University of Louisville
Emergency Operations Plan
Appendix for
Reuniting Minors and Parents/Guardians During Camps or Events
Introduction and Assumptions
Minor and parent reunification is a crucial part of emergency planning. During an emergency or
disaster, releasing minors to parents is difficult at best. Accordingly, a comprehensive emergency plan
needs to include certain procedures to accomplish the main priority of safety planning which is to
ensure the safety of minors to every extent possible.
There are a wide variety of emergency situations that might require minor/parent reunification.
Minor/parent reunification may be needed if the event or camp is evacuated or closed as a result of a
hazardous materials transportation accident, fire, natural gas leak, flooding, earthquake, school
violence, bomb threat, terrorist attack or other local hazard.
Some parents will refuse to cooperate with the minor/parent reunification process. This situation can
be diminished, to some degree, if parents are informed about the emergency release procedures before
the camp or event occurs. Parents should be reminded that the safety of their child is the utmost
priority. It is a good idea to include this material included in your camp/event information distributed
prior to the camp/event.
Parents may be emotional when arriving at the reunification location. Have counselors available to
deal with issues that exceed your area of expertise.
Shortly after the incident, the media will have a presence on campus. The Office of Communications
and Marketing (OCM) will be responsible for addressing the media.
Units with Assigned Responsibilities
Office of Communications and Marketing
Event/Camp Staff
University of Louisville Police (ULPD)
Decision to Activate Reunification Plan
The event staff, in collaboration with the university leadership, university police and/or emergency
manager, will determine if an event should be closed or canceled due to an emergency situation. Once
the decision has been made, certain groups must be notified as soon as possible.
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Emergency Notification
If a decision has been made to close or cancel an event or camp, the event/camp leader should
notify the OCM immediately. The OCM will disseminate information within, and outside, the
university.
Information Distribution
The OCM will disseminate information regarding a non-emergency campus closure to the university
community using U of L Alert. The information regarding the campus shelter being activated will be
part of that communication. The OCM will be the public information source for the media.
Building/Unit/Department Actions
Event/Camp Staff
Prior to the event or camp, staff must establish a safe area for parents to go to pick up their minors in
the event of an emergency. This location and an alternate should be coordinated with the emergency
manager. This area must be away from any danger, traffic-friendly and safe for the minors. A map
should be developed for the primary and alternate locations.
The staff must develop a plan for reunification that includes the following:
a. Notify ULPD to assist with security and traffic control.
b. Parents/guardians must be notified where to meet the child/children.
c. The parent/guardian must have a picture I.D. with them to ensure the person requesting the
child/children is a match to the name on the emergency release card.
d. Any minor will stay under control of the camp/event staff until released to the parent/guardian.
e. The parent/guardian will be asked to sign a form indicating they picked up the child/children.
The date and time will also be indicated on the pick-up form.
f. If the child is in the first aid area the parent/guardian will be escorted to that area for
reunification with the child/children.
g. If the minor was taken to an area hospital, the parent/guardian will be provided with the
location of the hospital and transportation if required.
University of Louisville Public
Traffic will be controlled by ULPD patrol, security or parking officers. To every extent possible, two
way traffic will be maintained to allow for entry and exit of emergency vehicles as needed. As the
situation develops there may be time for barricades and other traffic control devices to be delivered
and set up. It should be understood this will not occur at the beginning of the incident.
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Minor Program Emergency Checklist
(to be completed by program directors before event begins)
Key Phone Numbers
EMERGENCY (cell phone only)
UofL Police
Department of Environmental Health
and Safety
Fire Marshal
Campus Health
Communications and Marketing
Campus Housing
Sponsor contact number
Venue Details to Know
Know all access points
Know location of campus/pay phones
Know disabled accessibility
Check if ice is available
Have first aid kit
Have programmed emergency
numbers in phone
911
502.852.6111
502.852.6670
502.852.3473
502.852.6479
502.852.6171
502.852.6636
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Checklist (as appropriate)
Notify UofL PD
Completed
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Date
__/__/__
Notify UofL DEHS
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__/__/__
Notify HSC Emergency Coordinator
Obtain venue emergency plan
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__/__/__
__/__/__
Discuss event details with campus
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__/__/__
fire marshal
Hire Medical Protection (EMS)
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__/__/__
Create emergency action plan
Schedule walkthrough with all
relevant Housing personnel
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__/__/__
__/__/__
Other_______________________
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__/__/__
Other_______________________
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__/__/__
Who, How and Why to Contact
 Use 911 to report all emergencies. This will initiate a response from ULPD or Louisville Metro EMS or Fire and Rescue
 Notify ULPD of any government dignitary attending your event
 For any security questions prior to your event, contact ULPD at 502.852.6111
 Consult with the campus fire marshal to pinpoint possible fire safety issues relating to venue setup and activity
 Determine if minors will be in attendance at the event. If so, make sure the emergency action plan created for the event specifically
addresses how to manage the minors during an emergency. Discuss this plan with either the emergency coordinator at HSC or the
emergency manager on Belknap Campus prior to the event.
