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Are you prepared? 5 steps to make your facility safer and more secure

August 30, 2017

(Click here to download a PDF of this webpage)

Organizational leaders should work to strike a balance: to offer a warm and welcoming facility, while at the same time ensuring that their members, students, staffs, clients and building are safe and secure. Leaders concerned with everybody’s safety and security should prepare to deal with emergencies, because “on the fly” reflexes might not be as effective as a pre-determined and rehearsed plan. While your “to-do” list at the beginning of the academic and program year is long, consider these tips to help you prepare for emergencies and ensure you can protect your constituencies.

1.  Control access to your facility

No unauthorized person should be allowed to enter your facility. Every person entering your facility should be screened by security (or other) staff.

  • Limit entrances and exits. Limit access to your facility to monitored entrances.
  • Don’t slow down regular users. Create a system to identify regulars (e.g., staff, members).
  • Screen irregular visitors. g., people with appointments, contractors, etc. See more at Sample Building Access Policies & Procedures.
  • Divide your building into sectors. Should people authorized to use one part of the building be able to wander into another? If you have an access control system, take advantage of its capabilities to allow specific access. Alternatively, use color-coded badges, wristbands or ID cards as a low-tech solution.

2. Plan your emergency response

Stuff happens. Emergencies are not events that you can handle on the fly. Consider having plans, procedures and designated teams empowered to make decisions during emergencies, and trained and prepared to respond to events.

  • Develop and train an emergency response team. Designate someone to be in charge during an emergency and someone else as backup. Build a support team. Have the team work together on your response plans.
  • Build a relationship with your local police.Work with your local police throughout the year and give them the opportunity to get to know your programs, your rhythms, your people and your building. Ask them for suggestions as to how to make your people safer.
  • Know what to do if you receive a threat. Get some ideas about preparing for phone, email or social media threats and evacuations and sheltering at: https://jcrcny2022.wpengine.com/2017/02/to-evacuate-or-not-to-evacuate-that-is-the-question/.
  • Have an “active shooter” Do the people in your facility know what to do if a person with a gun or sharp-edged weapon shows up? Find more information at: www.jcrcny.org/activeshooter.
  • Be ready to tell people what’s happening. Don’t let your stakeholders learn about an emergency at your facility from the media. Be prepared to communicate. Have some pre-written messages: be first; be right; be credible. Consider options including hardware and web-based emergency notification systems that will simultaneously email, text and phone pre-prepared lists, dedicated social media groups or free apps such as WhatsApp or GroupMe that will send texts (including a link to your website with more info and updates). Now is the time to collect the cell numbers of your stakeholders.
  • Involve your board in the security and preparedness process.

3. Develop a routine

Security, done well, must be done daily and involve everybody.

  • Create a culture of security. Everyone should feel responsible to report suspicious activity. “If you see something, say something” should be part of your culture of security.
  • Be aware of hostile surveillance. If you see something, say something. If it is not an emergency, call the NYPD at (888) NYC-SAFE, outside NYC (866) SAFE-NYS. For more information download Indicators of Terrorist Activity from the NYPD, Guide to Detecting Surveillance of Jewish Institutions from the ADL at adl.org/security and Security Awarenessby Paul DeMatties at Global Security Risk Management,  LLC.
  • Schedule regular walkarounds. Designate an employee to complete a “walkaround” of your building and your perimeter on a daily basis, if not more often. They should be looking for suspicious objects, items blocking evacuation routes and anything else that “Just Doesn’t Look Right.”
  • Make sure you’re getting the right information. Sign up for alerts to learn when the local and/or global security threats conditions change. Sources: JCRC-NY Security Alerts at jcrcny.org/security, https://www.nypdshield.org/public/signup.aspx, emergency alerts from Notify NYC or your local emergency management office and have a weather app on your smartphone to warn you about severe weather.
  • Work with your security provider and your staff to write, “post orders”. Your guards should not merely decorate your entrance. They should know what you expect them to do daily and in emergencies.

4. Don’t forget to train

Major leaguers take batting practice before every game. True, they started batting in the Little Leagues, but drills help people to know, instinctively, what to do. Emergencies that turn to chaos become crises. People know what to do during a fire drill, because they have participated in fire drills since grade school.

Use tabletop exercises involving a wide swath of stakeholders to help you to determine policies and procedures. Once you have determined your plans and procedures, schedule evacuation and lockdown drills. And remember … once is not enough.

