Honored With Mitel’s Education Partner Of The Year Award

Eastern DataComm is proud to announce that we’ve been named Mitel’s Education Partner of the Year!

Mitel, a global leader in business communications with users in over 100 countries, helps businesses and service providers connect and provide innovative services to their customers. Each year, Mitel recognizes the organizations that are leading the way with their Global Partner Awards.

These awards are given to companies with exceptional understanding of customer needs and unparalleled ability to provide innovative and customized solutions. These are two of the cornerstones of our work at Eastern DataComm. As such, we are truly honored to be recognized on a national level with this prestigious award for the work that we do for our customers in education.

We take a diagnostic and consultative approach to school safety that allows our clients to receive customized safety and communications solutions tailored to their unique school and district needs. We recognize that when it comes to school safety, every second counts. Using technology systems and platforms that allow for swift, effective communication saves lives. Mitel has been and continues to be our trusted partner in this endeavour to help improve safety for schools throughout the nation. 

This year and every year, Eastern DataComm is committed to providing effective technology and communication solutions that keep schools as safe as possible. In addition to unparalleled on-premises phone solutions like Mitel phone systems, our team diligently examines the ever-evolving safety and communication needs of our customers in education. Not only do we partner with best-in-class industry giants, but we also develop innovations for the needs we see presented by our customers. LENS+OPTICS, our lockdown and emergency notification system, plus continuous monitoring service, is a primary example of the technology we outfit schools with to better safeguard their campuses.

We will continue to carry out our mission of developing and spreading technology that keeps our communities connected and protected – a commitment shared by Mitel. We are excited to continue our partnership with this cutting-edge, industry-leading company and look forward to making schools across the nation safer. 

To learn more about ways the right-fit phone system can better protect your campus or to schedule your complimentary School Safety Consultation, contact us here.

How Communication and Automation Improve School and Office Safety

school safety

Tragedies involving violence at our schools and places of work have made safety a top-of-mind issue across the country. Many states, counties and municipalities have passed or are considering legislation that mandates increased security measures and greater cooperation between schools, law enforcement and the community at large. Public- and private-sector organizations are dedicating budget dollars to security technologies and training programs designed to enhance school safety.

Traditionally, schools and larger office spaces have focused on perimeter security such as video surveillance and access controls to prevent intruders from entering their facilities. While these tools are beneficial, experts agree that crisis planning and staff training in lockdown procedures play a more critical role in safety. Lockdown drills are recommended best practices that enable schools and offices to test security protocols and give staff an opportunity to practice procedures. With proper training, human beings can assess situations, make quick decisions and communicate vital information that saves lives.

But the human element can also be a weak link in security. Training and drills can at best simulate an emergency. In an actual crisis it’s difficult to predict how human beings will react.

School Safety Case Study

Delaware Valley Regional High School District recognized this weakness and sought an automated emergency notification solution that could be activated from virtually anywhere on campus. The district asked Eastern DataComm to implement our Lockdown and Emergency Notification System (LENS), which promptly notifies teachers, students and staff of an emergency situation and to immediately initiate lockdown procedures.

Old and Outdated Paging System

Delaware Valley had a 30-year-old PBX and a poorly functioning PA system that had been extended over time. The project involved implementing a ShoreTel Unified Communications system, revamping the PA system and integrating both with the L.E.N.S. Entering a code on any ShoreTel phone triggers an automated system that calls 911, alerts administrative staff and causes a series of prerecorded announcements to be played over the PA system.

Adding Strobe Lights and Display Messages

Because audible announcements cannot always be heard, the system also activates strobe lights, and the district is planning to add digital signage that will display emergency messages. Wireless transmitters using the same FM bands as first responders extend the system to outdoor facilities, parking lots and other areas where wiring is cost-prohibitive.

Launch Emergency Procedures From a Mobile App

The emergency procedures can also be initiated via a mobile app installed on smartphones. This enables administrators to utilize the L.E.N.S. remotely, and allows teachers to summons help in the event of an emergency on a sports field or other outdoor location.

