PPS Procedures on Non-Local Law Enforcement Actions

The Portland Public Schools (PPS) is dedicated to creating a welcoming, safe, and inclusive environment for all students, staff, and families. This document outlines the district's procedures regarding requests from Immigration and Customs Enforcement (ICE) or other non-local law enforcement to access school property or student information. The information here is based on guidance from the district’s legal counsel. The following are three essential guiding principles of our approach:

I. Enforcement Operation at a School or Office: Building Leaders/Administrative Staff

If a non-local law enforcement officer, including an ICE officer, comes to a school or office, administrators or front office staff are required to follow these steps:

1. Meet the Officer: Greet the officer at the door or speak with them in the school reception area or office. Do not allow them past this point.
   • If ICE appears on school grounds, staff should try to direct them away from students to an administrator. If they do not immediately comply, students should be quickly moved inside the building (just as would be done if there were an unknown/potentially threatening person on campus that could not be directed away from students).
2. Gather Information: Ask for the officer's name, badge number, and the purpose of their visit. Document this information, along with the officer's supervisor's phone number.
3. Request Documentation: Ask for any official documents, such as a subpoena or warrant.
   • Obtain a Copy: It is crucial to get a copy of the warrant to give to the Superintendent's Office.
   • Do Not Share Information: Do not provide any personal information or opinions about students or staff, including whether or not they are at the school/office.
4. Provide the Policy: Give the officer a copy of this procedure and explain that you are required to follow these steps before granting them any access.
5. Wait for Instructions: Ask the officer to wait outside the building while you contact the Superintendent's Office for guidance.
6. Contact the Superintendent or Other Designated Central Leader: Immediately notify the Superintendent or other designee, as described below, and provide them with all the details and documents you have collected. Do not take any further action until you receive instructions. Phone numbers for these leaders are provided to leaders and administrative staff separately from this protocol.
   • A school administrator must immediately text Superintendent Ryan Scallon and Chief of Strategy and Operations Sarah Warren with the following language: “Urgent situation. Please call now.”
   • If neither Dr. Scallon nor Dr. Warren can be reached, contact Dr. Cheryl Proctor, Chief of Schools and Academics via text and phone call.
   • If Dr. Proctor cannot be reached, contact your respective Assistant Superintendent (for Elementary or Secondary Schools).
   • If none of these leaders can be reached, administrators are authorized to directly contact PPS’ legal counsel
   • Note that administrators and front office personnel will be provided with all relevant contact information.
7. Contact Parents: After consulting with the Superintendent's Office, call the affected student's parents or guardians to inform them about what is happening, providing as much detail as you have at the time. Prior to calling, check to see if the parent needs interpreting support and, if so, request support from the family engagement team. Make sure the family has a way to contact you and that you have a way to keep them updated as the situation evolves. Do not communicate any details or sensitive information via text, WhatsApp, ReachMyTeach, email, or other written formats–only share this information in a call.
8. Notify Police: The Superintendent or designee will immediately notify Portland Police Department. Portland Police Department does not have a direct relationship with ICE or other non-local law enforcement but will do their best to provide information and support when they are able.
9. If the Officer Does Not Comply: Do not physically interfere with the officer. Instead, gather as much information as you can (e.g., name, badge number, reason for entry) and immediately notify the Superintendent's Office.

Important Note: Portland Police Department (PPD) does not participate in immigration enforcement actions or cooperate with immigration officials. However, if they were to learn of a planned ICE action related to a Portland school, they would intervene immediately to try to prevent it from taking place at a school.

II. Enforcement Operation at a School or Office: Other Staff

1. If a staff member other than a building leader or administrative support staff is approached by or encounters any non-local immigration or law enforcement officer, if they are not already being engaged by a building leader or administrative staff, ask them to wait by the door and immediately seek help from a building leader or administrative support staff. If the person will not wait at the door, direct them to the front office.
2. If ICE or another third party unaffiliated with the school appears on school grounds, one or two staff members should approach them while other team members stay close to students. Ask that they move away from students and guide them to an administrator. If they do not immediately comply, students should be quickly moved inside the building (just as would be done if there were an unknown person on campus that could not be directed away from students).
3. In the event of an immigration enforcement action in a school building or on PPS grounds, a designated and trained staff member will attempt to record or document the event, to the extent possible without putting themselves in harm’s way or escalating the situation unnecessarily. People other than the designated and trained recorder should not take video, so as to avoid aggravating the situation.
    

