Critical Pieces of a School Emergency Notification System

Multiple modes of communication is the first critical piece when implementing a school emergency notification system. In an emergency situation, seconds count. Panic and confusion are deadly. Everyone in danger must be alerted as quickly as possible, and advised whether to lockdown, shelter in place or evacuate.

Key Components of a School Emergency Notification System

A fully functional emergency notification system consists of multiple interconnected components designed to disseminate alerts quickly and efficiently. Schools must implement multiple communication channels to ensure that everyone—students, staff, visitors, and emergency responders—receives timely and accurate alerts.

Essential Elements of an Effective System:

• Visual Alerts – Digital signage, LED beacons, and desktop notifications that provide clear, immediate warnings in classrooms, hallways, and outdoor spaces.
• Audible Alerts – PA systems, pre-recorded announcements, and sirens that ensure messages are heard across campus, even in noisy environments.
• Text and Mobile Alerts – SMS, push notifications, and automated emails that reach staff, parents, and emergency responders instantly.
• Integration with Access Control – Systems that lock doors automatically, alert security teams, and restrict access to unauthorized individuals.
• Emergency Response Coordination – Direct integration with local police, fire departments, and first responders, ensuring real-time situational awareness.

Having multiple layers of communication prevents reliance on a single notification method that could fail due to technical issues, power outages, or network disruptions.

Study Shows Importance of Multiple Modes of Communication

That’s one of the takeaways from the New Jersey School Security Task Force Report and Recommendations, published in July 2015. The two years study into school security found the importance of rapid and clear communication in emergency response.  Critical information should be distributed “without delay in an understandable format,” ideally using multiple modes of communication.

Many Schools Are Not Prepared For Emergency Situations

Unfortunately, many schools are ill-equipped for active shooter situations, school lockdowns and emergency messages via mass notification. For example, announcements made over a PA system may not be heard in noisy areas, playgrounds, parking lots, sports fields or outdoor areas. Visitors to a public school building may be unaware of an emergency. As a result, emergency notification systems need both visual clues and audible alerts to ensure that staff members, students and visitors are alerted.

The Role of Mass Notification Systems in School Safety

Mass notification systems for schools are designed to deliver emergency messages quickly across various platforms, ensuring no one is left uninformed during a crisis.

Why Mass Notification Systems Are Essential

• Faster Emergency Response – Automated alerts reduce delays caused by manual notifications, allowing for immediate action.
• Multi-Location Alerts – Schools often have multiple buildings, outdoor areas, and off-campus facilities that require different notification strategies. A mass notification system ensures the right message reaches the right location.
• Customizable Messaging – Different emergencies require specific instructions (e.g., lockdown, shelter-in-place, or evacuation), preventing panic and confusion.
• Redundant Communication Paths – Ensures that if one communication method fails, others remain operational, safeguarding continuity in crisis situations.

By implementing a robust mass notification system, schools can enhance safety in schools by ensuring consistent, reliable, and wide-reaching emergency communication.

School Emergency Notification System Case Study

This approach to emergency communications is especially important for individuals with disabilities. That’s why St. Joseph’s School for the Blind selected the Lockdown and Emergency Notification System (LENS) from Eastern DataComm. Because of visual impairments and multiple disabilities, St. John's students needed clear warnings as quickly as possible if an emergency were to occur.

Lockdown and Emergency Notification System by Eastern DataComm

LENS uses a proprietary controller integrated with the school’s PA system, strobe lights, wireless speakers and digital signage. Activate the system by dialing a code on any phone or pressing a lockdown button placed in key areas throughout the building. The emergency notifications spread throughout the campus in seconds. School administrators and first responders (local police, 911 and the Chief of Police) are also contacted simultaneously and automatically.

The Importance of Access Control in Emergency Situations

An emergency notification system for schools should integrate with access control to improve security response and protect students and staff.

How Access Control Enhances School Emergency Response

• Automated Door Locking – During a lockdown or emergency, the system can automatically lock all doors, preventing intruders from moving through the building.
• Real-Time Entry Monitoring – Schools can track who enters and exits in real-time, ensuring unauthorized individuals cannot access restricted areas.
• Immediate Notification to Security Personnel – If an access breach occurs, alerts are sent instantly to security teams, allowing them to respond before threats escalate.
• Visitor Management Integration – Ensures that temporary visitors, contractors, and delivery personnel are included in emergency communications, preventing gaps in security.
• Remote Access Control – Administrators can lock or unlock doors from a centralized dashboard, improving response time in rapidly evolving emergencies.

Integrating access control for schools with mass notification systems allows schools to respond to threats dynamically, reducing risks and ensuring swift security actions.

Hearing Audible Alerts

Hearing audible alerts throughout campus was of particular importance to St. Joseph’s. Eastern DataComm replaced the school’s aging PA system with a modern, less expensive solution. Additional speakers were installed to ensure there were no “dead spots” where announcements could not be heard. In addition, since the ShoreTel IP phone system has built in, handsfree intercom capabilities, the new paging only needed to make overhead announcements.

A key component of  LENS is Eastern DataComm’s expertise. The Eastern DataComm team analyzed the school’s facilities, designed the system and developed a detailed project plan. The ShoreTel phone system and other major components were installed and tested over winter break to minimize disruption. St. Joseph’s had planned to leave its old phone system online in case of problems, but the cutover went without a hitch. As a result, the Paramus School  in Paramus, NJ now has a flexible, highly reliable phone system with advanced features and crisp audio.

Emergency Notification System Compliance & Best Practices

Schools must follow specific safety and security guidelines to ensure their emergency notification systems are effective, reliable, and legally compliant.

Best Practices for School Emergency Notification Compliance

• State & Local Safety Standards – Many school districts require compliance with state-specific safety guidelines for mass notification systems. Schools should review district safety policies and ensure their system meets emergency communication mandates.
• Regular System Testing & Drills – Schools should conduct monthly system tests and biannual emergency drills to confirm that alerts are reaching all intended recipients.
• Data Privacy & Security Compliance – Schools must ensure that contact information used for emergency alerts is stored securely and follows data protection laws.
• Accessible Notifications for All Students & Staff – Schools must ensure that alerts accommodate individuals with disabilities, including visual and hearing impairments, by using both audio and visual alert methods.
• Failover & Backup Systems – Redundant notification methods must be in place so that messages still go out if a primary system fails due to power outages or network issues.

By following these best practices, schools can ensure their emergency notification system is reliable, compliant, and effective in protecting everyone on campus.

Strengthening School Safety with the Right Security Partner

Creating a safe learning environment requires integrated technology, strategic planning, and expert support.

At Eastern DataComm, we provide:

• Custom Emergency Notification Systems – Ensuring instant, multi-channel communication.
• Access Control for Schools – Enhancing security by automating lockdowns and restricting access.
• Mass Notification Systems for Schools – Seamlessly integrated with PA systems, digital signage, and mobile alerts.
• VoIP & Paging Solutions – Ensuring clear, school-wide communication during emergencies.

Although designed especially for school safety, LENS can help any organization increase safety through integrated communication and automation features.

Take proactive steps to improve safety and security in schools. Contact Eastern DataComm for a demonstration of this unique solution.