Five communication practices to help schools minimize liability

For school districts, clear, efficient communication can be the difference between containing and unleashing costly claims. Without it, incidents and their consequences can easily escalate. But by understanding the pitfalls and putting best practices in place, school district administrators can take a big step toward minimizing impact.

Communication comes into play in several scenarios. First, staff need to respond right away. Say a school counselor decides to handle a conflict between two students independently instead of reporting it right away. By not looping in administrators, the claim goes unreported—and the issue could not only linger and persist, but escalate. If a student is injured during the delay, the consequences could be far more severe than they were originally.

Second, staff must communicate with the right people. Imagine a student gets a concussion during lacrosse practice, and the athletic director informs a receptionist or teacher instead of the business manager or principal. This slows the resolution process and runs the risk that reporting is either delayed or falls through the cracks. In addition, reporting to the wrong person could result in missing a key step—like notifying the student’s parents—that would otherwise have been taken. This, too, could rachet up risk for the school.

Finally, school staff need accurate resources to communicate successfully. If contact information on the school website is out of date, communication can stall. Delays can also result when there are limited channels for communication, such as reporting to a department-level contact instead of direct access to administration teams.

How can schools foster a culture where all incidents are reported, regardless of perceived severity, according to protocol? That’s where best practices come in.

To prevent and reduce the severity of potential liability claims, school districts should adopt the following practices:

These policies should address expected exposures within the educational environment including issues such as sexual misconduct, bullying, harassment, active shooter threats, and discrimination.

Incorporate clear instructions on prompt communication of incidents and threats to parents or guardians of affected students as well as parents or guardians of the accused. Prioritize a positive approach that focuses on the welfare of students and their families.

Provide effective training to emphasize the importance of adhering to proper reporting practices and procedures. Foster a school culture that promotes reporting through initiatives like “See something, say something.”

Make sure tip lines, electronic reporting systems, and contact information for school administrators are prominently displayed on the main page of the school’s website.

Make it easy for staff to record incident details with completeness and accuracy from the outset of the claims process. This also helps ensure that the appropriate staff members are involved.  

By prioritizing effective communication, schools can prevent and reduce the severity of potential incidents, safeguarding the welfare of their students and staff. Comprehensive policies, clear communication protocols, adherence to established procedures, and accessible reporting channels can all contribute to creating a safe and responsible learning environment.

Explore these resources for more strategies that can enhance school safety and minimize risk for schools:

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