMA 2016 #259 · Agenda item attachment · Sep 19 2016

CAMBRIDGE PUBLIC SCHOOLS 159 THORNDIKE STREET, CAMBRIDGE, MASSACHUSETTS 02141 Date: July 26, 2016 To: Dr. Kenneth N. Salim Superintendent From: James P. Maloney Chief Operating Officer Re: Response to City Council Order O-6, (dated March 14, 2016) Beginning in the early morning hours of November 15, 2015 through the first week of December 2015 Cambridge Public Schools were the target of three separate online bomb and gun threats. The District was made aware of the first threat shortly after 6:30 a.m. on the morning of November 15, which is the start of the time window when school buses, students and staff are already present or en route to schools. The decision was made not to disrupt this morning commute and potentially cause further safety issues, the decision was made that Cambridge Police (CPD) and Cambridge Public Schools (CPS) security personnel should conduct a bomb threat assessment and notify staff and families upon its completion. The notification of staff and parents after their arrival was not well received, and CPS and CPD, in consultation with other City officials, determined that if future threats occurred CPS community would be notified upon receipt of the threat. On December 1 and December 3 two online threats against CPS were received in the middle of the night and in both instances notices were sent via email, 6AM automated phone call, our CPS App, website and social media to all staff and parent/guardians/emergency contacts in our database. The decision was made not to send printed notices home because it might be alarming to younger students. Cambridge Police and CPS safety officers accompanied by CPS facilities staff walked buildings as part of each assessment. In all cases school was open during and following the assessments, and CPS and other city officials determined that the threats were not credible. Note: two further and unrelated bomb threats were received, on January 21 and April 11, and the same procedure was followed. Working with school principals and representatives from CPD and the City, the school district conducted several reviews aimed at evaluating our response and documenting lessons learned, what could have been better and appropriate next steps. What Worked/Lessons Learned • The principals believed that communication improved with each event and appreciated the improvement. • The presence of police at schools on the day after the threats were made was reassuring to staff and parents. • Limiting entry to all schools to only the front door for staff and families was favored by a majority of principals. Updates to staff and parents during the day improved over the course of events. Informed principals are very reassuring to families. Communication updates and the community forum to discuss the sequence of events, ongoing investigation, and how to talk with children/students were seen as helpful. The Cambridge School Department is an equal opportunity / affirmative action employer:

Page 2 Response to City Council Order O-6, (dated March 14, 2016) What Could Have Been Better • On the morning of the first event staff and students arrived unaware of the threat. • Some CPS issued cell phones were not smart phones and not able to receive text messages. • A better definition is needed of terms "sweep a building" for bombs and "assess" a building for bombs. • The District cell phone number file needs to be updated more regularly. • Some parents and staff don't like being limited to front door only. • In buildings occupied by two schools, there are concerns because they are difficult to limit entry. • Better definition of roles: - Cambridge Police - School Safety Officers - School Administrators and Faculty - Custodians • Need for electric door releases at all schools • Need for cameras at all schools • Desire for more training on emergency safety procedures • Community partners were not part of our automated communications (they were not in our database) Next Steps • Electronic perimeter door releases are being installed at all schools during summer of 2016 • First round of installation is being done on exterior doors prioritized by principals and a second round of releases will be installed • Working with the City Manager's Office on additional funding for cameras and more releases • Smart phones being arranged for custodial staff • Continued lockdown, evacuation and secure and hold drills at all schools • Development of a "What to Expect" in the event of a bomb threat to be distributed to parents and staff • Ongoing review of architectural barriers at all buildings that may present security concerns, especially isolated entrance doors • Emergency training for all building administrators to be done in collaboration with CPD • Completing the centralized storing of emergency contact information for non-CPS partners who have an office or program in a school building. As you may know the Cambridge Public School District was the recipient of a Readiness Emergency Management System (REMS) Grant from the Federal Government during the 2011-2012 school year. During that time all CPS emergency protocols were updated and hundreds of hours of emergency training was conducted for CPS staff. CPS will be further reviewing emergency protocols and providing training on an ongoing basis.