By Lt. Joseph Pangaro CPM, CSO, MOI
As a criminal investigator for 30 years I learned so truths about who to talk to when investigating anything in any facility. What I learned is that the people who know everything about a facility are the custodians, maintenance workers, and grounds crew.
If I had a crime or incident in a facility I went to these people right away, they know everyone, they know the building, they know who is a problem and who is not a problem.
When it comes to safety and security of our schools we must include these people in the process- they know everything good and bad.
This article hopes to make everyone else aware of the value these people bring to our security planning.
Introduction
Facility teams—custodians, maintenance staff, and grounds crews—are often the first and last individuals in the building each day. Their unique position gives them the opportunity to identify early warning signs of security issues, suspicious behavior, and potential hazards. Empowering them with situational awareness training can significantly enhance the safety of the entire facility.
What is Situational Awareness?
Situational awareness is the ability to identify, process, and comprehend environmental cues. In the context of facility security, it means staying alert to one’s surroundings, noticing irregularities, and understanding when something is out of place. For custodians and maintenance crews, this includes everything from noticing propped doors or unauthorized visitors to sensing tension or distress in staff or students.
Why It Matters
Facility staff are often overlooked in traditional security planning. However, they cover every inch of the building—often when few others are around. They can be the eyes and ears that prevent a tragedy. A mop bucket in a hallway might mask a nearby unlocked door. A flickering light might indicate tampering. Even subtle changes in a coworker’s behavior can hint at a deeper problem brewing.
Key Observational Skills
Training should focus on sharpening the senses. Visual observations are critical—look for unauthorized people, strange vehicles, unattended items, or signs of forced entry. But auditory awareness is equally important. Sounds like breaking glass, quiet footsteps, or even strange tones in conversations can alert staff to potential problems.
Sense of smell also plays a role: chemicals, smoke, or gas leaks are immediate red flags. Teach staff to trust their instincts—if something feels off, it usually is.
Behavioral Red Flags
Understanding human behavior is a core element of situational awareness. Facility teams should be trained to recognize:
– Individuals loitering without purpose
– Attempts to access restricted areas
– Agitated or anxious behavior in staff or visitors
– Unfamiliar faces in unauthorized zones
Additionally, they should be alert to staff or students exhibiting signs of distress—frequent angry outbursts, extreme withdrawal, or talk of violence or hopelessness.
Common Facility Vulnerabilities
Each facility has weak points—maintenance doors left ajar, dark stairwells, cameras with blind spots. Facility teams should be taught how to identify these vulnerabilities and how to report them through proper channels.
They should also recognize signs of tampering: scratches around locks, broken light fixtures, or unfamiliar tools left behind. Knowing the normal state of the facility helps quickly identify anything abnormal.
Reporting and Communication Protocols
Situational awareness is only effective if followed by proper action. Facility staff should be instructed on:
– How to report concerns (radio, phone, or digital app)
– Who to contact (chain of command)
– When to escalate an issue
– What not to do (e.g., don’t confront individuals alone)
Clear communication protocols prevent confusion during emergencies and ensure issues are logged and addressed in a timely manner.
Empowerment Through Involvement
Facility teams must feel that their observations matter. Include them in safety planning meetings. Solicit their feedback on blind spots or habitual risks. Recognition, trust, and ongoing involvement are essential in sustaining their active participation.
Their insights are invaluable—whether it’s a door that never seems to lock properly or a hallway where behavior tends to escalate. When staff feel empowered, they are more invested in the facility’s overall safety.
Practical Exercises and Training
Training should not be limited to lectures. Conduct building walkthroughs, red flag identification drills, and tabletop exercises. Use scenarios such as:
– Noticing a stranger near the faculty entrance
– Finding an unattended bag
– Overhearing a suspicious conversation
Have staff practice what steps to take, who to contact, and how to document the situation. Repetition and real-world relevance ensure retention.
Conclusion
Situational awareness isn’t about turning every custodian into a security guard—it’s about cultivating a culture of attention, responsibility, and communication. When facility teams are trained to be alert and confident in their roles, they become an indispensable part of the facility’s safety ecosystem. Their daily presence becomes a powerful deterrent, and their awareness can be the first line of defense against both physical and behavioral threats.
Lt. Pangaro and Integra Services can help you provide training to every member of your staff. Reach out for questions.
Info@IntegraServices.com