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School 911 Compliance Checklist: Kari’s Law & Ray Baum’s Act

Quick Answer: What does E911 compliance mean for schools?

To be E911 compliant, a school’s phone system must allow direct 911 dialing without a prefix (Kari’s Law), automatically notify on-site staff when 911 is called, and transmit a precise “dispatchable location” (building, floor, room) to emergency responders (Ray Baum’s Act).

Overview: Every school must ensure its phone system is compliant with federal E911 laws to protect students and staff. Two key federal statutes – Kari’s Law and RAY BAUM’s Act – were implemented by the FCC to make it easier to reach 911 and to help emergency services locate callers faster. Kari’s Law enables direct 911 dialing (no outside-line prefix) and requires on-site notification of 911 calls, while RAY BAUM’s Act mandates that every 911 call delivers a “dispatchable location” (the precise address and specific room/location of the caller). Below is a step-by-step compliance checklist for schools, followed by state-specific notes for AL, MS, GA, FL, NC, SC, AR, and TX.

E911 Compliance Step-by-Step Checklist for Schools

 

  1. Enable Direct 911 Dialing on All Phones: Configure your multi-line telephone system (MLTS) so that anyone can dial 911 without any prefix or access code. Kari’s Law prohibits requiring a prefix (like dialing “9” for an outside line) before 911. Verify that every classroom, office, and common-area phone can reach 911 directly.
  2. Implement On-Site 911 Call Notifications: Set up an immediate alert to on-site staff whenever a 911 call is made. Kari’s Law requires that the system automatically notifies a central location or designated personnel (e.g. front office, security desk) when someone dials 911. The notification should include the fact that a 911 call was placed and provide a callback number and location info for the caller. Ensure this alert is conspicuous (such as a loud audible alarm, pop-up message, SMS, or email) so that school administrators can respond and guide first responders quickly.
  3. Provide a “Dispatchable Location” for Every 911 Call: RAY BAUM’s Act requires that any 911 call from your system must transmit a dispatchable location to the public safety answering point (PSAP). This means beyond just the street address, emergency dispatchers must receive detailed location information such as building identifier, floor level, and room number so responders know exactly where to go. Audit all phone lines and extensions in the school and assign each a clear location descriptor (e.g. “123 Main St, Building A, Room 101”). Each classroom phone must be configured with its specific room or area as the dispatchable location. If your campus has multiple buildings or floors, include those details (for example, “High School Campus – Science Bldg 2nd Floor, Room 215”) in the 911 records for that phone. This step is crucial – if a student calls 911 from a classroom, the dispatcher should instantly know which building and room the call came from.
  4. Audit and Update Location Records in the 911 Database: Work with your phone service provider or E911 vendor to ensure the Automatic Location Identification (ALI) database (or Next Generation 911 location server) has up-to-date entries for each phone’s direct number (ANI). This may involve uploading the dispatchable addresses for all extensions or using a management system to map phone MAC addresses or ports to locations. For IP phones that can be moved, implement controls or software to track relocations (for example, using network topology or Wi-Fi access point info). Verify that for every phone, the registered address plus room location is correct in the E911 system. In multi-building or multi-floor schools, create a systematic naming scheme for locations (e.g., include building name/number, floor, and room) so that the location data is precise.
  5. Enable 911 Location Transmission Features: Configure the phone system’s E911 settings so that it sends the caller’s direct callback number and location to the 911 center. Many modern VoIP or PBX systems require an E911 service configuration – ensure you’ve entered the dispatchable address info for each extension into that service. If your system uses softphones or remote extensions, take special care that a 911 call from a laptop or cordless phone also transmits the caller’s actual location (e.g. if a teacher’s VoIP app works from home or another campus, it should update its location accordingly when on-site). Test internally that the phone system attaches the correct location info by using any available 933 or E911 test utility (see next step). Note that some states had legacy requirements for “station-level ALI” – for instance, Florida mandated that PBX systems installed after 2004 provide extension-specific location to 911 – so your compliance here will generally meet both federal and any older state standards.
  6. Conduct Regular 911 Test Calls and Drills: Test your 911 functionality on a regular schedule (e.g. quarterly). Coordinate with your local 911 center (PSAP) ahead of time to schedule non-emergency test calls. Many PSAPs allow test 911 calls during off-peak hours. Begin by using a 911 address test feature if available (for example, dialing 933 on some systems will read back the registered address) to verify that the correct address and room info are associated with each line. After that, make an actual test call to 911 (with PSAP approval) and confirm with the dispatcher that they received the correct address, building, and room information and callback number. Document the results. Regular testing is critical because changes in phone hardware or network configuration can inadvertently break 911 routing – you want to catch any issues before an actual emergency. (Tip: Keep a record of the date/time of tests and the PSAP operator’s feedback on what location came up, to prove your compliance and pinpoint any errors.)
  7. Train Staff on 911 Procedures and On-Site Emergency Response: Technology alone isn’t enough. Educate your faculty and staff about the upgraded 911 capabilities and their role in an emergency. All employees should be informed that they do not need to dial any prefix to reach 911 now (to avoid any hesitation or confusion during a crisis). Also, train the front office team, security personnel, and administrators on what to do when they receive a 911 alert from the phone system. For example, if the office gets a notification “911 dialed in Building C Room 303,” staff should know to immediately call 911 themselves to confirm help is on the way (if your system doesn’t automatically send the call), and then meet first responders at a designated entrance. Ensure they can quickly guide police/EMS to the right building and room – this may involve having master keys ready, unlocking doors, or using two-way radios to direct responders. Conduct periodic drills or tabletop exercises so that everyone knows how to react swiftly when a 911 call occurs on campus. The goal is to shave minutes off emergency response time by having on-site staff facilitate the responders’ access to the patient or incident location.
  8. Document and Maintain Compliance Records: Keep a checklist or log of all the above measures. Document your phone location audit (e.g. a list of extensions with their assigned dispatchable locations), the configuration changes made to enable direct 911 and notifications, training sessions held, and the results of each 911 test call. This documentation not only helps internally to track compliance but also would be useful in demonstrating your compliance to authorities or during any safety audits. Include compliance dates (for example, note that as of January 2022 your system met RAY BAUM’s Act dispatchable location requirements) and keep records of any upgrades or services (like E911 service subscriptions or equipment changes).
  9. Stay Updated on Laws (Federal and State): Ensure you stay current with federal deadlines and any new guidance from the FCC. (For instance, Kari’s Law took effect Feb 16, 2020 for new systems, and RAY BAUM’s Act’s dispatchable location rules applied by Jan 6, 2022 for all MLTS devices – these are now in force.) Also be aware of any state-specific 911 regulations that might apply in your location. Some states have enacted their own 911 laws for multi-line systems (which may include additional requirements or earlier compliance dates). In the next section, we outline specific considerations for Southeastern states. Always verify if your state or local jurisdiction mandates anything beyond the federal rules (such as mandatory panic button systems or digital mapping of schools) and include those in your compliance plan.

