McDowell County Schools
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MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Policy 10-018 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN McDowell County Schools Title IV Department-Bonita Miano, SDFS July 2008 For Official Use Only You may download a Word file of this document at: http://boe.mcdo.k12.wv.us/adult/sdfs/ERPlan.doc McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 1 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 1. TABLE OF CONTENTS 2. INTRODUCTION 3. 2 A. PURPOSE……………………………..……………… 6 B. SITUATION AND ASSUMPTIONS…………………… 7 C. CONCEPT OF OPERATIONS……………………… 7 D. PHASES OF EMERGENCY MANAGEMENT 7 E. DIRECTION AND CONTROL………………………… 8 F. NIMS: CONCEMPTS AND PRINCIPLES …………… 8 G. DISTRICT SCHOOLS………………………………… 10 H. McDOWELL COUNTY………………………………… 10 I. 10 STATE OF WEST VIRGINIA………………………… J. SUCCESSION OF AUTHORITY…………………… 10 K. EMERGENCY CONDITIONS……………………… 11 L. TYPES OF PROTECTIVE ACTIONS……………… 11 M. POLICY GUIDELINES………………………………… 11 N. ORGANIZATION ……………………………………… 12 O. RESPONSIBILITIES………………………………… 13 P. ADMINISTRATION AND LOGISTICS……………… 15 Q. RECORD OF CHANGES…………………………… 16 R. APPROVAL Statement………………………… 17 COMPONENTS OF SAFE SCHOOLS A. PHYSICAL ENVIRONMENT………………..……… 18 B. SURVEILLANCE SUPPORT………………………… 19 C. EMERGENCY PLAN OF ACTION………………… 19 D. EMERGENCY GUIDELINES/CHECKLIST………… 20 E. LOCKDOWN PROCEDURE……………………… 21 F. EVACUATION……………………………………… 22 G. STUDENT CHECK OUT PROCEDURES………… 22 H. EMERGENCY ALERT STATIONS………………… 23 I. McDowell County Schools ERP 8-29-07 WHAT IS AN EMERGENCY? …………………… For Official Use Only POLICY 10-018 24 2 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 4. J. DURING A DISASTER……………………………… 24 K. AUTHORITY AND REFERENCES………………… 24 BASIC PLAN A. SITUATION AND ASSUMPTIONS……………….. 25 B. COMMUNICATIONS……………………………….. 25 C. SITE ASSIGNMENTS AND STAGING AREAS…. 26 D. ICS ASSIGNMENTS………………………….…… 27 E. EVACUATION CHECKLIST……………………….. 29 F. LOCKDOWN/SHELTER IN PLACE………………. 30 G. REVERSE EVACUATION…………………………. 31 H. SCHOOL MAPS…………………………………….. 32 I. 5. RESOURCE INVENTORY…………………...……… 33 PROCEDURES A. ACCIDENT/SERIOUS INJURY/MED.EMERGENCY… 34 B. AFTER SCHOOL EVENT EMERGENCY…………… 36 C. ANIMALS……………………………………….……… 41 D. ASSAULT/FIGHTS…………………………………… 42 E. BOMB THREAT……………………………….……… 43 F. BUS INCIDENT………………………………..……… 45 G. FIRE…………………………………………….……… 46 H. GAS LEAK……………………………………..……… 47 GENERAL EMERGENCY…………………………… 48 J. HAZARDOUS MATERIALS EVENT………...……… 49 K. INTRUDER/HOSTAGE……………………….……… 53 MEDIA…………………………………………..…… SERIOUS INJURY/DEATH………………………… SHELTERING PROCEDURES……………...……… STUDENT RUNAWAY OR ABDUCTION.... ……… STUDENT UNREST………………………….……… SUICIDE……………………………………….……… TERRORIST EVENT………………………………… UTILITY EMERGENCY PROCEDURE …………… 54 55 56 57 58 59 60 60 I. L. M. N. O. P. Q. R. S. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 3 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 6. T. WEAPONS…………………………………….……… U. WEATHER……………………………………..……… RESOURCES A. AFTER A CRISIS OR TRADGEDY…………………… B. ATHLETIC VENUE EMERGENCY PLAN…………… C. ATHLETIC VENUE STANDARDS…………………… D. BOMB THREAT CHECKLIST………………………… E. BUS EMERGENCY EVACUATION………………… F. COMMUNITY SHELTERING………………………… G. CRITICAL INCIDENT MANAGEMENT……………… H. EMERGENCY RESPONSE DRILL LOG …………… I. FIRE ALARM/DRILL REGULATIONS………………… J. MEDIA COMMUNICATIONS………………………… K. MINIMUM REQUIREMENTS CHECKLIST………… L. NOTICE OF FIRST AID CARE……………………… M. PANDEMICS……..………. N. PUBLIC INFORMATION RELEASE………... O. SCHOOL COMMUNICATION………………... P. SEARCH AND RESCUE TEAMS…………... Q. SITE STATUS REPORT…………………….. R. STAFF SKILLS SURVEY……………………. S. STUDENT ACCOUNTING FORM………….. T. STUDENT RELEASE FORM……………….. U. TERRORIST ATTACK …………………………… V. UPDATE REPORT…………………………… W. WEATHER EMERGENCY…………………… X. STUDENT ROSTER…………………………. Y. MASTER SCHEDULE……………………….. Z. FACULTY AND STAFF ROSTER………….. AA. INCIDENT RESPONSE JOB DESCRIPTIONS BB. ANNUAL SITE PLAN REVIEW McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 62 63 64 78 79 85 86 88 93 96 97 99 102 105 106 110 111 116 117 118 119 120 121 125 126 143 144 145 146 167 4 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN This McDowell County Schools Emergency Response plan is intended as a guide to help schools develop and strengthen an effective Emergency Response plan in cooperation with local emergency response agencies. Each school using this plan must conduct a review with their safety committee and determine any adjustments that must be made to fit the needs of their school. This document is intended as a guide. Each site must ensure that all components of the plan conform to school district policies and local, state and federal law. If you would like assistance in any phase of Emergency Response Plan development you can contact the McDowell County Board of Education at: (304) 436-8441 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 5 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 2. INTRODUCTION A. PURPOSE 1. Protection (Mission) The McDowell County Board of Education is dedicated to assuring that all students and employees are prepared to react to emergency situations in a reasonable and responsible manner, thus insuring that the highest level of safety in the event of a natural or man-made emergency or disaster can be achieved. 2. Procedures (Goals/Objectives) a. to provide emergency preparedness, response instructions, information, and guidelines to protect the safety and well-being of students and staff at the time of an emergency b. to protect the safety and welfare of students and staff c. to provide for a safe and coordinated response to emergency situations d. to protect the Board of Education facilities, properties, and records e. to enable the county to restore normal conditions with minimal confusion in the shortest time possible f. to expect the unexpected! g. to manage all emergencies that occur within the district using the Incident Command System (ICS) h. to distribute and explain an overview of the plan to students and parents i. to develop and provide procedures for disabled and non-English speaking students and staff j. to annually review plan by the above committee and update to maintain current procedures k. to periodically conduct drills to test the effectiveness of the plan l. to supply each classroom with a Classroom Emergency Response Guide m. to provide main school office with an NOAA capable radio with battery power back-up where it can be monitored for emergency messages during school hours n. to file a copy of this plan with the school district office. 3. Roles and Responsibilities a. to define the roles and responsibilities of the school district, principals, and staff b. to define emergency functions and assign emergency duties 4. Coordination To provide interaction, coordination and cooperation between school sites and county efforts with the McDowell County Office of Emergency Services McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 6 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN B. SITUATION AND ASSUMPTIONS 1. McDowell County Schools is subject to the following natural hazards: various types of dam failure, earthquakes, floods, hurricane remnants, tornadoes, blizzards, ice, snow and other weather. 2. McDowell County Schools is subject to the following man-made disasters: accidents, acts of vandalism/terrorism, bomb threats, civil unrest, fires, hazardous materials accidents, hostage situations, nuclear incidents, shootings, and violence. 3. McDowell County Schools and its employees are familiar with the Emergency Operations Plan and will execute their assigned duties and responsibilities, that assistance may be needed and that if so - assistance will be available 4. Emergency Operations Plan users (and others) foresee that some improvisation or modification may become necessary. C. CONCEPT OF OPERATIONS a. Basic Policies 1. The responsibility of the McDowell County Schools is to protect life, process and property from the effects of hazardous events. The Superintendent has the primary responsibility for emergency management activities. When emergency/disaster exceeds the school board’s capability to respond, assistance will be requested from the county, state and/or federal government. 2. National Incident Management System (NIMS). Homeland Security Presidential Directive-5 (HSPD-5) instructs the Secretary of Homeland Security to develop and administer a National Incident Management System that will allow all government, private sector, and non-governmental organizations to work together during domestic incidents through a comprehensive, national approach to incident management that is applicable to all jurisdictional levels and all functional disciplines, and which has the following intentions: 3. Be applicable across a complete range of potential emergency or hazardous incidents, regardless of either the size or complexity of the incident. 4. Enhance the coordination and cooperation between public and private entities in a variety of domestic incident management activities by providing for interoperability and compatibility among all emergency responders. D. PHASES OF EMERGENCY MANAGEMENT In keeping with the nationwide strategy of the Integrated Emergency Management System (IEMS), this plan is concerned with all types of emergency situations and how they may develop, be prevented, and finally resolved. Accordingly, this plan accounts for activities before, during, and after emergency operations. Remember, any of the phases may, and often do, occur concurrently, especially during long term and/or widespread emergency situations. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 7 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN a. MITIGATION - Mitigation activities are those designed to both prevent the occurrence of an emergency, or long-term activities to minimize the potential effects of an emergency, including locating and identify potential hazards. b. PREPAREDNESS - Preparedness activities, programs, and systems are those that exist before an emergency and are used to support and enhance response to an emergency or disaster. Planning, training and exercises are among the activities conducted under this phase. c. RESPONSE - Response activities and programs are designed to react to the immediate and short term effects of an emergency or disaster. It helps to reduce casualties and damage and to speed recovery. Response activities include direction and control, warning, evacuation, and other similar operations. d. RECOVERY - Recovery is the phase that involves restoring systems to normal. Short term recovery actions are taken to assess damage and return life support systems to minimum operations standards. Long-term recover actions may continue for many years. E. DIRECTION AND CONTROL 1. McDowell County Public Schools a. In the event an emergency should occur, the County Superintendent or designee may implement this Emergency Operations Plan and take such other action as might be required to protect the interests of the school district. b. The County Superintendent, by request of the West Virginia Department of Education, will consult with and serve as liaison between the public and basic and higher education institutions concerning emergency response activities. Assistance will be provided to the private school systems through implementation of the emergency management procedures outlined within the McDowell County Schools Emergency Operations Plan (EOP). c. All schools within the McDowell County school system shall be made available to state, county, and local officials for emergency planning and exercise purposes and actual service as mass care facilities in the event of an emergency evacuation d. Provision is made in district contracts that all school bus and transportation vehicles (owned or leased) by the McDowell County school system shall be made available to state, county, and local officials for emergency planning and exercise purposes and actual service in the event of an emergency evacuation. F. NIMS: CONCEPTS AND PRINCIPLES NIMS provides an overall framework to enable both the interoperability and compatibility of differing response agencies and disciplines through a balance of two operational factors: flexibility and standardization. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 8 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 1 Flexibility. NIMS provides a flexible framework to facilitate the activities of both public and private organizations working in concert at all levels to manage a domestic incident, with the flexibility applying to all phases of incident management, regardless of the cause, size, location, or complexity of the emergency incident. 2 Standardization. NIMS provides a set of standardized organizational structures, and defines the requirements for processes, procedures, and systems in a manner to enhance interoperability. NIMS Components. NIMS is composed of six primary components operating together in a systematic fashion to create a national framework for incident management and which includes all phases of emergency incident management: preparation, prevention, response and recovery. These primary components are as follow: 1. Command and Management. The standard incident management structures organized under the NIMS framework are all based on three primary organizational systems: a) Incident Command System (ICS). ICS defines the operating characteristics, management components, and structure of incident management organizations throughout the duration of an emergency incident. b) Multi-agency Coordination System. This system defines the operating characteristics, management components and organizational structure of supporting entities. c) Public information System. This system includes the processes, procedures, and systems for communicating timely and accurate information to the general public during all phases of an emergency incident. 2. Preparedness. The effective management of an emergency incident starts with preparation activities conducted in anticipation of and prior to the onset of an emergency incident, and which involve a combination of the following: a) b) c) d) e) Planning, training and exercises. Personnel qualification and certification standards. Equipment acquisition and certification standards. Publication management processes and activities. Mutual aid agreements and Emergency Management Assistance Compacts (EMACs). 3. Resource Management. NIMS has the capability not only to define standard methods, but also to establish requirements for describing, inventorying, mobilizing, dispatching, tracking, and recovering emergency response and management assets and resources through all phases the management of an emergency incident. 4. Communications and Information Management. NIMS provides for a standardized framework for communications, information management, and information sharing support at all levels of incident management, including the need for effective interoperable McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 9 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN communications procedures and systems to be in effect across all agencies and jurisdictions. 5. Supporting Technologies. Technology and technological systems, including emerging technologies, can provide the support and assistance necessary to implement and refine NIMS, and include the following capabilities: Voice and data communication systems. Information management systems. Data display systems. 6. Ongoing Management and Maintenance. The Department of Homeland Security has established the NIMS Integration Center to provide strategic direction and oversight in support of routine review and ongoing refinement of NIMS and its primary system components. G. DISTRICT SCHOOLS a. Each school within the McDowell County school system, in cooperation with their municipal and county Office of Emergency Services, shall develop a plan, in consonance with this county plan, listing more specific procedures, responsibilities, duties and precautions to be followed in event of natural or man-made disasters or emergencies. b. School principals or designee will implement their plan in the event of any local emergency or disaster that may endanger students, faculty, staff, and premises. H. McDOWELL COUNTY The county commissioners will exercise coordination and control of the response to any county-wide emergency through their executive organization, the McDowell County Office of Emergency Services (O.E.S.) I. STATE OF WEST VIRGINIA The West Virginia Office of Emergency Services, in consultation with the Department of Education will coordinate decisions relative to school operations during major emergencies and disasters affecting two or more counties within the state. J. SUCCESSION OF AUTHORITY 1. McDowell County Schools a. Succession of authority in the McDowell County school system is: McDowell County Schools ERP 8-29-07 Superintendent Assistant Superintendent For Official Use Only POLICY 10-018 10 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 2. Director of Transportation and Facilities Principals Schools a. Each school within the county will establish a succession of authority in order of sequence and provide that information to the county. K. EMERGENCY CONDITIONS 1. Limited Emergency where a potential hazard has reached a dangerous level and could affect the safety within a school 2. Full Emergency where a potential hazard has increased to exceed public safety levels deemed acceptable the Office of Emergency Services. L. TYPES OF PROTECTIVE ACTIONS 1. Sheltering in place Action by a specific school to take advantage of the inherent protection against violent winds, hazardous material accidents, and weather by remaining indoors, away from doors and windows, in basements, or in reinforced protective shelters during the danger period. 2. Evacuation a. Limited - by specific school in response to a local emergency such as a fire, flood, etc. b. General – by county, i.e., the entire school populations (students, faculty and staff) within the county. 3. Modified Operations – delayed opening, early dismissal, delayed closing, and cancellation of classes. M. POLICY GUIDELINES 1. McDowell County Schools a. Advisement - The Superintendent will provide for communication and advisement to the school board. b. Update of Plans and Training - The Superintendent will provide for at least an annual review and updating of this plan and for prescribed training of staff and faculty. c. Succession of Authority - Actions and responsibilities of staff and faculty will be carried out under the prescribed administrative chain of authority and the respective school plan for succession of authority. d. Interagency Actions - Actions by the staff and faculty of the county schools will be coordinated with other agencies that are affected by the emergency. e. Supplies, Equipment, and Facilities 1. McDowell County Schools ERP 8-29-07 County school supplies, equipment and facilities will be used for the welfare of students and staff. To the degree possible, a For Official Use Only POLICY 10-018 11 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN record will be maintained for accountability after the emergency has terminated. 2. Responsibility for school supplies, equipment, and facilities shall not be relinquished unless appropriately authorized either by affirmative action by the Board of Education or by official direction of higher authority in accordance with provisions of this Emergency Operations Plan. f. Official in Charge – The superintendent or designee will generally be present for duty when classes are in session. g. Primary Responsibility - The primary responsibility of the Principal is to provide for the protection, safety, and welfare of their students and staff. h. Drills and Exercises – Provide prescribed training of staff and faculty on emergency plans, procedures, and duties; orientation of students on emergency procedures and responsibilities; and periodic safety drills in accordance with approved rules and regulations and as set forth in the specific school Emergency Operations Plan. i. Accountability for Students - In case of an evacuation, each student group (e.g., home room class) will be accompanied by school officials (e.g., home room teacher, classroom teacher, or member of the staff). j. Special Requirements – Faculty and Special Education teachers will provide for the special support of students having physical or other limitations. k. Official in Charge - One or more of the persons listed will generally be present for duty when classes arc in session. l. Applicability - All policy guidelines of McDowell County Schools apply. N. ORGANIZATION AND RESPONSIBILITIES 2. Organization a. Emergency Situations – In emergency situations, the day-to-day organization of the McDowell County Superintendent and Board of Education will serve as the basis for operations. b. Day-to-Day Duties - Emergency duties assigned herein parallel or complement day-to-day duties. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 12 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN O. Responsibilities 1. Limited Emergency a. Superintendent 1. receives notification from within the county school of an incident, or 2. receives notification from the McDowell County Office of Emergency Services, 3. reviews situation and determines course of action to be taken, 4. ensures that “risk” schools and “host” schools are notified, 5. briefs county staff on situation and course of action to be taken, 6. establishes communications with the McDowell County Office of Emergency Services and schools, Amateur Radio Emergency Service/Radio Amateur Civil Emergency Service (ARES/RACES), establishes supplementary communications. 7. Monitors Emergency Alert System stations or one of the affiliate EAS stations. b. Director of Transportation / Facilities 1. ascertains availability of buses and drivers, 2. reviews traffic control points requirements for school entrance and exit roads. Notifies local police of situation and assistance needed. 3. Manager of Facilities – review of building plan and operation. Utilize shut offs, etc. c. Finance Director - reviews procedures for recording overtime work hours, accounting for emergency expenditure of supplies, and reports. d. Coordinator of Nutritional Services - notifies cafeteria personnel of the situation. Coordinates special needs with food suppliers. e. School Principal 1. reviews emergency plans, notifies staff and faculty, and briefs them on course of action to be taken. 2. reviews procedures for limited evacuation and general evacuation, 3. reviews procedures for clearing and securing buildings 4. reviews procedures and prepares for continued supply of medicines for students with special needs. 2. Full Emergency a. County Superintendent 1. determines need to escalate preparedness to Full Emergency condition when responses to the emergency are locally controlled. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 13 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 2. notifies school principals and chairperson of school board, in that order, 3. notifies “host” school principals in case general evacuation becomes necessary, 4. maintains communications with McDowell County Office of Emergency Services, and 5. advises McDowell County Board of Education on status of operations. b. Director of Transportation / Facilities 1. notifies bus operators to move buses to schools in preparation for evacuation 2. establishes Traffic Control Points (TCPs) at school entrance and exit roads. Notifies local police, requests assistance as needed. 3. issues evacuation route strip map to each bus driver, and staff and faculty members evacuating by private vehicle. 4. receives notification of emergency, briefs facilities management staff maintains com with Superintendent’s office. Evaluates situation and assists in determining course of action to be taken. c. Director of Finance - records overtime work hours, prepares to purchase any emergency supplies needed and maintains a record of expenditures. d. School Principal 1. receives notification, briefs school staff and faculty, 2. directs protective action deemed appropriate in case of sudden occurrences such is tornadoes, fires, etc., 3. reports limited or general evacuation to the county superintendent, as appropriate, 4. initiates bus convoy to “host” school, if appropriate. Reports arrival to Superintendent, 5. reports status to parent and “host” school 6. releases homeroom and back-up teachers when all in their student group have been released to parents, 7. specifies in the school Emergency Operations Plan, the responsibilities delegated to the following members: assistant principal(s) faculty members school nurse(s) administrative assistants custodians cafeteria personnel students McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 14 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN P. ADMINISTRATION AND LOGISTICS 1. Administration a. McDowell County Board of Education b. records of expenditures and obligations will be recorded by the Director of Finance c. schools submit records of expenditures and obligations to the Director of Finance 2. Host school a. submits records of expenditures and obligations incurred as a result of the evacuation to the Director of Finance, McDowell County Board of Education 3. Parents a. shall be informed on the contents of this plan as well as the specific school Emergency Operations Plan. 4. Logistics 1. Agreements and Understandings a. County schools are responsible for development of reciprocal agreements with other schools for provision of “Host” facilities, and understandings with commercial firms for the provision of emergency supplies. (To be added—not in place at this time) b. Should a county school’s resources prove to be inadequate for an emergency operation, their unmet needs should be provided through an agreement with a neighboring county school. (To be added—not in place at this time) 2. Unmet Needs During an emergency, in which all local county school resources have been expended, unmet needs will be reported to the McDowell County Office of Emergency Services. Unmet needs determined during the planning phase should be reported by the school to the county Office of Emergency Services so that they may be provided for in the county plan. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 15 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN This Emergency Operations Plan for McDowell County Schools must be considered as a work in progress. It will be subject to ongoing annual review and revision. This document will, however, serve as a solid foundation for future plans. Q. RECORD OF CHANGES Change Number Date of Change McDowell County Schools ERP 8-29-07 Tab Numbers Date Entered For Official Use Only Signature of Person Making Change POLICY 10-018 16 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN R. Approval Statement The School Safety Plan for (Replace with Name of School) has been reviewed and found to comply with the McDowell County Schools Emergency Response Plan, minimum and/or recommended requirements. School Principal (required) Date Superintendent (required) Date Safe and Drug Free Schools Coordinator (required) Date Board of Education President (required) Date Law Enforcement (recommended) Date Local Emergency Management / 911 Date Director of Facilities/Transportation Date (recommended) McDowell County Schools ERP 8-29-07 (recommended) Fire/EMS (recommended) For Official Use Only Date POLICY 10-018 17 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 3. COMPONENTS OF SAFE SCHOOLS A. PHYSICAL ENVIRONMENT 1. Grounds and Buildings: Schools will develop and implement strategies to create a school climate that fosters positive school culture and encourages respect for all. Protecting students and staff, is the major consideration when securing the building against unauthorized entry. The requirements listed below represent an investment in the Physical Environment. a. Parents, staff, students, and community will be informed of the school-wide plan for making the Physical Environment of the campus more secure. The school newsletter, local newspaper, radio station, community organizations and PTO meetings will be used to disseminate information. b. School exterior grounds have been assessed for security concerns by Crisis Prevention Team (CPT). c. All areas of the building and grounds are supervised. This will include parking lots, interior stairwells, cafeterias, gymnasiums, and auditoriums. d. The interior of the building is well-lit and clean. It reflects pride in school identity and the accomplishments of its student body. e. The number of entrances to each building will be secured by locking the doors from the outside, still having access to open from the inside. The principal will select the main entrance to the building. Signs will be posted indicating which entrance will be used as the reception area. Additional signs will be posted reminding all persons entering the building that they must report to the office. Newly constructed or remodeled schools will use an integrated security management and access control system. f. All schools will be responsible for establishing a reception/information table at the main entrance of the building to assist and direct parents, students, and visitors to the office when entering the school. g. Schools will be responsible for clearly indicating the location of the main office by using arrows, etc. h. The office will maintain a sign in/out sheet. i. The following persons will wear identification badges at all times: all board of education personnel, school volunteers, foster grandparents, visitors, and RESA personnel. j. Visitors must report to the reception area upon entering the building to receive an identification badge. When leaving the building visitors must return the badge to the reception area. Anyone not wearing an identification badge should be questioned and asked to go back to the office to obtain one. Visitors must show a proper picture ID. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 18 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN k. McDowell County Schools will operate under a CLOSED CAMPUS POLICY. Policy is under revision at this time. l. Safe School Helpline will be made available to all students, staff, parents, and community. 1-866-SAFEWVA B. Surveillance Support: 1. School intercom systems should be upgraded to a two- way system. 2. Schools will have one telephone that is not connected to a power source. 3. Schools should be equipped with a burglar alarm system and video monitors as needed. 4. Schools should have some type of wireless, two-way communication that can be utilized within the facility in the case of a power outage. 5. School buses will be equipped with cameras. 6. School buses will be equipped with two-way communication devices. . C. Emergency Plan of Action: 1. The principal shall establish a chain of command within the building for emergency situations 2. The principal shall establish an area command center (main office will be utilized as the command center) unless an alternate location is needed in an emergency situation. 3. The principal shall provide a map of the facility and plan to all staff, law enforcement, fire department, and emergency services. 4. The principal shall maintain a copy of student, staff, and visitor rosters in the main office. 5. Teachers shall have their grade book to determine if all students are present and report such to the principal. They will add any student’s name that was brought in and not assigned to there class. Teachers shall make provisions necessary to care for handicapped individuals, should an emergency situation develop. 6. School administrators will check restrooms, etc., for students and place them in a safe location under supervision. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 19 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 7. The principal shall be responsible for identifying and including agencies available in the community to assist in designing the school’s plan: police, health department, hospital, fire department, and 911. 8. The principal and staff members shall develop the following teams: medical, supervising, counseling/emotional support. These teams should include staff, cooks, secretaries and custodians. 9. Each school will have a first aid kit in the main office for emergency situations. These kits are not to be used daily. 10. The principal and staff shall implement the county safe school plan. It will be the responsibility of the school to communicate the school’s specific components of the plan to staff, students, and parents. The school’s plan should also be given to 911 Service, the State Police and the Sheriff Department. 11. The principal and staff shall schedule and document practice drills for ten required fire drills and for three emergency situations. The staff will review, revise, and evaluate current policies periodically during in-service. 12. The principal/designee will communicate with board of education personnel advising of any special requests or needs to implement the plan. 13. The principal will communicate with staff, students, and parents regarding incidents that have a school wide effect, as soon as possible. 14. Reference should be made to the McDowell COUNTY’S Emergency Operations Plan when clarification of procedure is needed during and after a crisis. D. Emergency Guidelines/Checklist A common vocabulary is necessary. It is critical that school staff and emergency responders know each other’s terminology. Work with emergency responders to develop a common vocabulary. The words used to give directions for evacuation, lockdown, and other actions should be clear and not hazard specific. The Federal Emergency Management Agency recommends using plain language to announce the need for action, for example, “evacuate” rather than “code blue.” Many districts note that with plain language everyone in the school building including new personnel has found it useful. It is critical that common language is used consistently throughout our school system. Provided in this section is a variety of guidelines and checklists for the management of specific types of emergency crises. Referencing McDowell County School’s “Emergency Operation Plan” will provide additional instruction and information when dealing with specific situations. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 20 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN E. Lockdown Procedure In cases of an emergency requiring lockdown, the following procedure will be followed by staff and students. 1. Principal or his designee will announce over the public address system that a lockdown is in effect. 2. An assigned staff member will be directed to call 911 and the Superintendent of schools. 3. Staff will communicate with administration during lockdown by placing a RED FOLDER which indicates a missing child and a GREEN FOLDER to indicate all students are accounted for. Staff will place folders on door windows of their classroom. Principals can assess the situations by viewing the color coded folders. 4. The following announcement will be made: Class in Session (lunch not in progress) Students and Staff- It is necessary at this time to begin a school wide lockdown. All students are to remain in class. Students in the hall report immediately back to your room. Teachers shall lock classroom doors so that access can not be made from outside hallways. No one is to leave the classroom until an “all clear” announcement is made by the administrator. Ignore fire alarm. Teachers will use their grade book to determine if all students are presence. Teachers will alert the office if students are absent from class using the color coded folders. If we need to evacuate the building, an announcement will be made. Class Change in Progress “Students and Staff” – It is necessary at this time to begin a school wide lockdown. All students and teachers report immediately to your next class. Teachers, be at your classroom door and lock as soon as the students have arrived. Ignore a fire alarm. If we need to evacuate the building, an announcement will be made. During Lunch Time “Students and Staff” – It is necessary at this time to begin a school wide lockdown. Students in the cafeteria are to report immediately to the (gym or auditorium –whichever is appropriate). Teachers lock your classroom doors. Students outside of their classroom at this time are to report back to your class immediately. No one is to leave their classroom or designated area until an all clear announcement is made by an administrator. Ignore fire alarm. If we need to evacuate the building, an announcement will be made. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 21 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN During the lockdown announcement, the administrator and head custodian will lock the exit doors. Principal/designee will announce to the student body when the emergency is over. F. Evacuation: The purpose of this section is to help personnel react to the individual incidents that may occur at any school. In order to assist with incident management, advanced planning is required. Planning involves establishing structures for information gathering and for creating a rapid response capability. The information listed is a format in planning, practicing, and reviewing incidences that would require building evacuation. 1. The principal shall establish the chain of command and designate an area as the command center. 2. Teachers will take their grade book and accompany students out of the building. Teachers will use their grade book to account for all students. *Provisions will be made to assist with evacuation of handicapped students. 3. Teachers and students are to move to an established safe area and remain until administration gives verification that they may reenter the building. 4. Staff will communicate with administration during evacuation by placing a RED CARD which indicates a missing child and a GREEN CARD to indicate all students are accounted for in their grade book. Staff will hold up folders when they are in designated location and can account for all students. Principals can assess the situations by viewing the color coded folders. 5. The principal and staff shall review and update present exit routes for fire drills and possible bomb threats. 6. Teachers shall post emergency agency numbers in their classroom. 7. The principal/designee shall call 911 and the Board of Education. 8. A plan will be developed by each school to train substitutes. 9. A plan will be developed for building visitors. G. Student Check Out Procedures: The most extensive incident response skills are required for responding to major criminal acts. These skills are needed to mitigate an incident’s effect on the school community. It is critical that personnel establish a procedure for student check out in the event that an incident requires/initiates parents arriving at the school to remove their child/children. Listed are ideas that will be used in developing the system that would be most effective for each individual school setting. 1. The principal shall establish a student check out procedure, designating personnel and location for procedure. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 22 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 2. The principal shall designate personnel to be responsible for maintaining student rosters for the entire school. 3. In the event of a crisis situation, the designated personnel will be responsible to have a note pad available for the parent/guardian to sign the student out before being released from school. The designated personnel can indicate on the roster that the student has been released. 4. The principal shall designate personnel and an area for students requiring special needs (medical, supervising, and counseling). 5. The Superintendent and/or designee shall be responsible for notifying the media advising them of the situation and the established procedure for student dismissal. If there is a pending emergency, warnings will be given to the public in several ways. Emergency service vehicles with loud speakers may announce the warning. Telephone ring down service (available in certain areas) Emergency information will be broadcast by the Emergency Alert System (EAS) and updated every 10 to 20 minutes. H. Emergency Alert Stations: Radio Television WELC 1440 AM WVVA-TV Channel 6 WELC 102.9 FM WOAY-TV Channel 4 WHAJ 104.5 FM WVSX-TV Channel 59 WCIR 103.7 FM WJLS 99.5 FM McDowell County Schools Website: http://boe.mcdo.k12.wv.us or call 436-4917 option 2 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 23 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN I. What is an Emergency? 1. A duly proclaimed existence of conditions of disaster or extreme peril to the safety of persons or property caused by air pollution, fire, flood or floodwater, storm, epidemic, riot, earthquake, intruder or other causes. This may be beyond the control of the services, personnel, equipment and facilities of the site and or district and require the combined efforts of the State or other political subdivisions. School district facilities must be prepared to respond to an emergency or traumatic event in an organized and timely manner so that students and staff can continue to function effectively without additional trauma or the development of additional emergencies. 2. School district emergencies can be small and easily managed, or they can be large and difficult to manage. Every school district emergency must be managed in a way that ensures the safety of everyone involved. In order to provide a safe and secure teaching and learning environment, personnel must plan for the management of emergency events that cannot be predicted or prevented. This plan is designed to help you do that. J. During a Disaster: Step by Step is Right Here The greatest mistake principals, teachers and staff make in crisis come from not knowing what steps to take and in what order in a given situation. Planning, training and drills will help prevent those mistakes. In a crisis it helps to know where to turn for help. This manual provides specific sequential steps to take. These steps are guidelines to inform you of the most likely steps to take. It is critical to evaluate the circumstances of the actual event and determine the most appropriate course of action. Some common incidents have been addressed to help you in an emergency. Each site must conduct a hazard assessment to identify all hazards that pose a risk to the school. K. AUTHORITY AND REFERENCES 1. Authority West Virginia School Code West Virginia Office of Emergency Services Code Chapter 15, Article 5 as amended Public Law 93-288, Federal Civil Defense Act as amended 2. References The McDowell County Emergency Operations Plan (EOP), 1995 Harrison County Board of Education Emergency Operations Plan (EOP). West Virginia Department of Education, School Emergency Planning Guide The State of West Virginia Emergency Operations Plan (EOP), West Virginia Office of Emergency Services The Office of Safe and Drug- Free Schools/US Department of Education (Practical Information on Crisis Planning, A Guide For Schools And Communities). Virginia Center for School Safety/ Virginia Department of Criminal Justice Services Arizona Department of Education/Arizona Division of Emergency Management McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 24 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 4. BASIC PLAN A. SITUATION AND ASSUMPTIONS 1. Situation a. The school sits on (insert acreage) at (insert address). The site consists of (insert # of buildings) buildings. There is an Average Daily Membership of (insert ADM) and (insert # of staff members) staff members. (address scheduled daily differences in population) b. The principal has the primary responsibility for developing and implementing the site Emergency Operations Plan. The principal has the responsibility of executing the policies developed by the district. c. Site personnel and/or local fire and law enforcement agencies handle most emergencies on site. 2. Assumptions a. During an emergency, centralized direction and control (i.e., activation of the Command Post) is the most effective approach to management of emergency operations. b. In case of an emergency that is beyond the capabilities of the site to handle, site personnel will coordinate with local emergency response agencies. This may include having a member or members act as liaison with responding agencies. B. COMMUNICATIONS 1. Emergency Communications When an emergency condition exists, the Incident Commander will notify the necessary personnel to respond to their area of assignment. The methods of communication listed below in descending order will be used (a being the primary mode of communication followed by alternative modes). Notifications will be given in plain language. Code words shall not be used. a. b. c. d. 2. Intercom Two-way radios Telephone Runners Media Relations The site Information Officer will be prepared to deal with the media prior to the arrival of the district Information Officer. A separate staging location will be pre-identified for media briefings. *See RESOURCES for additional Media Communications Guidelines McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 25 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Emergency Contact Numbers Public Safety Agencies Number General Emergency 911 Police/Sheriff/Fire 911 Poison Control 1-800-222-1222 Welch Community Hospital (ER) 1-304-436-8630 Tug River Health Clinic (Gary) 1-304-448-2101 Tug River Health Clinic (MVHS) 1-304-436-4798 Tug River Health Clinic (Northfork) 1-304-862-2588 Bluefield Regional Hospital 1-304-327-1100 Princeton Community Hospital 1-304-487-7000 District Contacts Number Superintendent 436-8441 ext. 226 Home 1-304-682-5840 Transportation/Facilities 436-8441 ext. 244 Transportation/Facilities (home) Assistant Superintendent Elementary 436-8441 ext. 227 Assistant Superintendent Secondary Coordinator of Adult and Student Services 436-8441 ext. 246 School Nurses 436-5075 Food Services 436-8441 ext. 227 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 26 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN C. SITE ASSIGNMENTS AND STAGING AREAS On Site Locations and Staging Areas Primary Alternate Alternate Primary Alternate Alternate On Site Command Post Student Care First Aid Student Request Student Release Media Staging Law Enforcement Staging Fire Staging Public Works Staging Utilities Staging Student Relocation Center District Staging Off Site Command Post Student Care First Aid Student Request Student Release Media Staging Law Enforcement Staging Fire Staging Public Works Staging Utilities Staging Student Relocation Center District Staging McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 27 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN D. ICS ASSIGNMENTS Primary Alternate Alternate Incident Commander Safety Liaison Information Officer Operations Communications Recorder Security Search & Rescue Safety/Damage Medical/First Aid Student Supervision Student Request Student Release Runners Notes: McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 28 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN E. EVACUATION CHECKLIST 1. Evacuation Incident Commander (IC) initiates evacuation procedures. IC determines if students and staff should be evacuated outside of building or to ________________________ relocation center. _(Insert IC’s name here) contacts _(Transportation Coordinator) and informs them that the evacuation is taking place. Incident Commander notifies relocation center and Board of Education. Direct students and staff to follow evacuation drill procedures and route. Follow alternate route if normal route is too dangerous. Close all windows. Turn off lights, electrical equipment, gas, water faucets, air conditioning and heating system. Describe how disabled and non-English speaking students and staff will be provided for. Lock doors. 2. Teachers: Direct students to follow normal evacuation drill procedures unless IC alters route. Take classroom roster, grade book, and emergency kit Close classroom doors and turn out lights. When outside building, account for all students. Inform principal or Incident Commander immediately of missing student(s). Report missing students with RED CARD, or all accounted for with GREEN CARD. If students are evacuated, stay with class unless relieved by buddy teacher. Take roll again when you arrive at the relocation center. 3. Relocation Centers List primary and secondary student relocation centers: Primary Relocation Center Secondary Relocation Center ___________________________________ _____________________________________ Address/Phone No.: Address/Phone No.: ___________________________________ _____________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 29 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN F. LOCKDOWN/SHELTER-IN-PLACE Lock-down procedures may be issued in situations involving dangerous intruders or other incidents that may result in harm to persons inside school building. Incident Commander (IC) will issue lock-down order by announcing a warning over PA system, sending a messenger to each classroom or other alternate method. Incident Commander (IC) / designee will call 911 and Superintendent. Direct all students, staff and visitors into classrooms or secure rooms. Lock classroom doors. Turn off classroom lights. Cover windows of classrooms. Post on classroom door: RED CARD if missing students / GREEN CARD all accounted for. Move all persons away from windows and doors. Have all persons get down on the floor. Allow no one outside of classrooms until the Incident Commander gives the all-clear signal. *Consider using a duress code to authenticate any all-clear signal* (This is a specific word or phrase that is used prior to giving the all clear signal that indicates to all staff that the person signaling the all clear is not being forced to do so by an intruder) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 30 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN G. REVERSE EVACUATION Reverse Evacuation/Shelter-in-place provides refuge for students, staff and public within school buildings during an emergency. Shelters are located in areas that maximize the safety of inhabitants. Safe areas may change depending on the emergency. Be prepared to go into lockdown/shelter-in-place once inside. Identify safe areas in each school building. Incident Commander warns students and staff to assemble in safe areas. Bring all persons inside building(s). Teachers take class roster. Close all exterior doors and windows. Turn off any ventilation leading outdoors. Cover up food not in containers or put it in the refrigerator. If advised, cover mouth and nose with handkerchief, cloth, paper towels or tissues. Teachers should account for all students after arriving in the safe area. Office personnel must contact each teacher/classroom for a headcount. All persons must remain in safe areas until notified by Incident Commander or emergency responders. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 31 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN H. SCHOOL MAPS -INSERT MAPS OF SCHOOL AND SURROUNDING AREA- AT MINIMUM INCLUDE THE FOLLOWING INFORMATION ON THE MAP: (Primary and Alternate evacuation route maps shall be placed in each room) Primary evacuation routes Alternate evacuation routes Handicap evacuation areas Utility access/shut-off for Gas Water Electricity HVAC System Telephone system Site assignments and Staging Areas identified on page 9 Haz Mat storage areas Heat plants/boilers Room numbers Door/window locations Any other information deemed appropriate by your planning committee NOTE: It is recommended that you develop a diagram of the entire school site and surrounding area and identify the locations and staging areas from page 9 on the diagram. In an emergency a diagram may be easier to read than blue prints. Consult with local first responder agencies on what type of maps or diagrams they prefer. Blue prints of the site should be available in addition to the map or diagram. Blue prints may be necessary in certain fire or law enforcement situations. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 32 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN I. RESOURCE INVENTORY -INSERT RESOURCE INVENTORY OF EMERGENCY EQUIPMENTINCLUDE: Communications equipment First aid supplies Fire fighting equipment Lighting Classroom emergency kits Food Water Blankets Maintenance supplies Tools IDENTIFY ANY AND ALL AVAILABLE RESOURCES THAT MAY BE USED OR MAY BE NEEDED IN THE EVENT OF AN EMERGENCY McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 33 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 5. PROCEDURES A. ACCIDENT / SERIOUS INJURY / MEDICAL EMERGENCY Definition: Emergency where one or many are sick or injured. Immediate concern is to aid the injured or sick student. Medical emergencies and accidents can occur at any time and may involve a student or employee. Some emergencies may only require first aid care, while others may require immediate medical attention. When in doubt, it is better to err on the side of caution and dial 911. Medical emergencies involving any student or employee must be reported to the office of the Superintendent. Signals: Use Public Address System Steps of Action: Access the scene Is it safe? How many victims? Mechanism involved in accident? Safe exit route for vehicles and foot traffic? Safe and immediate entrance for law enforcement and emergency vehicles? Address life threatening injury Airway (head tilt; chin lift) Breathing (rescue breathing) Circulation: pulse at neck (compressions) Direct pressure to severe hemorrhage or to nearest blood vessel Move head/spine injured only if in imminent danger (e.g., fire) Notify Principal and Central Office Contact Emergency Services (if needed) Contact parent or guardian If trained personnel are available, call on them to assist in life saving care. *See RESOURCES Dial nurse at home school (keep office list of on-site personnel with emergency medical training) Roles: Principal - Supervises care of sick or injured or delegates to nurses or other medical personnel Secretary - Communicates with Emergency Services and legal guardians Custodian - Sets up I monitors traffic pattern - Isolates scene from intruders Assists teachers and others administering first aid assuming no building or mechanical emergency exists. Teachers – Stays with students, assesses first aid needs and takes roll Helps with communication to parents and first aid support of these students McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 34 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN ACCIDENT/SERIOUS ILLNESS/INJURY/MEDICAL EMERGENCY CHECKLIST Room Number ____________ Check Off: Dial 911 or direct someone to do so. Provide the following information: Building address, including nearest cross Street(s) School or site name Exact location within the building Your name and phone number Nature of the emergency DO NOT HANG UP UNTIL ADVISED TO DO SO BY DISPATCHER. Stay calm. Notify the County Office that an individual has been injured and an ambulance has been called. Ask someone to dispatch a First Aid/CPR trained employee to the victim. Do not move the victim unless there is danger of further injury. Do not give the victim anything to eat or drink. Fax incident report to County Office 304-436-4008 before the end of the work day. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 35 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN B. AFTER SCHOOL EVENT EMERGENCY Definition: Emergencies that occur after school during a school sponsored event, Includes personal injury, illness, accidents, suspected criminal activity, and other incidents which pose an immediate threat to personal safety. Administrator/faculty member in charge shall have sole responsibility for complying with the steps outlined. If additional faculty/staff are available, they may be assigned one or more of the duties. Preplanning for After School Event Arrange for on-site security (police officers) for after school spectator events. Arrange for on-site Emergency Medical Service personnel for athletic events that have an increased potential for injuries. Ensure that communications equipment is available and in working order, e.g., public address systems, portable two-way radios, cellular phones. Ensure adequate staffing for event. NOTE: In the event that the school facility has been rented for an event, insure that all safety criteria has been referenced and a contract required by the School Board has been signed. Steps of Action Should Emergency Occur Provide necessary immediate first aid Contact required emergency assistance, e.g., police, fire and McDowell County Office of Emergency Services through 911, if not immediately available Secure immediate area if criminal activity is suspected Restore calm among students and others in attendance Assist Emergency Services Personnel as needed Notify school and/or Superintendent Contact parent(s)/guardian(s) of involved student(s). See “Emergency Plan For McDowell County Football Stadium Venue” and “Athletic Venue Standards” in RESOURCES. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 36 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN McDOWELL COUNTY SCHOOLS EMERGENCY PROCEDURES FOR STADIUM AND GYM INCIDENTS INCIDENT Altercation on field of play (all sports) Altercation in bleachers, stands, or parking lot (all sports) Gun shots fired in any athletic venue (all sports) Unruly or threatening spectator McDowell County Schools ERP 8-29-07 PROCEDURES Remain calm Keep players on bench Alert Security Attempt to stop altercation If injuries, begin emergency procedures Remain calm Keep players on bench Alert Security Attempt to control crowd Focus on safety of spectators Attempt to stop altercation If injuries, begin emergency procedures Remain calm Remove players from immediate danger Alert Security Attempt to control crowd Focus on safety of spectators Use judgment in regard to approaching gunman If injuries, begin emergency procedures Remain calm Focus on the safety of players, officials, and other spectators Alert Security Use Judgment in regard to approaching perpetrator If approachable, attempt to calm the perpetrator For Official Use Only NOTES If altercation has incited the crowd to the point of escalation, remove the offenders from the premises. Remove the offenders from the premises immediately. If egress is not possible, have players drop to the ground or floor. Do not approach if eminent danger. Remove the offender from the premises immediately. POLICY 10-018 37 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN INCIDENT Objects thrown or fired at school bus PROCEDURES Fire or gas explosion in or near concession stand, gymnasium, etc. Lights go out in gymnasium or on field(s) Vehicle strikes bystander McDowell County Schools ERP 8-29-07 Remain calm Have passengers duck cover heads Driver should flee immediate danger if it can be done safely Once determined safe, pull bus over in a well-lit and secure location Survey passengers for injuries Use cell phone to alert security Follow law enforcement officials instructions from this point If injuries, begin emergency procedures Remain calm Evacuate the immediate area Remove bystanders from immediate danger Alert safety officials (fire/911) Extinguish fire if possible* If injuries, begin emergency procedures Remain calm Do not move Attempt to calm spectators Open exit doors if possible Investigate or determine reason* If blackout persists, begin evacuation procedures Remain calm Evacuate the immediate area Remove bystanders from immediate danger* Alert safety officials (911) Begin emergency first aid procedures Determine status of driver and approach accordingly For Official Use Only NOTES At no time should you attempt to pursue the perpetrators. *Always have fire extinguisher near flammable area or materials. *Check light switch or breaker pane *Focus on crowd control POLICY 10-018 38 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN INCIDENT Inclement Weather (If event is outdoors) PROCEDURES Inclement Weather (If event is indoors) Medical Emergency (all sports) Uncooperative Media McDowell County Schools ERP 8-29-07 Remain calm Get teams to shelter immediately Assist spectators with evacuation to shelter Assist with car traffic egress Consult with game officials Consult with weather officials if possible* Remain calm Get teams to locker rooms or interior rooms* Assist spectators with evacuation to designated shelter area* Encourage spectators to remain inside Consult with game officials Consult with weather officials if possible Remain calm Alert emergency responders If in gym, get teams to locker rooms* Begin first responder emergency procedures Maintain crowd control, including media Consult with school and game officials Remain calm Appeal to media to keep distance If media person does not cooperate, alert security* Designate a spokesperson for dissemination of information Protect media from irate or distraught spectators As last resort, escort media from venue For Official Use Only NOTES *Listen to radio or weather warning system if available. * Lobby, restrooms, weight rooms, classrooms, etc. **Listen to radio or weather warning system is available *If on field, keep teams at a distance from medical emergency *Always be mindful of privacy rights of injured or affected party POLICY 10-018 39 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN INCIDENT Irate Parent Confronts Coach PROCEDURES Bomb Threat (all sports) Steps for Prevention McDowell County Schools ERP 8-29-07 Remain calm Move to coach’s office or private area Ask an assistant coach or administrator to be present Alert Security (preplanned) Listen attentively to parent Acknowledge parent’s concern Schedule a meeting with the parent for the next available day Remain calm Alert security and administrators Call 911 Evacuate spectators to a safe and distant location* Focus on crowd control and reduction of panic Follow law enforcement instructions Remain calm Pre-plan with security Alert security and administration Strategically position security and administration Be alert, anticipate and observe “hot spots” Act swiftly, tactfully, and professionally For Official Use Only NOTES *If parent refuses to go to coach’s office or private area, ask players to leave immediate *Use local procedures for evacuation *There is a fine line between cheering for your team and harassment of the opposing team. **Bench placement and proximity of vocal spectators should be considered and strategically planned. POLICY 10-018 40 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN C. ANIMALS Ensure the safety of students and staff first. If necessary, call 911 and Superintendent’s Office. Notify CPR/first aid certified persons in school building of medical emergencies (names of CPR/first aid certified persons are listed in Disaster Team Members section). Notify Incident Commander. Incident Commander assembles Disaster Team Members. Seal off area if animal(s) still present. Incident Commander notifies Superintendent and parents of students involved. Assess counseling needs of victim(s) or witness(s). Implement post-crisis procedures. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 41 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN D. ASSAULT/FIGHTS Seek staff support as approaching location of possible assault/fight Assess and evaluate severity of conflict - call 911 and Superintendent if necessary Dismiss the audience Call the student by name Stay away from the middle of the conflict Remove glasses Give specific commands in a firm, authoritative voice Defer to rules, not personal authority Separate the aggressor and the victim Avoid physical force if possible Remove participants to neutral locations Obtain identification Get medical attention if necessary Describe incident in writing Debrief relevant teachers Provide protection and support for victims Document all activities. Ask victim(s)/witness(es) for their account of incident. Incident Commander notifies parents of students involved in assault, and, if injury has occurred, notifies Superintendent Provide counseling – not simply the day after the event, but as long as necessary Report incident to law enforcement and other child serving agencies who may be serving the youngster McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 42 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN E. BOMB THREAT Definition: an explosive device either present or alleged to be present in the school or on the premises, which may not have exploded. In the public school setting, bomb threats are usually a hoax perpetuated as a means to disrupt the school day. However, all bomb threats are to be treated as a real danger to the safety of personnel and students. Signals: Fire alarm will sound. Normal fire alarm procedure will be used unless special instructions regarding a change of fire procedures are announced. PREVENTIVE MEASURES Closets, storage facilities, and mechanical rooms, access which are ordinarily denied to students and the general public, should be kept locked. Good housekeeping must be maintained to prevent clutter in which an explosive package could be hidden. All school visitors should be directed to the office. Any unauthorized person on the school grounds should be directed to leave. Failure to do so mandates the assistance of law enforcement officials. Report any suspicious package or container to the school administrator(s). NEVER TOUCH OR MOVE SUSPICIOUS ITEM(S). Train all personnel and student office workers who may be the recipient of a bomb threat call on the procedures to be followed. Familiarize all personnel and students with the (Bomb Threat) Evacuation Plan and procedures to be followed. Practice evacuation plans periodically. Upon receiving a message that a bomb has been planted in school: Use bomb threat checklist. (Page 82 of Emergency Response Plan) Ask where the bomb is located, when will the bomb go off, what materials are in the bomb, who is calling, why is caller doing this. Listen closely to caller’s voice and speech patterns and to noises in background. Make notes. After hanging up phone, immediately dial *69 to trace call, where possible. Notify Incident Commander or designee. Incident Commander orders evacuation of all persons inside school building(s). Incident Commander notifies police (call 911) and Superintendent. Incident Commander or Superintendent must report incident to police. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 43 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Evacuation procedures: Incident Commander warns students and staff. Do not mention “Bomb Threat”. Use standard fire drill procedures. Students and staff must be evacuated to a safe distance outside of school building(s). After consulting with Superintendent, Incident Commander may move students to _______________________ if weather is inclement or building is damaged. Primary relocation center (500 feet is general rule. Consult with local bomb disposal unit) Custodians report to Principal, and then secure building by shutting off gas and electricity. Teachers take roll after being evacuated, reporting status with RED/GREEN CARDS. No one may re-enter the building(s) until fire or police personnel declare them safe. Incident Commander notifies students and staff of termination of emergency. Resume normal operations. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 44 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN F. BUS INCIDENT Bus Driver/Monitor Ensure the safety of students and staff first. Call 911, if necessary. Notify the county transportation office (436-8441 ext. 244). Notify Incident Commander. Incident Commander assembles Crisis Team Members. Site Personnel Notify CPR/First Aid certified persons in school building of medical emergencies (names of CPR/First Aid certified persons are listed in Crisis Team Members section). Assess counseling needs of victim(s) or witness(s). Implement post-crisis procedures. Incident Commander notifies Superintendent and parents of students involved. Identify location(s) where injured are taken. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 45 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN G. FIRE In the event a fire or smoke from a fire has been detected: Activate fire alarm. Close windows and doors Evacuate students and staff to a safe distance outside of building. Follow normal fire drill route. Follow alternate route if normal route is too dangerous. Teachers take grade book and RED/GREEN CARDS. Incident Commander notifies police (call 911) and Superintendent. Incident Commander or Superintendent must report incident to Fire Marshal. Teachers take roll after being evacuated, reporting status with RED/GREEN CARDS. After consulting with Superintendent, Incident Commander may move students to ____________________ if weather is inclement or building is damaged. Primary relocation center No one may re-enter building(s) until entire building(s) is declared safe by Principal, fire or police personnel. Incident Commander notifies students and staff of termination of emergency. Resume normal operations. See “Fire Alarm / Drill Regulations and Procedures” in RESOURCES, p.94. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 46 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN H. GAS LEAK If gas odor has been detected in the building: Evacuate students and staff to a safe distance outside of building. Follow normal fire drill route. Follow alternate route if normal route is too dangerous. Teachers take class roster. Incident Commander notifies police and fire (call 911) and Superintendent. Teachers take roll after being evacuated, reporting with RED/GREEN CARDS. After consulting with Superintendent, Incident Commander may move students to ____________________, if weather is inclement or building is damaged. Primary relocation center No one may re-enter building(s) until fire or police personnel declare entire building(s) safe. Incident Commander notifies students and staff of termination of emergency. Resume normal operations. If gas odor has been detected outside the building: Incident Commander notifies police and fire department (call 911) and Superintendent. Incident Commander or Superintendent must report incident to Fire Marshal. Incident Commander determines whether to shelter in place or evacuate. Fire personnel will assist with decision. After consulting with Superintendent, Incident Commander may move students to ____________________, if weather is inclement or building is damaged. Primary relocation center No one may re-enter building(s) until fire or police personnel declare entire building(s) safe. Incident Commander notifies students and staff of termination of emergency. Resume normal operations. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 47 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN I. GENERAL EMERGENCY Notify Incident Commander and (if necessary) 911. Incident Commander notifies Superintendent. Notify CPR/First Aid certified persons in school building of medical emergencies, if necessary. Names of CPR/First Aid certified persons are listed in Crisis Team Members section. Seal off high-risk area. Take charge of area until incident is contained or relieved. Assemble Crisis Team. Preserve evidence. Keep detailed notes of incident. Refer media to Superintendent or other appropriate spokesperson(s) – refer to page 51. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 48 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN J. HAZARDOUS MATERIALS EVENT Definition: Chemicals are a natural as well as necessary part of our existence. However, under certain conditions, chemicals can be poisonous and have harmful effects. Even some common household chemicals that are considered somewhat safe under normal use, such as ammonia and bleach, can create toxic gases when mixed. Chemical accidents do occur, we usually think of a plant accident or tanker truck accident as the most common type of chemical accident. But in reality, most chemical accidents occur in the home. Most chemical accidents can be prevented when protective measures and safety rules are practiced. The spilling of hazardous materials near a school could pose a serious threat to the safety of students and staff. Immediate communication with McDowell County Emergency Services, fire, and police is necessary. The chemical accidents addressed in this plan are those that will have an adverse effect on schools. The main dangers associated with chemical accidents are: breathing the chemical(s) swallowing the chemical(s) (contaminated food/water or medications) coming in contact with the chemical(s) or coming into contact with clothing or things that have touched the chemical. There are several symptoms of chemical poisoning whether by swallowing, touching or breathing. They include but not limited to: difficulty breathing changes in skin color headache or blurred vision dizziness irritated eyes, skin, throat unusual behavior clumsiness or lack of coordination stomach cramps or diarrhea McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 49 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN HAZARDOUS MATERIALS EVENT Incident occurred in school: Call 911. Notify Incident Commander. Incident Commander notifies Superintendent. Seal off area of leak/spill. Custodian/cooks eliminate any fire hazards, especially if the spill is flammable or combustible. (Turn off burners, electrical equipment, etc.) Take charge of area until fire personnel contain incident. Fire officer in charge will recommend shelter or evacuation actions. Follow procedures for sheltering or evacuation. Notify parents if students are evacuated. Resume normal operations after consulting with fire officials. Assist any injured persons: remove contaminated clothing flush skin with water cover person if appropriate use eyewash and/or safety shower properly dispose of contaminated clothing call 911 for assistance complete accident report Incident occurred near school property: Fire or police will notify Superintendent. Fire officer in charge of scene will recommend shelter or evacuation actions. Follow procedures for sheltering or evacuation. Notify parents if students are evacuated. Resume normal operations after consulting with fire officials. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 50 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN HAZARDOUS MATERIALS EVENT CLEANING UP THE SPILL (Only for use with minor spills): Open windows - turn fume exhaust hood fan Contain the spill. If available use absorbent clay to stop the spill from spreading. Mop, scoop, or wipe up the spill using care not to come in contact with the chemical. Place contaminated clean up material in a plastic bag of other appropriate container and seal for disposal. Decontaminate the spill area. Notify appropriate persons that the event has concluded. Submit a critique of the incident to the Superintendent’s Office. HVAC Systems MSDS INHALATION OF SMOKE VAPORS AND FUMES: Evacuate the area as soon as smoke, vapors and/or fumes become evident. Move to an area of fresh air. Do not enter the contaminated area Call 911 for medical assistance Be prepared to provide medical personnel with the name of the chemical(s) involved. Name(s): _____________________________________________ _____________________________________________ CHEMICAL SPILLS ON BODY: Quickly remove all contaminated clothing and footwear. Immediately flood the affected body area in cold water for at least 15 minutes. Remember to remove jewelry to facilitate the cleansing. Cover the victim and properly dispose of contaminated clothing. Call 911 and get medical attention promptly. Be prepared to identify the chemicals(s) involved. Name(s): _____________________________________________ _____________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 51 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN HAZARDOUS MATERIALS EVENT CHEMICAL SPLASH IN EYE(S): Check for and remove contact lenses Irrigate the eyeball and inner surface of the eyelid with cool water for at least 15 minutes. Use eyewash or other water source. Forcibly hold the eyelids open to ensure the thoroughness of the wash. Call 911 for medical assistance Be prepared to identify the chemical(s) involved. Name(s): _____________________________________________ _____________________________________________ BURNING CHEMICALS ON CLOTHING: Extinguish burning clothing by using the stop-drop-and-roll technique, wrapping the victim in a fire blanket, dousing the victim with water; utilize the emergency shower or utilizing the locker room shower. Remove the contaminated clothing. Be cautious of further damage to the effected area. Apply appropriate first-aid training procedures -keep victim warm or cool. Call 911 for medical assistance. Be prepared to identify the chemical(s) involved. MSDS INGESTION OF HAZARDOUS CHEMICALS: Identify the chemical ingested. Call 911 for medical assistance. Call the Poison Control Center 1-800 642-3625. Do not induce vomiting unless cleared to do so! Cover the injured person to help prevent shock. Be prepared to identify the chemical(s) involved. Name(s): _____________________________________________ _____________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 52 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN K. INTRUDER/HOSTAGE Intruder- An unauthorized person who enters school property: Hostage: If hostage taker is unaware of your presence, do not intervene. Notify Incident Commander. Ask another staff person to accompany you before approaching guest/intruder. Politely greet guest/intruder and identify yourself. Call 911 immediately. Give dispatcher details of situation; ask for assistance from hostage negotiation team. Seal off area near hostage scene. Ask guest/intruder the purpose of his/her visit. Notify Incident Commander. Inform guest/intruder that all visitors must register at the main office. Secure all classroom areas to prevent intrusion. If intruder’s purpose is not legitimate, ask him/her to leave. Accompany intruder to exit. If intruder refuses to leave: Warn intruder of consequences for staying on school property. Notify security or police and Incident Commander if intruder still refuses to leave. Give police full description of intruder. (Keep intruder unaware of call for help if possible) Walk away from intruder if he/she indicates a potential for violence. Be aware of intruder’s actions at this time (where he/she is located in school, whether he/she is carrying a weapon or package, etc). Incident Commander notifies Superintendent. School personnel should not circulate through building Give control of scene to police and hostage negotiation team. Keep detailed notes of events. Superintendent will handle all media inquiries. If taken hostage: Follow instructions of hostage taker. Try not to panic. Calm students if they are present. Treat the hostage taker as normally as possible. Maintain visual contact with intruder from a safe distance. Incident Commander notifies Superintendent and may issue lock-down procedures (see LockDown Procedures section). Be respectful to hostage taker. Ask permission to speak and do not argue or make suggestions. * Keep maps of the building and grounds available in more than one area of the facility. (i.e., Main Office and Custodians’ Office) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 53 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN L. MEDIA All staff must refer media to Superintendent or County Spokesperson The School District, Law Enforcement and Fire assume responsibility for issuing public statements during an emergency. (This responsibility shall be pre-determined during the planning process) Superintendent serves as district spokesperson unless he/she designates a spokesperson. If spokesperson is unavailable, an alternate assumes responsibilities. County spokesperson: Suzette Cook - (W) 436-8441 ext. 226 - (H) 304-682-5840 - (C) 304-687-8962 Alt. County spokesperson: Carolyn Falin - (W) 436-8441 ext. 222 - (H) 304-436-2628 - (C) 304-887-3564 Alt. County spokesperson: Peggy Freeman - (W) 436-8441 ext. 223 - (H) 304-465-8178 - (C) 304-640-1885 Alt. County spokesperson: Jim Spence - (W) 436-8441 ext. 244 - (H) 304-436-4957 - (C) 304-887-7190 NOTE: These numbers are for official emergency use only; do not re-distribute. School Public Information person acts as contact for emergency responders and assists district spokesperson with coordinating media communications. If Public Information person is unavailable, an alternate assumes responsibilities. School Public Information person: School Principal Alternate Public Information person: Designee During an emergency, adhere to the following procedures: Incident Commander or designee relays all factual information to Superintendent. Superintendent notifies other schools in district and may ask school Public Information designee to prepare a written statement to media. Establish a media information center away from school. Update media regularly. Do not say “No comment”. Do not argue with media. Maintain log of all telephone inquiries. Use scripted response to respond to inquiries. Media statement Create a general statement before an incident occurs. Adapt statement during crisis. Emphasize safety of students and staff first. Briefly describe school’s plan for responding to emergency. Issue brief statement consisting only of the facts. Respect privacy of victim(s) and family of victim(s). Do not release names to media. Refrain from exaggerating or sensationalizing crisis. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 54 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN M. SERIOUS INJURY/DEATH If incident occurred in school: Call 911. Notify CPR/First Aid certified persons in school building of medical emergencies (names of CPR/First Aid certified persons are listed in Crisis Team Members section). If possible, isolate affected student/staff member. Notify Incident Commander. Incident Commander notifies Superintendent. Activate school crisis team. Designate staff person to accompany injured/ill person to hospital. Incident Commander notifies parent(s) or guardian(s) of affected student. Direct witness(es) to school psychologist/counselor. Contact parents if students are sent to psychologist/counselor. Determine method of notifying students, staff and parents. Refer media to Superintendent or alternate contact if unavailable. If incident occurred outside of school: Activate school crisis team. Notify staff before normal operating hours. Determine method of notifying students and parents. Announce availability of counseling services for those who need assistance. Refer media to Superintendent or alternate contact if unavailable. Post-crisis intervention: Meet with school counseling staff and __________________________________________ to determine level of intervention for staff and students. Child Mental Health or other mental health workers Designate rooms as private counseling areas. Escort affected students, siblings, close friends, and other “highly stressed” students to counselors. Debrief all students and staff. Assess stress level of all students and staff. Recommend counseling to overly stressed students and staff. Follow-up with students and staff who received counseling. Designate staff person(s) to attend funeral. Allow for changes in normal routines or test schedules to address injury or death. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 55 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN N. SHELTERING PROCEDURES Introduction Sheltering in place is the most effective first response for emergencies where chemicals may be involved from either a local industrial facility or from a transportation accident. The timelines of sheltering is crucial to success. Shelter-in-Place The plan should be implemented immediately upon receiving a directive. At the present time, McDowell County does not have a community siren alert system. Therefore, the school alert will be by telephone (Board Office or 911 Center), radio, or emergency alert pager. All personnel shall understand to implement the plan without hesitation. Further direction may be forthcoming, but personnel should not wait. The activation of the alert system shall be sufficient to cause immediate action. Identify safe areas in each school building. Incident Commander warns students and staff to assemble in safe areas. Bring all persons inside building(s). Teachers take class roster, reporting with RED/GREEN CARDS. Close all exterior doors and windows. Turn off any ventilation leading outdoors. Seal doors, windows, and vents with plastic sheets and duct tape. Cover up food not in containers or put it in the refrigerator. If advised, cover mouth and nose with handkerchief, cloth, paper towels or tissues. Teachers should account for all students after arriving in safe area. Tune in the radio Emergency Alert System (EAS) or local TV station. Assign a person to monitor Emergency Alert System Have needs communicated to County Office or McDowell County Emergency Services - 911. Relocate and secure petty cash, attendance records, student emergency information, and student medications to an alternate Shelter-in-Place if necessary. All persons must remain in safe areas until notified by Incident Commander or emergency responders. * Community Sheltering Overview located in RESOURCES, page 83. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 56 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN O. STUDENT RUNAWAY OR ABDUCTION Call 911. If abduction, give description of abductor/abductee, make of car, direction of flight. Notify school office and Superintendent’s office Contact parents Follow student if it seems appropriate (student runaway) Notify classroom teacher. Get description of student’s clothing for the day from teachers. Have picture of child in the office with description of clothing worn. A. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 57 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN P. STUDENT UNREST Notify police (911), if necessary. Ensure the safety of students and staff first. Contain unrest. Seal off area of disturbance. Notify Incident Commander. Incident Commander notifies Superintendent. Warn staff. Incident Commander may issue lock-down (see Lock-Down Procedures section). Shut off bells. Move students involved in disturbance to an isolated area. Meet with student representatives to address issues. Document incidents with cassette recorder or take detailed notes. B. C. Teachers: Keep students calm. D. Lock classroom doors. E. Do not allow students to leave the classroom until you receive an all-clear signal from Incident Commander. Make a list of students that are absent from classroom. Document all incidents. F. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 58 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Q. SUICIDE Suicide Attempt in School: Verify information. Call 911. Notify school psychologist/counselor, Incident Commander and ______________________________________ Child Mental Health Services (students under 18) or _________________________________. Other suicide intervention service Incident Commander notifies Superintendent and parent(s) or guardian(s) if suicidal person is student. Incident Commander may schedule meeting with parents and school psychologist/counselor to determine course of action. Calm suicidal person. Try to isolate suicidal person from other students. Stay with person until counselor/suicide intervention arrives. Do not leave suicidal person alone. Determine method of notifying staff, students and parents. Hold daily staff debriefings before and after normal operating hours as needed. Activate school crisis team to implement post-crisis intervention. Determine level of intervention. Suicidal Death/Serious Injury: Verify information. Activate school crisis team. Incident Commander notifies Superintendent. Notify staff in advance of next school day following suicide or attempted suicide. Determine method of notifying students and parents. Do not mention “suicide” or details about death in notification. Do not hold memorials or make death appear heroic. Protect privacy of family. Implement post-crisis intervention. Post-crisis Intervention: Meet with school counseling staff and ______________________________________________ Div. Child Mental Health or other mental health workers to determine level of intervention for staff and students. Designate rooms as private counseling areas. Escort siblings, close friends, and other “highly stressed” students to counselors. Assess stress level of staff. Recommend counseling to overly stressed staff. Refer media to _________________________. Do not let media question students or staff. Follow-up with students and staff who received counseling. Resume normal routines as soon as possible. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 59 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN R. TERRORIST EVENT Weapons likely to be employed by terrorists fall into four basic categories: Nuclear, Biological, Chemical, and Conventional. The below outlined procedures will protect students and staff should a terrorist attack occur. Additional information regarding the types of potential attacks are located in RESOURCES on page 118. Nuclear: Defense against nuclear weapons depends primarily on distance from the point of detonation. If time permits: Move students and staff to specifically identified basement or lower level rooms. Interior hallways may be used as an alternate. Close all doors leading into hallways to minimize flying glass. All people assume the duck, cover and hold position on the ground. Shut down all utility systems to the building. (Gas and electricity are the priorities) Shelter in place to protect from fall out if attack is far enough away. Keep students and staff inside buildings. Allow parents to pick up their children at their own discretion once cleared to do so by public safety, emergency management, or military authorities Biological: Defense against biological attacks is difficult. Awareness of an attack is usually not possible for days or weeks. The first signs may emerge as personnel notice a higher than usual incidence of various symptoms. Should an attack be discovered while in progress the school should: Reverse-evacuate all people into school buildings. Shelter in place. (Do not use basements or low lying areas) Close all doors and windows. Shut down the HVAC system. (Limit airflow from outside) Seal doors, windows, and vents with plastic and duct tape. Keep students and staff inside buildings. Allow parents to pick up their children at their own discretion once cleared to do so by public safety, emergency management, or military authorities. Chemical: Reverse-evacuate all people into school buildings. Shelter in place. (Do not use basements or low lying areas) Close all doors and windows. Shut down the HVAC system. (Limit airflow from outside) Seal doors, windows, and vents with plastic and duct tape. Be prepared to treat students and staff who experience a reaction to the chemical agent. The decision to evacuate should be made after consulting with public safety, emergency management, or military authorities. Conventional: The danger from the blast effect of conventional explosive devices is similar to nuclear devices with a higher rate of survivability. If responding to the threat of a imminent blast nearby: Move students and staff to specifically identified basement or lower level rooms. Interior hallways may be used as an alternate. Close all doors leading into hallways to minimize flying glass. All people assume the duck, cover, and hold position on the ground. Shut down all utility systems to the building. (Gas and electricity are the priorities) Shelter in place to protect from fall out if attack is far enough away. Keep students and staff inside buildings. Allow parents to pick up their children at their own discretion once cleared to do so by public safety, emergency management or military authorities If the school is the target: Evacuate to pre designated off site location(s) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 60 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN S. UTILITY EMERGENCY PROCEDURE Failure of one or more of the utilities (electricity, gas, water) constitutes a condition that must be dealt with on a situational basis. The basic county policy governing actions that should be taken is that schools should remain in operation to the extent possible and students will be cared for until regular dismissal time. Signals: Should building need to be evacuated, follow drill procedure with a verbal announcement on the school public address system followed by manually tripping the fire alarm. In the event of electrical failure and need to evacuate, verbal announcement on bull horn, twoway radio communication, and visual check of all school areas would be conducted by principal, custodian, and other designated staff. Steps of action: Gas Line Break - Top Priority - Call 911 During or after school hours, call appropriate gas provider: Welch Gas Coop – 304-436-3295 Other (list): Call Superintendent’s office – 304-436-8441 ext. 226 If after hours, call principal’s home. Electrical Power Failure Call 911 in event of life threatening emergency, e.g., downed power line Call appropriate power supplier: American Electric Power (AEP), 1-800-982-4237 Elkhorn Public Service, 304-862-3329 Other (list): Call Superintendent – 304-436-8441 ext. 226 Call custodial staff or Principal via two-way radio Contact Director of Maintenance– 304-436-8441 ext. 271 If after hours, call principal’s home Water Main Break or Sewer Break - Top Priority - Call 911 During or after school hours, call appropriate provider: Bartley: 304-967-7450, Iaeger: 304-938-2203, Welch: 304-436-4127, Other: 1. Alert custodian 2. If flooding occurs and pump is needed, notify Maintenance Department 304-436-8441 ext. 271 3. If after hours, call principal’s home. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 61 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN T. WEAPONS Incident Commander will notify teachers of Lockdown status. Call police (911) if a weapon is suspected to be in school. Incident Commander contacts Superintendent. Ask another administrator or PRO to join you in questioning suspected student or staff member, gathering as much information as possible. Accompany suspect to private office to wait for police. Conduct search with police or PRO. Inform suspect of his/her rights and why you are conducting search. Keep detailed notes of all events and why search was conducted. Notify parent(s) or guardian(s) if suspect is a student. Explain why search was conducted and results of the search. If suspect threatens you with a weapon, do not try to disarm them. Back away with your arms up. Remain calm. Refer Media questions to Superintendent. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 62 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN U. WEATHER Severe Weather Watch has been issued in an area near school Monitor Emergency Alert Stations (see EAS section) or NOAA Weather Stations (National Weather Service, Weather Channel). Bring all persons inside building(s). Close windows and blinds. Review severe weather drill procedures and location of safe areas. Severe weather safe areas are under desks and in hallways away from windows and large rooms. Review appropriate steps of action with students (i.e., “drop, cover and hold,” etc.). See RESOURCES: page 123 for Earthquake page 135 for Tornado/Hurricane Severe Weather Warning has been issued in an area near school or severe weather has been spotted near school Determine need for evacuation and notify staff accordingly. Shut off gas and electricity. Move students and staff to safe areas. Remind teachers to take class rosters, reporting status with RED/GREEN CARDS. Ensure that students are in “drop, cover and hold” positions. Account for all students. Remain in safe area until warning expires or until emergency personnel have issued an all- clear signal. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 63 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 6. RESOURCES A. AFTER A CRISIS OR TRADGEDY Mission Statement Crisis: a sudden, generally unanticipated event that profoundly and negatively affects a significant segment of the school population and often involves serious injury or death. The McDowell County School system has developed a comprehensive Emergency Operations Plan including an additional plan for Prevention. Preventing, planning, and practicing drills with students and staff are all viable pieces of the “safety” puzzle for schools. This document is written to provide an additional piece to assist with the emotional safety issues that need addressed following a crisis affecting a school. No school system is immune to crisis. Over the last several years, we have experienced tragedies resulting in the deaths of McDowell County students, teams of professionals worked with the schools to assist faculty, students, and parents through the grief process. Following these tragedies, debriefing was held to discuss successes of these procedures as well as brainstorming ideas for improvement of the process. What Worked... Notes from debriefings following tragedies. PRIOR TO CRISIS: Develop a specific phone tree protocol involving county office and support personnel. As part of the school plan, pre-designate rooms available for support personnel to meet with students. Allow space for some small groups as well as larger ones. Pre-Designate a leader—someone who will assign support personnel to certain areas, classrooms, etc. Develop a plan for dealing with parents who accompany their children to school and don’t want to leave the building. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 64 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN FOLLOWING CRISIS: Administrators and teachers need to encourage normalcy as much as possible through the daily routine. Students need the security provided by consistency and structure. As soon as possible, separate the extremely distraught students from the others. This will decrease the “spread” of hysteria. Keep a list of students who were seen by support staff and follow up to make sure of continued support. Keep a list of support personnel each day of the postvention. Ask Crisis Support Personnel to continue “on call” for the following day. This support may be needed more than the initial day following the tragedy. Asking for support personnel to return may be determined by counselor or administrator of school. ADDITIONAL COMMENTS: Encourage students to stay in school The return to school will be difficult whenever it occurs so avoid delaying this process by encouraging students to go home. Do not permit classrooms of students to watch news broadcast that are reporting on the incident. Art is a great therapy tool! Allow classrooms to spend time expressing their feelings through this medium. Who’s on a Crisis Response Team? The objective of a Crisis Response Team is to provide support to facilitate the emotional healing of students and staff following a school- related crisis. Crises vary, as do the effects each may have on a school or school system. Therefore, the following guidelines are designed to determine the level of assistance provided. *professional Support Personnel is defined as counselors, psychologists, and nurses employed by the school system. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 65 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Level 1 — Single incident involving a student from one school. CONTACT: Feeder Area Crisis Response Team This team consists of Professional Support Personnel from all schools in the affected school’s feeder area. Once notified, these professionals would resort to the designated school to be available for assistance as deemed necessary upon arrival. Level 2 — Incident(s) involving student(s) or a group of students and/or incident affecting more than one school. (i.e. family tragedy, accident with students from various schools, etc.) CONTACT: Feeder Area Crisis Response Team AND... McDowell County Crisis Response Team This team consists of all available Professional Support Personnel from McDowell County Schools. Level 3 — Multiple school/student tragedy incident involving numerous injuries/fatalities (i.e. fire, bomb, chemical disaster, shooting.) CONTACT: Feeder Area Crisis Response Team, McDowell County Crisis Response Team and RESA I Crisis Response Team Communication Communication is a critical part of crisis management. School staff members and students must be informed about the situation with accurate information. This announcement needs to be carefully crafted and method of presentation must be given considerable thought. Do not announce over the intercom system Provide teachers with a prepared statement to read to students at a designated time. Offer stand-ins to assist any substitute or affected teachers during this announcement procedure. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 66 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN The administrator must take four concerns into consideration before informing the student body: Method by which the announcement is to be made Content of the message When it will be made Reactions to the tragedy Method: DO NOT use school assemblies or public address system for these announcements. If it is at all possible, never tell staff and students at the same time about a crisis situation. Use of a classroom setting is most effective. Provide a written memo for all classrooms to be read simultaneously. Content: Write a straight-forward sympathetic announcement of the loss. (see examples) Keep it factual using direct wording such as killed, died, dead. Use discretion regarding details — remember—sometimes early information is inaccurate. When: Do not wait. To delay can give rise to rumor that can add to the existing problem. Delays can also prompt anger on the part of the students. Reactions: Allow sufficient time for students to discuss their feelings in the classrooms Allow distraught students to be seen by Crisis Response Team positioned in your building in response to the crisis. See additional information provided in this document. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 67 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Communication Sample-#1 Initial Announcement of Crisis Event (Source: Association of California School Administrators) Memo: (To be read simultaneously in classroom setting by teachers) To: All Students From: School Administrator “We have just been informed of a tragedy involving a member(s) of our school. I am sad to announce that ________________________has died /has been in a serious accident. As soon as we have more information, we will pass it on to you. People will be available in the building to help those of you who want extra support in dealing with this situation. Please let your teachers know if you would like to talk with someone.” “As soon as we know the family’s wishes regarding ___________________ we will share that information with you. Until further information is available, we ask that all students remain in their classrooms and adhere to their regular schedules.” Student Possessions When grief occurs within a school it is the staff’s responsibility to properly deal with the student’s possessions. Keeping in mind that students are at varying levels of understanding regarding death, it is important to assist these children in understanding the finality of death. Elementary School Students: It is important that the deceased student’s desk and other belongings NOT be cleaned out or removed prior to when the survivors, the classmates, return to school. Student work displayed around the room/hallway on bulletin boards, etc. should remain until the death has been properly processed with the counselor, teacher, or other members of the crisis response team. At the appropriate time, students should be encouraged to become involved in deciding what to do with the possessions in the student’s desk. Students may help make decisions as to what is to be returned to the family of the student, what belongs to the school, and what to do with student work that may currently be displayed in the classroom and/or hallway. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 68 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Middle and High School Students: Most possessions will be found in the student’s locker and should not be removed while other students are present. All items from the locker should be removed and taken to the principal’s office. If locker space has been shared with another, privately remove all of the contents and have the locker partner identify his/her own possessions in the privacy of the school office. Do not have that student help clean out the locker that contains possessions of the deceased student. When appropriate, the personal possessions of the student should be returned to the family. Funerals and Memorials A balance needs to be maintained between supporting the grieving process and not glamorizing or sensationalizing the death. Maintaining this balance is a particularly delicate issue as the school decides on appropriate commemorative activities. Schools are challenged to provide safety and security for students. Developmental differences in school-aged children may create confusion if funeral ceremonies are located at the school setting, therefore funerals or visitation viewing should never take place at the school Normalcy needs to be encouraged as much as possible during this time. Suggestions to families to hold funerals in late afternoons may provide for a school day to be less interrupted. It is strongly advised to NOT close schools for funerals but provide coverage for those teachers who may wish to attend. Only students who are accompanied by their parents should be permitted to be excused from school during the time of the funeral. In the event of a student death during non-school hours, (weekends, summer, school evenings) it is recommended an open school forum be available for students/faculty to congregate at the school for support from counselors and other support personnel. (i.e. school cafeteria or library setting for approximately 2-4 hours the first evening following the death.) REMEMBER: This is NOT to be an organized memorial service The counselor(s) of the school will contact any additional counselors needed for assistance. Feeder area counselors are suggested. This procedure has proven to be successful in the support of grieving students immediately following release of the news of the death. Rumors and irrational fears associated with the death may be dispelled during this time. It is strongly suggested that this process occur in the event of ALL high school or middle school deaths, with the decision to be made at the school level for elementary-aged students. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 69 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Memorials In order to provide a uniform method of dealing appropriately with the aftermath of a tragedy involving the death of a student or faculty member, the following guidelines have been developed. A balance needs to be maintained between supporting the grieving process and not glamorizing or sensationalizing the death. At-risk students may be placed in jeopardy by overzealous attempts to memorialize a death. Maintaining this balance is a particularly delicate issue as the school decides on appropriate commemorative activities. The Board of Education reserves the right to accept or reject any and all memorials donated or purchased in memory of a student or faculty member. Acceptable memorials/activities might include: Scholarships established in the name of the student/faculty member. Books or other instructional materials. If a donor acknowledgement, plaque or card is requested, it should read “given by the John Doe family” not “given in memory of our beloved son/daughter, etc.” Collection of money to be donated to the deceased’s family or charity of their choice. Unacceptable memorials/activities are: Funerals on school property. Memorial service that may alter the routine of a regular instructional day. Memorials that require the altering of school property. (i.e. plaques, trees, etc.) Memorials that require the altering of school activities. Memorials that infringe on the separation of church and state. Memorials that require the use of public funds to purchase, develop, or maintain. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 70 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN These guidelines are to be communicated to staff, local funeral home owners, ministerial association, and the media when necessary. Grief Responses Related to Bereaved Students Blame Depression The following are some of the things common in grieving students and Mood swings adults. Prolonged, they might be seen as red flags alerting you to talk to the student, parents, and/or your school counselor. Physical Response (Bodily Distress) Headaches Crying Regressive changes in bowel and/or bladder control Sleep disturbances Restlessness Disrupted eating patterns Illness Lack of concentration Lack of energy Lack of attention Emotional Responses (Feeling Reaction) Shock Anger Hostility Temper Tantrums Guilt Sadness Loneliness Panic Clinging Withdrawal McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 71 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Effects on Learning (Performance Reaction) Lower Grades Absenteeism Less productive work Loss of interest in school and activities Peer relationship problems Factors Affecting Student Reactions (As taken from Grief Comes to Class-An Educator’s Guide by Majel Glinko-Braden) Variable such as: a child’s personality experiences with crisis the circumstances surrounding the crisis ethniccultural background family beliefs and rituals, and developmental changes in children may influence how a child reacts to a crisis. Children see things simply and concretely and they view crisis from those same eyes. Developmental stages concerning dealing with loss: 1-3 years old: They see loss as temporary and reversible, like sleep. They cannot see loss as permanent. Separation fear and fear of abandonment are common. 3-5 years old: Very little comprehension that death is permanent. Gone now — back later. Death is seen as an accident or avoidable, rather than inevitable. Fear of separation and worry that death is punishment. 5-8 years old: Now begin to see death as permanent. They talk about being sad and afraid. They become afraid of their own death and their parents’. Death is seen as scary, cruel, dangerous. They wonder if thoughts and actions can cause it. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 72 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN They want details of deaths, burial, traditions, and survival tactics. 8-10 years old: Know that living things die; they wish to delay as long as possible. They feel sad, afraid and lonely. See death as natural part of life, especially when the dying are old. A separate look at Teen Grief: Teens have two grief behaviors, instant and delayed. Instant grief is seen in the break-up of a relationship, not being picked for a team, a family divorce, death of a classmate, or death of a grandparent. All these losses are directly related to the primary framework in which the emerging adult identity is connected. Teens will display great outward emotion to these losses, and some even go so far as to attempt suicide. If a classmate dies, teens will be very open. They will display a lot of emotion because they feel safe with their peers. They will mourn, grieve and memorialize as a group. Teens deal with death in a business-like, bottom-line manner. Delayed grief will often occur if a teen has a parent or sibling die. Nature has programmed the teen to survive major trauma so intellectual and emotional growth can continue. This delayed grief may stay dormant until the teen enters the early to mid 20’s. When the person is mature and secure in their emotional development, feelings and grief can take place without personal destruction. What You Can Do To Help (As taken from Grief Comes to Class-An Educator’s Guide by Majel Glinko-Braden) First of all, help yourself: Explore your own feelings and attitudes about loss. Understand the grief process. Learn reactions of bereaved students and the effects on learning. Know the resources in your school system and community. STOP- Stop at the beginning of class if you sense the students’ feelings about the crisis are overcoming their concentration. Give them the opportunity to talk about the crisis and how it has impacted their lives. Remember you are modeling behavior for them, so you need to be aware of and comfortable with your own feelings about the situation. LOOK- Look for an opportunity to let them know you care and are sad. Don’t rush to remove or fill the empty chair of a deceased student. It’s okay to have it vacant as a catalyst for sharing. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 73 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN LISTEN- Listen to their feelings and listen to your own. Don’t try to fix or control their feelings or take away their sadness. You cannot hurry the process. Each student will be on a personal timetable of grief. It’s important to sense when they are ready to move on to class work. Getting back to normal is necessary for their well-being as well as for maintaining the continuity of education. How to Start the Healing Process Tips for Educators Teachers are major contributors in assisting student to express their experiences and feelings after a crisis situation. Teachers know best their own students’ baseline “usual” behavior which aides in identification of unusual or problem behavior. Teachers need to identify who may need intervention by mental health professionals (school counselors and psychologists) who are part of the Crisis Response Team. Teachers can help through the process known as “defusing”. Defusing is a supportive, personalized, safe, interactive process between individuals in small groups with a facilitator(s) that provides clarity and complete expression of the event. It can be emotional and helps children to develop coping skills to heal. *Note — The defusing process is most effective when you focus on the crisis even in this sequence: 1. General events—talk/draw about crisis situations in general 2. Event specific—talk/draw about the current crisis situation 3. Personal—talk/draw about each person’s personal experience Two suggested methods/techniques to use in your class to help defuse children after a crisis are... The TaIking Method or The Drawing Method Teachers may lead an open discussion of feelings about the crisis or may promote drawing/art projects that help students express their thoughts about the event. Reassure the children by verbally acknowledging and “normalizing” their experiences. Teachers are cautioned that for some children, the talking is not helpful due to cultural or family backgrounds that do not promote open expression of feelings. The Drawing Method respects these valid reasons. Allow for a full range of expression and permit children to discard their art work if they wish. Don’t exhibit the work if the child does not want it shared. A icey element of the Drawing Method is the discussion of the activities afterward. This discussion can help to bring CLOSURE to the experience. o Allow those who want to, to talk about their drawings. o Some will “close” by listening to the others. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 74 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Look at it as a piece of communication, not just fantasy. Regard the artwork as just a piece of what’s going on with a child; be sure to look at the whole child! The best source for what’s going on behind the drawing is the child... Ask him/her! Bibliotherapy Book List These books may be used by classroom teachers, counselors, or members of the crisis team. Use of these books in classrooms PRIOR to a crisis, as part of the developmental guidance program and/or in reading circles, will encourage the development of healthy discussions on the subject of grief. It has been seen that classrooms that have previously used such books and discussed the topic, have increased their ability to deal with a crisis if it should occur. Goodbye Mitch, Ruth Wallace-Brodeur Grandad Bill’s Song, Jane Yolen Grandpa’s Berries, Julie Dickerson Gran-Gran’s Best Trick, L. Dwight Holden I Had a Friend Named Peter, Janice Cohn, DSW I Heard Your Daddy Died, Mark Scrivani I Heard Your Mommy Died, Mark Scrivani Nana Upstairs & Nana Downstairs, Tomie dePaola Packing for Heaven, Debra Delp Saying Goodbye to Grandma, Jane Resh Thomas The Tenth Good Thing About Barney, Judith Viorst What on Earth Do You Do When Someone Dies?, Trevor Romain What’s Heaven?, Maria Shriver When a Friend Dies, Marilyn E. Gootman, Ed.D When Dinosaurs Die, Laurie & Marc Brown McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 75 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN SAMPLE LETTER TO PARENTS Dear Parents, Our school has recently experienced a tragedy resulting in the death of a student. A staff of support personnel including counselors, psychologists, nurses, clergy, and other trained personnel are working to provide emotional healing for our students and staff Although everyone handles grief in his/her own way, the following is a list of commonly seen responses in grieving students. Physical Response (Bodily Distress) Headaches, Crying, Restlessness, Illness, Disrupted eating patterns, Regressive changes in bowel and/or bladder control, Sleep disturbances, Lack of concentration, attention, andlor energy Emotional Responses (Feeling Reaction) Shock, Anger, Hostility, Temper Tantrums, Guilt, Sadness, Panic, Loneliness, Clinging, Withdrawal, Blame, Depression, Mood swings Effects on Learning (Performance Reaction) Lower Grades, Absenteeism, Less productive work Loss of interest in school and activities, Peer relationship problems Your child may not want to talk about the situation. Drawing is an excellent method of helping children cope. Please contact the school if you feel your child needs further assistance with the grieving process. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 76 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN References Alameda County Medical Health Services. (1991) How to Help Children After a Disaster — A Guidebook for Teachers FEMA Gliko-Braden, Majel. (1992). Grief Come To Class- An Educator’s Guide Omaha, NE: Centering Corporation. Virginia Department of Education — Office of Compensatory Programs. (1998) Resource Guide For Crisis Management in Schools Richmond, VA: Virginia Department of Education. Harrison County Schools 408 E. B. Saunders Way Clarksburg, WV 26301 Carl H. Friebel, Jr., Ed. D., Superintendent Marcel C. Maifregeot, Director of Emergency Services Kathleen M Loretta, Supervisor, Comprehensive School Health Wendy Imperial, School Counselor and ACT Coordinator ML. Quinn, Grant Writer McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 77 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN B. ATHLETIC VENUE EMERGENCY PLAN School Stadium: ___________________________________________ Incident Commander: _______________________ (Athletic Director) _______ and or (Administrator) ______________________________________ on scene School Street Address: ________________________________________________ Phone Number: Land Line: ________________________ Cell Phone: Emergency Phone Numbers: 911 EMS: ________________ Fire: _____________________ Police: ____________________________________ Poison: __________________________________ Approximate EMS response time: Emergency Personnel: Certified athletic trainer: _______________________________________________ Student athletic trainer(s) on site: ____________________________________ CPR trained personnel: __________________________________________ First Aid certified personnel: ______________________________________ Other: _________________________________________________________________ Emergency Communication: Fixed telephone line located: ______________________________ Cellular Phone located: ___________________________________ Emergency Equipment Located: Roles of First Responders: 1. Immediate care of the injured or ill student athlete Person(s) responsible: _____________________________________ 2. Emergency equipment retrieval Person(s) responsible: _______________________________________ 3. Activation of Emergency Medical System (EMS) Person(s) responsible: ____________________________________ a. 911 call (provide name, address, telephone number; number of individuals injured; condition of injured; first aid treatment; specific directions; any other information) b. Notify individuals designated on the emergency contact list: Principal: __________________ ______________________ 4. Central Office Personnel: ___________________________ Parent: Other: _____________________________________ Direction of EMS to scene Person(s) responsible: Administrator, Coach, or Designee: _________________________________ a. Open appropriate gates b. Designate individual to “flag down” EMS and direct to scene c. Scene control: limit scene to first aid providers and move bystanders away from area Venue Directions and Map: See Attachment McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 78 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN C. ATHLETIC VENUE STANDARDS Venue Equipment or Supplies 1. Each practice or game venue shall be equipped with at least one cellular phone. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 2. Each practice or game venue shall have a minimum of one phone land line that is available and accessible. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 3. Each game or practice venue shall have a minimum of one phone land line that is available and accessible. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 4. Each athletic game or practice venue shall be equipped with at least one weather radio. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 79 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 5. Each game venue shall be equipped with at least one metal detector wand. (Interview, Observe) NonCritical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 6. Each game venue shall be equipped with at least one bullhorn. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 7. Each School bus used for an athletic or extra-curricular event shall be equipped with a two-way communication device. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 8. All emergency and/or communication equipment shall be operational. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 9. Each school bus shall be equipped with a basis first-aid kit and H.E.P.I. – AID kit. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 80 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Safety Plans and Procedures 10. Each coach/sponsor shall have immediate access to the Emergency Plans for Stadiums that has been developed for each individual team and/or athletic game or practice venue. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 11. Each coach/sponsor shall keep up-to-date pertinent medical information on players, students, and staff and should have immediate access to the Pertinent Student Medical Conditions Checklist Quick Reference Form that has been developed for each individual team and/or athletic game or practice venue. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 12. Each coach/sponsor shall have immediate access to the Safety Plan that as been developed for each individual team and/or athletic game or practice venue. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 13. Each coach/sponsor shall have immediate access to the Emergency Medical Treatment Manual for each individual team and/or athletic game or practice venue. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 14. Each coach/sponsor shall be familiar with Emergency Procedures for Stadium and Gymnasium Incidents that has been provided for each individual team and/or athletic game or practice venue. (Interview, Observe Document) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 81 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Emergency First Aid/Trauma Kits 15. Each athletic team shall have immediate access to a well equipped First Aid or Trauma Kit. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 16. Each coach/sponsor shall keep accurate documentation and inventory records of Emergency supplies and/or equipment. (Interview, Observe Document) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 17. Each coach/sponsor shall keep all medications and/or first aid supplies and equipment in a locked and secure location yet accessible when needed. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 82 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 18. Each athletic venue first aid or trauma kit shall include, at a minimum the following items: (Interview, Observe) Critical Required Airway Kit Eye Wash Scissors (Bandage) Ammonia Capsules Flashlight Screw Driver Baggie Gauze Slings Band-aids Gloves (Latex or nonLatex) Spine Board Blanket Glucose Gel Splints Blood Pressure Cuff Hand Sanitizer Sterile Sheet Cellular phone Hydrogen Peroxide Stethoscope Cervical Collar Ipecac Tape (Bandage) CPR Mask Neosporin Trainer’s Angel (Helmet Removal) CPR Prompter Pen Light Tweezers Cold Packs Saline rinse for wounds Pre-existing student medical info. Crutches Save-a-tooth kit Pre-existing staff medical info. Inhaler (Vent Olin) Sam Splint (Universal) 3-0 Ethilon Suture Laceration Tray Xylocaine (Plain 2%) Epi-Pen Sterile Gloves Optional: Automated External Defibrillator Suture Supplies: [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 83 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Staff Training and Certification 19. All replacement coaches shall, at minimum, receive CPR and first aid training. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 20. Each coach/sponsor will adhere to the school system’s reporting procedures following an incident that involved violence and/or injury. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 21. Each game venue or event shall have a minimum of two legally authorized Security officers in attendance. (Interview, Observe) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ 22. Legally prescribed written orders must be obtained from a certified physician before the use of invasive medical treatment. (Interview, Observe Document) Critical [ ] Not Met [ ] Partially Met [ ] Fully Met Comments: _____________________________________________________________________ _____________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 84 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN D. BOMB THREAT CHECKLIST Description Detail Report Callers Voice - Circle as applicable: Questions to ask: 1) When is the bomb going to explode? 2) Where is it right now? 3) What does it look like? 4) What kind of bomb is it? 5) What will cause it to explode? • Calm • Angry • Excited • Slow • Rapid • Soft • Loud • Laughter • Crying • Normal • Distinct • Slurred • Nasal • Stutter • Lisp • Raspy • Deep • Ragged • Clearing Throat • Deep Breathing • Cracked Voice • Disguised • Accent • Familiar 6) Did you place the bomb? If voice is familiar, whom did it sound like? 7) Why? 8) What is your address? Background Sounds: 9) What is your name? • Street Noises • Animal Noises • Clear • Static • Music • House Noises • Motor Exact wording of the threat: Sex of Caller: Race: Length of call: Age: Date: Time: Number at which call was received: Notes: • Factory Machinery • Voices • PA System • Local Call • Long Distance • Phone Booth • Office Machinery • Other Threat Language: • Well Spoken (educated) • Incoherent • Taped • Foul • Message read • Irrational by threat maker Remarks: McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 85 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN E. BUS EMERGENCY EVACUATION Responsibilities A. The driver should choose at least four (4) Pupils to be SAFETY HELPERS on each run. Two of these students should always sit in the front right seat and two should sit in the rear right seat. 1. The two students chosen to be front SAFETY HELPERS are instructed how to push the driver over toward the left side of the bus, should he/she become incapacitated, to keep him/her from falling in the aisle. a. The students are trained how to steer the bus, bring it to a safe stop, and turn off the bus ignition. b. The students are trained how to open the entrance door and lead the other pupils to a safe area. c. The students are trained to remove the driver from the bus last and only If this can be done safely. (Students from rear may assist.) d. The students are instructed on how to use the 2 radio to call for assistance, 2. The two pupils in the back of the bus are trained how to operate the emergency door and how to assist pupils to exit the bus safely. a. During an evacuation exiting by the front door, the two SAFETY HELPERS from the rear are trained to check the seats as they come forward to insure that all pupils have exited safely. b. The students are trained to bring the safety flares as they exit and set them in the proper locations. B. PRACTICE DRILLS TO BE CONDUCTED WITH THE SCHOOL SERVED Three types of drills: Front Door Only Used when the rear emergency exit door is not usable such as when the bus has been struck in the rear. Rear Door Only Used when the front door is not usable such as when the bus has been struck on the entrance side or the bus has been turned over on the right side. Both Doors Used when neither door is obstructed such as when a bus is stalled on the railroad tracks or in a precarious position. C. SOME PRECAUTIONS THAT SHOULD BE TAKEN IN CONDUCTING EMERGENCY EVACUATION DRILLS 1. Obtain permission from the proper authorities to conduct drills. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 86 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 2. Train the student SAFETY HELPERS before attempting to conduct such drills. 3. Make arrangements to conduct such drills in safe areas, preferably on school grounds. 4. Plan to use a smooth paved area whenever possible to conduct practice drills. D. MOVING A STALLED BUS IN A DANGEROUS AREA 1. Attempt to move the bus by placing it in low gear and using the starter. (cannot be done with automatic transmissions) a. When the bus cannot be moved, evacuate the bus immediately. b. When a bus becomes stalled on railroad tracks, request by radio that the office immediately notify railroad officials of the situation. Evacuate the bus and move everyone to a safe area at least 100 yards away. Two competent persons, such as the driver aide or chaperones, if present, could be sent down the tracks in each direction to attempt to flag oncoming rail traffic. c. Radio bus garage or nearest wrecker service to remove bus from danger area. E. REMINDERS 2. All windows in a bus which are mounted in rubber can be kicked out to make an extra means of escape. 3. A seat cushion will snap out and make an excellent instrument to knock out windows should you need to do so. 4. The first-aid kit and fire extinguisher may be needed at any time, so keep them in proper condition and ready for use. 5. Maintain up-to-date student rosters. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 87 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN F. COMMUNITY SHELTERING For Use by Community Emergency Service Personnel An official from Red Cross or Emergency Services will contact a McDowell County Board of Education Administrator to request the use of our facilities for the purpose of Community Sheltering. The McDowell County Board of Education Administrator contacted will implement the Community Sheltering Plan. Communicate with other necessary school personnel See that the designated building is opened Arrange for bus drivers, if necessary, to transport citizens Send emergency supplies to the site Contact food services for assistance Schedule school personnel to provide assistance when and where needed Red Cross officials are to be recognized as the Community Sheltering Directors. A Red Cross representative will register all persons sheltering and work with school personnel to secure needs. A law enforcement officer (state police, sheriff’s deputy) is requested to be located at each community sheltering site. No pets will be permitted in the sheltering site with the exception of service animals. By order of state law, the use of tobacco and alcohol is prohibited on school grounds. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 88 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN COMMUNITY SHELTERING (con’t) In the event of a natural or man-made emergency, it is very likely that the school system will be asked for the use of our facilities to shelter community members. If there is a pending emergency, warnings will be given to the public in several ways. Emergency service vehicles with loud speakers may announce the warning. Telephone ring down service (available in certain areas) Emergency information will be broadcast by the Emergency Alert System (EAS) and updated every 10 to 20 minutes. Emergency Alert Stations: Radio Television WELC 1440 AM WVVA-TV Channel 6 WELC 102.9 FM WOAY-TV Channel 4 WHAJ 104.5 FM WVSX-TV Channel 59 WCIR 103.7 FM WJLS 99.5 FM McDowell County Schools Website: http://boe.mcdo.k12.wv.us or call 436-4917 option 2 Emergency Alert System (EAS) will broadcast emergency weather information as either Watch or a Warning. Watch - conditions are favorable for the development of severe storm. Warning - a storm is already occurring and could become a severe storm. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 89 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN COMMUNITY SHELTERING (con’t) WHAT TO DO IF AN EMERGENCY IS DECLARED Listen to an Emergency Alert Station for information Stay calm Stay off the telephone ACTION TO TAKE EAS will announce the protective action to be taken depending upon the particular circumstances Directions may be to: Shelter-in-Place prepare to evacuate evacuate On the following pages, the McDowell County Schools Emergency Operations Plan presents community checklists for each of the situations listed above. Should Emergency Services need a facility for Community Sheltering, a McDowell County Board of Education official will be contacted. That person will contact all other school officials needed to implement the Community Sheltering Program. FACILITIES TO BE USED AS SHELTERS Elementary Schools - to be used for short-term or long-term sheltering Board of Education Office - to be used as short-term shelter only, (limited facilities) Middle Schools - to be used for short-term or long-term sheltering High Schools - to be used for short-term or long-term sheltering McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 90 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN GENERIC SHELTER-IN-PLACE CHECKLIST Responsibilities Go to the sheltering location as directed by the Emergency Alert System. Check in with the Red Cross officials immediately upon arrival. Go inside the school facility to an area designated by the Red Cross Officials. Remain there until the end of the emergency. If the emergency involves hazardous materials, you may directed to: _______ turn off heating and cooling systems _______ turn off window and other venting fans _______ shut and seal outside windows and doors _______ help set up the sheltering supplies _______ remain inside the school _______ do not leave the facility without first checking with Red Cross officials. _______ follow Red Cross Official’s instructions When the event has concluded, assist with clean-up. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 91 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN If the community is instructed to evacuate, take the following actions immediately. Prepare to Evacuate Responsibilities Tune in to the Emergency Alert System for instructions. Stay calm. Stay off the telephone. Gather appropriate clothing, necessary medicine and if readily available, a portable radio, flashlight, check book, credit cards and any other necessary items. Lock all outside doors, with the exception of the one you plan to exit, and windows, to prepare for evacuating. Monitor the Emergency Alert System for further directions. If possible before departing, turn off gas, water and electric. If time allows, check with any neighbors that are close by, who may need assistance with exiting or transportation to the community sheltering site. Quickly go to the designated evacuation pick-up point or drive your own vehicle to the designated community sheltering center. If traveling by your own vehicle, turn on the radio to an Emergency Alert Station and monitor it for further instructions. When the event concludes and if it involved hazardous materials, remember ventilate you house before remaining inside. Evacuation Take the necessary items and others you have gathered with you. Leave the house and remember to lock the exit door. DO NOT ATTEMPT TO GO TO OTHER THAN THE DESIGNATED SHELTER LOCATION. YOU MAY FURTHER EXPOSE YOU AND/OR YOUR FAMILY TO DANGER. FOLLOW THE EMERGENCY ALERT SYSTEM DIRECTIONS. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 92 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN G. CRITICAL INCIDENT/EMERGENCY MANAGEMENT OVERVIEW Definition Critical incidents and emergencies involve threats of harm to students, personnel, and/or facilities and require immediate and effective responses. Interagency Agreements McDowell County Schools has entered into agreements with various county governmental agencies, including mental health, police, and fire departments. The agreements specify the type of communications and services provided by one agency to another. The agreements also make school division personnel available beyond the school setting in the event of a disaster or traumatic event taking place in the community. Identifying and Responding to Imminent Warning Signs Unlike early warning signs, imminent warning signs indicate that a student is very close to behaving in a way that is potentially dangerous to self and/or to others. Imminent warning signs require an immediate response. No single warning sign can predict that a dangerous act will occur. Rather, imminent warning signs usually are presented as a sequence of overt, serious, hostile behaviors or threats directed at peers, staff, or other individuals. Usually, imminent warning signs are evident to more than one staff member—as well as to the child’s family. Imminent warning signs may include: Serious physical fighting with peers or family members. Severe destruction of property. Severe rage for seemingly minor reasons. Detailed threats of lethal violence. Possession and/or use of firearms and other weapons. Other self-injurious behaviors or threats of suicide. When warning signs indicate that danger is imminent, safety must always be the first and foremost consideration. Action must be taken immediately. Immediate intervention by school authorities and law enforcement officers is needed when a child: Has presented a detailed plan (time, place, method) to harm or kill others — particularly if the child has a history of aggression or has attempted to carry out threats in the past. Is carrying a weapon, particularly a firearm, and has threatened to use it. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 93 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN In situations where students present other threatening behaviors, parents should be informed of the concerns immediately. School communities also have the responsibility to seek assistance from appropriate agencies, such as child and family services and community mental health. (Source: Early Warning, Timely Response: A Guide to Safe Schools) Threat Assessment Response Protocol Mission Statement The purpose of this protocol is to provide a mechanism to assure that threats of violence in a school environment are addressed, whenever possible, before they occur. The protocol is intended to identify credible threats of violence and address those threats and the individual making the threat before the threat is carried out. NOTE: This protocol is applicable during any school-sponsored event or function, whether the event or function be on school property or not. Procedures The following procedure is separated into several sections in order to reflect those instances where a threatened act of violence may be received by specific individuals. 1. Any student, upon receiving information that a person is threatening to commit an act of violence, shall: 2. assume threat is serious; Immediately report the threat to a parent, guardian, school staff, administrator or law enforcement officer; Be available and cooperative in providing a statement of information, with the understanding that the information source (student) will remain anonymous to the greatest extent possible. Any parent or guardian, upon receiving information that a person is threatening to commit an act of violence, shall: Assume threat is serious; Immediately report the threat to a school staff member, school administrator or law enforcement officer; Be available and cooperative in providing a statement of information, with the understanding that the information source (parent or guardian) will remain anonymous to the greatest extent possible 3. Any school staff member, upon receiving information that a person is threatening to commit an act of violence, shall: Assume threat is serious; Immediately report the threat to a school administrator their designee; Be available and cooperative in providing a statement of information, with the understanding that the information source (the staff member) will remain anonymous to the greatest extent possible. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 94 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 4. Any school administrator, upon receiving information that a person is threatening to commit an act of violence, shall: Assume threat is serious; Cause the student making the threat, if said student is on campus, to be immediately removed from the classroom and segregated into a secured area pending further investigation. Immediately notify the designated law enforcement officer assigned to the school and provide the officer with complete information regarding the information received. Require the school staff member, if this is the source of the information, to provide immediate written statements regarding the information received. 5. The designated law enforcement officer, upon receiving information that a person is threatening to commit an act of violence, shall: Assume threat is serious; Immediately conduct an assessment interview of the subject making the threat. The assessment interview will include at least one administrator. NOTE: The primary purpose of the interview is to engage in an assessment of the available information, in an attempt to determine the veracity of the threat, in order to decide what level of follow-up action is needed and appropriate. 6. Once the assessment is complete, the law enforcement officer and administrator shall convene privately to discuss the threat and consider options for follow-up action. A. B. 7. If it is agreed the threat is credible: 1. The law enforcement officer shall immediately consult with the McDowell County Superintendent. 2. The school administrator shall take administrative action in accordance with School Board policy. 3. The student’s parents or guardian shall be notified in accordance with School Board policy. If it is agreed that the threat is not credible, the school administrator shall assume responsibility to institute any further action deemed necessary. Once the situation has been assessed and action taken, the school principal assumes the responsibility for reporting to the Superintendent. Follow-Up Considerations The Threat Assessment Response Protocol shall be periodically reviewed to assess its effectiveness. Changes should be made, as needed, based on actual experiences. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 95 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN H. EMERGENCY RESPONSE DRILL LOG School: Date District: Type of Drill McDowell County Schools ERP 8-29-07 Comments For Official Use Only POLICY 10-018 96 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN I. FIRE ALARM/DRILL REGULATIONS All doors and exits in school buildings shall be kept unlocked and unfastened during school hours. They may be locked to prevent entering, but not exiting. A minimum often (10) fire drills shall be conducted each school year. Regulations and Procedures Drills shall be executed on different days of the week, and at different hours of the day, during change of classes, when the school is at assembly, during recess periods, etc., and in such a manner as to destroy distinction between drills and actual fires. After the first three fire exit drills of the fall term, all other drills should be planned with one or more blocked exits without locking any exit. NOTE: Proper arrangements must be made for the prompt evacuation of all “special needs” students. A person of responsibility should be assigned to each student needing assistance. If a drill is called when pupils are going up and down the stairways, as during the time classes are changing, the pupils shall be instructed to form a line and immediately proceed to the nearest available exit in orderly manner. As all drills simulate an actual fire condition, pupils shall not be allowed to obtain clothing after the alarm is sounded, even when in homerooms, because of the confusion which would result in forcing the lines and the danger of tripping over dragging apparel. Drills shall be in charge of the principal, teachers, or other authorized person in each building, who shall keep a record of the date of each drill and the time required to empty the building on the State Drill Report Form provided each school. Every fire exit shall be an exercise in school management for principal and teacher, with the chief purpose of every drill complete control of the class so that the teacher will form its ranked quickly and silently, may halt it, turn it, or direct it as desired. Great stress shall be laid upon the execution of each drill in a brisk, quiet, and orderly manner. Running shall be prohibited. In case there are pupils incapable of holding their places in a line moving at a reasonable speed, provisions shall be made to have them taken care of by the more sturdy pupils, moving independently of the regular line of march. If for any reason a line becomes blocked, some of the pupils should be countermarched to another exit in order to prevent panic conditions arising as a result of inactivity. Monitors shall be appointed from the more mature pupils to assist in the proper execution of all drills. They shall be instructed to hold open doors in the line of march or to close doors where necessary to prevent spread of fire or smoke. There shall be at least two substitutes for each appointment so as to provide for proper performance in case of absence of the regular monitors. The search of toilet or other rooms shall be the duty of the teachers or other members of the staff. If the teachers are to do the searching, it should be done after they have joined their classes to the preceding lines. Each class or group shall proceed to a predetermined point outside the building and remain there McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 97 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN while a check is made to see that all accounted for, leaving only when a recall signal is given to return to the building, or when dismissed. Such points shall be sufficiently far away from the building and from each other as to avoid danger from any fire in the building, interference with fire department operations, or confusion between different classes or groups. Where necessary for drill lines to cross roadways, signs reading “STOP! SCHOOL FIRE DRILL” or equivalent shall be carried by monitors to the traffic intersecting in order to stop traffic during the period for the drill. Whenever possible, drill lines should not cross a street or highway especially where the traffic is heavy; it is recommended that where drill lines must cross roadways, a police officer be on duty to control traffic during drills. Signal Regulations 1. All fire exit drill alarms shall be sounded on the fire alarm system and not on the signal system used to dismiss classes. 2. Whenever any of the school authorities determine that an actual fire exits, they shall immediately call the local fire department using the public fire alarm system or such other facilities as are available. 3. In order that pupils will not be returned to a building which is burning the recall signal shall be one that is separate and distinct from any cannot be mistaken for any other signal. Distinctive colored flags or banners may give such signals. If the recall signal is electrical, the push buttons or other controls shall be kept under lock, the key for which shall be in the possession of the principal or some other designated person in order to prevent a recall at a time when there is a fire. Regardless of the method of recall, the means of giving the signal shall be kept under a lock. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 98 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN J. MEDIA COMMUNICATIONS 1. The primary goal of the Superintendent should be to keep the public informed about the crisis while trying to maintain the privacy of students and ensure as little interruption of the educational process as possible. 2. As soon as possible, prepare a written statement that gives the basic facts clearly and concisely or ask the division Community Relations Director to prepare one for you. Two or three minutes spent writing down some specific points is valuable if there is time, try to anticipate what some of the questions will be and prepare answers. News people will always want to know; who want, when, where, why, and how. Try them out on your colleagues and see if they have any recurring questions. Use the same facts in dealing with all media so the story is consistent. 3. If news media personnel arrive on campus while students are in class, guide their activities so they will not disrupt the educational process. The news media can come onto the campus but should not be permitted to enter classrooms. 4. Don‘t presume to tell a reporter what is or isn’t newsworthy. That decision is made by the reporters and their editors. And never - absolutely never - lie to a reporter. Tell the bad news quickly; get it over with. It may be your only chance to set the record straight. It is vital to establish the division as the best source for information on the crisis. If the media think you’re hiding something, they’re likely to dig hard for information from other sources and play the story more sensationally - and perhaps less accurately. Protecting and enhancing the division’s credibility is important. 5. Talk conversationally, or you will inadvertently pitch your voice up and sound strained. If you don’t understand the question, say so. Parroting the reporter’s question is very dangerous on radio or video tape because the tape can be edited to sound like you concur whether you do or not. Suppose the reporter asks, “How are you handling this terrible shock?” Don’t respond, “We are handling this terrible shock by “Instead, respond in your own words to the effect that, “The students are continuing their usual schedules, following a morning assemble where we discussed the situation.” 6. Answer each question and then be silent. Stick with the statement. Don’t embellish it and don’t respond to media pressure to chat about it. Just because a TV reporter sticks a microphone in your face or a radio reporter lets the tape run does not mean you have to fill that prolonged silence. Don’t worry your pauses will be removed in the editing process. If you are standing for the interview, don’t back up, even though the microphone seems to be put down your throat. Plant your feet firmly and stand your ground. Suggest that everyone sit down if you need “space.” 7. Remember the conflict is news, and reporters often frame their question to bring out the conflict or emotion in a story. Guard your students against such intrusions if grief is involved in the response. (However, if the media wants a student or community viewpoint, it may be well to arrange for them to talk to your PTA president.) 8. If a reporter asks several questions at once, say something like, “You’ve asked me several McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 99 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN questions here where would you like me to begin?” If a reporter interrupts you before you’ve finished your answer, pause, let the reporter finish, and then continue your answer. Don’t let the reporter get you off track or tell you when you’ve finished your answer. However don’t go into lengthy detail or run off with the interview either. 9. Don’t let a reporter’s friendly sympathetic manner disarm you into giving him/her additional information. Don’t assume any chatty comments are “off the record” even if you say they are. Keep in mind that the media aren’t in business to help you with your communication needs: the media are in business to (1) make money and (2) disseminate news. “News” can be defined as any information of interest to the public. 10. Reporters are under constant deadlines, but no deadline is so important that it’s worth making an inaccurate statement. If a reporter says he/she has deadline problems, ask how long you have to get the information, and then try to obtain it within that amount of time. Don’t put reporters off: they will only get more insistent and abrasive if you do so. 11. It is best not to answer a query with “No comment.” Otherwise, the reporters may report you wouldn’t answer questions or may interpret for themselves why you aren’t answering. Instead, say, “I can’t share that information with you right now, but I will call you as soon as I can release it. (Arid do call them.) Or say, “I don’t know the answer, but I should have it in an hour. Please call me”. If you can’t reveal information at all, tell the reporters why. Examples: Relatives of an injured student haven’t been notified yet, or revealing the identity of a witness would jeopardize an investigation, etc. 12. After you provide the written statement to the media or answer subsequent questions, keep a media log of whom you speak to and what you give them, whether it is the basic statement or a subsequent update. This allows you to track which medium received what information. 13. Don’t ask a reporter for editing rights or to see the story for approval before it runs. Most news media have specific policies preventing this. Reporters may well interpret these requests as insults or a slight on their competence. Don’t complain to the media in you feel you were treated unfairly. You may simply draw more attention to the crisis. If major story details are inaccurate in a newspaper story, you can ask for a correction. But getting a similar correction in a TV or radio story is more difficult and must involve a giant inaccuracy. 14. The Community Relations Department should be updated on any emergency. That department will assist district or building administration in handling interviews with news media and coordinate the flow of information. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 100 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN MEDIA DO’S Emphasize your good record. Be accurate and cooperate as best you can. Be prepared for and prepare in advance a response to questions which might violate confidentiality or hinder the police investigation. Insist that reporters respect the privacy rights of your students and staff Speak to reporters in plain English - not “educationese.” When asked a question and you don’t know the answer, say so, then offer to find out and call the reporter back. MEDIA DON’TS Don’t try to keep the media out or “kill” a story. Don’t say “no comment.” Don’t ad lib. Don’t speak “off the record.” Don’t speculate. Don’t try to cover-up or blame anyone for anything. Don’t repeat negative/misleading words. Don’t play favorites among media. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 101 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN K. MINIMUM REQUIREMENTS CHECKLIST Use this checklist to determine if your emergency response plan complies with McDowell County requirements. The elements of the minimum requirements are listed below. Your plan must contain each listed element to be in compliance. This checklist can assist you in conducting your annual review. The page numbers in parenthesis indicate the page of the September 2006 McDowell County Schools Emergency Response Plan Template where the particular requirement can be found. Compliance with the National Incident Management System (NIMS) has been added to the requirements. Y N UNK NIMS COMPLIANCE The school site and district have adopted the Incident Command System (ICS) as the management system to be used to manage emergencies All personnel assigned responsibilities within the ICS structure have completed the FEMA Independent study courses, IS 100, IS 200 and IS 700 The site emergency response plan conforms to the formatting of the McDowell County Schools Emergency Response Plan Template that can be downloaded at: http://boe.mcdo.k12.wv.us/adult/sdfs/SitePlan.doc Y N UNK INTRODUCTION: Table of contents Approval statement and dated signatures of principal, appropriate district official and emergency response organizations Y N UNK PURPOSE: State the purpose of the emergency response plan Y N UNK SITUATION: State the size and location of your facility in acres and the number, general size, and use of each of the buildings State the number of students and employees normally on hand, and any scheduled daily differences in population Complete a hazard analysis of the school grounds, buildings and surrounding community to identify any natural or human related hazards Y N UNK DIRECTION AND CONTROL: Create an Incident Command System (ICS) for your site which will include a chain of command and alternates to implement and carry out the plan. At a minimum include the following: 1. Incident Commander, 2. Public Information Officer, 3. Safety Officer, 4. Liaison Officer and 5. Operations Section McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 102 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Designate primary and alternate on-site and off-site Command Post locations Identify persons, by title and agency, who will be notified during an emergency Describe the warning signals or commands that alert staff and students to emergency responses; 1. Evacuation 2. Reverse evacuation 3. Lockdown/Shelter in place No Code Words Designate primary and alternate evacuation routes and assembly areas Designate primary and alternate on and off-site relocation sites and other necessary sites (and how students/staff would be moved or transported) Describe how disabled and/or non-English-speaking children will be provided for Provide a resource inventory of emergency items available - communication equipment, First Aid, medical, fire fighting equipment, lighting, etc. Post a Classroom Emergency Response Guide in each room or assembly area for student and staff Each school should have a battery powered radio in case of power failure Develop procedures for off campus emergencies (field trip, bus, etc…) Develop student/parent reunification procedures Y N UNK PLAN DEVELOPMENT AND MAINTENANCE: Provide an annual review of plan, attachments, responses, and needs. Update whenever necessary Invite community, outside agencies (fire, law enforcement, emergency management and county health department are required) to assist in plan development, training, exercises, and revision Conduct annual training of all staff regarding warning/response signals, evacuation routes, assembly areas, emergency procedures, and chain of command (ICS) Annually review your Incident Command System with staff and train those who have assigned responsibilities Twice annually practice each of the listed emergency response drills with students and staff 1. Reverse evacuation 2. Lockdown or Shelter in place 3. Evacuation (one fire drill per year can count towards this requirement) One school district employee will participate in multi-hazard crisis training annually (ARS 15-341 A. 35) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 103 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Overview of plan explained and distributed to parents Schools will send a copy of their plan to be on file in the district office Y N UNK RESOURCES AND ATTACHMENTS: ICS structure and responsibilities Student roster with parent phone numbers Master schedule Faculty/staff roster with emergency phone numbers Community emergency numbers, e.g. 1. General emergency number - 911 2. Ambulance 3. Poison Control Center 4. Local hospital 5. Police Dept/Sheriff/State Police 6. Fire Dept Map of evacuation route(s) and assembly areas, student release gate, command post(s) Site plan or blueprint of the facility and floor plan(s) of the building(s) showing location of water and gas shut off points, heat plants, boilers, generators, flammable liquid storage, other hazard materials storage, fire fighting equipment placement, First Aid facilities, exits, etc. Lists with the name, title, address, telephone number, and organizational responsibilities for emergency operations Sample statements/letters for use in notifying faculty, students, parents, and media about emergency Student accountability/release forms Area Comments Site name/District/County: County Public Health Review Site Review Date: Name/Title/Signature: Date: Name/Title/Signature: District Review Law Enforcement Review Date: Date: Name/Title/Signature: Name/Title/Signature: County Emergency Management Review District Governing Board Date: Date: Name/Title/Signature: McDowell County Schools ERP 8-29-07 Name/Title/Signature: For Official Use Only POLICY 10-018 104 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN State Review Date: Name/Title/Signature: McDowell County Schools ERP 8-29-07 Date: Name/Title/Signature: For Official Use Only POLICY 10-018 105 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN L. NOTICE OF FIRST AID CARE DATE: _______________________ SCHOOL: ____________________ Dear Parent: ______________________________________ was injured at school and has been given First Aid. If you feel further care is necessary, please consult your family physician. Destination: (If not presently on site) ______________________________________________________ Transporting Agency: (if not presently on site) _______________________________________________ Time: ____________________ Remarks: Please sign and return one copy to school. Retain a copy for your records. _________________________________ PARENT’S SIGNATURE Note: _____________________________________ SCHOOL REPRESENTATIVE’S SIGNATURE 1 copy goes home with student 1 copy stays with teacher or medical treatment team records McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 106 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN M. PANDEMICS I. SITUATION A. A pandemic is a global disease outbreak that occurs when a new virus emerges for which there is little or no immunity in the human population. During the 20 th century, there were three influenza pandemics: 1. The 1918 pandemic caused at least 500,000 deaths in the U.S. and up to 40 million deaths worldwide. 