Memphis City Schools
Creating the School-Centered
Multi-Hazard Emergency
School Plan
A.
Introduction
This chapter is designed to provide a practical step-by-step approach to forming a Multi-Hazard
Emergency School Plan. It addresses issues from team formation through submission of the plan to the
Superintendent’s office. The first step in creating the Multi-Hazard Emergency School Plan is forming
the Multi-Hazard School Team. As introduced earlier, the team should represent the diverse training and
expertise of the school community.
After the team is formed, they should use the attached forms to create the Multi-Hazard Emergency
School Plan. Next, the Multi-Hazard Emergency School Team should conduct a presentation at a
faculty/staff meeting to update the entire staff regarding Universal Emergency Procedures, Emergency
Management Protocols, Emergency Management Team assignments, specific roles, etc. Finally, the
team will submit a copy of the plan to the Office of School Safety Security and Emergency
Management. The Emergency Management staff will review the reports and document the completion
of the plan for each school and report to the Superintendent and the State Department of Education.
Using this guide as a starting point, each school and school support building is to establish a MultiHazard Emergency School Team and is to develop (or update) a School-Centered Emergency
Management Plan to include:








Clearly defined staff roles/responsibilities (a Multi-Hazard Emergency School Team, Incident
Command System, etc.)
Procedures for emergency evacuation, administering first aid, etc.
Setting up a “Command Post”
Establishing potential staging areas
Student accounting and release procedures
Assembly Areas
Guidelines for communication with the media
Establishing primary and back-up methods for communication (within school, with Central
Office, and with parents and community)
Each Multi-Hazard Emergency School Plan shall be updated yearly and submitted to the Emergency
Management office, and shall reflect the actions required by all involved parties to minimize loss of life
and injury to persons and property.
The school principal is responsible for supervising, monitoring and organizing the development of the
school emergency plan. Further, the principal is responsible for arranging a faculty/staff meeting within
one month of the beginning of each school year to review the school’s plan and update staff regarding
new procedures.
B.
Forming the Multi-Hazard Emergency School Team
The school principal or facility director is responsible for overseeing the formation of the MultiHazard Emergency School Team and is the designated leader. Certain positions in the school lend
themselves to team membership. Those include: counselor, nurse, secretary, custodian, social worker,
teachers in various specialty areas, cafeteria manager, school psychologist, staff with special knowledge
or training, and staff in strategic locations in the building. Each of these individuals has unique
knowledge in areas ranging from mental and physical health to students with special needs, and from
access to building plans to knowledge of community resources.
Depending on the size and needs of the school, an emergency team could have any number of staff
ranging from approximately 6 to 12, depending on the size of the facility. Although these staff members
make up the formal Multi-Hazard Emergency School Team, it should be made clear to all staff that each
will have a role in the implementation of effective emergency management protocols, and each is
responsible for addressing the immediate safety needs of students in their care.
Suggested steps for Team formation:
1. Principal/facility director communicates with all staff identifying specific needs, and
requesting volunteers to serve on the Multi-Hazard Emergency School Team (see Staff Skills
Inventory).
2. Principal/facility director or designee creates list of interested staff, making sure all major
areas of need are addressed, including:
 Physical/medical needs
 Emotional/mental health needs
 Students with special needs
 Staff from all areas of the building (different floors, wings, out-buildings, etc.)
 Staff with knowledge of transportation needs
 Staff with knowledge of the building floor plan, locks, etc.
 Staff with ability to convey information to the media
 Staff with knowledge of community resources
3. A meeting is held with potential team members to discuss what will be expected for team
membership.
4. Principal/facility director or designee follows-up with all staff to update on Team formation,
and to fill in areas where deficits exist (NOTE: Although an individual may seem “perfect”
for a role, no one should be required to have a primary position on an emergency team if
he/she does not feel capable of fulfilling his/her duties in time of need).
