Finding the Right Vendor: Aligning School Safety Needs with Provider Capabilities

In our final installment of the ATLIS Leadership Series, we're tackling a challenge every school technology leader faces – finding vendors that actually deliver what they promise. When it comes to emergency management platforms, this decision carries even greater weight since student safety is on the line.

During the ATLIS podcast, technology leaders shared valuable insights on navigating the vendor selection process specifically for safety solutions. Here's what they recommend:

Build Strong Internal Partnerships First

Before evaluating any external solution, ensure your security and technology teams are communicating effectively. Having these internal partnerships in place makes the vendor selection process significantly more productive.

"Technology and security leaders need to be in lockstep," notes Bill Stites, Director of Technology at Montclair Kimberley Academy. "The format doesn't matter – adjacent offices or regular meeting cadences – what matters is consistent, open communication."

This alignment ensures you approach vendors with a unified set of requirements that reflect both security priorities and technical feasibility.

Cut Through the Sales Smoke

When meeting with potential partners, come prepared with specific scenarios relevant to your campus. Pay attention not just to what they say, but how they say it. Are they talking about existing features or making vague promises about future ones?

Bill Stites appreciated Ruvna's honest approach during his evaluation process: "We weren't getting 'yes' to death. It was like, 'Oh, it'd be great if we could do this. Oh, that's a good idea. I'm going to take that back and go with it.' It wasn't promising we already had it – it was acknowledging that they heard me."

This transparency builds trust from the start and sets realistic expectations for what the solution can deliver on day one.

Support When You Need It

For emergency management systems specifically, accessible support isn't a nice-to-have – it's non-negotiable. When minutes matter during a crisis, you need to know help is available.

"Ask pointed questions about response times," suggests Hiram Cuevas, Director of Information Systems and Academic Technology at St. Christopher's. "Who answers the phone when you call? Will you get a human or an endless phone tree?"

Document response time guarantees and test them before fully committing to any safety solution.

They Should Listen, Not Just Hear You

The vendor-school relationship shouldn't be one-way. Look for partners who actively seek your feedback and – more importantly – act on it.

Hiram Cuevas found this bi-directional communication critical: "Marshall and his team have been nothing short of outstanding in terms of the use of data terms; it was very bi-directional."

The best vendors view your insights as valuable product development input, not just customer service issues to resolve.

Work With Your School Culture, Not Against It

Each school has a unique culture, and technology should enhance it rather than force you to change. This is especially important for independent schools where that culture is often a key differentiator.

The ATLIS panel identified several cultural considerations that should influence vendor selection:

• Have an open campus? You need accountability features that maintain that freedom while ensuring safety
• No-phones policy for students? Make sure the system works without requiring student devices
• Value parent involvement? Look for appropriate parent communication features

Simplify, Don't Complicate

In an emergency, the last thing you need is to navigate multiple platforms. Consider solutions that consolidate essential functions in one intuitive interface.

"When evaluating vendors, I look for the 2am test," explains Bill Stites. "If someone needs to use this at 2am during an emergency, can they do it without training or a manual?"

Also ensure comprehensive training is part of the implementation package – and that it can be easily repeated for new staff members.

Play Nice With Your Existing Tech

Integration capabilities can make or break a safety solution. The right emergency management platform should connect seamlessly with your student information system and other existing tools.

"When your SIS and emergency platform can talk to each other, you gain capabilities that transform crisis management," the podcast panel noted. This ensures accurate, real-time information and more efficient emergency response.

Beyond Features: Finding the Right Partner

Finding the right vendor isn't just about checklist features – it's about finding the right partner for your school's unique needs. The ATLIS panel emphasized that technical capabilities matter, but equally important is a vendor who:

• Supports your specific needs
• Communicates openly, even when the answer isn't what you want to hear
• Helps you achieve your safety goals in a way that respects your school's unique identity
• Continues evolving their solution based on customer feedback

As you evaluate emergency management platforms, these considerations can help you move beyond flashy demos to find a solution that truly delivers when it matters most.

----------------------------------------

This article completes our "ATLIS Leadership Series," where we've explored key topics from the full podcast episode. Part 1 examined the evolution of school safety and tech-enabled solutions, while Part 2 discussed the unique needs of public versus private schools.

To hear the complete conversation, listen to the full ATLIS podcast episode or schedule a personalized Ruvna demo  to see how our approach aligns with these selection criteria.

‍