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School safety in bad weather blog
April 23, 2021

School Safety in Bad Weather

The age old saying that, “April showers bring May flowers” is true. It evokes visions of beautiful tulips and bright yellow rainbows, with blue skies and sunshine just around the bend. However, there is another aspect of springtime that is less obvious…and more deadly: bad weather that can threaten school buildings and the children inside of them. School safety is what we specialize in, and weather is another aspect that can be overlooked, yet is just as important to protect from. Depending on the part of the country you live in, the difficulties of bad weather can include things like flooding, tornadoes, hurricanes, and ice storms. These can happen throughout the year, but springtime is the perfect opportunity to reassess the safety measures in your school, and prepare for whatever may come your way via Mother Nature. Here are our best tips to building a safe and secure plan for severe weather: 

Educate yourself about the weather and communications

Do you know the difference between a “watch” and a “warning”? Knowing the terms that meteorologists use when they communicate risk and threats can help you know when it’s time to alert your school or staff, and when you have time to wait. How do you become more educated? We like this little guide from ABC News that outlines some basic weather lingo, including information on how tornadoes are staged and measured, and what the difference is between a funnel cloud and a tornado (pro tip: they’re actually not the same thing!). Accuweather is one of the best websites and apps for quick news and updates. Bonus: it shows hourly rain levels! Hazardous Weather Outlooks are notices issued from the National Weather Service, so knowing how to access these will also be helpful (find those HERE). 

Decide on a cohesive chain of command

If you are an administrator, you need to be sure your team is on board with the who, what, when, and where for disseminating all of the crucial information when the time comes. Time is of the essence when it comes to severe weather, and you will not have time to waste figuring out things like: Who is sending texts or alerts to parents, and what level of severity will trigger those? How long before an event like a tornado or super storm will you decide to close or shorten a school day? How will you alert those on the campus, and who will be in charge of executing that job? Not only do you need to make these decisions ahead of time, but be sure to communicate frequently and thoroughly so that everyone knows their role, and when they’ll need to step into it. If members of your response team are also teachers, don’t forget to make a secondary plan for where their classes will go if they need to step into an emergency role during the school day. Don’t forget to also designate two people who know how to turn off the electricity and gas if the school sustains damage (in fact, assigning tasks to two people is always wise, in case one cannot get to the building or isn’t on campus). 

Don’t forget the school busses

Transportation happens all through a school day, depending on how your bus routes run and their timing. Because storms or tornadoes can happen rapidly and events unfold quickly sometimes, your bus routes need to be considered in your plan of action as well. Coordinate with your drivers about what they should do if a tornado watch is issued, and come up with a few shelter options (such as caves, structures) along the daily routes. You can find out more about nSide’s fleet systems HERE, which offer schools an extra layer of protection and communication. 

Examine your structure or plan for new structures

Whether you are building a new school or are in a decades-old structure, knowing the blueprints, exit routes, and stability of the buildings is one of the most crucial steps during a weather warning or evacuation. Roger Edwards from the Storm Protection Center explains that this is important because it can save lives. He recommends consulting professional architectural engineers to find the “weak spots” in your building, and know where NOT to send students for shelter. He also explains that if you are building a brand-new structure, referencing guides such as the FEMA tornado shelter guide is a helpful primary step. If you don’t have the budget or ability to build brand new classrooms, you can hire someone to line some of the interior rooms with concrete. He cautions that this can be costly if you are adding them onto an existing building, so you will want to estimate costs for new and retrofitted choices. Lastly, Edwards emphasizes that children should never be sheltered in place in portable classrooms, which are dangerous, and should also not be ushered into large rooms such as gyms or auditoriums. These rooms have structural weaknesses that can cause them to collapse with even low-level wind speeds. 