5. An initial meeting is held to formally establish the Multi-Hazard Emergency School Team,
and to begin the process of developing the school’s Multi-Hazard Emergency School Plan
(using forms on the following pages).
6. Conduct a formal presentation during a staff/faculty meeting at the beginning of each school
year.
7. Hold regular team meetings throughout the school year (every 1-2 months) to review
protocols and ongoing issues as they arise (may include local, state or national issues that may
affect the school).
8. Set dates to conduct orientation, review, updates, of plan.
C.
Checklist for Plan Development
Under the direction of the principal, each school is to complete the following according to its unique
needs and circumstances.
 Have each team member become familiar with this Multi-Hazard Emergency
School Plan and Recovery Guide and other materials provided.
 Complete the following:
1. Cover Page
2. Staff Skills Inventory
3. Multi-Hazard Emergency School Team Assignments
4.
Students Needing Special Assistance
5.
Staff Survey Needing Special Assistance
6. Students and Staff Special Assistance: Master List
7. Classroom and Building “Hazard Hunt” All Staff
8. Classroom and Building “Hazard Hunt” Master List
9. Assembly Area (outdoors)
10. Emergency Walking/Transportation Update
11. Student Accounting and Release
12. Orientation and Training Schedule
13. Drill Schedule and Log
 Create a Multi-Hazard Emergency Team “Toolbox or Go Kit” using checklist
provided
 Adopt Visitor Screening Policy consistent with local board policy
 Adopt General Dismissal Procedures consistent with board policy
 Review the Multi-Hazard Emergency School Protocols (“Response” section);
make necessary modifications for school-specific needs (using feedback from
Staff Surveys and Emergency Team input, local or district phone numbers and
titles, etc.) Each teacher should have their “Classroom Crisis Response
Procedures” booklet with them at all times.
 Review and update Severe Weather Safe Area for each room of building
 Review and update Shelter in Place plan for each room of building
 Establish a schedule and procedures for orientation, training, and practicing
(suggestions for Orientation, Tabletop Exercise, Drill, Functional Exercise, FullScale Exercise found in the introduction of this guide)
 Submit the school’s plan to the Office of School Safety, Security and
Emergency Management
 Practice the plan as scheduled, update the plan at least yearly
1.
Cover Page for School-Centered Plan
Each school is responsible for creating and updating its Multi-Hazard Emergency
School Plan and Recovery Plan on a yearly basis. This cover page should accompany
the school’s completed plan according to the guidelines established by the District
Support Team. The school principal needs to sign this cover prior to submitting the
plan to the central office.
2012-2013
Multi-Hazard
Emergency School Plan
and Recovery Guide
School Name: Newberry Elementary School
Principal Signature
Date
Student/Staff/Count & Special Needs Chart
# students
# special needs
students or
adults
# wheel
chairs
# office
personnel
# custodial
staff
# teachers
# of
other
staff
Total in your bldg.
540
6
0
4
5
36
59
650
Revised August 2012
2.
Staff Skills Inventory for Multi-Hazard Emergency
School Plan
Staff: As part of the development of our Multi-Hazard Emergency School Plan, and in
accordance with district policy, please complete the following survey and return to the
administration office. The information provided will be used to help design and
update our Multi-Hazard Emergency School Plan in order to be fully prepared for an
emergency situation should one arise.
NAME:
ROOM
I. Emergency response:
Please check any of the following areas in which you have training or expertise:
First aid
CPR
Emergency medical
Search & rescue
Hazardous materials
Media relations
Counseling/mental health
Firefighting
Incident debriefing
Explain or clarify items checked, if needed
II. Special Considerations: Please check and list special skills or resources you feel
would be an asset in an emergency situation. Explain items checked:
Multilingual, list language(s)
Experience with disabilities
Ham radio or CB radio experience
Knowledge of community resources
Other knowledge or skills
Other knowledge or skills
Check if you have a cell phone that could be used in an emergency
Check if you have a 2-way radio that could be used in an emergency
III. Multi-Hazard Emergency School Team Membership
Each school is to form a Multi-Hazard Emergency School Team to provide
leadership and direction in response and recovery activities related to emergency
management.
