KAMEHAMEHA SCHOOLS BOARDING DEPARTMENT CRISIS RESPONSE PLAN INTRODUCTION As in the case of all emergency actions at Kamehameha Schools Kapälama Campus, safeguarding the lives of the boarders and staff is paramount. In any crisis situation on campus, the boarding staff will remain with all boarders to ensure that they are kept in the safest location available. In most cases, the safest place is on campus in the dormitories. It is unlikely that any boarders will be sent to the airports if there is the threat of danger. Students would be allowed to leave campus at the discretion of their parents and sponsors - assuming conditions off campus are as safe or safer than on campus. Our main dining hall (ÿAkahi) has generators and a 3-4 week food supply. Kamehameha Schools Kapälama Campus also has our own water supply. With the technological advances available today, it is likely that communication between islands would remain open long enough for parents to be kept informed of the situation here and vice-versa. The greeting on the Boarding Office voice mail will also be changed to apprise callers of the situation. The Boarding Office can be accessed by dialing 1- (800) 842-IMUA, press "1". Attempts will also be made by the boarding staff to reach all parents and guardians. Information for school-wide procedures may be found on Kamehameha’s web site as well as in Emergency Guidelines for the Kamehameha Schools published by KS Security Department. For boarding-specific procedures, general guidelines are outlined below. THE ROLE OF THE DIRECTOR OF BOARDING In any major emergency, emergency teams will respond quickly to all areas when possible. However, if resources are not available or if power or communications are disrupted, all groups must be prepared to cope with their own situation for a time. 1 Assesses health and safety of residents and housing staff; provide all feasible assistance. Establishes contact with and provide periodic updates to the Emergency Operating Center) EOC representative. Ensures that damaged student housing is safely evacuated and personnel accounted for. Assists in providing emergency housing for displaced students and staff. (This may involve facilities not normally used for housing.) EMERGENCY OPERATIONS CENTER (EOC) During emergencies the campus Emergency Management Team (EMT) and the Emergency Operations Center will be set up as the control point for all communications and decision making. The Director of Boarding, Program Specialist, and Program Advisor will work from one of these sites during major emergencies to coordinate and direct internal resources and request assistance from external agencies. ROLE OF DORM ADVISORS If a major emergency occurs, dorm advisors will be responsible for providing emergency guidance to boarders in their dormitory. All dorm advisors should be prepared for emergencies, learning basic emergency procedures and maintaining an emergency kit in his or her dorm. If the emergency calls for the evacuation of the building, evacuate as promptly as safety allows to designated outdoor assembly areas and await for further instructions and assistance. In all emergencies, take roll to assure all students are accounted for; immediately notify the Director of Boarding of any unaccounted persons. ROLE OF COUNSELORS AND ALL FACULTY 1. Reassure boarders that they are safe and so are the important adults/family in their lives. 2. Let boarders know that it is okay to feel upset. Explain that all feelings are okay when a crisis occurs. It is normal to feel fearful, sad, or unsure. Let boarders talk about their feelings and help put them into perspective. 2 3. Observe boarder reactions to ongoing events. Provide opportunities and create an atmosphere in which boarders feel comfortable expressing their concerns and ideas and asking for help if they need it. 4. As much as possible, try to maintain a normal routine, however, create opportunities for positive action if boarders want to do activities such as writing letters, etc. 5. Provide activities that explore boarder's feelings and the strengths of the human spirit. These can include classroom discussions, informal play, community service projects, and writing music, art, or drama projects. 6. Keep the lines of communication open between boarding and home. Parents and dorm advisors should share concerns and ideas. The Boarding Department should also provide parents with information about dorm discussions, updates on boarding activities, and tips on dealing with crisis. Parents should also inform the school if a family member has been deployed in a war. 7. Look for boarders at greater risk. Boarders who have had a past traumatic experience or personal loss, suffer from depression or other mental illness, or have special needs may be a greater risk for severe reactions to others. This is also true for students whose parents are in the military. 