5. Explore your security hardware options

Your security hardware should support your security procedures. There are federal and New York State grants available for many organizations (see: www.jcrcny.org/securitygrants for more details). Consider obtaining the funding for:

  • Your main and secondary doors should lock securely and be able to withstand an attack by a determined intruder.
  • Do your windows lock securely? Reduce the risk of break-ins, vandalism and even mitigate the extent of injuries from bomb blasts by properly installing security/blast-mitigation film on your current windows or replacing them with windows with those properties built-in.
  • Access control systems. The electronic possibilities are endless: access cards, biometrics, alarms and more. Get professional advice (see JCRC-NY’s guidance on Security vendors), figure out a hardware plan that is expandable and adaptable.
  • Video monitoring. Deploy CCTV systems in various ways. First, as part of a video intercom system to identify people seeking to enter your facility. Second, to monitor secondary entrances (you can add alarms that warn you that a door was opened, alerting someone to check the monitor), and finally, to help to detect hostile surveillance.
 David Pollock and Paul DeMatteis
security@jcrcny.org | August 30, 2017
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To evacuate or not to evacuate? That is the question.

February 01, 2017

With over 150 hoax bomb threats reported, you should have already have a plan. However, the ongoing threats should serve as a reminder to review our ongoing guidance, make use of the resources and implement the recommendations, as appropriate.

Should we be worried? At this time the experts conclude that the series of
incidents referencing threats against schools, Jewish facilities and businesses likely do not represent a credible terrorist threat for two reasons:

  1. terrorists’ rarely provide operational insight into their planning, and
  2. the fact that nearly all hoaxes in the United States are conducted by criminal actors or those instigating a nuisance prank.
From “Bomb Threat Guidance” from US DHS and the FBI. Click on the image to download the brochure.

What are my options? Many security experts question the wisdom of the policy of evacuation. After all, a terrorist could trigger an evacuation of a facility with a simple phone call and then attack the evacuees in multiple ways. On the other hand, someone could place 100 hoax bomb threat calls, but actually plant a bomb on the 101st. (In rebuttal, why make a warning phone call when simply planting the bomb works).

The bottom line is that there is no perfect solution, so all institutions should think about their options and consult with local law enforcement in the absence of the pressure of an actual emergency.

Think about options

Your response should be tailored to the nature of the threat. Don’t expect people to gather information, to analyze the situation and to identify the best option in the wake of a threat. Understand the risk (use the chart to the left) and define actions that can be taken under various circumstances.

Some other ideas:

  • Set up a meeting with your local police to review and discuss your options.
  • There is no perfect solution. This is an issue that should be raised at a security committee or board meeting. Remember, your reputation is at stake and your decision may create liability issues.
  • Identify possible options leading to a sheltered evacuation, i.e., one that minimizes the dangers of an attack on evacuees:
  • Is your parking lot a relatively safe area? Could you evacuate there and stand an appropriate distance from your facility? Is there a sheltered path to an adjoining building? Can the local police establish a perimeter to protect the evacuees?
  • Develop appropriate protective measures based on your facility’s characteristics. For example, some facility managers have identified areas (e.g., a pool or gym) that are not cluttered and therefore, easy to check for bombs. If the architecture of the building is engineered so that the building would not likely collapse on those inside, one option is to evacuate people to these safe (or more accurately, safer) places (HT to Steve Levy of ISA).
  • Communicate, early and often. If you decide not to evacuate, some stakeholders will question your judgement and try to second-guess you. A well-planned sheltered evacuation option is easy to explain and to show that your highest priority is the safety of your stakeholders. Whatever you choose, have pre-written messages ready to go should you become a target.

No one can give you a perfect answer. Identify your options, consult with the best people possible and keep your people safe.

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Hoax threats can be scary, too.

January 09, 2017

Should we be worried? At this time the experts conclude that the series of incidents referencing threats against schools, Jewish facilities and businesses likely do not represent a credible terrorist threat for two reasons:

  1. terrorists’ rarely provide operational insight into their planning, and
  2. the fact that nearly all hoaxes in the United States are conducted by criminal actors or those instigating a nuisance prank.

Due to the common occurrence of bomb threats across the country over the last few years, the experts judge malicious terrorism hoaxes such as bogus emails and phoned-in threats, including robo-calls, will almost certainly continue, diverting resources as they create disturbances and send false alarms. However, don’t become blasé. Someone might take advantage of the hoaxes to accomplish a real attack.

