Playbook for Educators Impacted by Wildfires

RECOVERY PHASE

Suggestions on what to consider to prepare for the long-term recovery of your school and community.

This includes paying attention to key areas such as crisis communications, supporting staff, supporting families, business operations, insurance claims, financial management, mental health and emotional support, facilities, and legal and compliance. 

Button for Recovery Phase

Continue Crisis Communications

Providing consistent information to everyone is essential. This will save you time by preventing people from seeking you out for updates or sharing inaccurate versions of the information.

    • Communicate with all stakeholders using clear, accurate, and consistent messaging. 
    • Provide updates on the incident, safety measures, and recovery efforts.

Support Staff

Your school community is heartbroken and scared. Hearing from you regularly will bring peace of mind even if you don’t have news to share. 

 

    • Hold Staff Meetings: Hold a confidential staff meeting as soon as possible, even if off-site. Then, consider doing it often at specific intervals to build a sense of routine and normalcy.  (Tips for your meeting here)
      • Suggestions on What to Share: 
          • Share factual, verified information only.
          • Avoid answering questions if unsure or without confirmed answers.
          • Share available facts, ongoing communication methods, and where to get help.
          • What you do know and what you need to know. 
          • How many families and staff you have heard from.
          • Who you are partnering with during disaster response and recovery. 
          • Outline how the school/district/LEA supports employees.
          • Specify the method and timing for ongoing communication.
          • Designate a specific contact person to handle all media inquiries related to the wildfire impact. Remind staff of their First Amendment rights, while emphasizing the importance of caution when making statements, as these may be used in legal proceedings. Encourage staff to refer media questions to the designated contact to ensure consistent and accurate communication.
          • Provide resources for additional help.
      • Provide Food to Foster Community: Cater meals for meetings to create a welcoming environment and encourage open conversation. Sharing food helps bring people together, especially during challenging times when basic needs like eating can be overlooked. Providing food offers an opportunity to connect and support one another.

 

    • Emergency Leave Policies: Provide guidelines for staff impacted by fires.

 

    • Professional Development: Provide training in trauma-informed teaching and disaster recovery to support educators in addressing the emotional and academic needs of students affected by the disaster. These skills will equip staff to foster resilience, create safe learning environments, and guide recovery efforts effectively.
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Support Families

Your school community is heartbroken and scared. Regular updates from you, even when there’s no new information, can bring comfort and peace of mind during this difficult time.

 

  • Provide Updates: In times of uncertainty and fear, updates from the school may help families and staff feel part of a community and more clearly see a future beyond the fires. 
      • Messaging System: Leverage your community message distribution system if you have one (robocalls, texts, etc.) 
      • Social Media: Remember that you can use social media and communication platforms to provide updates to your community. 
        • Example: Achieve held virtual assemblies at 8:00 am for three weeks, creating a sense of normalcy and connection. Families, relatives, and friends from across the country tuned in. (Sample post)
      • Consistency: Post consistent messages across different platforms to avoid confusion and keep everyone connected. 
        • Example: CORE Butte sent messages multiple times weekly with helpful resources and leadership updates. Teachers also contacted their classes via email and phone to check in and offer support.
      • Sample Communication: Tailor these sample letters here and here to make things easier and quicker.

 

 

  • Support Healthy Grieving: Support healthy grieving by organizing events or creating funds to assist affected families. When considering permanent memorials, be mindful of their placement, as they may evoke trauma for some individuals. Focus on creating spaces or initiatives that foster healing and remembrance in a sensitive and inclusive manner.

 

Business Operations

  • Obtain a P.O. Box: Secure a P.O. Box for your school as soon as possible to ensure you can receive mail reliably. These can sell out quickly, and without one, important correspondence could be delayed or lost.

 

  • Save Receipts: Keep all receipts for audit and reimbursement purposes. These may be required by your auditor or to claim reimbursement. Ensure you track all purchases made to support recovery efforts, such as a Zoom license, new computer, phone, or car expenses. Staying organized will save time and prevent last-minute searches later.
      • Real-Life Experience:  “Our auditor was asking for receipts and we were like, “Let me go check under the seat of my car…” 

 

  • Coordinate with Other Schools for Resources: Connect with nearby schools or LEAs unaffected by the wildfire to access their resources. Arrange to use their space for essential tasks like making copies, scanning documents, and holding staff meetings.

 

  • Payroll Continuity: Ensure staff are paid during disruptions.

 

  • Update Vendors and Partners: 
      • Inform vendors and partners of your new P.O. Box. 
      • Confirm they have your updated address and check for any missed bills or invoices.
      • Update billing and purchase order details to prevent disruptions.

 

  • Stay Alert for Scams: Be cautious of fraudsters offering fake repair services or making false claims. Verify credentials and thoroughly review contracts before making commitments.