Plan for power failure

Many emergency plans hinge on the idea that you will have access to electricity. With most school buildings having generators meant to turn on when the power fails, it can be something you take for granted, but losing power can become a reality very quickly. Experts from the Weather Service recommend that you not only make a structured plan, but have a backup plan that can be executed without power. For example, if your school uses a tone or alarm system to warn students or staff, after losing power, you will not be able to reach a large number of people using that strategy. Keep a compressed air horn or portable megaphone on campus, which can be used to alert the people around you to an emergency. 

Let parents know what to expect

One of the things that sends parents into chaos very quickly is a lack of communication. If your child is in danger, or you perceive that they may become threatened, you want answers and to know who is in charge. Issuing instructions before the school year begins will give parents a clear expectation of who will be contacting them, how (such as text messages, emails, etc.), and under what circumstances their child may be kept late at school. Research shows that children are safer within the walls of secure and reinforced school rooms, rather than on a bus or in a car, so many schools opt to keep children longer during severe weather. A simple PDF, sent to all parents or guardians, can be easily accessed and stored on the school website if parents need to find it, so they can understand the process of notification. If you are able, designate a specific phone number or email and someone who can man it, so parents can reach someone to find out information. When things are resolved or the storm has passed, don’t neglect to send out an “all clear” or message of finality to parents so they are aware the danger is no longer present. 

After the storm has passed, your job isn’t over! 

Assessment after the danger is no longer a problem is one of the best things you can do to prevent problems in the future. The National Weather Service recommends that you have staff check all the buildings for damage before you release students to go home or leave the campus, and that you have a system in place to let them know when it’s safe to exit. They also recommend periodic practicing of plans such as tornado drills so it doesn’t alarm children when it’s the real deal (with younger children, this can be traumatic, so you want to be clear about what is a practice and what isn’t. It’s also beneficial to alert parents when you will be doing drills, so they can discuss with their children about any fears they may have). Finally, sit down with your disaster team or staff and go over what can be improved, and what worked well. Stay positive and open-minded during these reviews so everyone feels that their opinions can be heard and implemented when appropriate. Make notes about things that didn’t work, so they don’t get repeated. 

Keeping students safe in severe weather can feel intimidating and like a ton of pressure. It is always a big responsibility to be in charge of other people’s children, but preparation is the key component to running a smooth plan of action in a crisis. Since we specialize in safety here at nSide, we understand the demands on school administrators who are in charge of campuses, and that’s why we want to come alongside you. Together, we can strengthen your safety plan and build your confidence so that when the time comes, you will know exactly what to do! Visit our website today HERE to find out how you can be matched with one of our professionals and assess your school’s safety plan! 

Sources: 

https://www.spc.noaa.gov/faq/tornado/school.html

https://www.weather.gov/grb/schools

https://abcnews.go.com/US/weather-terms-season-abc-news-meteorologists/story?id=54361705

https://www.accuweather.com

https://www.fema.gov/sites/default/files/2020-07/safe-rooms-tornadoes-hurricanes.pdf

April 23, 2021
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February 21, 2020

Password Management

Password Management

We all know the exasperated eye roll that follows a “wrong password, try again” pop-up. It’s your fourth login attempt and, short of entering your seventh grade Yahoo password, there isn’t a combination you haven’t tried. 

Expired passwords, too many login attempts, and unique password requirements often leave us with several different versions of password combinations for sites. We know that writing them down on that coffee stained sticky note is tempting, but hear us out. Password managers are a simple and practical tool for the storage of your sensitive data. In the last 2 years, our Customer Success team has been asked about passwords an average of 17 times a month, equating to a need for help every other day. As frustrating as it can be, we at nSide recognize the value of administering password management, and we’re here to help you stay organized. 

Sites often demand specific requirements for username and password settings, such as uppercase letters or special character rules. And although it seems easier to only have one username/password combination, this approach will result in leaving your accounts at risk of cyber attack. If an attacker breaches even one of your accounts, they will undoubtedly try the same combination to poach information from your remaining records. So, not only do password managers keep all of your account information in one place, they also work to prevent others from acquiring your personal information.

