Safety by Design: How Independent Schools Create Protocols That Strengthen Rather Than Strain Their Culture

The notification arrives in your inbox: new state safety requirements that need immediate implementation. Your first thought isn't about compliance timelines—it's about how these changes will feel to the families who specifically chose your school for its welcoming, nurturing environment.

Independent school leaders across the country are grappling with a fundamental challenge: how do you implement comprehensive safety measures without losing what makes your school special?

During our recent Connected Schools webinar, "Beyond Compliance: Crafting Safety Protocols That Preserve School Culture," three school leaders from vastly different environments shared their insights. We heard from a large all-girls day school in Nashville, a small Montessori serving infants through sixth grade in North Carolina, and a boys' school in Baltimore led by a former police officer. Their approaches demonstrate that schools can embrace robust safety measures while preserving their unique culture, regardless of size or structure.

Starting With What Makes Your School Unique

The most successful safety implementations begin not with generic protocols, but with a deep understanding of your school's identity. Molly Ramsey, Director of Information Services at Harpeth Hall School in Nashville, has discovered that even small details make a significant difference.

"From graphics that we display, words that we use, making sure we're encompassing things as simple as our school colors or those consistent themes," Molly explained. "When they see a safety poster on the wall, it looks like Harpeth Hall. It looks like something that we have developed ourselves because we have."

This approach transforms safety measures from external impositions into natural extensions of your school's character. Rather than accepting off-the-shelf solutions that feel institutional, successful schools invest time in customizing their approach to reflect their values and community.

The result creates confidence throughout the school community.

As Molly noted, "Taking that really individual specific approach has created a sense of, 'OK, the school knows what they're talking about and they're developing processes that fit and that belong here that may work at other schools but may not.'"

Building Trust Through Inclusive Decision-Making

One of the most striking insights from our panel was the importance of including diverse voices in safety planning—especially those who express concerns or resistance. This inclusive approach strengthens both the safety protocols and the school community.

Robbie Wright, Director of Safety and Security at Gilman School in Baltimore and a former police officer, emphasizes stakeholder involvement:

‍ "Whenever we are looking at policies, I always try to include the stakeholders on our campus, whether that might be from the head of school to the division heads down to athletics... what are the best ways that we can keep our students here safe, our communities here safe, while still accomplishing your individual missions and keeping the culture of the school involved as well."

This collaborative approach extends beyond internal stakeholders to neighboring communities. Robbie shared a compelling example of working with a nearby public school to address security concerns about a shared fence line: "I actually went over to the public school. I sat down with their administration for about 90 minutes to 2 hours and we discussed, hey, what are our shared goals? What are our concerns?"

The result was a solution that met both schools' safety needs while preserving community relationships—demonstrating that thoughtful dialogue can resolve even contentious security decisions.

The Power of Transparent Communication

Successful safety implementation requires ongoing communication that builds understanding rather than anxiety. Moriah Petersen Griffin, Director of Development from the Montessori School of Durham, who serves on their crisis response committee, emphasizes the importance of including teachers from different levels in safety planning:‍

"We have several different levels and so we try to have a representative from each level... They are the ones who are in the classroom with the students... and need to know, or have those resources during an emergency event."

Molly reinforces this transparency approach with faculty training: "What we have tried to do is really be as transparent as we can... So for instance, if there is an emergency on campus where our faculty will get an alert on their phone via Ruvna, they also hear a PA announcement, they also see a graphic on their projector and that messaging is unified, it's the same message."

This comprehensive communication strategy eliminates confusion during critical moments. "Actually showing them this is exactly what you will see and showing them every scenario, this is what you see, this is what you hear," Molly explained. "So just being able to bring that temperature down a bit so they're not surprised."

Integration That Supports Rather Than Complicates

The schools making the most progress use technology to support their culture rather than replace human connections. Robbie observed this transformation at Gilman: "I think many members of our community, faculty, staff, students, and families have felt like they're receiving more communications from the school, especially when we've used it consistently."

The key is selecting platforms that integrate seamlessly with daily operations. Molly described their approach: "The integration between Ruvna and our student information system, Ruvna and our PA system, our projector system, really trying to integrate... Not only does it make the experience more seamless for our community from the back end as a user who may have to initiate some of these things, it just makes the process so much more simple."

Mariah highlighted the practical benefits during actual drills: "Being able to see which students were absent, be able to account for every single person on our campus... has been a huge game changer for us. We didn't necessarily do something like that before... just being able to really have that report, look at it, you know, month after month and say, what happened this day? What do we need to change?"

Creating Confidence Through Preparation

The ultimate goal isn't perfect safety—it's building confidence that comes from thoughtful preparation and strong community relationships. Robbie emphasizes how training empowers staff:

"Getting the faculty and staff to see how that system works and how they can use it themselves... makes people feel more involved in our procedures... I am part of the solution."

This empowerment creates a positive cycle where staff confidence translates into community trust. When technology supports rather than complicates daily routines, team members become advocates rather than reluctant participants.

Practical Steps for Moving Forward

The experiences shared by our panelists suggest several concrete strategies for schools beginning or refining their approach:

Start with your values. Before evaluating vendors or writing policies, identify what makes your school special and how safety measures can support rather than undermine these qualities.

Build diverse teams. Include voices from different constituencies, especially those who may have concerns. Their perspectives will strengthen your final approach.

Invest in integration. Choose systems that work together and support daily operations, not just emergency situations. When staff use platforms regularly, they become second nature during critical moments.

Embrace continuous improvement. View safety planning as an ongoing conversation rather than a one-time project. Regular feedback and adjustment create stronger systems over time.

Focus on relationships. The most effective safety measures build on the community connections that already exist within your school.

Moving Beyond Compliance to Community

The schools successfully balancing safety and culture share a common understanding: the goal isn't simply meeting compliance requirements—it's creating systems that strengthen the community bonds families specifically chose when they selected an independent school.

As our panelists demonstrated, this balance is achievable when schools approach safety planning as an extension of their educational mission rather than a distraction from it. By honoring your school's unique character while implementing comprehensive safety measures, you can create protocols that feel like home rather than institutional impositions.

The question isn't whether your school can maintain its welcoming culture while implementing robust safety measures—it's how quickly you can begin building systems that do both.

Resources From the Webinar: Our panelists shared several valuable resources during the conversation:

• Joffe Emergency Services - Comprehensive safety consulting that helps schools develop customized protocols while preserving their unique culture
• NASRO (National Association of School Resource Officers) - Training organization offering conferences, webinars, and resources for security professionals at educational institutions
• Campus Safety Magazine - Publication providing newsletters and updates on incidents affecting campuses nationwide, valuable for staying current on safety trends and best practices
• The Complete School Emergency Management Buyer's Guide - Ruvna's comprehensive resource for school leaders evaluating safety platforms, covering key features, implementation considerations, and questions to ask vendors

Ready to see how other school leaders are successfully balancing safety and culture? Watch the complete "Beyond Compliance: Crafting Safety Protocols That Preserve School Culture" webinar recording to hear the full conversation and discover additional strategies from experienced administrators who understand the unique challenges facing independent schools.