What should we be doing? Consider these incidents to be a teaching moment. How would your organization handle such threats.

  1. Know what you should do. Have a bomb threat plan before an incident happens.  For starters, check out DHS’ Bomb Threat Guidance and Introduction to Bomb Threat Management. Add JCRC-NY’s post, Manhattan bomb threat: lessons learned to your reading list. Now is a good time to review, or to think through your own plans. Our own Emergency Planning: Disaster and Crisis Response Systems for Jewish Organizations has a longer chapter discussing the issue.
  2. Train your phone answerers. Everyone answering the phone (including those who might answer) should be taught how to handle a phone threat with this checklist. Have copies of the bomb threat checklist posted nearby.
  3. You have to communicate.
    • First things first. Call 911. Bring in the cavalry…ASAP. Whether you think the incident is real or a hoax, contact the experts and defer to them. Have a system (with primary and backup callers) that ensures that someone calls 911 immediately. Remember, don’t use a cell phone or walkie-talkie in the area of a suspicious package … you might set it off. Get to your landline.
    • Get the word out. Even if your people know what to do (i.e., you’ve conducted bomb scare drills) you have to let them know that they have to do it. Does your building have a public address system? Do you have cell phone numbers for all of your staff so that you can text them with updates? Can you modify your fire alarm system so that it sounds a distinctive signal for a bomb scare?
    • Let your constituencies know what’s happening. Bomb scares create angst and the possibility of physical danger, but there is the potential for risk to your reputation. No one wants a parent to learn about an incident from the media. Have pre-written messages ready for distribution directly to your constituencies (e.g., by text) stressing the steps you’ve taken and that everyone is safe. Have a point of assembly where worried parents can go for additional information from your best staffers. Work with the police to direct people to the appropriate areas. Do not post specifics on social media.  Click here for resources on crisis communication.
  4. Decisions, decisions. Have someone in charge (and a backup). OK, you receive a threat, now what? Certainly, dial 911, but should you evacuate or not (might someone use a bomb threat in order to trigger an evacuation setting up an active shooter or vehicle ramming?)? In reality there is no perfect answer to this question. Someone has to give the order and there will be no time to waste.
  5. Know where to go. If you decide to evacuate out of an abundance of caution you probably don’t want to stand in the street, especially if the weather is bad. Do you have an agreement with a neighboring institution that allows you to bring people into their facility. By doing so you can keep your people warm and dry and out of harms way.
  6. Keep unused parts of your building locked. It’s good practice to have your staff check your facilities daily, looking for something that “Just Doesn’t Look Right”. As they move through the rooms they should lock the doors. Closets and other storage areas should be kept locked. If you develop such procedures and do receive a bomb threat, the bomb sweep of your building can be accomplished faster.
  7. Consult your leadership about security plans. There will always be Monday morning quarterbacks, but a review of your plans at the Board level should empower those making difficult decisions under duress. As they say, “once is not enough.” Revisit security planning and procedures on a regular basis.

How can we know if the threat is real? The intelligence firm, Stratfor, recently published an article: How to distinguish a bomb threat from a bomb warning. The experts suggest some other possible indicators of a hoax:

  • Most genuine bombers wouldn’t specify the exact timing and target of an attack (since providing that information would jeopardize the success of an event);
  • Most genuine bombers wouldn’t use threats with complex scenarios involving chemical weapons or other advanced capabilities, or cite geographically dispersed targets; and
  • Most genuine bombers wouldn’t use threats involving large numbers of operatives.

Remember, there are no guarantees in security. You will have to weigh the options and make the best decisions possible. If you’ve thought about the options and have made decisions ahead of time, the odds of making the right decision increase dramatically.

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Awareness 101: When it “Just doesn’t look right”

December 23, 2016
Regularly check around your facility for anything that "Just doesn't look right"
Regularly check around your facility for anything that “Just doesn’t look right”. Shown is a car parked in a “No Parking” zone with strange wires.

Experts note that terrorist attacks don’t appear out of thin air. In virtually every situation (and that includes active shooter events) an attacker practices “pre-operational surveillance.” More mundanely, they “case the joint” or just show up to observe, orient themselves to the situation and to decide how they will act during their attack. When suspect behavior is reported (1-888-NYC-SAFE) it can be investigated and an attack can be interrupted.