8. Ensure that those who work with boarders know the signs of adolescent mental or emotional distress. They should know what resources are available, when to inform parents of any concern, and to the extent possible, what children are at risk because of personal circumstances (see reactions/signs below). 9. Dorm advisors/parents should contact a counselor if as student exhibits the following behavior over an extended period of time: Elementary/Adolescent Age Children - irritability, aggressiveness, clinginess, nightmares, school avoidance, poor concentration, withdrawal from activities and friends. Children may also suffer from sleeping and eating disturbances, agitation, increase in conflicts, physical complaints, delinquent behavior and poor concentration. PROCEDURES FOR POWER AND/OR WATER OUTAGE 1. All dormitory advisors are to report to the dormitory. 2. One person is designated to answer the telephone. Should 3 telephones be out of service, utilize personal cellular phone or radios (from security department and distributed by Boarding Administrators). 3. Assemble students in the lounge/recreation room immediately and apprise them of the situation. Instruct them to remain in the dorm and await further instructions. 4. If the decision is made to send boarders off-campus, the following will apply: Contact parents to designate sponsor with whom student should go. Contact designated sponsor. If unable to reach parents, call student’s emergency contact. At a later time, try reaching parents to update on child’s whereabouts. Have students close all windows and unplug all electrical items in their rooms. Designated staff members check that all windows are closed and all electrical items are unplugged and doors are locked PRIOR to vacating the dormitory. 5. Should students remain in the dormitory, dorm advisors to determine coverage. PROCEDURES FOR EVACUATION (INCLUDING FIRE DRILLS) 1. 2. 3. 4. 5. 6. 7. 8. 9. Students are to follow staff members’ instructions and evacuate the building IMMEDIATELY through the designated exit(s) as appropriate. Leave room doors open and unlocked. After exiting, walk briskly (DO NOT RUN) to the designated area. Line up in an orderly fashion for roll call. Do not assemble in the roadway where access to emergency vehicles may be blocked. Designated staff member to check dormitory to be sure all students have evacuated. Designated staff member to take head count. If escape routes have heavy smoke, crawl low. Do not return to the building until instructed to do so by the Director or other designated personnel. Evacuation Plans should be posted in all buildings. Become familiar with the exits and the recommended assembly areas. Fire evacuation drills are conducted quarterly and at other times as needed. Drills are to be treated as 4 emergencies. The Director to notify Security prior to conducting a drill. PROCEDURES FOR EVACUATION PLAN DURING SCHOOL DAY 1. 2. 3. 4. Director of Boarding and Office Staff will call Dorm Advisor on duty to initiate fire alarms in their dormitory. Director of Boarding will contact Non-Boarding campus residents. Boarding staff and families will evacuate the building by walking to the following areas: A: Upper Campus Dorms - to Performing Arts parking lots. B. Middle Campus Dorms - Maluna Field C. Middle School - to Middle School playfield. When all-clear signal for Kekuhaupi'o and Keawe is given, then movement of staff and families will be conducted as follows: A. Upper Campus to be picked up at the entrance of Performing Arts parking lots and bused to Kekuhaupi'o. B. Middle Campus will walk from Maluna Field to Kekuhaupi'o. C. Middle School will walk from playfield to Keawe. PROCEDURES FOR HURRICANES 1. 2. 3. The decision to close the school may be made by the Headmaster in consultation with the Education Division Directors when a hurricane warning is issued. The decision on whether to send boarding students home will be made based on factors such as the amount of lead warning time, airline availability, weekend or weekday arrival, and the overall safety of evacuation. If the decision is made to send boarders off-campus, the following procedures should apply with a 24 hours notice; A. Travel arrangements will be made between the Boarding Office Secretary and Neighbor Island Travel Coordinator. B. Contact parents and/or sponsors prior to departure. C. Have boarders close windows, curtains, etc., and unplug all electrical appliances in each 5 4. 