State-Specific 911 Compliance Considerations

 

Different states may have supplemental E911 requirements for multi-line phone systems in addition to the federal Kari’s Law and RAY BAUM’s Act. Below is a summary for the asked states:

  • Alabama: Alabama currently relies on the federal E911 laws (no separate state MLTS statute beyond Kari’s Law and RAY BAUM’s Act requirements). However, Alabama’s 2024 School Mapping Data Program now requires every school to have detailed digital floor maps available to first responders. Schools should cooperate with state authorities (ALEA) to provide up-to-date floor plans of each building. This mapping initiative complements RAY BAUM’s Act by ensuring responders have both the caller’s location and a visual map of the campus during an emergency.
  • Mississippi: Mississippi law mandates that any shared telephone system (multi-line system) must deliver the caller’s phone number and exact address to the 911 center for every 911 call. In practice, this aligns with RAY BAUM’s Act dispatchable location requirements – the MLTS should provide ANI (caller ID) and ALI (address/location) for each extension that dials 911. Schools in Mississippi must verify that their telephony system sends the correct direct number and address info for each classroom phone when 911 is dialed.
  • Georgia: Georgia does not have additional state-specific MLTS 911 laws; schools must adhere to the federal Kari’s Law and RAY BAUM’s Act. Ensure direct 911 dialing, on-site notifications, and dispatchable location information as outlined above. (Note: Georgia schools should also stay aware of general safety requirements, but as of now E911 compliance is governed by the federal rules.)
  • Florida: Florida has long had an E911 requirement: any PBX (phone system) installed after January 1, 2004 must be capable of providing station-level ALI (caller’s specific location) to the PSAP. This means Florida schools should already ensure that 911 calls transmit the precise building and room information for the caller – effectively the same intent as RAY BAUM’s Act. In addition, Florida is one of the states that adopted Alyssa’s Law, requiring schools to implement silent panic alarm systems that directly notify law enforcement (this is separate from the phone system but related to overall emergency compliance). In summary, Florida schools need to meet federal 911 rules and ensure their phone systems were upgraded for the 2004 state ALI rule (most modern systems will satisfy both).
  • North Carolina: North Carolina has no specific MLTS law beyond the federal requirements. Schools should follow Kari’s Law and RAY BAUM’s Act to the letter (direct 911, notifications, dispatchable locations). It’s advisable to confirm with the NC 911 Board or local authorities for any recommended practices, but there is no additional NC state statute imposing stricter rules on school phone systems as of this writing.
  • South Carolina: South Carolina does not have state MLTS/E911 legislation on the books (no additional requirements beyond the federal Kari’s Law and RAY BAUM’s Act). Compliance for SC schools focuses on meeting the federal mandates. (Always keep an ear out for any new state initiatives, but currently “no prefix 911 dialing” and “dispatchable locations” are required by federal law nationwide.)
  • Arkansas: Arkansas law requires that an MLTS send the 911 caller’s telephone number and the street address of the phone’s location to the PSAP. Essentially, Arkansas schools must ensure that any 911 call delivers the school’s address and the specific location within the school from where the call is made. (The law’s wording focuses on street address and caller’s number; in practice, including additional info like building/room is ideal to meet the federal dispatchable location standard.) Be aware of any outlined exemptions in AR law (for example, small systems or certain VoIP setups might have exceptions), but as a best practice, strive for full dispatchable information on all 911 calls.
  • Texas: Texas implemented Kari’s Law at the state level early (after the tragic 2013 incident in Texas that led to the federal law). Texas law requires MLTS phones to allow direct 911 calls without any prefix and to provide an on-site notification of any 911 call, just as the federal law does. Additionally, Texas regulations mandate that MLTS operators must provide the same level of 911 service as standard residential lines, including sending the ANI (callback number) to the 911 center. In short, Texas schools should already ensure no “9” is needed for 911 and that someone on campus is alerted when 911 is dialed. (Texas is also among states that adopted Alyssa’s Law for panic alert systems in schools, which, while not about dialing 911, is part of overall emergency readiness.) Compliance with federal Kari’s Law and RAY BAUM’s Act will satisfy the core of Texas’s requirements, since the state law closely mirrors those mandates.