In adopting LENS by Eastern DataComm, Delaware Valley has been able to meet best practices set by the New Jersey State Police for rapid response in a crisis. The New Jersey School Security Task Force, among other authorities, have prioritized the implementation of emergency communications systems as a means of improving school safety. The automation enabled by the LENS speeds response times and reduces confusion, panic and misinformation by ensuring that information is disseminated swiftly and clearly.

No school or office wants to be the site of the next tragedy. Let us show you how the LENS can help you enhance safety through automated emergency response and notifications. Contact us today to discuss your emergency notification needs.

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.

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.

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.

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.

Although designed especially for school safety, LENS can help any organization increase safety through integrated communication and automation features. Contact Eastern DataComm for a demonstration of this unique solution.

How to Keep a School Site Secure

Providing a safe learning environment through ‘smart’ on-campus security is one of the most important responsibilities for schools across America.

Over the past few years, school security has been prioritized with greater investment of time and resources in safety measures. It’s a school’s direct responsibility to implement solutions that consider the various nuances of a school’s environment. From implementation of best-practice protocols and training, through to preventative technologies and systems to heighten the on-campus security and capabilities in times of an emergency – schools are capitalizing on more sophisticated ways to keep schools’ sites more secure.

Here are some of the most effective strategies and methods that your school can implement to advance its school site security.

Safety Prevention

The physical safety of students is the primary concern for all education providers in America. Therefore, the first and most important step to upholding school security is adopting a School Emergency Operations plan. This allows you to implement a security infrastructure that provides protection, enables students to attend school with peace of mind, and fosters an enhanced learning environment.

All schools must have an emergency plan in place to outline necessary protocols and ensure student safety in an emergency. When reviewing your emergency plan, it’s important to outline all protocols in a systematic and logical manner. Involving a multitude of stakeholders during the planning process is also beneficial to ensure no procedures are overlooked.

Another key prevention method is creating a positive and supportive environment in which students help one another, discourage violence or bullying, in turn helping promote a safer school environment. Combining a strategy that facilitates security protocols and student-based support has proven the most effective way to foster a supportive and safe learning experience.

Safety Monitoring

To help facilitate the long-term well-being of staff and students, it’s necessary to monitor your school regularly. Adopting the most advanced technology into your school security systems allows you to monitor who is entering and leaving the school grounds at any given time. It also enables you to understand the school community and interactions within the space giving credence to addressing issues at their core.

One key technology that schools can incorporate into all security monitoring procedures is video surveillance, providing your school with 24/7 coverage of who is on the premises and their movements. Having the ability to monitor your school site at any given time allows you to reduce external threats and offers greater perspective in an emergency. The addition of cloud-based solutions can enhance security controls and allow a deeper understanding of how your school operates. When an emergency does arise, features such as motion sensors allow you to find footage of specific regions and can receive vital information to act quickly against any threat towards student safety.

Safety Warnings

A coherent school emergency operations plan ensures that both staff and students have a thorough understanding of protocols associated with an emergency event. However, a plan of action is not enough. Efficient communication is a vital factor in your ability to react to an emergency or threat. Alerting emergency systems facilitates the communication of essential information and enables you to inform staff and students of the important updates during an emergency.

The LENS solution can address communication needs and provide reassurance in the event of a lockdown or emergency. LENS is an emergency notification system that fully automates communication processes during an emergency. LENS promptly notifies proper authorities and everyone in the school grounds of the emergency. This integrated technology solution greatly improves your school’s ability to respond to a threat or an emergency; helping to protect staff and students 24/7.

It’s vital to ensure your school site is safe and secure to protect your students and teachers. By implementing the right processes and procedures, your school can facilitate a positive learning space for students. This will ensure that staff and students have the right knowledge and awareness to handle situations as they arise.

