Emergency preparedness: The role of telephony in school safety plans

School safety planning often focuses on physical security measures, staff training, and safeguarding protocols. However, the telephony system is often overlooked. In an emergency, the ability to communicate quickly and effectively—both internally and externally – can have a direct impact on any school’s emergency response.

Modern telephony systems play a central role in how school’s handle critical situations – and with the Public Switched Telephone Network (PSTN) switch-off scheduled for January 2027, it’s important to make sure your communication setup is fit for purpose.

At Everything ICT, we help schools and trusts navigate this transition through our DfE-approved procurement framework, giving them access to secure, cost-effective telephony solutions that support both everyday communication and emergency planning – without the complexity and headache of running your own procurement process.

Why telephony is critical in a school emergency

Emergencies unfold quickly and schools must be able to respond. Whether it’s a lockdown, fire, medical incident, or severe weather event, your ability to alert staff, contact emergency services, and coordinate internally can make all the difference.

In many smaller or older schools, communication during emergencies still relies on teachers using their own personal mobile phones. This creates obvious challenges – from inconsistent contact lists to safeguarding and privacy concerns.  

Modern cloud-based and VoIP (Voice over IP) telephony systems offer a more reliable and secure approach. Schools can provide affordable dedicated handsets or enable staff to use mobile apps linked directly to the school's system. Features such as:

• Mass notifications to staff, parents, and/or emergency contacts

• Live paging and site-wide announcements

• Priority call routing during critical incidents

• Integration with alarms, access control, and safeguarding systems

…all support quicker decision-making and safer outcomes.

However, many schools are still using traditional PSTN-based phone systems, which are being phased out. These older systems lack the flexibility and features needed for modern emergency response – and waiting too long to upgrade can risk service disruption and increased costs as the deadline approaches.

The PSTN switch-off: What schools need to know

BT Openreach has announced that by January 2027, the UK’s traditional PSTN and ISDN services will be permanently switched off. These analogue phone lines, in place since the 20th century, will be replaced by digital IP-based services.

What does this mean for your school?

• Any phones, intercoms, or fax machines relying on PSTN will stop working

• Emergency comms could be compromised if not upgraded in time

• Legacy systems will no longer be supported or maintained

• You’ll need to switch to VoIP or cloud telephony to remain operational

This isn’t just an IT upgrade – it’s a critical step to ensure your school stays connected and fully equipped to respond in an emergency. Taking action now gives you time to plan, budget, and transition with minimal disruption.

How modern telephony enhances school safety

Cloud-based and VoIP systems offer a range of features that directly support a school’s ability to manage emergencies effectively:

✅ Emergency notifications Send rapid alerts via voice, SMS, or email – either manually or automatically – based on specific incidents like lockdowns, evacuations, or site closures.

✅ Staff paging and internal communication Page individuals, groups, or entire sites instantly, helping staff respond quickly without relying on mobile phones or external networks.

✅ Priority call routing Ensure that urgent calls, such as those to emergency services or senior leaders, are routed immediately, even during high call volumes.

These tools help schools act faster, communicate more clearly, and maintain control during critical situations.

"We have really enjoyed working with Everything ICT to secure a provider for our ICT cloud migration project. From start to finish they were really helpful and responsive, giving expertise and guidance throughout the procurement process. Thank you all for making things easier for us to achieve value for money whilst ensuring compliance with important procurement legislation."

Emma F - Five Rivers MAT

How we can help

As a DfE-approved ICT framework, Everything ICT makes it easy for schools to access compliant, secure, and cost-effective telephony solutions – without lengthy tenders or admin headaches.

We connect schools and MATs with trusted providers offering:

• Future-ready VoIP/cloud telephony systems

• Full PSTN switch-off preparation and support

• Integrated safeguarding and emergency features

• Installation, training, and ongoing support

Whether you're in the early stages of planning or ready to upgrade, we’ll guide you through every step of the procurement process – with full compliance guaranteed.

Ready to get started? We’ll help you explore your options, plan your next steps, and connect you with trusted suppliers. Contact our team to discuss your school’s requirements.