Many users are not familiar with resources designed for this issue, hence the large amount of questions we receive in this area. Luckily, there are both free and acquirable password management applications such as LastPass, Dashlane, and Bitwarden that can get you on the right path.

Our Solution

Regardless of your selected password manager, the first choice you need to make is setting a master password. This master password is the only password you will have to remember going forward, so it’s crucial that you choose one strong enough to ensure the safekeeping of your password database. If you determine it’s best to write it down, we suggest that you store it in a safe, confidential space for the purpose of protecting your data. Of course, it’s important to note that whether you decide to physically store your master password or devote it to memory – you maintain that it won’t be lost. As with all passwords, losing it means going through a series of difficult channels to attain or reset it once more. The misplacement of this singular password also means the misplacement of your collected passwords. It might sound a bit intimidating, but it is this very function that protects your stored data from being viewed by anyone without access to the master password.

Upon setting and storing your master password, it’s likely you will need to start shifting your prior account passwords to more secure ones. Many password managers have the option to generate new passwords for you that are both unique and strong in form, and as they are changed, you will have the ability to arrange them according to category of business. This frees up your time spent searching for sensitive information and provides you with an organized structure to eliminate guesswork.

The only step left in your password management system is the simplest yet: remain up-to-date. Don’t forget to continue creating and storing your account information in the system, because the moment you lose track is the moment you become susceptible to losing track of your data. As you continue building your online accounts, remember that you now have an archive to preserve them for you!

Applications

While a great deal of password managers are accessible, we believe that the three below offer diverse values according to your individual or organizational preference. So, in this next section we’ll look at reliable options and leave it to you to choose what best meets your needs.

LastPass: Upon logging in, you’ll find that you can enter every unique username and password you have for business, social media, and team folders. After creating an account with LastPass, you can utilize the LastPass Security Challenge, which identifies the weak and duplicate passwords you should focus on changing. LastPass has a clean and easy to navigate site, which creates a space where you can readily retrieve passwords, via copy and paste. This manager is accessible via smartphone, computer, or cloud to ensure that you always have access to login information. 

Dashlane: Dashlane has a Security Dashboard built-in, similar to LastPass, and provides users with additional help to figure out the strength or weakness of their passwords already in place. Their membership offers the option to sync your dashlane data to every device automatically and autofill username and passwords for every account. Dashlane provides instant security alerts to your phone or computer whenever sites are breached, and its mobile app is handy for smartphones and tablets.

Bitwarden: Bitwarden is known to be a free and open-source password manager that stores data via encryption to the app. It offers cloud syncing for accessibility on any handheld device, as well as accessibility for MacOS, Windows, and Linux desktops. Bitwarden’s site states that data is encrypted through “salted hashing,” a process by which data is secured at a random value, ensuring that not even the Bitwarden team has access to your sensitive information. 

A secure password manager means accessing your account details across all devices, syncing your data, and attaining peace of mind that your information is secure. nSide, Inc. is passionate about taking the next step for safety among schools and personnel. Our team leverages a password management system as a means to our own data security, and we are strong advocates for creating habits that support prevention before recovery. As we continue to discuss tools that safeguard your information, our hope is that you will no longer need to worry about losing or recovering data. Above all, nSide wants to provide you with effective plans to promote a balanced and well prepared environment. 

As always, if you have any questions about password management or improving cybersecurity, our team is here to help!You can reach the nSide help team via live chat or by email at help@nside.io.

February 21, 2020
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October 15, 2019

Cybersecurity Month: School Approach

Cybersecurity Month: School Approach

In light of October as National Cybersecurity Awareness Month (NACM), we feel that acknowledging the risks of educational data storing is of imminent concern. In every school district and local institution, there is a dependency on systems to protect the privacy of students and staff. Disregarding potential threat and proper response, is likely to leave your institution vulnerable to cybersecurity breaches or attacks. We understand the reliance and necessity of these data systems for daily school functions, and we desire to help our community better plan for the protection of their educational content. We hope to share a few helpful insights as to what cybersecurity means for your schools, how to craft preventive habits, and why the merge of this practice into your Emergency Operation Plans is crucial. 