For more information regarding emergency notification solutions like LENS and video surveillance, contact Eastern DataComm for a consultation to adopt the most appropriate solutions to protect your school.

What Teachers need to do in an emergency lockdown

Your worst nightmare is here. You’ve heard an alarm, there is an intruder in your school. Do you know what to do in a school emergency lockdown?

An emergency lockdown is used when a threat or incident occurs on the school premises. When a lockdown takes place, teachers must act quickly, and undertake tried and tested procedures and precautions to ensure a safe school environment for students.

5 Ways to Improve Schools Safety

School safety is an ongoing and complicated issue for many schools in the US, whether you’re an educator, administrator, student or visitor, a school environment must always be safe, and schools must do everything in their power to prevent intruders and other potential dangers. It’s a school’s responsibility to build a positive and safe climate that supports learning and protects students and employees from danger whilst on the premises. It’s a reasonable requirement for students and educators to feel comfortable and safe when in a classroom. Here are 5 strategies to help your school provide a safer environment.

1.Practice Emergency Plans

Schools should make safety a priority and conduct monthly safety drills to assess protocols, educate students and ensure facilities are secure. By regularly practicing emergency drills including lockdowns, evacuations and emergency communication protocols, students can become familiar with the drills and act quickly during a dangerous encounter. When practice drills experience issues, it offers schools the opportunity to develop and update emergency plans and procedures to deliver a safer environment for both students and educators.

2.Monitor School Visitors

 Visitors entering the school must report to the main office, sign in and wear a visitors’ badge. Schools can then inform administrators and educators to report strangers and intruders when they’re not wearing a name badge. By monitoring school visitors, it allows your school to be proactive in its approach to increase safety.

3.Create A Supportive Environment

Creating a safe and supportive school environment delivers school-wide behavioral expectations and enhances a nurturing school climate. One of the most effective methods to deter drugs, bullying and violence is to create a supportive environment where students will feel less inclined to engage in problematic behaviors. Students who genuinely care and respect each other are more likely to contribute towards a safer school environment. When faculty create an environment that incentivizes students to support each other, it creates an ecosystem that prevents violent acts from occurring at school, creating a positive social culture and increase academic results.

4.Involve School Counsellors

To improve the safety of your school, you can equip counsellors with programs that aim to reduce aggression and dysfunctional behavior. When students are provided with the right information and activities to learn self-control, emotional awareness, social skills and problem-solve without verbal or non-verbal abuse, it can immediately create a safer school environment. Counsellors are an important service that schools should utilize to help students and provide the right resources and materials to overcome behavior issues.

5.Leverage Partnerships

Schools can use information from students, educators, employees, parents, and caregivers to analyze their opinions of school culture and climate. This information can be used to work towards a safer school and develop improvement plans. Schools can further leverage partnerships with the community to enhance safety measures for students beyond the school property, including Neighborhood Watch programs and the Police. Taking these extra measures can help your school create a supportive environment where students feel safe and connected.

Administrators can simply reinforce school safety practices and procedures, however, to improve school safety, students and educators must work together to develop a strong supportive environment and correctly implement emergency safety plans. It’s not easy to encourage students to follow through with visiting a counsellor or immediately conjuring a supporting climate, it takes time and ongoing effort. Schools can work towards these outcomes and improve safety by reinforcing existing safety measures while implementing new safety measures, monitoring school visitors, and leveraging new community partnerships.

Paying for Technology—4 Ways Schools Can Upgrade on a Tight Budget

Security On A Budget

We work with a lot of school districts and one challenge that almost always comes up is how can the school afford a technology upgrade? Unfortunately many of these purchases are rather expensive: upgrading the data network, upgrading and increasing the wireless network, replacing a legacy business phone system, etc. To make matters worse, schools and libraries are expected to be current with their technology but are usually not given the budget or the resources to do so. They have Wall Street needs on a Main Street budget.