Please check here if you are interested in becoming a member of our
school’s Multi-Hazard Emergency School Plan.
DO NOT RETURN THIS FORM WITH YOUR PLAN
3.
Multi-Hazard Emergency School Team Assignments
In general, Incident Command System (ICS) or Multi-Hazard Emergency School
Team roles should be a logical, reasonable parallel to day-to-day work assignments.
Complete the form below to reflect your school Multi-Hazard Emergency School
Team assignments. Descriptions of roles and responsibilities for each assignment are
provided in Appendix C of the Principal’s Multi-Hazard Crisis Response manual
received at training.
Title
Name
Bldg. Location & Phone #
Alternate Name
Bldg. Location & Phone #
Jaron Carson
Ext. 69350
Stacy Y. Mayfield, Main Office
416-9356
Coach Richard Jones, Port 300A
Intercom 300A
Micheal McMillian, TA.
416-2518
Public Information Official:
Media Liaison
Jan Lynch, RM 23B
Ext. 69361
Bill Riley, Annex RM 6A,
Ext.52527
Liaison Official:
Liaison to Outside Agencies
Keisha Haley RM 231B
Ext. 52516
Karen Johnson RM 9
Ext.52513
Heather Randall, Port 331B
Ext. 52534
Mary Bolton, RM 1
Ext. 52504
Carol Crowder, main Office
Ext. 62518
Nancy Hulbert, T.A.
Ext. 416-2518
Joyce Townsend, main bldg..
Ext. 69359
Shannon Ores, main Bldg.
Ext. 69353
Nurse Cook & Nurse Wood
319A, Ext 52531
Janice Brooks, Cafeteria
Ext. 69353
Cyndie Nash, Sch. Psych.
Ext. 52501
Beverly Leigh, Social Worker
Ext. 52501
LaQuita McClelland, Cafeteria
Ext. 69353
Dr. TBA, Supervisor Bond bldg..
416-5600
Tornaka Houston, Annex 4A
Ext. 52525
Deborah Westbrook, Library
Ext. 69360
Incident Command:
Principal
Safety Official:
School Security
Planning/Intelligence:
Situation Analysis
Operations:
Student Accounting &
Release
Operations:
Facility & Environmental
Operations:
First Aid, CPR, Medical
Operations:
Crisis Intervention &
Response
Operations:
Food, water, sanitation
Logistics:
Communications
Virginia Draper, Cafeteria
Ext. 69355
Logistics:
Supplies
Mossilean Williams, Bookroom
Lynice Trotter, Bookroom
Administration & Finance:
Documentation
Tracy Whitehead, Main Office
Ext. 69351
Beverly Crutcher, Main Office
Ext. 416-2518
4.
Students Survey Needing Special Assistance
(i.e. students and staff with physical limitations, diabetes, asthma, allergies, heart conditions, and special needs
students etc.)
Instructions: Teachers are to fill in the name of any student/staff in their class who will require
special assistance in the event of an emergency (considering a variety of emergency conditions
which may alter needs, such as severe weather, evacuation needs, hazardous materials, etc.). Copy
form as needed.
STUDENT NAME
ASSISTANCE NEEDED
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
SIGNATURE:
ROOM
DO NOT RETURN THIS FORM WITH YOUR PLAN
5.
Staff Survey Needing Special Assistance
(i.e., staff with physical limitations, diabetes, asthma, allergies, heart conditions, etc.)
Instructions: Fill in the information below if you require special assistance in the event of an
emergency (considering a variety of emergency conditions which may alter needs, such as severe
weather, evacuation needs, hazardous materials, etc.). Copy form as needed.
STAFF MEMBERS NAME
ASSISTANCE NEEDED
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
(Name of Person Who Will Assist)
DO NOT RETURN THIS FORM WITH YOUR PLAN
6.