5. room. D. Assign Dorm Advisors to assists students board buses at Dorm Circle, Bishop Hall, and Keawe Gym. E. A Middle School Dorm Advisor and Program Specialist to accompany boarders to airport to make sure all are accounted for and get on the appropriate flights. If decision is made to keep boarding students on campus, the following procedures should apply; A. Place all unsecured items in vicinity of dorms inside the building. B. Assemble and check all flashlights, lanterns, and first-aid kits. C. Fill all available containers with potable water. D. Fill all vehicles assigned to boarding with gasoline. E. Keep students inside dormitories and monitor situation by radio. If decision is made to keep boarders on campus with only 12 hours notice, the following procedures should apply; A. Assemble students in basements with sleeping gear, valuables, flashlight/lanterns, food and water, first-aid supplies, etc. B. Move vehicles to safer areas such as Ka'ahumanu parking lot, Boy's' Road, etc. C. Unplug all appliances and electrical equipment. PROCEDURES FOR BEFORE AND AFTER AN EARTHQUAKE Before an Earthquake: 1. Dorm Advisor on duty will check for earthquake hazards. a. Bolt down or provide other strong support for appliances, top-heavy objects, cabinets, and shelving. b. Place large and heavy objects on lower storage shelves of cabinets and storage areas. c. Plan an area or refuge (desk, doorway, etc.) or escape route. d. Keep a first-aid kit on hand. During an Earthquake 1. Remain calm. a. In a calm voice, dorm advisors are to reassure boarders, b. Dorm advisors will give proper instructions to take 6 over. 2. Move to a safe place. a. If indoors, everyone should be instructed to get under a table or desk, stand in a doorway, or in the corner of a room. b. Watch for falling plaster, bricks, light fixtures, and other objects. c. Watch for high bookcases, cabinets, shelves, and other furniture that might slide or topple. d. Everyone will remain away from windows and mirrors. e. No one will run outside. f. Don't use candles, matches, or other open flames during the tremor. Douse all fires. g. Do not rush for stairways. Seek safety where you are. h. Don’t be surprised if the electricity goes out, or if fire alarms start ringing or fire sprinklers systems go on. Expect to hear noise from breaking glass, cracks in walls and falling objects. i. After shaking stops, LEAVE THE BUILDING the same way for fire evacuation procedures. Remain calm. 3. If you're outside, avoid high building/structures, walls, power poles, and other objects that could fall. If possible, move to an open area away from all hazards. 4. If you are in an automobile pull over to the side of the road and stop in the safest place available, preferably an open area (not under overpasses). Stop as quickly as safety permits, but stay in the vehicle for the shelter it offers. PROCEDURES FOR MEDICAL EMERGENCY Refer to Hale Ola Manual for specific procedures. 1. 2. 3. 4. Dorm Advisor on duty will clear the area and assess the injury or condition of the boarder. Dorm Advisor on duty will perform emergency first aid as appropriate. If Hale Ola is open, call the nurse on duty at Ext.8075. When Hale Ola is closed and immediate medical attention is needed: 7 Do not move student. Call 911 and request an ambulance. Give your name, location, and telephone number. Provide as much information as possible regarding the nature of the injury or illness. Call Security at Ext. 8332 and inform them of the emergency ambulance call. Ask Security to escort ambulance to the scene. Give the Permission for Medical Treatment and Medical Referral Form to the paramedics upon arrival. Inform paramedics if student has any allergies to medications or unusual conditions. Call Diane Knight, Nurse Practitioner (cell 265-2363) or Dr. Phillip Reyes (cell 348-3484) and inform her/him of the situation. Call the Director of Boarding and inform her of the situation (Ext. 8507 or cell 295-0801). Call the parents and inform them of the situation. Ask for a sponsor who can meet the student at the emergency room. Contact sponsor. If possible, a dorm staff should go to the hospital to be with the student. If dorm advisor on duty goes to the hospital, another staff member should cover the dormitory. Call 911 for help if the victim: is or becomes unconscious has trouble breathing or is breathing in a strange way has chest pain or pressure is bleeding severely has pressure or pain in the abdomen that does not go away is vomiting or passing blood has seizures, a severe headache, or slurred speech appears to have been poisoned has injuries to the head, neck, or back has possible broken bones PROCEDURES FOR MISSING STUDENTS 8 1. 2. 3. 4. 5. 