Boarding Tutor Reference Guide

Crisis Preparation and Planning

Effective crisis management begins with thorough preparation and a clear understanding of protocols before emergencies occur.

Understanding Your School's Crisis Plan

Familiarize yourself with these essential elements:

• Location and content of your school's crisis management plan
• Emergency contact information and communication chains
• Specific roles and responsibilities during different types of crises
• Decision-making authority and reporting structures
• Documentation requirements during and after incidents
• Protocols for communication with parents, media, and external agencies

Personal Preparation

Develop your own readiness through:

• Regular review of emergency procedures and protocols
• Participation in training and drills
• First aid and CPR certification
• Mental health first aid training when available
• Knowledge of student medical conditions and needs
• Familiarity with emergency equipment locations and use
• Development of personal calm and focus under pressure

Environmental Preparation

Ensure the boarding environment is prepared through:

• Regular safety checks of facilities and equipment
• Clear evacuation routes and assembly points
• Accessible emergency supplies and equipment
• Posted emergency contact information and procedures
• Updated student medical information and emergency contacts
• Secure storage of sensitive information and medications

Emergency Response Protocols

While specific protocols vary between institutions, these general principles apply to most emergency situations.

General Emergency Response Steps

Follow this sequence in most emergency situations:

• Assess: Quickly evaluate the situation and identify immediate risks
• Respond: Take immediate action to ensure safety
• Alert: Notify appropriate personnel according to protocols
• Protect: Continue to monitor and maintain safety
• Document: Record essential information as soon as practical
• Follow up: Participate in debriefing and support processes

Medical Emergencies

When facing medical emergencies:

• Assess the situation and ensure your own safety
• Call for emergency medical services when appropriate
• Provide first aid within your training and capabilities
• Notify the school nurse or medical staff immediately
• Ensure other students are supervised and supported
• Gather relevant medical information for emergency responders
• Follow school protocols for parent notification
• Document the incident according to school requirements

Facility Emergencies

For fire, severe weather, or other facility emergencies:

• Activate alarms and emergency systems as appropriate
• Follow established evacuation or shelter-in-place procedures
• Account for all students using current attendance information
• Maintain calm and provide clear directions
• Keep students together and supervised
• Follow instructions from emergency personnel
• Communicate with school leadership about status and needs
• Return to normal operations only when officially cleared to do so

Security Incidents

During security threats or unauthorized access:

• Follow lockdown or security protocols immediately
• Ensure students are moved to designated safe areas
• Maintain quiet and calm among students
• Communicate with authorities using established channels
• Do not attempt to confront intruders or threats
• Follow all instructions from security personnel or police
• Account for all students once the situation is resolved
• Participate in post-incident support and debriefing

Mental Health Crisis Management

Mental health emergencies require specific approaches that balance immediate safety with compassionate support.

Recognizing Mental Health Emergencies

Be alert to these warning signs that require immediate intervention:

• Suicidal statements, threats, or behaviors
• Self-harm that requires medical attention
• Severe panic attacks or acute anxiety states
• Psychotic symptoms such as hallucinations or delusions
• Severe disorientation or confusion
• Extreme agitation or aggression
• Severe substance intoxication or withdrawal
• Inability to care for basic needs

Immediate Response to Mental Health Crises

Follow these steps when responding to mental health emergencies:

• Ensure immediate physical safety of the student and others
• Stay with the student or ensure continuous supervision
• Remain calm and speak in a reassuring manner
• Contact mental health professionals or emergency services according to protocols
• Remove potential means of self-harm when possible
• Listen without judgment while avoiding promises of confidentiality
• Follow school protocols for parent notification
• Document observations and actions taken

Suicide Risk Management

When addressing suicide risk:

• Take all suicidal statements or behaviors seriously
• Ask directly about suicidal thoughts if you have concerns
• Do not leave the student alone if they express suicidal intent
• Contact mental health professionals immediately
• Follow your school's suicide risk assessment protocol
• Implement safety planning under professional guidance
• Maintain appropriate documentation and communication
• Participate in developing support plans for the student's return

Supporting Students Through Traumatic Events

Boarding tutors play a crucial role in supporting students following traumatic events, whether individual or community-wide.

Understanding Trauma Responses

Recognize that students may exhibit various reactions to trauma:

• Changes in sleep patterns, appetite, or energy levels
• Increased anxiety, fear, or hypervigilance
• Withdrawal from activities or relationships
• Irritability, anger, or emotional volatility
• Difficulty concentrating or academic regression
• Physical complaints like headaches or stomachaches
• Regression to earlier developmental behaviors
• Increased risk-taking or self-destructive behaviors
• Preoccupation with the traumatic event

Immediate Support After Traumatic Events

Provide these supports in the aftermath of trauma:

• Ensure basic needs are met, including safety, food, and rest
• Maintain predictable routines while allowing flexibility
• Provide accurate, age-appropriate information
• Create safe spaces for questions and expression of feelings
• Validate emotions without judgment
• Limit exposure to media coverage of traumatic events
• Connect students with appropriate professional support
• Monitor for students who may need additional intervention

Long-Term Recovery Support

Support ongoing healing through:

• Maintaining consistent presence and relationships
• Recognizing that recovery timelines vary widely
• Supporting healthy coping strategies
• Collaborating with counseling staff on support plans
• Monitoring for delayed reactions or ongoing difficulties
• Balancing acknowledgment of the event with forward movement
• Supporting peer connections and community healing
• Recognizing anniversary reactions and providing additional support

Post-Crisis Recovery and Reflection

After a crisis, thoughtful recovery processes support both individual and community healing while improving future response capabilities.

Community Recovery

Support the boarding community through:

• Appropriate acknowledgment of the event
• Rituals or activities that promote healing
• Gradual return to normal routines
• Opportunities for community service or positive action
• Recognition of community resilience and strengths
• Balanced approach to memorialization when appropriate
• Attention to the needs of different cultural groups

Staff Wellbeing

Attend to your own needs and those of colleagues:

• Participate in staff debriefing sessions
• Recognize signs of secondary trauma or burnout
• Access support resources available to staff
• Practice self-care and appropriate boundaries
• Support colleagues who may be particularly affected
• Acknowledge the emotional impact of crisis response
• Seek professional support when needed

Evaluation and Improvement

Contribute to organizational learning through:

• Participation in formal incident reviews
• Honest reflection on what worked well and what didn't
• Documentation of lessons learned
• Suggestions for protocol improvements
• Identification of additional training or resource needs
• Commitment to ongoing crisis preparedness
• Application of lessons to future planning