Students and Staff Needing Special Assistance
MASTER LIST
Using the information from individual Teacher/Staff Survey form (FORM #4 and 4a),
the Multi-Hazard Emergency School Team maintains a master list of students and
staff needing special assistance in the event of an emergency (make copies of this
sheet as necessary):
STUDENT/STAFF NAME
ASSISTANCE NEEDED
AND INDIVIDUAL TO PROVIDE ASSISTANCE
7.
Classroom and Building “Hazard Hunt”
ALL STAFF (and Mitigation Plans)
Each Multi-Hazard Emergency School Team is interested in identifying any special circumstances
which exist in our building or near our location which present unique problems or potential risk to
persons or property. These may include materials used in offices, issues specific to your location in
the building, situations which may impede evacuation from the building, community issues (factories,
airport, water plants, rivers/streams), etc. Please describe any such potential hazards below, and
actions to mitigate:
Use this form to compile the master list of hazards for your location.
Potential Hazards
Actions to Mitigate
Successful
(Yes/No)
Signature: ____________________________________________________
Barriers to Intervention
Date: _______________________
DO NOT RETURN THIS FORM WITH YOURPLAN
8.
Classroom and Building “Hazard Hunt”
MASTER LIST (and Mitigation Plans)
Each Multi-Hazard Emergency School Team is required to identify circumstances unique to its
school/campus/facility that present unique risks to persons or property. These may include materials
used within the building, potentially troublesome evacuation routes, dangers due to geographic
location, proximity to potentially hazardous buildings in the community, issues related to sharing a
campus with another school, etc.
Using information from Classroom and Building “Hazard Hunt” forms, as well as insights from
Multi-Hazard Emergency School Team members, list below any specific risks or potential hazards
needing special consideration and plans to address them (copy form as needed):
Potential Hazards
Actions to Mitigate
Successful
(Yes/No)
Barriers to Intervention
9.
Assembly Area (Outdoors, for Standard
Evacuation)
Use the following worksheet to plan for evacuation from the building to an on-site, or
near-site Assembly Area (e.g., on-site football field). The Assembly Area should
minimize exposure of students to dangers or hazards around the school.
1. Examine floor plans and maps for your school grounds and surrounding neighborhood.
Determine primary and secondary exits for each room in the building. Consider factors
such as: gas, sewer, power lines; chain link fences (electrical hazard); facilities containing
toxic or radioactive material, water towers, multiple story buildings (vulnerable to
collapse), transformers, balconies (which may fall from buildings), etc.
2. Designate each of the following in the Assembly Area: (Include an outside map with
the assembly area – see sample outdoor map)
Command Post
Access for emergency vehicles
Student assembly areas (by grade level or team, etc.)
First aid area
Heliport landing area for air medical (if traffic gridlock prevents vehicular access)
Psychological first aid area
Student release
Media area
Potential morgue
3. Place copies of floor plans and evacuation routes, highlighted as appropriate, in this
section of the guide, and post throughout the building.
(Please attach map of indoor and outdoor evacuation)
4. Communicate Student Accounting and Release procedures to parents.
(Please attach copy of letter to parents)
10.