6. Dorm Advisor on duty will notify the Director of Boarding immediately. Dorm Advisor on duty will notify security and if needed ask for assistance from other dorm advisors. Dorm Advisor on duty to question other students. A dorm and campus-wide search will be made for the student. If the student is not located within one-hour (depending on the time of day), then dorm advisor on duty will notify the student’s parents. If the student is discovered to be missing after the 10:00 p.m. check-in, then the dorm advisor on duty, Director of Boarding, and parents will confer regarding the notification of police department. Security must be alerted if a police officer is on his/her way so that the main gate can give police directions to the dormitory or escort the police to the dormitory. PROCEDURES IN CASE OF ATTACK OR WAR-LIKE INCIDENT 1. If at all possible, every student and dormitory advisor is to report to his/her respective dormitory lounge/recreation room immediately. 2. If the dormitory areas are unsafe, the alternate sites are ‘Akahi or Kekuhaupi’o for high school boarders and Keawe for middle school boarders. 3. Staff and students are to remain together in the lounge/recreation rooms or the alternate sites and wait for further instructions. 4. The Director of Boarding, Program Specialist and Program Advisor will report immediately to the EOC (‘Akahi Dining Hall) which has its own generator. Should ‘Akahi not be safe, then the Boarding Office would be the alternate site. 5. Keep the dormitory office phones open while awaiting instructions from Boarding Administrators. 6. Should your building be deemed unsafe, then the advisors will escort students to the nearest safe dormitory. If all the dormitories are unsafe, then advisors will escort the students to ‘Akahi (1st alternate site) or the gyms (2nd alternate site). 7. Should there be an actual attack on Oahu/campus, as Kamehameha staff, we need to remember that in addition to our own families, the students require our full attention 9 and focus. Remain as calm as possible and reassure them that there are people working to establish order to meet their needs. The ‘Akahi generator is there primarily to keep the food supply safe in the event of a power outage. We also have our own water supply so those basic needs should be taken care of. Assuming the campus did not sustain a direct hit, this is probably the safest place on the island. 8. Students would remain on campus until such time it is decided that it is as safe, or safer, in the surrounding community. 9. Communication with parents will need to be determined depending on situation, i.e. if telephones are working, KS Communications Department via state-wide radio broadcast, etc. PROCEDURES IN CASE OF A TRAGEDY (DEATH OF STUDENT/STAFF MEMBER) Refer to Crisis Management Guidelines, 1997. 1. Director of Boarding will initiate a plan to inform Boarding staff of the tragedy and plan for support for students in the dormitory environment. 2. If a boarder or staff member is a victim, Dorm Advisors will be provided information on counseling support for boarders/staff, utilizing outside consultants if needed. 3. Dorm Advisor on duty will assemble students in the lounge/recreation room as soon as possible to make a formal announcement regarding the death of a boarder or staff member. (See announcement scripts provided in CMT, a particular one is provided by students/staff who committed suicide). 4. Dorm Advisor/s will provide information about the death, give permission for both staff and boarders to grieve, discuss appropriate places to grieve, and provide information about available counseling services. A group discussion should be held for boarders/staff to express their feelings if they are able to and comfortable doing. Boarders/staff should be encouraged to ask questions and have them answered as best as possible. Permission by the deceased's family to share information must be received before giving any information. "The Grieving Process" by Kubler-Ross can be referred to for group discussion. 10 5. Dorm Advisors should keep Boarding Director, counselors, and parents, informed of developments in boarding. 6. Dorm Advisors should maintain a normal schedule in the dorms as much as possible, leaving room for any additional group discussions as the need arises. 7. Dorm Advisors will provide information regarding funeral/memorial services for the deceased. If funeral is held during the day or off campus, boarders will be allowed to attend only with parental/guardian permission and if accompanied by an adult. 8. Dorms Advisors are to refer any boarders they feel need formal counseling to the Director of Boarding. PROCEDURES FOR COPING WITH THREATS AND VIOLENCE For any angry student or coworker: 1. Stay calm, listen attentively. 2. Maintain eye contact. 2. Be courteous. Be patient. 3. Keep the situation in your control. For a person shouting, swearing and threatening: 1. Signal a co-worker or supervisor that you need help. (Use prearranged code words.) 2. Do not make any calls yourself. 3. Have someone call Security or Police. For someone threatening you with a gun, knife or other weapon: 1. Stay calm. Quietly signal for help. (Use code words) 2. Maintain eye contact. 