Insurance Claims  

  • Contact Your Insurance Company Immediately
      • Start ASAP: Report the loss to your insurance provider as soon as possible to start the claims process.
      • Provide Details: Be prepared to provide essential details, including your policy number, the date and time of the fire, and a basic description of the damage.
      • Document Claim: Request a claim number and the contact information of the claims adjuster assigned to your case.

 

  • Understand Your Coverage Limits and Deductibles
      • Review Policy: Review the details of your insurance policy, including coverage limits, deductibles, and any exclusions.
      • Get Clarity on Coverage: Clarify which types of losses are covered, such as structural damage, personal property, and additional living expenses.

 

  • Keep Records and Document the Damage
      • Keep a Log: Document all conversations with your insurance company, contractors, and other relevant parties. Include dates, times, and summaries of discussions to avoid misunderstandings.
      • Take Photographs: Take photographs or videos of the damage before beginning cleanup (if it is safe to do so).
      • Create a Detailed Inventory: Create a detailed list of all damaged property, including furniture, appliances, electronics, clothing, and personal items. Have staff compile comprehensive lists of items in classrooms, offices, the library, and curriculum materials before the fire. Use a spreadsheet or worksheet with separate tabs for each staff member and location to ensure everything is documented thoroughly.
      • Receipts: Save receipts for any emergency repairs or temporary accommodations, such as hotel stays or meals.

 

  • Prepare for the Insurance Adjuster’s Visit
      • Organize Documents: Be ready for the adjuster’s inspection by organizing your records, photos, and a list of damaged items.
      • Special Items: Highlight sentimental items (e.g., family heirlooms) separately to emphasize their importance during the claim process

Financial Management

  • Request Attendance Allowance: To help schools avoid funding losses due to wildfire-related closures, the California Department of Education (CDE) encourages charter schools, school districts, and county offices of education to submit a Request for Allowance of Attendance Due to Emergency Conditions (Form J-13A). This waiver allows schools to maintain attendance-based funding during emergency closures. For more information and instructions, visit the CDE Form J-13A web page.

 

  • Work with Disaster Recovery Agencies:
      • FEMA: You should qualify for two FEMA grants: Project SERV and Project Restart. These will reimburse you for staff, services, and supplies you need during disaster recovery and to restart your school. 
      • Other Grants: Register with FEMA or local/state disaster assistance programs for potential grants or low-interest loans for uninsured or underinsured losses.
      • Local Disaster Relief Groups: Contact organizations like the Red Cross, Salvation Army, or other local disaster relief groups for immediate assistance.
      • CDE: Contact CDE for assistance and tips.

 

  • Budget Adjustments: Consider strategies for reallocating funds to address immediate needs.

 

  • Launch Fundraising Efforts Start a GoFundMe campaign to support your families and staff. Share key details about your school, including grades served, number of students, demographics, focus, and current situation. You can update the narrative and progress as needed, but acting quickly is essential—your community needs help, and the nation is ready to support you. The sooner you launch, the more funds you can raise.

Mental Health and Emotional Support

  • Access to Counseling: Support students, staff, and families emotionally after a disaster. Include counselors for support if needed. Make a list of resources for families. Here are a couple of resources: 

 

  • Self-Care Resources for Leaders and Staff: Incentivize practices for managing stress and burnout.

Facilities

  • Identify Temporary Space:

    If your school has been destroyed, begin contacting community organizations that might have space to temporarily house your school. Consider locations like churches with Sunday School facilities, which often have flexible, underutilized spaces. Use your Loss of Use insurance to cover lease costs for a space that is “comparable” to your original site. While finding an exact match may be challenging, you can offer compensation to make it worthwhile for an organization to host you. Contact your insurance provider for specific details and guidance on leveraging this coverage.

 

  • Mitigate Further Damage: Take steps to secure the property, such as boarding windows or covering the roof. Act promptly to meet insurance requirements while ensuring safety. Make necessary repairs to secure the property, like sealing windows or preventing looting. Retain receipts for these expenses, as they may be reimbursable.

 

  • Site Assessments: Work with insurance representatives and local authorities to evaluate the damage to your school. The state utilizes a tool called the Facilities Inspection Tool (FIT) for these assessments. Here’s a sample FIT assessment completed by a school to help guide your evaluation process. Ensure all damage is thoroughly documented to support insurance claims and recovery efforts.

 

  • Engage Cleanup and Repair Services: Hire professional fire and smoke damage restoration companies to clean and restore the property. Confirm coverage with your insurance provider before proceeding.

 

  • Evaluate Long-Term Facility Plans: Decide whether to repair, relocate, or rebuild the facility. Consult with stakeholders and consider timelines carefully. 

Legal and Compliance

  • ADA and Accessibility: Ensuring facilities and communications meet accessibility requirements.
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