Threat Awareness

When approaching cybersecurity, it’s important to note that these threats are occurring more frequently between K-12 schools. This is, in part, is due to growth in digitalization of school administrative tasks and coursework. However, many schools fall victim to cybersecurity without initial realization. Taking time to consider the very real possibility of an attack, and what it means to your school specifically, will help in the discipline of maintaining well-monitored schools. So, what do these threats look like? They manifest in a multitude of ways, but listed below are some of the most often seen cases.

Data breaching – In this instance, sensitive or confidential data is hacked and at risk of being shared. For schools, this threat poses a serious hazard to exposure of student information or institutional banking accounts. Which, in turn, is capable of leading to crime such as identity theft and extortion of money from institutions.

Internal threats – These internal attacks take place more often than we suspect, and it is easy to fall susceptible to them. Two types of internal threats exist and must be acknowledged. The first, is that of employees corrupting permissions access and sharing unauthorized information (sometimes seeking to steal resources.) The second, and more common case, occurs when team members are not well versed in handling physical devices or sensitive systems. For example, faculty that is negligent or uninformed of privacy control has the potential to fall victim to scam targeting or misplacement of important documents.

Physical security – It is possible for cybersecurity to become a means of physical security, when cyber threats are targeted towards specific people or groups. This overlap is not to be taken lightly, when considering the health and well-being of others at risk. If a cyber criminal has internally or externally received personal information of health records, email addresses, or physical addresses, cybersecurity progresses to physical security. For instance, with this access criminals have the potential to pose threats of cyberbullying or physical violence.

Proactive Steps

Due to the nature of these risks, we find it necessary to consider best practices and resources available to you. Our team at nSide desires for your organization to be prepared in every situation, so we have identified a few practical ways that you might be able to prevent, properly respond, and promptly recover from these attacks.

  1. Cultivate a culture of risk assessment. Train employees to recognize threats and follow in appropriate next steps.
  2. Keep track of employees that have access control and withdraw permissions to any faculty member that transfers or withdraws from the system entirely.
  3. Change passwords to data regularly and limit any recurring words or phrases.
  4. Familiarize your team with patterns that exhibit cybercrime scams and behaviors.
  5. Stay acclimated to the monitoring of data, by regularly practicing and evolving plans. 

EOP Integration Steps

Emergency Operation Planning is just one tool of many that nSide has accessible to organizations. Within the context of cybersecurity, EOP integration is of significant use. Because of this, it is important to understand the ways in which your cybersecurity is integrated into a plan. In short, this model provides a process for deliberate protection and readiness against all threats. This is a foundational resource for your school’s security to build upon. You might ask yourself, is my EOP updated and inclusive of cybersecurity plans?

The following steps are sourced from a “A Companion to the School Guide,” by the U.S. Department of Education, U.S. Department of Justice, U.S. Department of Health and Human Services, and the U.S. Department of Homeland Security (5).

Our Support

As districts and schools spread awareness of cybersecurity month and the urgency of this message, our team will be here with additional resources to assist you along the way. We believe that understanding threats, and our role in best practices for them, is critical to the execution of these situations. Additionally, we know that the community at large has a responsibility in training, monitoring systems, and responding to risk. Navigating these threats might seem like a daunting task, but we are here to help! As the month of October progresses, we will continue to share valuable tips to consider in your security steps and daily functions.

If you are curious about EOP features within nSide, or need help merging cybersecurity practices, we would love to discuss what tools are available for the benefit of your school safety. You can always reach us via live chat or by email at help@nside.io.

October 15, 2019
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