3. Stall for time. 4. Keep talking - but follow instructions from the person who has the weapon. 5. Don't risk harm to yourself or others. 6. Never try to grab a weapon. 7. Watch for a possible chance to escape to a safe area. PROCEDURES FOR BOMB THREATS Bomb threats usually occur by telephone. 1. 2. The person receiving the call should use the Bomb Threat Report on KS online or the checklist inside the "Emergency Guidelines for Kamehameha Schools. Immediately call School Administrator, Prinicipal, or 11 3. 4. 5. 6. Manager and inform them of the bomb threat and provide all the information you have received. Inform the Director of Boarding. School authorities will work with the person in charge of the building in question and Administrator or designee to determine possible building evacuation. If you spot a suspicious object, package, etc., report it to School Authorities, but under no circumstances should you touch it, tamper with it, or move it in any way. If instructed to evacuate, move a safe distance away from the building (a minimum of 300 feet). If inclement weather exists, you may move to another building a safe distance away. Do not attempt to reenter until instructed that it is safe to do so. PROCEDURES FOR BIOLOGICAL/CHEMCIAL THREAT 1. Upon receipt of information concerning a boarder or staff member of a possible airborne or food borne illness, the Director of Boarding or dorm advisor will notify Hale Ola. 2. Hale Ola personnel will begin immediate investigation to determine nature of illness and simultaneously contact appropriate medical personnel for assistance. Hale Ola medical personnel will coordinate actions and activities as necessary. 3. Hale Ola medical staff will conduct on-site treatment or transport of affected personnel to available medical facilities for treatment. 4. A report of the incident will be supplied to the Headmaster. Specific Threat Procedures. Anthrax Threat by Mail 1. Do not handle the mail piece or package suspected of contamination. 2. Notify the Director of Boarding, who will immediately contact the KS Security Department. 3. Security will contact USPS Inspection Service, local police, FBI or designated person. 4. Make sure that damaged or suspicious packages are isolated and the immediate area cordoned off. 5. Ensure that all persons who have touched the mail piece wash their hands with soap and water. 12 6. Place all items worn when in contact with the suspected mail piece in plastic bags and keep them wherever you change your clothes and have them available for law enforcement agents. 7. As soon as practical, the affected individual(s) should shower with soap and water. If prescribed medication by medical personnel, take it until otherwise instructed or it runs out. 8. List all persons who have touched the letter and/or envelope. Provide the list to the inspection service. Include contact information. 9. The postal inspectors will collect the mail, assess the threat situation and coordinate with the FBI. Designated officials will notify local, county and state health departments. Designated officials will notify the state emergency manager. Chemical or Hazardous Material Threat 1. Should you receive a threat or have an actual bio-hazard emergency, immediately call 911 and report the threat. Also call the KS security at 8332 and inform them of the situation and what you have done, i.e., notification, etc. 2. Security will notify the campus emergency management team and will inform physical plant staff to shut down the air handling units in the affected area. 3. The persons immediately exposed to the potential agent MUST remain where they are due to the possibility of contagiousness. They should try to avoid inhaling or touching the substance. Cover mouth with layers of fabric that can filter the air while still allowing breathing. 4. Try to contain the substance in the package in which it came. Don't attempt to clean any spilled contents. Cover the spilled contents and the package or letter with anything handy such as a trash can, cardboard box, and paper, etc. 5. Proceed with lock-down procedures. Use a code and explain that information will be forthcoming. Try to dispel alarm and panic by keeping information basic. All staff/students should remain in their respective areas until notified otherwise. 6. Do not evacuate boarders outside or send them home until emergency responders have done their investigation. 