Field guide
Incident communications: parent, staff, student and media templates
Plain-language templates and ground rules for the messages a school sends after an exploitation or image incident.
Ground rules
Follow these before you send anything.
- State facts you know. Say what you are doing and what families can do.
- Name resources: get-help hotlines, counselor contact.
- Have the incident lead and district counsel approve every message.
- Use one spokesperson and one source of truth.
- Don’t name any minor, or give details that could identify one.
- Don’t describe an image or what it shows.
- Don’t speculate, blame, or promise outcomes you can’t guarantee.
- Don’t say “we have the situation fully under control” or “there is nothing to worry about.”
- Don’t minimize with phrases like “kids will be kids.”
Parent letter
Template
“Dear [School name] families,”
“We are writing to let you know that school staff learned on [date] of an online safety incident involving students. We are working with law enforcement and following our district’s procedures. Student privacy prevents us from sharing details.”
“If your child tells you something concerning, stay calm and tell them they are not in trouble. Please contact [counselor name and contact] or the school office. If you believe a child is in danger, call 911.”
“Resources: NCMEC CyberTipline report.cybertip.org or 1-800-843-5678; Take It Down takeitdown.ncmec.org; 988 for emotional crisis; more at aipnv.org/get-help.”
“Please do not share or forward any images. Doing so can harm a child and may be illegal.”
“Sincerely, [Principal name]”
Staff memo
Template
“To: [All staff]. Re: Confidential student safety matter.”
“An incident is being handled by [incident lead] with law enforcement. Please do not discuss it with students, parents or on social media. Direct questions to [name].”
“Remember: do not view, copy, forward or screenshot any student image. If a student or parent shows you one, say so to [incident lead] and do not open it.”
“If a student discloses something to you, listen, do not promise secrecy, write down their words, and report to [designated contact] right away.”
“Staff support is available from [contact].”
Student-facing statement
Short, calm, with a clear path to help. Read it aloud or post it as directed.
Template
“We care about every student at [School name]. If something online has scared or hurt you, you can talk to [counselor name] or any adult you trust. You will not be in trouble for telling us.”
“Please don’t pass on or look for images or rumors. It can hurt people and can be a crime.”
“If you need help any time: call or text 988. For help removing an image: takeitdown.ncmec.org.”
Media holding statement
Template
“[School name] is aware of an incident involving students and is working with law enforcement. Student privacy laws and the safety of the children involved prevent us from sharing details.”
“The wellbeing of our students is our first priority, and counseling support is available.”
“Please contact [spokesperson name and contact] with questions.”
Hold the line
Do not add more than this until law enforcement and counsel agree. Refer follow-up questions to the same statement.
Awareness Is Prevention is a prevention and education nonprofit, not a crisis line, law firm or law enforcement agency. This is general guidance, not legal or medical advice. In an emergency call 911.
Related
Safety is built before the crisis
Pick your part and see it through. Prevention works when people follow through.