 Develop and have immediately available a reunification plan for minors participating. Identify a reunification location and have the
location approved by the emergency manager in advance of the event
 Report any assault against a minor (sexual or otherwise) to ULPD at 502.852.6111
 Report any suspicious activity involving a minor to ULPD at 502.852.6111
Safety Mitigation, Planning, and Follow-up
 Do a risk assessment – look at crowd safety and movement, fire risk, participant demographics and potential venue hazards and
transportation from residence halls to venue(s). Especially consider special needs of minors in your risk assessment.
 Designate an individual who will coordinate any emergency situation and a back-up person.
 Create a contact sheet, including cellular phone numbers, of all persons to be notified in the event an emergency condition
develops. A list of minors and their emergency contact information should be developed and kept with the emergency contact list for
events where minors must register.
 For larger events or those where venue setup may cause hazards (steep steps, uneven ground, etc.), hire an ambulance service to
provide medical protection. Contact DEHS for Assistance.
 Make sure that several key staff members have UofL Alert on their phones and can receive emergency text messages.
 Document your emergency action plan for your event and have it with you during the event for reference.
 If available, obtain a copy of the venue emergency procedures or Building Emergency Action Plan (BEAP).
 Be aware of emergency exits and the location of fire extinguishers and fire alarm manual pull stations.
 Emergency information is posted in classrooms and is available via the Cardsafety phone app, the Staff and Faculty Emergency
Guide and the DEHS web page.
 Prepare an event emergency kit for your group and to take with you to events. Include in your kit basic first aid supplies, a
flashlight, and Ziploc bags (for holding ice).
 For larger events or those where venue setup may cause hazards (steep steps, uneven ground, etc.), hire an ambulance service to
provide medical protection. Contact DEHS for assistance.
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If an accident occurs, document the situation and get contact names of affected parties and witnesses, dates, times, etc. Take
pictures if possible.
If a minor is the injured party, contact the parent/guardian and notify them of the event. Provide any assistance to get the
parent/guardian to the minor as soon as possible.
Discuss with your division head/director any follow up with injured parties, if appropriate.
If VIPs or dignitaries will be present, discuss event security with ULPD, including need for security access lists or credentials.
Sponsoring departments hosting a dignitary at their event are responsible for any campus or outside security costs related to
ensuring security and safety at their event.
If possible, maintain current first aid and CPR certifications.
LIFE THREATENING EMERGENCIES ONLY
Dial 911
502.852.6111
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_____________
Campus Police
Your Venue Manager
Venue Address
Evacuation Location
WHEN YOU MAKE AN EMERGENCY CALL
- Give your name, location (including floor/room number), and
telephone number
- Describe what has happened
- Do not hang up until asked to do so
- Have someone outside or at the elevator lobby on the floor
to meet emergency personnel to direct them
MEDICAL EMERGENCY
Do not attempt to move a seriously injured person.
Designate someone to call 911
Try to make the victim comfortable
If you are trained in First Aid or CPR you may assist as
needed.
- Gather as much information as you can about the person,
their injury/symptoms and the complaints of the victim.
- If a minor is involved, contact the parent/guardian as quickly
as possible
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TORNADO WARNING
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Notify participants of the Tornado Warning
Move participants indoors if possible
Take refuge in venue’s shelter area
Remain in the safe area until the warning has expired
If the structure is damaged by the tornado, evacuate the
structure and contact ULPD at 502.852.6111
FIRE
- If you see a fire, close the door where the fire is located.
- Pull the nearest alarm
- Call 911
- Help guests exit the building quickly and calmly
- Use an extinguisher only if you know how to use it and it is
safe
- Do not use elevators
ACTIVE SHOOTER
- If the active shooter is in the venue, evacuate the building,
once outside move away from the building
- If the active shooter is not in the venue, lock doors to prevent
the shooter from entering the venue
- Call 911
- Instruct participants to keep their hands raised when
evacuating the venue or when the police are searching the
venue
BOMB THREAT
- Immediately contact ULPD at 502.852.6111
- Prepare to evacuate if requested to do so by ULPD
EARTHQUAKE SAFETY
- Take cover immediately.
- If outdoors, move to an open area and drop – stay away
from buildings, walls, trees or power lines
- Do not panic and run for building exits
- Tell others around you to take cover
- Stay under cover until shaking stops
- Be alert for aftershocks
After the Quake:
- Follow evacuation and emergency instructions
- Help restore calm
- Check for injuries and report to an emergency coordinator
- Be alert for possible building damage, fires, utility breaks or
leaks, or HAZMAT spills
- Call telephone numbers listed
- Do not use elevators
- Never enter a building or parking structure until emergency
personnel examine it
EVACUATION INSTRUCTIONS
- When a building evacuation is ordered, follow emergency
personnel to assembly areas adjacent to the building
- Help guests exit the building quickly and calmly
- Wait for instructions before reentering any building
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