7. If necessary to move or evacuate students and staff to a different location, the HAZMAT team or other emergency 13 responder will provide instructions to security as to how it will be done. 8. If boarders and staff are moved/evacuated, dorm advisors should take their attendance sheets and personal belongings with them. 9. The Director of Boarding and security will keep the faculty, staff and students as informed as possible. They will work with emergency personnel in order to provide the necessary and accurate information to all those affected. CAMPUS CRISIS INTERVENTION Crime in Progress- General 1. Observed crimes of violence will be reported to Honolulu Police Department (911) and the KS security department (8332) IMMEDIATELY. Information should include: -Your name -Type of crime -Exact location of crime -Answers to any questions that you may be asked -Phone number at the scene 2. A person reporting a crime should not get involved in trying to prevent it unless it involves self-defense. 3. Gather as much information as possible about the criminal. If at all possible, take the time to note height, weight, sex, race, age, clothing, vehicles involved, and if the individual is armed or not. 4. Security Department- Upon notification of a crime in progress, security personnel will respond to the scene. Appropriate action will be taken to safely evacuate and/or lockdown the area Assault/Fighting: Violence or threat of physical harm to staff, boarders, or other persons not involving a dangerous weapon, deadly weapon or firearm. Initial Response: Call Security (8332) if possible. 14 Possible Intervention Guidelines: 1. Approach in a calm, controlled manner addressing the combatants by name if possible. 2. Control the scene. Demand that the combatants stop. Obtain witnesses. 3. Escort the combatants to the office area keeping them isolated from each other and other students. 4. Notify the administration, Hale Ola (if necessary). Disturbances and Demonstrations: An event that has the potential to disrupt school activities or cause damage. Evacuation: Possible lockdown. Initial Response: Notify administration. Follow-up: 1. Ask demonstrators to disperse. 2. Notify security. Issue letter of no trespass, if appropriate. 3. Notify law enforcement, if appropriate. 4. Do not attempt to negotiate any demands made by the demonstrators. Shooting: The discharge of any firearm in or in the direction of a school building or school property. Evacuation: Possible lockdown or evacuation. Initial Response: 1. Call 911 and KS security (8332). 2. Care for the injured as safely as possible. 3. Initiate lockdown, if appropriate. 4. Assist boarders/staff in evacuation from immediate danger to safe area, if appropriate. 5. At all times attend to personal safety. 6. Assess situation as to: a. Shooter's location. b. Injuries c. Probability for additional shooting. 7. Secure medical attention for injured. 8. Ensure boarders/staff are safely evacuated and isolated from shooter. 9. Notify headmaster. 10. Meet with law enforcement upon arrival. Trespassing: Entering or unlawfully remaining in a school building or on the school campus. 15 Evacuation: Possible lockdown. Initial Response: Ask unauthorized visitor to identify himself. Ask the unauthorized visitor his/her purpose and if not on lawful business, ask him/her to leave. Call security. Security to escort any unauthorized visitor to the office. Follow-up: If the unauthorized visitor refuses or is a repeat offenders, call 911 and provide police with necessary information; issue a trespass warning to be followed up by a certified letter of not trespass. Monitor the unauthorized individual leaving campus. Weapons: A dangerous weapon, deadly weapon or firearm as defined by state law and federal law includes but is not limited to firearms, knives, metal knuckles, straight razors, etc. Evacuation: Possible lockdown or evacuation. Initial Response: Evacuate staff and boarders in immediate danger. Call 911 and security. Initiate lockdown, if appropriate. Share information with law enforcement upon arrival. TABLE OF CONTENTS Introduction ……………………………………………………………………………….1 The Role of the Director of Boarding …………………………………………………….1 Emergency Operations Center (EOC) ……………………………………………………2 The Role of Dorm Advisors ………………………………………………………………2 Role of Counselors and all Faculty ……………………………………………………….2 16 Procedures for Power and/or Water Outage …………………………………………….3 Procedures for Evacuation (Including Fire Drills) ………………………………………..3 Procedures for Evacuation Plan During the School Day………………………………….4 Procedures for Hurricanes…………………………………………………………………4 Procedures for Before and After an Earthquake ………………………………………….5 Procedures for Medical Emergency ………………………………………………………6 Procedures for Missing Students… ………………………………………………………7 Procedures in case of Attack or War-Like Incident ………………………………………7 Procedures in case of a Tragedy (Death of Student/Staff Member) ……………………..8 Procedures for Coping with Threats and Violence ………………………………………8 Procedures for Bomb Threats ……………………………………………………………9 Procedures for Biological/Chemical Threat ……………………………………………..9 Campus Crisis Intervention ……………………………………………………………..11 17 Kamehameha Schools Boarding Department Emergency Response Plan May 2, 2003 18 19