Using Technology and Services to Achieve Compliance

Ensuring all these requirements are met can be complex, but there are modern solutions that schools can leverage:

  • Ray Baum’s Act Compliance as a Service (RBaaS): Some telecom providers offer managed compliance services. For example, Ambit Solutions provides a “Ray Baum’s as a Service (RBaaS)” program that handles all the technical details of E911 compliance – from updating location databases to mapping phones – and integrates with digital mapping tools like Matterport to ensure full compliance with RAY BAUM’s Act, Kari’s Law, and even Alyssa’s Law where applicable. This kind of service can be very useful for K-12 IT directors who have limited time; it ensures that as you add or move phones, the dispatchable location info stays accurate.
  • NG911 Testing and Validation: Next-Generation 911 systems allow for more advanced data (like real-time text, video, and precise location). Partners like Ambit can assist schools in performing NG911 test calls and validation exercises. These tests go beyond basic 911 to ensure your system works with digital routing and that emergency services can receive floor plans or additional data. Regular testing (as noted in the checklist) can also be facilitated by third-party experts who coordinate with local PSAPs to minimize disruption.
  • Digital Floor Mapping Solutions: To aid first responders, schools are adopting digital mapping of their facilities. Using 3D scanning technology (e.g. Matterport) to create interactive floor plans can significantly improve situational awareness during a 911 call. Ambit Solutions has helped schools produce digital floor maps linked to their E911 systems, so that when a 911 call is made, administrators can quickly pull up the caller’s location on a map, and these maps can be shared with responders en route. In Alabama, for instance, the state’s initiative requires such mapping – other states may follow. Having digital maps for each classroom, marked with room numbers and important locations (fire extinguishers, AEDs, etc.), can save critical seconds in an emergency.
  • On-Site Alerting and Training: Technology for on-site 911 alerts is only effective if school staff respond correctly. Companies like Ambit often include training services – they will train your front office or security team on how to handle 911 call notifications and coordinate with emergency services. This can include drills where an alert is triggered and staff practice the response (locking down the area, guiding EMS to the right wing of the building, etc.). Such training reinforces the life-safety rationale behind these laws: the quicker someone calls 911 and the faster responders pinpoint the victim’s location, the more lives can be saved. Kari’s Law and RAY BAUM’s Act exist for this reason – to eliminate delays and confusion during emergencies. On-site alert training ensures that once those 911 calls happen, your team is ready to act immediately and effectively.

By following the above checklist and leveraging available solutions, a school can confidently achieve full E911 compliance. The end result is a safer environment where if an emergency occurs, any student or teacher can dial 911 instantly, the call will reach the dispatcher with accurate location details, and school staff and first responders will be informed and coordinated without delay. Compliance is not just a legal checkbox – it’s a critical component of protecting our schools and enabling rapid emergency response when every second counts.

 

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