III. Enforcement Operation Near a School

1. If a building leader learns that non-local law enforcement is expected to be or is in the process of carrying out an action near a school building or office, the school leader may choose to put the school in a lockout (locking all entrances and stopping people from coming and going from the school), depending on the proximity and nature of the reported threat.
2. As quickly as possible after learning of a potential enforcement action near a school, the building leader must begin the notification process outlined in the first section above.

IV. Guidance for Off-Site Events

1. In the event that non-local law enforcement should appear at a school-sponsored event (e.g., athletics practice or game, field trip, or another off-site activity), the on-site administrator should approach them to inquire about the reason for their presence. If no administrator is present, a coach, advisor, activity leader, or other responsible adult on site should approach the person.
2. Other staff should simultaneously guide students to the nearest safe location. That might be a locker room or other indoor athletic facility, inside a school, onto a bus, or another location that is within easy walking distance and quickly gets students to a relatively safe space.
3. As quickly as possible, the event lead or another responsible adult should immediately follow the steps for administrators outlined in the first section above to communicate with district leadership.
    

V. Guidance for School Buses

1. If non-local law enforcement approaches a school bus and requests to board the bus, the driver should ask them to wait outside the bus, close the bus doors, and immediately call their dispatcher via phone (not radio). The dispatch will then follow the procedures for administrators outlined in the first section above.
2. If non-local law enforcement is at or near a bus stop as the bus approaches, the driver should continue on to the next stop or another safe location nearby, stop, and call the dispatcher via phone. The dispatcher will then follow the procedures for administrators outlined in the first section above to communicate with district leadership.

VI. Guidance for Students Walking/on Public Transportation

1. Students who walk and/or take Metro to school should always be alert to their surroundings and, whenever possible, should travel in pairs or groups. This includes being aware of the possible presence of non-local law enforcement. Should a student feel uncomfortable or in danger while en route to school, they are encouraged to quickly get to the nearest school building or another public building (such as a library) or public space where there are adults present.
2. If students witness an immigration enforcement action in progress while on the way to or from school, they are encouraged to alter their route to move away from the situation and to notify a trusted adult at school as soon as possible. If the student is able, they may call the community support hotline (207-544-9989) to alert community volunteers to the presence of non-local law enforcement. These volunteers are trained to document such situations to help safeguard and advocate for people’s civil rights.
3. PPS has requested that Metro mirror our protocols. Thus far they have committed to not allowing non-uniformed law enforcement onto their buses. 
4. If a student feels especially vulnerable in walking or taking Metro to and from school, the student or family should reach out to their school leader or a social worker, counselor, or other trusted adult to discuss what possible support might be available to enhance the student’s safety.

VII. Communications Regarding Immigration Enforcement Actions

1. In keeping with our regular emergency protocols, the Portland Public Schools will first prioritize doing everything possible to secure the safety of students, staff, and others in our buildings/on our campuses. Thus the first line of communications will be from the leader in an affected building (or other location) to the people directly affected, to give them safety instructions, as needed. The next priority is to inform district leadership (and, in the event of some emergencies, first responders). This is also true in the event of an immigration enforcement action that affects a school or office.
2. As soon as possible after addressing the immediate concerns generated by an immigration enforcement action, the Portland Public Schools will inform the staff and families in the school community (or office) directly affected by the incident. We will only share as much information as we can without compromising the safety or privacy rights of students, families, and/or staff. We will also use caution about sharing information before we have been able to ascertain the facts of the situation—we are mindful that it is important not to put people at risk or generate unnecessary confusion or fear by spreading misinformation or rumors. Information will also be shared with program partners (such as Portland Rec and Learning Works) as appropriate, to support consistency in operations, communications, and support for students and families.
3. After the immediate situation has been addressed, the district will inform all staff and families about any immigration enforcement incident that occurs at a school or school-sponsored event. We will only share as much information as we can without compromising the safety or privacy rights of students, families, and/or staff.

VIII. Training

1. All staff will receive training on these protocols and on the civil rights laws that relate to immigration enforcement issues. Training will also include information on how to safely engage and de-escalate situations involving non-local law enforcement, if needed, and how to keep people as safe as possible in the event of an enforcement action at or near a school site or event.