Determining that it “Just doesn’t look right”

The NYPD Intelligence Bureau just released some excellent guidance. Its primary focus is to help detect suspicious signs along special event routes (e.g., parades) or areas designated for large-scale public gatherings (e.g., demonstrations, celebrations, street fairs, etc.), but can apply to houses of worship, schools, community centers and other gathering points. The following examples of activity, though not fully inclusive, may be of possible concern to law enforcement (Click here for a PDF of the NYPD Indicators of Terrorist Activity guidance):

  • The appearance of a suspicious vehicle (including bicycles with a storage basket; motorcycles; utility storage boxes, etc.) parked near the area designated for the event to take place. Items left for a protracted period of time and disregarded.
  • Actions by an individual that suggest the pre-event videotaping or still photography of the route or location (and surrounding area) for no apparent reason (i.e., no aesthetic value). Sketching of the area e.g., cross streets, access streets into and out of the area.
  • Any request to videotape from a roof or a vacant unit/apartment overlooking the event venue.
  • The sudden appearance of a new street vendor in an area adjacent to the event route, the venue’s access doors, or gathering location.
  • Unclaimed or suspicious packages/objects found along the special event route/location.
  • Individuals sitting or standing at a bus stop and not boarding a bus; Individuals sitting at a particular location (e.g., park bench) at the same time each day for numerous days.
  • The very. recent placement of a garbage can, postal mailbox, newspaper kiosk or other stationary object along the special event route/location.
  • Recent attempts by unknown individuals to gain access to your building’s roof overlooking the parade route/special event location/venue.
  • Inquiries about short-term rental of an apartment or space above your store/business – or in your residential complex — that also happens to offer a view of a parade route or special event location. (Terrorist operatives will often cohabitate to facilitate operational planning.Additionally, they may attempt to position themselves in an area that will ease their surveillance of potential targets.)
  • Large plastic drums being stored inside a building (commercial or residential space).
  • Reports of small fires or smoke conditions being reported from a particular store or apartment.
  • Suspicious inquiries by unknown individuals regarding:
    • The security measures anticipated for the event (e.g., extensive questioning as to
      the searching of backpacks, stopping of vehicles, etc.)
    • The seating of public officials, dignitaries, or other VIPs at an event.
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Armed or unarmed security, what’s best?

December 07, 2016

The answer is, it depends. The question comes up at almost every one of our security training sessions. Honestly, there are both advantages and disadvantages of either option. Guns and Security: the Risks of Arming Security Officers in the December issue of Security Management (a publication of the security industry trade association, ASIS) discusses many of the issues that must be considered.

Each organization must carefully weigh the pluses and minuses themselves, as applied to their building, their constituencies and their culture. Since this decision could possibly affect your brand, your reputation and/or your liability, it is advisable to include your board of directors in the decision. If your organization is leaning towards armed security, we suggest four “best practices”:

  1. Hire any armed security guard on the basis of their experience, training and judgement rather than their weapon. If you hire e.g., an off-duty/retired law enforcement officer, you are hiring much more than their gun.
  2. Deploy armed guards as one element of a multi-layer security plan. If a determined intruder is targeting a specific institution, a solo guard (armed or not) may become the first, unfortunate target without any opportunity to even his/her weapon.
  3. Contract with an outside firm. Given the documented risks associated with armed guards (outlined in the Security Magazine article), consider contracting with an independent vendor and make sure that they are responsible for the supervision of armed guards, all aspects of the armed guard’s ongoing training and compliance with governmental training, licensing and other requirements.
  4. Discuss your decision with your insurer. Whether the armed guard is, or is not, your employee you may have some liability and/or named in any lawsuit. Make sure that your insurer knows about your decision and that your are appropriately and adequately covered. (n.b., Some institutions employ an outside security consultant to manage their employees. A discussion between the security consultant and the insurer may assuage the concerns raised by the insurer).

NYPD does have a Paid Detail Unit which provides officers to perform off-duty, uniformed security work within New York City for approximately $45/hour.  Click here for more information and contact details. Of course, the above recommendations still apply.

Quick tips: What should your guard(s) be doing?
no-potted-plantGuards should not be merely uniformed potted plants adorning your lobby. Rather, they should be an important and active component of your overall security plan.