EMERGENCY WALKING/TRANSPORTATION UPDATE
2012-2013
School __Newberry Elementary_______________________________________________________________
Address ___5540 Newberry Ave___________________________________________________________
City_Memphis___________________________ State_TN______________
Zip 38141
Phone number _901-416-2518______________________
Fax_901-416-8184________________________
Principal’s Name ___Jaron Carson_________________________________________________________________
Phone number___901-416-9350________________________
Cell number__901-283-4620________________
Bus pick-up at school (i.e., front address, left side parking lot, etc.) ___Right Side parking Lot________________
(Remember pick-up and drop-off sites must be accessible by a large bus)
ALTERNATIVE BUILDING LOCATION: Walking Distance
Alternative Building Location
(Name, Address, City/State/Zip Code)
Name/Title & Phone Number
(Lead Contact)
(1)
____Jaron Carson/Principal________________________
______901-283-4620_____________________________
_________________________________________
Emerald Park______________________
Newberry Avenue
Alternative Building Location
(Name, Address, City/State/Zip Code)
Name/Title & Phone Number
(Lead Contact)
(2)
_________________________________________
_________________________________________
_________________________________________
ALTERNATIVE BUILDING LOCATION: Requiring Transport
Alternative Building Location
(Name, Address, City/State/Zip Code)
Name/Title & Phone Number
(Lead Contact)
(1)
Resurrection
5475 Newberry Avenue
Memphis, TN 38115-3651
___________________________________
___________________________________
___________________________________
Bus pick-up site at this location (i.e., front address, left side parking lot, etc.)________________________
Alternative Building Location
(Name, Address, City/State/Zip Code)
Name/Title & Phone Number
(Lead Contact)
(2)
____________________________________
____________________________________
____________________________________
Bus pick-up site at this location (i.e., front address, left side parking lot, etc.)_________________________
Student/Staff/Count & Special Needs Chart
# students
# special
needs
# wheel chairs
# office
personnel
# custodial
staff
# teachers
# of other
staff
Total in your bldg.
540
6
0
4
5
36
59
650
11. Student Accounting and Release
Each school needs to establish a specific plan for student accounting and release. Use
the following worksheet to describe how your school will account for students and
staff in the building in the event of an evacuation. Teachers must carry roll books,
grade books, or student attendance sheets when exiting the building during an
evacuation. A staff roster should also be available to take during an evacuation.
1. List below steps or procedures staff will take to assure student or staff accounting
(i.e., teachers report to team leader, who reports to “Student Accounting and
Release” member of the Multi-Hazard Emergency School Team, who reports to
principal):
2. What procedures will be in place to release students to parents, guardians, or other
designated adults during an emergency?
12. Orientation and Training Schedule [2011-2012]
Annually, each school should prepare a schedule of orientation and training events.
Use the worksheet below to outline a schedule for training events, drills, etc.
Month
July
August
September
October
November
December
January
February
March
April
May
June
Training Event and Who
is to be Trained
Person
Responsible
Comments
School Name___________________________________________________
13. Drill Schedule and Log [2011 -2012]
Use the following worksheet to plan drills for your school. Submit a copy of the
schedule with your school’s plan and use the original to document drills when they
actually occur. Final actual schedule is due May 4, 2012. Fax to 416-5718.
Fire Drills: Two fire drills in the first month of school, and one per month each following month.
Monthly
Date
Weather
Number of
Evacuation
Comments,
Schedule
Conducted
Conditions
Occupants
Time
Notes
1st:8/9/12
8/9/12
Sunny
465
3 min
2nd:8/17/12
8/17/12
Sunny
516
3 min
3rd:9/4/12
9/4/2012
Sunny
540
3 min
4th:10/19/12
5th:11/14/12
6th:12/13/12
7th:1/9/13
8th:2/21/12
9th:3/21/12
10th:4/17/12
11th:5/15/12
12th:
Earthquake Drills: Two each year.
Date
Date
Number of
Scheduled
Conducted
Occupants
Response
Time
Comments, Notes
1st: 10/17/12
2nd:2/21/13
Severe Weather Safe Area: Twice each year, including one in March
Date
Date
Number of
Response
Scheduled
Conducted
Occupants
Time
Comments, Notes
1st:11/14/12
March:3/21/13
Other Drills or Practice: Such as Lockdown, Shelter in Place, Intruder, Bomb Threat, etc.
Date
Date
Event
Comments,
Scheduled
Conducted
Scheduled
Notes
10/17/12
D. Emergency Team “Toolbox” or
“Go Kit”
Each Multi-Hazard Emergency School Team is to develop a “toolbox” to have
available for use during an emergency situation. Items in the toolbox should not be
used for anything other than emergency preparedness activities. A member of the
Multi-Hazard Emergency School Team should be assigned to keep the toolbox updated
(change batteries, update phone numbers, etc.). The toolbox should be portable and
readily accessible for use in an emergency.