However, there are ways that schools and libraries can close the budget gap with a little effort and creativity. Here are a few ways to do so:

State Contracts

Putting purchases out to bid or issuing RFP’s (Request for Proposals) may seem like a good way to get the cheapest price—and it usually is—but it won’t provide the best value. It’s important to understand that the cost of technology doesn’t end with the initial purchase but extends throughout the life of the system. I’ve seen many unsuspecting schools go with the lowest bidder only to find they achieved the cheapest price but did not purchase the best solution. In the long run, they ended up paying much more which ate in to future budgets for future needs.

State Contracts allow schools to focus on buying the best solution which meets all their current and future needs and can provide the lowest TCO (Total Cost of Ownership) throughout the life of the system. Additionally, state contract pricing is pre-negotiated and often very competitive to ensure a more budget friendly upfront cost. In New Jersey, in addition to state contracts, schools have the ability to purchase off of a variety of recognized state and national purchasing agreements to help make the purchasing process even easier and less costly to the school such as WSCA and PEPPM.

Grants

There are numerous grants out there with plenty of money to pay for technology upgrades but it does take time and effort to find the right ones. It’s important to understand that a grant won’t be written to pay for a specific technology per se but will provide money for a solution. For example, there’s probably not a grant for purchasing security cameras but there are grants for schools to improve safety and security for the faculty and students. Since security cameras can improve safety, the money can be used for that.

One piece of advice would be to consider paying a professional grant writer for this service. There are professionals who are well-versed in available grants for schools and know how to write the request for the money in such a way as to give the school the greatest chance of being awarded the funds. The cost of hiring the grant writer is usually a fraction of the money that becomes available if they’re successfully awarded the grant. If a school district has never worked with a grant writer before, Eastern DataComm would be happy to recommend one with experience in education.

Equipment for Services (EFS)

One thing all schools must pay for is his phone and internet service from a carrier such as Verizon, Comcast, Optimum Lightpath, or Windstream to name a few. Shopping around when your contract expires with one of them can help free up some budget money. Even better, there are programs that can provide money for technology upgrades. One of the larger carriers has such a program called EFS, or Equipment for Services.

How the program works is the more services you purchase and the longer the contract you sign, the more money becomes available to use for purchasing technology—almost any technology. Over this past year alone we had a number of schools that had most (and in one case, ALL) of their technology purchase paid for by this program. And in all of those cases, this carrier gave the school the best deal on the monthly cost for their phone lines and internet! It’s amazing how so few school districts are aware of this program or take advantage of it.

Work with a Solution Provider, not a Reseller

What does this mean? Well, a reseller is only looking to sell you a piece of hardware or software. Most technology manufacturers don’t sell directly but rather use independent companies, or partners to sell their products. If you ask a reseller for a business phone system, they’ll gladly sell you a phone system and that’s the extent of it. However, if you work with a solution provider like Eastern DataComm, we will seek to understand your current situation, what challenges you are facing, what long-term goals you are trying to achieve, and look to provide you with the best possible solution. The solution provider can look at the big picture and offer insight on best practices and ways to possibly save money over time.

For example, we worked with Fort Lee Schools, a rather large school district that was paying for dozens and dozens of Centrex lines that were costing them close to $40 per line—many of which weren’t even being used! As a solution provider, we worked on their behalf to help them eliminate those lines, replace them with a few PRI’s, and restructured their auto-attendant and call routing plan which improved communications throughout the district and reduced their monthly carrier bills by over $4000 a month! They also took advantage of the EFS program which gave them an additional $100K towards their new VoIP phone system.

Conclusion

Technology purchases are often expensive and most schools don’t have a large budget to pay for them. As you can see, however, there are many ways to still make it happen. And this is not an exhaustive list. There’s E-Rate (although that has changed recently—helps with wireless projects but not data networks, phone systems, etc.), leasing options, and others. The big takeaway is if you feel new technology is needed for your district and you have the will to make it happen, there will always be a way.

How has your district creatively found ways to pay for technology?

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