If you have a single guard, his/her logical priority is access control (see our suggestions on how to develop an access control policy here). At the same time, don’t lose sight of other important functions, including:

  • Vigilance. While they are on duty they can observe what is going on outside your building and monitor CCTV, possibly leading to the early detection of hostile surveillance or imminent hostile acts. See our suggestions for detecting hostile surveillance here.
  • Walk-arounds. Remember the Chelsea bombs? They were hidden in a trash container and a suitcase. If someone planted a device in your garbage can would anyone find it? One best practice is to have your guard tour your facility, inside and out, looking for something that “Just doesn’t look right”.
  • Notifications.Your guard should be given defined protocol and procedures if something “Just doesn’t look right” : who to notify (e.g., senior staff, general alarm), how to act and what else to do.
  • Crisis management. A well trained guard should be able to follow the protocols and procedures defined by you. They should be able to support responses such as bomb threats, evacuations and/or sheltering-in-place.

The security management industry calls instructions for guards, “post orders” which clearly outline the duties, responsibilities, and expectations of security guards. For example, your post orders should clearly set forth your access control policies and define the areas of your property that should be included in a walk-around and their time and frequency (e.g., upon arrival and upon returning from lunch).

 

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School security guards: New FAQ’s.

August 04, 2016

The New York City Department of Citywide Administrative Services (DCAS) held its first meeting with schools yesterday. Applications for the School Security Guard Program are currently being accepted until November 1st for 2016-2017 school year. For questions related to the nonpublic school application process, it is really worth your while to check out the FAQ‘s. If you still have questions, contact Latesha Parks – lmparks@dcas.nyc.gov. We feel that DCAS has been making this process user-friendly.

Eligible schools. To be eligible to participate in the program, a school must meet the following:

  • Must be New York City nonpublic school;
  • Must be nonprofit;
  • Have 300 or more students in any combination of grades Pre-K through twelfth grades only;
  • Have been assigned a Basic Educational Date System (BEDS) code by the New York State Education Department (NYSED).

Eligible security guard companies. DCAS is working to establish a list of qualified security vendors. In order to receive reimbursements, schools will only be able to utilize firms that are on the qualified vendor list.  Once a list is available, DCAS will notify schools of its availability via email or letter.  The list will also be available on the DCAS website. Information about how security guard companies can apply to become qualified vendors can be found in the FAQ’s.

Contracts. One piece of advice. As a school you will contract directly with a qualified security vendor. You should make sure to stipulate in the contract that should the designated City funds become unavailable, that the school has the option to decide whether to continue or terminate the contract.(n.b., the law caps the expenditure at approximately $20 million, so there is a slight possibility that the funding might run out).

There will be up-dates – so check frequently with JCRC-NY and at the DCAS website.

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School security guards: How to register

July 20, 2016

Security Guard Reimbursement for Nonpublic Schools

Local Law 2 of 2016 authorizes the City of New York to reimburse qualifying nonpublic elementary and secondary schools for the cost of certain security guard services. New York City released its Final Adopted Rules for the program. Each nonpublic school with an enrollment of more than 300 will receive a letter directing them to “prequalify” online using the HHS Accelerator. If you need assistance using HHS Accelerator, you can register for training or contact the HHS Accelerator Helpdesk once you have logged into the system.

Do not delay. After completing the HHS Accelerator you will be contacted about signing a Memorandum of Understanding (MOU). A qualified nonpublic school will not be eligible to apply for reimbursement for any security services until an MOU has been signed by the school and registered with the Comptroller. Only expenses incurred after the signing of the MOU will be reimburseable.

If you are currently using a security guard provider they will have to register with the city in order to be an approved company. Click to the Frequently Asked Questions for more information.

 Training: AcceleratorAssist

To sign up for training, select a date below based on the status of your organization’s account with HHS Accelerator. Registration is required to attend trainings.

If you can’t make a training, you can watch a video or read a guide. Or if you would like individualized assistance, contact us.

Upcoming Trainings

Getting Prequalified in HHS Accelerator (webinar)
This session is designed for organizations that are getting started in HHS Accelerator.

The session covers an overview of the system, how to upload and share documents, guidance on completing the HHS Accelerator Application to become prequalified.

Friday, August 12, 2016 2:00 PM – 3:00 PM

Friday, August 26, 2016 2:00 PM – 3:00 PM

Getting Prequalified in HHS Accelerator with On Site Support
AcceleratorAssist creates a space for providers to receive individual attention on the HHS Accelerator System and the process to get prequalified.

The session begins with an overview of the Prequalification Application and then providers are allotted a generous amount of time to work in the system with guidance from Accelerator staff. Registration is required.