 Copies of the all forms completed in the development of the school or facility MultiHazard Emergency School Plan (Chain of Command, Students Needing
Assistance, etc.)
 Map of building(s) with location of Exits, Phones, First Aid Kits, Assembly Areas
 Blueprints of school building(s), including utilities
 Videotape of inside and outside of the building and grounds
 Map of local streets with evacuation route (Alternate Building Location requiring
Transport)
 Flash lights
 First aid kit and latex gloves
 Faculty/staff roster (including emergency contacts)
 Student roster (including emergency contacts for parents)
 Master schedule
 Two-way radios and/or cellular phones available
 Battery powered radio and spare batteries
 Several legal pads and ball point pens
 Grease boards and markers (or dry erase boards)
 White peel-off stickers and markers (for name tags)
 Local telephone directory
 Lists of the district personnel’s phone, cell, fax and pager numbers
 Lists of other emergency phone numbers
 Other
 Other
 Other
Sample Phone Tree
Home and Cell
Numbers
.
Asst. Principal
Home Number
Cell Number
Teachers
Home Number
Cell Number
Counselor
Home Number
Cell Number
Teachers
Home Number
Cell Number
Principal
Home Number
Cell Number
Secretary
Home Number
Cell Number
Teachers
Home Number
Cell Number
Cafeteria Staff
Home Number
Cell Number
SBE
Home Number
Cell Number
Teachers
Home Number
Cell Number
Teachers
Home Number
Cell Number
SAMPLE LETTER TO PARENTS
Dear Parents,
Providing for your child’s safety when at school in our care is a major responsibility of our staff.
North Area Elementary has a disaster plan. The Principals and staff are prepared to make prompt and
responsible decisions in any situation that could threaten the safety of the students.
The need to close a school and evacuate the students before the regularly scheduled closing time
could arise from a relatively minor emergency such as a prolonged interruption of power or from a
major event such as a fire, earthquake, or severe storm. At times, communication and/or
transportation may be disrupted. In the event of a major disaster information will be disseminated in
a number of ways, including:
 Broadcast by the local radio and television stations.
 Published in the local newspapers and, as possible, posted on the school website.
NORTH AREA ELEMENTARY RELEASE POLICY
 No student will be dismissed from school unless a parent (or individual designated by a
parent) comes for him/her.
 No student will be allowed to leave with another person, even a relative or babysitter, unless
we have written permission or that particular person is listed on the student’s Registration or
Emergency Medical Release Form in our office and is able to identify him/herself. Please
complete the attached emergency card and return it as soon as possible. If the information
changes, remember to call the office to request a new card.
 All parents or designated persons who come for students must sign out at the office or from
the alternate release location which will be established in lower north section of the grassy
field in front of the building. Signs will be posted if this alternate location is required.
We are prepared to care for your student in emergency situations. If you are not able to reach the
school, we will care for your student until you or a designated person arrives. We have a number of
staff members with first aid training, and we will be in communication with local emergency
services. We do ask for your help in the following ways:
 Do not call the school. It is essential that telephone lines are open for emergency calls.
 Stay tuned in to your radio and television for updated developments.
 Avoid traffic congestion at the school by not driving immediately to the school. The school
access route and street entrance areas must remain clear for emergency vehicles.
During the school year your child will be trained in the necessary emergency procedures. He/she will
learn how to react, where to assemble, and what to expect in an emergency situation. If you have any
questions or comments about our emergency preparations, please call the office at 385-4240.
Sincerely yours,
Linda A. Delaney, Principal
*Information used on this form was taken from the ’02-’03 Emergency Management Plan submitted by
Wells Station
Student Assembly
Grade 10
Grade 11
Grade 12
Student
Release
Grade 9
Post
Command
Emergency
Vehicles
JROTC Armory
Morgue
First Aid
Sample Outdoor Evacuation Area
ABC School
Gym
Media
Psychological
1st Aide
Heliport