Wednesday, July 27, 2016 9:30 AM – 12:00 PM
Wednesday, August 3, 206 9:30 AM – 12:00 PM
Wednesday, August 17, 2016 9:30 AM – 12:00 PM
Wednesday, August 24, 2016 9:30 AM – 12:00 PM

Competing for Funding Using HHS Accelerator System (webinar)
This session is primarily designed for pre-qualified organizations. Users whose organizations have applications which are nearly complete and are interested in specific upcoming procurements may also participate.

The session covers how to find Request for Proposals and submit proposals.

Tuesday, August 2, 2016 2:00 PM – 3:00 PM

Managing Financials, Budgets, Invoices and Payments in HHS Accelerator (on site)
This training is only for organizations that use HHS Accelerator Financials.

The HHS Accelerator Financials module allows you to electronically submit budgets and invoices for review, start budget modifications, request advances and assignments, and track payments. This comprehensive session will provide you with an overview of each of the system’s capabilities. Please note this training is only for Providers who have been selected by their Agency to use HHS Accelerator Financials. Registration is required.

Thursday, July 28, 2016 2:00 PM – 4:00 PM

Submitting Budgets in HHS Accelerator (webinar)
This training is only for organizations that use HHS Accelerator Financials.

This shorter session is designed for organizations who will be submitting budgets in HHS Accelerator for fiscal year 2017. This session covers how to submit budgets, advances and budget modifications in HHS Accelerator.

Tuesday, August 23, 2016 2:00 PM – 3:00 PM

Submitting Invoices in HHS Accelerator (webinar)
This training is only for organizations that use HHS Accelerator Financials.

This shorter session is designed for organizations with Approved budgets in HHS Accelerator that are ready to use HHS Accelerator Financials to invoice. This session covers how to submit invoices in HHS Accelerator and track payments.

Tuesday, July 26, 2016 10:00 AM – 11:00 AM

  • Prevailing wage. People have inquired how to determine the “prevailing wage” in the HHS Accelerator. Prevailing wages are set by the New York City Comptroller and can be found on p. 19 in this document. For those who want the 2016-2017 answer instantly:

SECURITY GUARD (UNARMED)

For the period: 7/1/2016 – 12/31/2016: $14.30 (hourly wages) + $5.04 (supplemental benefit rate per hour)
For the period: 1/1/2017 – 6/30/2017:   $14.40 (hourly wages) + $5.22 (supplemental benefit rate per hour)

  • Guidelines for hiring a security contractor. This ADL publication raises a number of important issues. Remember, security guard companies on the NYC approved list are required to submit information on their financial resources, technical qualifications,experience, record of performance and record of business integrity. They also must comply with NYS requirements such as licensing and background checks.

 

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Security Guards in NYC Nonpublic Schools

June 02, 2016

Click here to read JCRC-NY’s comments on the proposed rules.

Intro 65, the nonpublic school security guards bill authored by CM David Greenfield, passed by the New York City Council in December, 2015 and signed by Mayor de Blasio in January, will fund security guards in private and parochial schools with more than 300 registered students. New York City is moving ahead with implementation, with the hope of having the program in place by the start of school in September.

If you anticipate that your nonpublic school will have an enrollment exceeding 299 students we strongly urge you to follow this link to the HHS Accelerator and complete the submissions before the end of June.  After completing the HHS Accelerator, schools will be eligible to apply to participate in the reimbursement program.

The New York City Department of Citywide Administrative Services (DCAS) drafted proposed rules and will hold a public hearing on June 27, 2016 at 3:00 PM in the Auditorium at 125 Worth Street, New York, New York 10013. You must register if you wish to submit comments on the proposed rules. You can view the proposed rules here. Several organizations, including the JCRC-NY, are reviewing the rules and will make comments. If you’ve read the FAQ’s and still have questions contact us here.

DCAS’ FAQ’s follow. Of course, the rules, which will be finalized after the hearings, will be definitive. Here are the FAQ’s (slightly edited for clarity):

Who is administering the program?

  • The Department of Citywide Administrative Services (DCAS) was designated as the administering agency by Mayor de Blasio on March 10, 2016.

When does the program begin?

  • Reimbursement will be available for the 2016-2017 school year, starting from the date that an MOU (i.e., a contract) is signed. At this time, we anticipate that the contractual agreement will take the form of a Memorandum of Understanding (MOU) and that it will require registration with the Comptroller.

Do I need to sign a contract with the City to receive reimbursement?

  • Yes, each school must enter into a signed MOU (i.e., a contract) with DCAS before any reimbursements will be provided. Upon registration of each school’s MOU, qualified nonpublic schools will be able to submit reimbursement requests on a quarterly basis.

Who is eligible to participate?

  • A qualified nonpublic school is a nonprofit elementary or secondary school in New York City, other than a public school, that provides instruction in accordance with the education law, has been assigned a Basic Educational Data System (BEDS) code by the New York State Department of Education, or similar successor identifier, and is serving students in any combination of grades from pre-kindergarten through twelfth grade.

Will the program reimburse schools for an unlimited number of security guards? 

  • No. The program will provide reimbursement to qualified nonpublic schools for the allowable costs 0f retaining certain security guards based on the number of students enrolled at such school.
    • Approved schools that enroll between 300 and 499 students shall be reimbursed for the cost of one (1) security guard;
    • approved schools that enroll between 500 and 999 students shall be reimbursed for the cost of two (2) security guards; and
    • approved schools shall be reimbursed for the cost of an additional security guard for each additional 500 students enrolled in such school.

How does a school apply?

  • If a nonpublic school wants to participate in the program during the 2016-17 school year, the school will be required to complete an application. The forthcoming application will be administered by DCAS through the HHS Accelerator system. In order to access the application, a nonpublic school must first be prequalified in HHS Accelerator.

What is HHS Accelerator?

  • HHS Accelerator is the City’s online system for health and human service procurements and financial management, which was launched to simplify and speed the contract process for Client and Community based Services providers. HHS Accelerator will reduce paper-based submissions in the financial management of the reimbursement program.

Does being prequalified in HHS Accelerator ensure participation in the program?

  • No. Prequalification only ensures that your school meets the standards set forth by HHS Accelerator to utilize their system for this program and also apply to other relevant procurements in HHS Accelerator that your school may be interested in pursuing.  A school will still need to complete an application for reimbursement at a later date. Once the application is available, those schools that have been prequalified to use HHS Accelerator will receive an email notification.

When will an application be available?

  • DCAS is working to finalize the application as well as rules that offer participants further guidance. Once completed, schools will be notified by DCAS and HHS Accelerator that an application is available for completion. In response to such applications, DCAS will inform schools if they meet the definition of “qualifying nonpublic school” and the number of guards for which they are eligible to receive reimbursements.

How often can a school submit for reimbursement?

  • Schools will submit their requests for reimbursements on a quarterly basis. DCAS will provide additional information on the reimbursement schedule prior to the start of the program.

How does a school submit invoices?

  • All payments will be processed using HHS Accelerator. DCAS will provide additional information on payment processing prior to the start of the program.

What activities are eligible for reimbursement?

  • A qualified nonpublic school may be reimbursed for allowable costs of a security guard used to provide security services when the school is open for school-related instruction or school-related events. Reimbursements shall be given for security guards who provide security services and no other services.
  • Forthcoming rules will be promulgated by DCAS that will provide additional guidance on allowable costs and what activities are eligible for reimbursement.

What qualifies as a student for purposes of determining how many security guards a school is eligible to claim reimbursement?

  • A student is deemed to refer only to full time students meaning they attend school for six hours and twenty minutes a day. Students to whom the city separately provides assistances that includes funding for security are not included in the reimbursement determination. Schools will be required, upon application to the program, to provide the total number of students enrolled in the school. Schools must revise their application if the total enrollment changes as of the date the school provides this information to the New York State Education Department Basic Educational Data System (BEDS) Report of Nonpublic Schools.

Can a school use any security guard vendor?

  • No. DCAS will establish a list of qualified vendors. In order to receive reimbursements, schools will only be able to utilize firms that are on the qualified provider list. Once a list is available, DCAS will notify schools of its availability via email or letter.

What salary is expected to be paid to security guards under this program?

  • Security guard wages equal to the prevailing wage and supplements are allowable costs for qualified nonpublic schools under this program. “Prevailing wage and supplements” means the rate of wage and supplemental benefits per hour paid in the City of New York to unarmed security guards as determined by the Comptroller of the City of New York in accordance with section 234 of the labor law. For more information on prevailing wage, visit the New York City Comptroller’s website at: http://comptroller.nyc.gov/prevailing-wage/wage-schedules/.
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