2. The 1957 pandemic caused at least 70,000 deaths in the U.S. and 1 to 2 million deaths worldwide. 3. The 1968 pandemic caused about 34,000 deaths in the U.S. and 700,000 deaths worldwide. B. When a pandemic influenza virus emerges, its global spread is considered inevitable. Its spread can be delayed through measures such as border closures and travel restrictions, but it cannot be stopped. Because the strain of the virus emerges so rapidly, it is highly unlikely that a vaccine will be available for a pandemic flu outbreak. C. Any Town School District will be severely affected by a pandemic. It is estimated that 20% to 30% of the staff and students is likely to be directly affected by the disease, and additional staff are likely to need to stay home to care for sick family members. At the height of the pandemic, up to 40% of the workforce may be unavailable. In addition, the delivery of such basic commodities as fuel, groceries, etc. is likely to be severely disrupted. D. The World Health Organization has developed a Global Influenza Preparedness Plan that breaks the pandemic threat down into several phases: 1. Inter-pandemic period (phases 1 and 2). No new influenza strains have been detected in humans, but virus strains in animals pose a risk to humans that may be low (phase 1) or substantial (phase 2). 2. Pandemic alert period (phases 3, 4, and 5). New influenza strains have caused humans infections. Human-to-human spread is non-existent or limited to rare instances of close contact (phase 3), highly localized in small clusters (phase 4), or localized in larger clusters (phase 5). At phase 5, the virus is becoming increasingly adapted to humans, and there is a substantial pandemic risk. 3. Pandemic period (phase 6). Increased and sustained human-to-human transmission in the general population. 4. Post-pandemic period. Return to the inter-pandemic period (phase 1). McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 107 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN E. Several governmental organizations conduct pandemic surveillance on a routine basis and provide information about how to recognize, prepare for, and deal with a pandemic. Federal level - Centers for Disease Control and Prevention (CDC) and its parent organization, the Department of Health and Human Services (DHHS). State level – West Virginia Department of Health Services (WVDHS). County level – Local County Public Health Department. F. II. In the United States, the pandemic phases are based on the global phases. The Secretary of the U.S. Department of Health and Human Services will determine that the nation is in the pandemic period (phase 6) when sustained human-to-human transmission is observed anywhere in the world. MISSION To establish a program that will educate the district workforce and the student population and their families about how to cope with a pandemic and enable district operations to continue to provide essential services to our students, staff and community. III. EXECUTION A. Concept of Operations 1. When a phase 3 pandemic alert has been declared by the World Health Organization, the Public Information Office will issue news releases to inform both the district work force students and their families about how to deal with its effects. These efforts will be intensified and more specifically targeted when a pandemic appears likely to develop (phase 5 or 6 as defined above). These news releases will be coordinated with local emergency management and the public health department releases. 2. All district departments will implement actions to deal with the pandemic and its effects. These actions will focus on two primary areas: 3. a. Protecting the health of employees, students and their families. b. Ensuring their ability to provide essential services when faced with a severely reduced workforce and the disruption of services and supplies essential to their operations. There are four essential steps that employees, students and their families can take to reduce the spread of the disease: a. Cover your mouth and nose with a tissue or handkerchief when coughing or sneezing. b. Wash your hands frequently with warm water. McDowell County Schools ERP 8-29-07 For Official Use Only Use alcohol-based hand POLICY 10-018 108 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN sanitizers when soap and warm water are unavailable B. c. Stay home when you are sick. d. Increase your social distance (avoid crowds and mass gatherings). Tasks. 1. 2. Governing Board – At phase 5 of the pandemic alert period, make policy decisions regarding the following areas: a. Increased used of telecommuting and/or paid administrative leave by district departments. b. Liberalized use of Family and Medical Leave Act (FMLA) time by district employees to encourage them to stay away from the workplace when feeling sick. All district departments a. Determine which functions of the department are critical, and conduct adequate cross-training of employees in these functions to ensure that critical tasks can be accomplished when a large percentage of the workforce is unavailable. b. Identify supplies and services essential to continued operations and, when necessary, identify backup means of ensuring them. c. Encourage district employees and their families to develop a family emergency plan and emergency kit capable of sustaining them for a minimum of 72 hours without outside assistance. www.ready.gov is a good source of information for the plan and kit. d. Consider the procurement of supplies to prevent the spread of disease in the workplace – surgical masks, hand sanitizer bottles, etc. e. At phase 5 of the pandemic alert period: f. 1. Mandate or encourage increased use of telecommuting (pending district governing board direction). 2. Encourage employees to stay home when they feel sick. employees home if they appear to be sick. 3. Consider implementing policies that limit face-to-face contact among students and staff as well as between staff and the public. Send During the pandemic period (phase 6): 1. McDowell County Schools ERP 8-29-07 Curtail less essential services as required when the district workforce For Official Use Only POLICY 10-018 109 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN and students are reduced by the effects of the pandemic. 2. Implement backup means of maintaining the educational process and ensuring essential supplies and services. 3. In coordination with the county health department, determine if schools should be closed. 3. Public Information Office C. a. At phase 3 of the pandemic alert period, Initiate an education campaign for the districts staff, students and families, emphasizing (1) steps they can take to prevent the spread of disease, and (2) the need to develop family disaster plans and kits that will enable them to sustain themselves if essential public services (food, water, sanitation, etc.) are lost for several days at a time. The education campaign will be coordinated with the education campaigns of cities and towns within the district boundaries and will emphasize reaching out to the Spanishspeaking component of the community. b. At phase 5 of the pandemic alert period and during the pandemic period (phase 6): 1. Intensify the education campaign for the public, emphasizing the same items as during phase 3. In addition, alert the public to potential changes in services provided by the district as a result of personnel shortages caused by the pandemic. 2. Assist the governing board and superintendents’ office in the dissemination of policy guidance regarding special steps to be taken by district personnel in response to the pandemic. Support. 1. The U.S. Department of Health and Human Services has a pandemic influenza plan and planning guidelines for state and local governments, individuals, businesses, and schools. This information can be accessed at www.PandemicFlu.gov. 2. The West Virginia Department of Health Services has a pandemic plan and additional guidance on pandemic planning available at www.azdhs.gov/pandemicflu. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 110 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN N. PUBLIC INFORMATION RELEASE Check (_) as appropriate: District/District-wide ____________ School ______ Date: ______________________ Time: _____________________________ NOTE: If this is used as a script, read only those items checked. Make no other comments. (Check off, fill in, and cross off as appropriate.) ______________________ has just experienced a(n) ____________________ _ The (students/employees) [(are being) or (have been)] accounted for. _ No further information is available at this time. _ Emergency medical services [(are here) or (are on the way) or (are not available to us)]. _ Police [(are here) or (are on the way) or (are not available to us)]. _ Fire Dept./paramedics [(are here) or (are on the way) or (are not available to us)]. _______________________________ [(are here) or (are on the way) or (are not available to us)]. _ Communication center(s) for parents (is/are) being set up at ___________________________ to answer questions about individual students. _ Communication center(s) for families (is/are) being set up at ___________________________ to answer questions about individual employees. _ Injuries have been reported at ____________________ and are being treated at the site by (staff/professional medical responders). (#) _____ reported injured. _ Students have been taken to a safe area, ____________ , and are with [(classroom teachers/staff) or ( __________ )]. _ (#) Students have been taken to the local emergency room for treatment of serious injury. Parents of injured students should go to the emergency room at ___________ _ (#) Confirmed deaths have been reported at ______________________________________ Names cannot be released until families have been notified. _ Structural damage has been reported at the following sites: __________________ . Release restrictions _____ No _____ Yes If yes, what? Released to the public as Public Information Release # ___________ Date/Time: ____________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 111 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN O. SCHOOL COMMUNICATION McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 112 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Dealing with Rumors Establishing reliable communications networks is critical for dealing effectively with a potentially detrimental phenomenon always present in crises: rumors. People are going to talk about an emergency and, when accurate information is not available, rumors begin. Without facts, people begin to speculate and the speculations soon come to be thought of as “facts”. Left unchecked, rumors can become more difficult to deal with that the crisis event. They may create a negative perception of the school’s ability to manage an emergency or, even worse, a belief that the school cannot provide for the safety and wellbeing of the children. The most effective strategy for combating rumors is to provide facts as soon as possible. Some strategies which may be helpful include the following. Identify and notify internal groups including administrators, teachers, students, custodians, secretaries, teaching assistants, cafeteria workers, and bus drivers. These people are primary sources of information and are likely to be contacted in their neighborhoods, at grocery stores, etc. It is critical that they have accurate information because what they know (or don’t know and are speculating about) will be passed on. A faculty/staff meeting should be held before staff members are allowed to go home so that what is (and is not) known can be clearly communicated. Clerical staff who answers the telephone at the school and at the central office must know which information can be shared and which information cannot be shared. They must be kept informed of inaccurate information which is circulating so they can help “correct” misinformation. Designating a few persons to answer calls helps control the circulating of misinformation. Use of key communicators in the community will also combat rumors. A telephone tree or a briefing held especially for identified community representatives directly associated with the school will help spread accurate information. The media can also help control rumors; ask the Superintendent to provide frequent updates to the public, particularly providing accurate information where rumors need to be dispelled. After the immediate crisis has passed, public meetings may be helpful. It provides an opportunity for people to ask questions and to receive accurate information. A follow-up public meeting may also be helpful in restoring the community’s confidence in the school’s ability to manage crises and to provide a safe environment. Voice and Hand Signals Although not involving “technology”, voice and hand signals (and training staff and students to recognize them) are important instruments of communication in an emergency. Some signals which may be used McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 113 include: waving arms - Waving arms back and forth over head means to follow in the direction led by MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 114 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN School-Parent Letter [Date] Dear Parents: Should an emergency or disaster situation ever arise in our area while school is in session, we want you to be aware that the schools have made preparations to respond effectively to such situations. In fact, public schools in [State] are built to meet stringent construction standards and they may be safer than your own home in the event of a disaster. Should we have a major disaster during school hours, your student(s) will be cared for at this school. Our School District has a detailed disaster plan which has been formulated to respond to a major catastrophe. Your cooperation is necessary in any emergency. 1. Do not telephone the school. Telephone lines may be needed for emergency communication. 2. In the event of a serious emergency, students will be kept at their schools until they are picked up by an identified, responsible adult who has been identified as such on a School District green emergency card which is required to be filled out by parents at the beginning of every school year. Please be sure you consider the following criteria when you authorize another person to pick up your child at school: He/she is 18 years of age or older. He/she is usually home during the day. He/she could walk to school, if necessary. He/she is known to your child. He/she is both aware and able to assume this responsibility. 3. Turn your radio to [radio stations] for emergency announcements. If students are to be kept at school, radio stations will be notified. If electrical service is not affected, information will be relayed via the School District cable on Channel ____. In addition, information regarding day-to-day school operations will be available by calling the District Office. 4. Impress upon your children the need for them to follow the directions of any school personnel in times of an emergency. Students will be released only to parents and persons identified on the School District Emergency Card. During an extreme emergency, students will be released at designated reunion gates located on school campuses. Parents should become familiar with the School Emergency Disaster Plan and be patient and understanding with the student release process. Please instruct your student to remain at school until you or a designee arrives. Because local telephone service may be disrupted, also list an out-ofState contact on the emergency card, as calls may still be made out of the area while incoming calls are affected. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 115 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Sample School-Parent Letter (Continued) The decision to keep students at school will be based upon whether or not streets in the area are open. If this occurs, radio stations will be notified. In the event that a natural disaster takes place during the time that students are being transported, students will be kept on the bus and the driver will ask for assistance through radio contact with the school and district personnel. Any child who is home waiting for the bus will not be picked up (if roads are impassable) and remains the responsibility of the parent or guardian. In the event a natural disaster occurs in the afternoon, the driver will make every attempt to continue delivering the students to their homes. Should road conditions prevent the driver from delivering students to their home or to school in the morning, the students will be delivered to the nearest school site and that school will communicate with the home school to inform them of the students’ whereabouts. In case of a hazardous release event (chemical spill) near the school area, Shelter-in-Place procedures will be implemented to provide in place protection. All students and staff will clear the fields, report to their rooms and all efforts will be made to prevent outside air from entering classrooms during the emergency. “Shelter-in-Place” signs will be placed in classroom windows or hung outside classroom doors during a drill or emergency. Students arriving at school during a Shelter-in-Place drill or event should report to the school office or to a previously designated area at the school because classrooms will be inaccessible. When the dangerous incident has subsided, an all-clear signal will be given. Please discuss these matters with your immediate family. Planning ahead will help alleviate concern during emergencies. Sincerely, Principal School McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 116 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN P. SEARCH AND RESCUE TEAMS SEARCH AND RESCUE (S & R) TEAM LEADER ________________________________ S & R TEAM #1 NOTES: Backpack Clipboard Vest Bucket Goggles Hard Hat Keys NAMES Radio Note: Number of teams will vary depending on size of campus. 1 2 S & R TEAM #2 NOTES: 1 2 S & R TEAM #3 NOTES: 1 2 S & R TEAM #4 NOTES: 1 2 S & R TEAM #5 NOTES: 1 2 Assign teams based on available manpower; minimum 2 persons. Attempt to place one experienced person on each team. Perform visual check of outfitted team leaving Command Post (CP); include radio check. Advise teams of known injuries. Remain at Command Post table. Be attentive to all S&R related communications. Utilize boxes above to record location of injured students. Example: report of 2 injured students in Room 20 would be recorded as “S/2 = RM 20” in box under team #3. Utilize manpower pool to aid S&R (i.e., request for backboard and carryout or request for rescue equipment). McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 117 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Q. SITE STATUS REPORT TO: _________________ FROM: (name) _______________ LOCATION: ___________________ DATE: __________ TIME: __________ PERSON IN CHARGE AT SITE: ____________________ Message via: 2-way Radio _____ Telephone ________ Messenger _______ EMPLOYEE/STUDENT STATUS Absent Injured # Sent to Hosp./med Dead Missing Unaccounted for (Away from site) # Released To parents # Being supervised Students Site Staff Others STRUCTURAL DAMAGE Check damage/problem and indicate location(s). Check Damage/Problem Location(s) Gas leak Water leak Fire Electrical Communications Heating/cooling Other (list): MESSAGE: (include kind of immediate assistance required; can you hold out without assistance/how long? overall condition of campus, neighborhood & street conditions; outside agencies on campus & actions; names of injured, dead, missing and accounted for ASAP) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 118 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN R. STAFF SKILLS SURVEY & INVENTORY Name & School _____________________________/___________________________ Room ________ Name School During any disaster situation, it is important to be able to draw from all available resources. The special skills, training and capabilities of the staff will play a vital role in coping with the effects of any disaster incident. These will be of paramount importance during and after a major or catastrophic disaster. The purpose of this survey/inventory is to pinpoint those staff members with equipment and the special skills that might be needed. Please indicate the areas that apply to you and return this survey to your administrator. PLEASE CHECK ANY OF THE FOLLOWING IN WHICH YOU HAVE EXPERTISE & TRAINING. CIRCLE YES OR NO, WHERE APPROPRIATE. _____ First Aid (current card yes/no) _____ CPR (current yes/no) _____ Construction (electrical, plumbing, carpentry, etc.) _____ Triage _____ Firefighting _____Running/Jogging _____ Emergency Planning _____ Emergency Management _____ Search & Rescue _____ Law Enforcement Bi/Multi-lingual (what language (s)) _________________________________ _____ Mechanical Ability _____ Structural Engineering _____ Shelter Management _____ Survival Training & Techniques _____ Ham Radio Operator _____ CB Radio _____Journalism _____ Camping _____ Waste Disposal _____ Recreational Leader _____ Bus/Truck Driver (Class 1 or 2 license yes/no) _____ Food Preparation DO YOU KEEP A PERSONAL EMERGENCY KIT? _____________ in your car? _______ in your room? _______ DO YOU HAVE MATERIALS IN YOUR ROOM THAT WOULD BE OF USE DURING AN EMERGENCY? (i.e., athletic bibs, traffic cones, carpet squares) _________ Yes _________ No DO YOU HAVE EQUIPMENT OR ACCESS TO EQUIPMENT OR MATERIALS AT YOUR SCHOOL SITE THAT COULD BE USED AN IN EMERGENCY? _________ YES _______ NO PLEASE LIST EQUIPMENT AND MATERIALS. _____________________________________________________________________________________________ _____________________________________________________________________________________________ COMMENTS __________________________________________________________________________________ _____________________________________________________________________________________________ WHAT WOULD MAKE YOU FEEL MORE PREPARED SHOULD A DISASTER STRIKE WHILE YOU WERE AT SCHOOL? _____________________________________________________________________________________________ _____________________________________________________________________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 119 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN S. STUDENT ACCOUNTING FORM Room No: Date: Enrolled per register: Reported by: Not in school today: Received by: Present now: 1. Students or classroom volunteers elsewhere (off campus, left in room, other location, etc.) Name Location Problem __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ 2. Students on playground needing more First Aid than you can handle: Name Location Problem __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Additional comments: (report fire, gas/water leaks, blocked exits, structural damage, etc.) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 120 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN T. STUDENT RELEASE FORM (To be taken by Runner) Please Print Student’s Name ________________________________________________________________ Teacher _______________________________________ Grade __________________________ Requested By _________________________________________________________________ ******************************************************************************************** To be filled in by Request Gate staff Proof of I.D. ____________ Name on Emergency Card ____________________________ (yes) (no) ******************************************************************************************** Student’s Status To be filled in by teacher Sent with Runner ______ Absent __________ First Aid ___________ Missing ___________ ******************************************************************************************** To be filled in by Request Gate staff Proof of I.D. ____________ Name on Emergency Card ____________________________ (yes) (no) ********************************************************************************************* To be filled in by Requester At Release Gate Requester Signature _____________________________________________________________ Destination: ____________________________________________________________________ Date: __________________ Time: __________________ ********************************************************************************************* Notes: McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 121 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN U. TERRORIST ATTACK F.B.I. Definition: Terrorism is the unlawful use of force or violence against persons or property to intimidate or coerce a government, the civilian population, or any segment thereof; in furtherance of political or social objectives. The main cause of terrorism is the dissatisfaction with a political or social system or policy, and the inability to change it through acceptable or non-violent means. The act of terrorism is usually a means to seek media exposure for a “cause” or as an act of retaliation because of continuing dissatisfaction. Their perpetrators premeditate acts of terrorism. Terrorists conspire their acts to terrorize and generate an atmosphere of fear. Terrorists use violence or the threat of violence as a means to motivate the public, group or government to make changes whereby their goal(s) can be realized. There are three (3) main types of terrorist attacks: CHEMICAL BIOLOGICAL NUCLEAR Chemical Weapons Defined: Chemical weapons are defined as compounds, which produce lethal or damaging effects in man, animal, plant or material. They exist as solids, liquids, or gas and are classified by their effects: nerve, blood, choking or blister agents. Chemical agents are also generally divided into three broad classifications, sometimes referred to as lethal agents, incapacitating agents, and harassing agents. Lethal agents are designed to kill or severely injure. Incapacitating agents are designed to disable the victim for at least several hours. These include all of the substances previously mentioned. Harassing agents are designed to force the victim to retreat. Nerve Agents, such as tabun, sarin, or \TX may be absorbed through the skin or the respiratory tract. Exposure causes a disruption of nerve impulse transmissions and in sufficient quantity can cause almost instant death. Full protective clothing and protective breathing masks are required to insure safety. These substances are stored as liquids and may be dispersed as aerosols by explosive charge or aerosol dispenser. Blood Agents, such as hydrogen cyanide and cyanogen chloride, are generally colorless liquids widely used in the manufacture of commercial chemicals. These agents interfere with cell respiration by obstructing oxygen intake from the blood or by interfering in the exchange of carbon dioxide between the blood and tissues or blood and air in the lungs. The agents attach the body through the respiratory system and can cause almost instant cardiac arrest if inhaled in sufficient quantity. While they work fast, blood agents dissipate quickly. Although readily absorbed through the respiratory tract, these agents do not normally enter through the skin. A protective breathing mask will provide short term protection. However, these agents tend to saturate charcoal filters. The agent is disseminated by aerosol sprayer or vaporized by explosive charge. Choking Agents, such as phosgene, cause damage to the tissues of the respiratory system when inhaled or to the unprotected eye. Phosgene has many commercial applications. The use of a protective mask provides protection against phosgene. It is usually disseminated by aerosol spray. Blister Agents are tissue irritants that can lead to convulsions and death, in sufficient quantities. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 122 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN The most common is mustard gas. In lesser amounts, exposure may cause symptoms similar to severe burns and may result in secondary effects. Research has also identified long-term medical effects, such as cancer. Unprotected contact with the agent will result in transfer of the substance. Full protective clothing and a protective breathing mask are necessary. Biological Weapons Defined: Biological weapons are defined as any micro-organism, virus, infectious substance, or toxin, capable of causing death, disease, or other biological malfunction in a human animal, plant, or other living organism. Toxins are poisonous substances produced by living organisms, which, in certain cases, may also be man-made. Biological agents are generally divided into either replicating (infectious) agents, or non-replicating (non-infectious or intoxicating agents). Replicating agents are produced from bacteria, viruses, or fungi. Non-replicating agents are produced from toxins. For years the dividing line between chemical and biological warfare was clear. Biological agents (toxins) were produced by living things. Chemical agents were not. Today, due to advances in biotechnology, toxins that were formerly only produced by living things can be produced by altered living organisms or chemical synthetic methods in a laboratory setting. Viruses There are approximately 75 identified viruses that cause diseases in man. The most likely viral agents adopted for use as weapons include yellow fever, tick-borne encephalitis, Japanese encephalitis, dengue, Venezuelan equine encephalitis, chikungunya, O’nyong-nyong, Rift Valley fever, influenza and smallpox. Transmission would most likely be accomplished through aerosol dissemination or the use of a vector (a living organism capable of delivering a biological weapon to a victim, such as fleas, mosquitoes, or rats). Many viruses can be reproduced in a basic medical laboratory utilizing eggs or tissue cultures. Most produce early symptoms such as fever, headache, nausea, and vomiting, following an incubation period. These diseases can be fatal if untreated. Bacterial Agents include the plague, anthrax, tularemia, brucellosis, and typhoid fever. Most can be produced in a laboratory setting or purchased from medical research firms. Dissemination is most probably accomplished by aerosol or natural dispersal e.g., food contamination. Infection is introduced primarily through the respiratory tract. An incubation period may last from one day to several weeks and the fatality rate for untreated cases may exceed 80%. Water supplies are particularly vulnerable to contamination by strains of certain bacteria. It should be noted that it is extremely difficult to contaminate most municipal water systems. The number of purification and filtering processes built into the system would rid the water of any contamination, Private water supplies and those not subjected to rigorous purification processing are at risk. Fungal Infections are usually introduced through the respiratory system by breathing infected spores. Fungal infections can be spread through the civilian or agricultural population and are extremely difficult to detect prior to the first casualty. At this time, there is no known application of fungal infection as a biological agent for a weapon. Toxins unlike infectious agents, are not capable of natural or unaided reproduction. They are defined as poisonous substances made by living organisms. While such agents generally require an incubation period of a few days prior to illness, some can cause incapacitation or death quickly. Examples of toxin sources are bacteria, plants, and venoms from cobras, scorpions and shellfish. Today some toxins can be reproduced in limited quantities through biotechnology. This may involve the use of recombinant technology (gene splicing). C/B TERRORIST THREAT INDICATORS McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 123 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN The following should be considered activities indicative of a C/B threat. The presence of same may suggest that a C/B threat is being considered, planned, or has (in the case of biological weapons) already been introduced. Activity on behalf of a group or individual investigation should receive immediate attention. BIOLOGICAL THREAT INDICATORS: 1. any reference to the terms: “biological, bacteriological, germ, microbe, microorganism, virus, fungi, bug, vaccine, antidote, culture, spores or vector 2. any reference to the use of toxins, venoms, or poisons in relation to the development or use of weapons 3. any attempt to purchase or obtain information concerning biological cultures or spores from medical or research facilities 4. any information concerning the theft or attempted theft of biological cultures from a university or medical research facility 5. any purchase or consideration to purchase laboratory supplies or specialized medical equipment 6. any attempt to acquire vaccines or medical antidotes against poisons or disease 7. any attempt to acquire any type of protective breathing apparatus and/or protective plastic, rubber, or charcoal impregnated suit - These suits are not needed for biological agents. 8. any indication of the possession, or an attempt to acquire maps, photographs, or other data related to a public water supply 9. any reference to addresses of medical research facilities or mail-order companies 10. any indication of the possession, or attempt to acquire maps, photographs, or other information related to the architectural, building, or security plans of medical research facilities, including universities and private labs 11. any indication of the existence of an unusual infectious disease in a locality where such condition is not prevalent - e.g., anthrax, botulism, etc. 12. any evidence of suspicious medical research activities - e.g., reports of rats, mice, eggs, etc. at an incongruous location; the death of a large number of animals in any locality; or the unexplained presence of medical protective garments, gloves, or face masks 13. any type of explosive device which contains an unexplained powder or liquid substance 14. any attempt to acquire meteorological data. CHEMICAL THREAT INDICATORS 1. any reference to the terms: chemical agent, blood agent, blister agent, choking agent, mellowing agent, incapacitant, GA, GB, F, GH, VE, VM, or \ (military abbreviations) 2. any reference to the use of oxidizers, bleaches, or other decontaminants 3. Any unexplained attempt to purchase bulk chemicals 4. any indication of an interest in the location of chemical manufacturing, storage, or distribution sites 5. any information regarding the theft or attempted theft of a tanker truck containing hazardous chemicals 6. any purchase or consideration to purchase chemical-related laboratory supplies or equipment 7. any attempt to acquire antidotes against chemical nerve agents, such as astropine and 2- DAM chloride 8. any attempt to acquire any type of protective breathing apparatus and/or protective plastic, rubber or McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 124 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN charcoal impregnated suit 9. any indication of the possession or attempt to acquire maps, photographs or other information related to a public water supply, public transportation system or large public facilities 10. any indication of the possession or attempt to acquire maps, photographs or other intelligence related to chemical manufacture, storage, or distribution facilities 11. any unexplained reports of individuals suffering from the symptoms of exposure to chemical agents, such as chemical burns or muscular seizures 12. any indication of unexplained or suspicious chemical accidents or spills 13. any type of explosive device which contains an unexplained powder, solid, liquid, or gaseous substance 14. any attempt to acquire meteorological data Summary The overall risk of terrorism has increased worldwide and the United States is not immune from this type of act. Therefore, it is prudent to consider the possibilities of a terrorist attack in any crisis management plan. Most plans anticipate the possibility of injuries. The main difference in other crisis events and a terrorist attack will probably be the larger number of victims. Terrorism from firearms, explosions, and nuclear, chemical, or biological weapons constitute a threat in our society. Schools will not be the first line of defense for such actions. Out mode of operation will be reactionary in most cases. In all probability an outside agency will sound the alarm indicating the action to be taken. Therefore, one or more of the existing crisis management plans will be implemented: BOMB THREAT EMERGENCY DISMISSAL/EVACUATION LOCKDOWN SHELTER-IN-PLACE Please refer to one of these plans should the need arise. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 125 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN V. UPDATE REPORT Name _________________________________ Time____________________________ __________ # children remaining at school __________ # staff members remaining to care for children ______ Assistance required: ______ water _____ food ______ blankets ______ # people to help Update Report Name _________________________________ Time____________________________ __________ # children remaining at school __________ # staff members remaining to care for children ______ Assistance required: ______ water ______ food ______ blankets ______ # people to help Update Report Name _________________________________ Time____________________________ __________ # children remaining at school __________ # staff members remaining to care for children ______ Assistance required: ______ water ______ food ______ blankets ______ # people to help Update Report Name _________________________________ Time____________________________ __________ # children remaining at school __________ # staff members remaining to care for children ______ Assistance required: ______ water ______ food ______ blankets ______ # people to help McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 126 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN W. WEATHER EMERGENCY EARTHQUAKE Definition: Trembling and shaking of the building and grounds, signaling movements in the earth’s crust. An earthquake safety program involves more than just preparing a response plan. It is also an ongoing activity that includes identifying the hazards, conducting drills, as well as involving teachers, parents, and students in developing a plan of action. An effective plan also includes training and classroom discussions to help prepare students for such an occurrence. An earthquake response plan is based on the following assumptions. An earthquake can occur without warning and could occur during school hours. Reaction to an earthquake incident must be instantaneous, therefore prior planning and preparation is a necessity. An earthquake could cause widespread damage resulting from the ground shaking and other hazards triggered by the earthquake (e.g., fires, and the release of toxic materials). Transportation routes, telephone communications, and other utility services could be seriously disrupted. Medical) fire, and rescue personnel may be severely overtaxed and could not respond to every emergency within the affected area immediately. Schools may have to be self-sufficient for a period of time, capable of relying on their own resources to protect and care for the school population until help becomes available. Principals, teachers, and staff members may be required to provide first aid, search and rescue, fire control, and other first-response actions without assistance from outside emergency personnel. USUALLY THERE WILL BE NO PRIOR WARNING OR SIGNAL FOR AN EARTHQUAKE EVENT. SAFETY PRECAUTIONS MUST BE IMPLEMENTED IMMEDIATELY. Building evacuation following (not during) an earthquake is IMPERATIVE due to the possibility of secondary hazards, such as explosions and fires. Use of the school’s fire drill procedures for this purpose is recommended. STEPS OF ACTION Earthquakes strike without warning and the major shock is usually followed by numerous after shocks, which may last for weeks or months. An earthquake’s effect on buildings will vary from building to building. Fire alarm or sprinkler systems may be activated by the shaking. Elevators and stairways will need to be inspected for damage before they can be used. The major threat of injury during an earthquake is from falling objects and debris, and many injuries are sustained while entering or leaving buildings. Therefore, it is important to remain inside the building and quickly move away from windows, glass, and free-standing partitions and shelves. Take cover under a sturdy desk or table, in a doorway, or against an inside wall until the shaking stops. 1. Give DROP AND COVER command. 2. After shaking stops, check for injuries, and render first aid. 3. If ordered by Principal, evacuate. 4. DO NOT return to building 5. DO NOT light any fires. 6. Keep a safe distance from any downed power lines. 7. Check attendance whether or not evacuation takes place. Report any missing students to the McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 127 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Principal. 8. Stay alert for aftershocks. 9. Principal will issue instruction SITE COORDINATOR: 1. Determine if Site Emergency Operations Plan should be activated. 2. Assign staff to conduct preliminary damage assessment. 3. Notify Superintendent of status. DROP AND COVER PROCEDURE Inside Building: 1. Get under desk or table or other sturdy furniture with back to windows. 2. If not near any furniture, sit in a corner or with back against a wall away from windows. 3. Drop to knees, clasp both hands behind neck, bury face in arms, make body as small as possible, close eyes and cover ears with forearms. 4. If notebooks or jackets are handy, hold over head for added protection. 5. Stay away from windows, bookcases, or other heavy objects. 6. Maintain position until shaking stops. Outside Building: 1. Assume DROP AND COVER position in an open space. 2. Maintain position until shaking stops. 3. Move away from buildings, trees, overhead wires, and poles. 4. DO NOT enter building until it is determined to be safe. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 128 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN McDOWELL COUNTY BOARD OF EDUCATION EMERGENCY OPERATIONS PLAN WHAT TO EXPECT DURING AN EARTHQUAKE The first indication of an earthquake may be a gentle shaking. Objects such as hanging plants and light fixtures may begin to sway. Or a violent jolt may be felt. A rumbling noise may be heard. The ground may begin to shake violently and it may be difficult to move from one place to another. Although the noise that accompanies an earthquake can be frightening, it cannot cause physical harm. However, it may cause considerable emotional stress unless it is anticipated. After-shocks may occur while evacuating the building or later. It is important to take action at the first indication of the ground shaking. DO NOT WAIT for an alarm or signal to occur. As the ground shaking grows stronger, the danger increases. For example: Freestanding cabinets and bookshelves are likely to topple. Wall-mounted objects (clocks, artwork, pictures) may shake loose and be tossed across the classroom. Suspended ceiling components may pop out of their frames and fall, bringing light fixtures, mechanical diffusers, sprinkler heads, and other components down with them. Doorframes may be bent by moving walls and may jam the doors shut. Moving walls may bend window frames, causing glass to shatter and send dangerous shreds into the classrooms. Utility lines may rupture or get cut down due to the movement of the building. Live electric lines, escaping natural gas, or water leaks may confront you. Containers of stored chemicals may rupture, break and leak. Beware of chemical spills and fumes. DURING A MODERATE OR MAJOR EARTHQUAKE, THE GREATEST IMMEDIATE HAZARD TO PEOPLE IN OR NEAR A BUILDING IS THE DANGER OF BEING HIT BY FALLING OBJECTS. DURING THE PERIOD OF TIME WHEN THE GROUND IS SHAKING, THE SCHOOL POPULATION IS SAFEST FINDING IMMEDIATE SHELTER UNDER DESKS, TABLES, OR COUNTERS. DO NOT SEEK SHELTER BESIDE HEAVY OBJECTS THAT MAY TOPPLE WITH THE GROUND MOVEMENT OR NEAR GLASS WINDOWS OR DOORS. PRECAUTION MUST BE TAKEN TO SEEK SHELTER IN AREAS THAT ARE NOT DIRECTLY UNDER LIGHT FIXTURES, ETC. THAT ARE LIKELY TO FALL DURING AN EARTHQUAKE. DO NOT ATTEMPT TO EVACUATE THE BUILDING DURING AN EARTHQUAKE. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 129 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN G. ROLES Principal: Determine need for evacuation and notify staff accordingly Assess injuries Assign auxiliary persons to administer first aid assistance at evacuation site Have maintenance initially assess soundness of the building Secretary: Call emergency numbers listed below Take emergency files to evacuation site Custodian: Secure building by shutting off gas and electric Report to principal Teacher: Evacuate with children, take roll Report any missing children Staff: Report to principal PHONE NUMBERS McDowell County Emergency Services: 911 Superintendent: 304-436-8441 ext. 226 Transportation: 304-436-8441 ext. 244 Maintenance: 304-436-8441 ext. 271 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 130 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN EARTHQUAKE SCHOOL PREPARATION CHECKLIST IDENTIFICATION OF POTENTIAL HAZARDS Room Assessment 1. Free-standing cabinets, bookcases, and wall shelves are secured. 2. Heavy objects are not stored on high shelves 3. Potentially hazardous displays (i.e., aquariums) are secured and located away from seating areas. 4. Student seating areas are arranged as far away from windows as possible. 5. Computers, TV monitors, etc. are secured 6. All wall-mounted objects (i.e., clocks, maps, etc.) are secured against falling. 7. Heavy equipment, such as a piano, is secured against rolling. 8. Chemical storage units are secured and lockable. 9. All utility shut-off controls have been located and identified in or for the classroom. Electric: ____________________________________ Gas: _______________________________________ Water: _____________________________________ Other: ______________________________________ McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 131 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Room Assessment 10. Emergency equipment has been located and identified for the classroom use. Fire extinguisher_______________________________ First aid kit ___________________________________ 11. An alternate indoor shelter area has been identified for the classroom. Area ________________________________________ 12. An outdoor evacuation assembly has been identified for the classroom (away from electric lines, tree limbs, etc.). Area ________________________________________ 13. Students and personnel hold periodic earthquake drills to be prepared for immediate evasive action. Drills should include: a. classroom discussions b. actions to be taken during an actual event c. actions to be taken after an actual event d. demonstrations e. directions on where to seek shelter and how to protect head and bodily injury from falling debris (drop and cover procedure) 14. Potential hazards along building evacuation route have been identified. a. glass windows/doors b. lockers/trophy case/cabinets c. elevators - DO NOT USE d. awnings/porch roofs/overhangs 15. Potential hazards in the outside assembly area have been identified. a. tree limbs b. power lines c. utility lines * electric * gas * water EARTHQUAKE PREPARATION McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 132 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN ADMINISTRATIVE CHECKLIST Responsibilities 1. Familiarize all students and personnel with the Emergency Operations Plan. 2. Hold periodic school-wide earthquake drills. 3. Assess staff skills and identify assistance teams. 4. Provide training for assistance team members. 5. Have each department and classroom complete The Preparation Checklist to ensure that all personnel are familiar with the potential hazards. EVENT CHECKLIST 1. When an earthquake occurs activate the school’s Emergency Alarm for a Standby Notification Alert or an Evacuation Alert, depending upon the severity of the earthquake. 2. Determine if evacuation, sheltering or no response is appropriate for the situation. 3. Implement the appropriate Emergency Operations Plan. Communicate to personnel. No response necessary (No damage/danger) Sheltering (drop and cover) 4. Ascertain that all students and personnel are accounted for, following the event. Responsibilities 5. Maintain communication by Emergency Alert pager, radio, television, or National Weather service radio to determine the likelihood for after-shocks. 6. Attempt to communicate needs to the Board of Education, office of Emergency Services, Red Cross, and/or legal authorities. 7. Coordinate all services needed during the aftermath of the earthquake. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 133 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN EARTHQUAKE EVENT CHECKLIST ALL PERSONNEL/STUDENTS IF INDOORS Responsibilities 1. STAY INSIDE. Move away from windows, shelves, suspended light fixtures, and heavy objects that may fall or turn over. 2. Take cover under desks, tables, etc. to shelter from falling objects. 3. In halls, stairways, or other areas where no cover is available, move to an interior wall. 4. When sheltering, turn away from windows, kneel alongside a wall whenever possible, bend head close to knees, cover sides of head with elbows, and clasp hands firmly behind neck. (drop and cover) A textbook could also be used to protect the head. 5. In laboratories and kitchens, all burners should be extinguished (if possible) before taking cover. 6. Stay clear of hazardous chemicals that may spill. 7. Following the earthquake, move carefully to the predetermined outdoor assembly area. Assembly areas: ___________________________ 8. Be prepared for after-shocks that could occur for a long period of time following the earthquake. Some after-shocks could be as strong as the initial earthquake. (Resume sheltering position during the after-shocks. 9. Check roll - report any missing personnel students to administrators. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 134 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN EARTHQUAKE EVENT CHECKLIST ALL PERSONNEL/STUDENTS IF OUTDOORS Responsibilities 1. Move quickly to an open space, away from buildings and overhead limbs, power lines, roof over-hangs, etc. 2. Lie down or crouch low to the ground. (Legs will not be steady while ground is shaking.) 3. Be alert - keep looking around for dangers that may cause you to move locations. 4. Remain in crouched position until the ground stops moving (usually no more than 60 seconds). 5. Be prepared for after-shocks that could occur for a long period of time following the earthquake. Some after-shocks could be as strong as the initial earthquake. 6. Move to the predetermined outdoor assembly area. Resume shelter position for after-shocks. 7. Check roll - report missing personnel/students to administrators. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 135 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN EARTHQUAKE CUSTODIANS CHECKLIST Responsibilities 1. As soon as permissible, shut off the main utilities. Gas __________ Electric ________ Water _________ 2. As soon as permissible, shut off all HVAC systems. 3. Report to the administration for further instructions. 4. Maintain a list of tools and their location that Can be used for search and rescue operations TOOLS McDowell County Schools ERP 8-29-07 LOCATION For Official Use Only POLICY 10-018 136 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN EARTHQUAKE ASSISTANCE TEAMS FIRST AID/CPR TEAM Team Leader Assistant Team Leader 1. ___________________________ 2. ___________________________ 3. ___________________________ 4. ___________________________ 5. ___________________________ 6. ___________________________ 7. ___________________________ 8. ___________________________ 9. ___________________________ 10. ___________________________ EARTHQUAKE DRILL EVALUATION Are all students and personnel familiar with the “drop and cover” procedure? Have all students demonstrated their ability to take immediate action through practice drills? Do all school personnel participate in practice drills? Is there sufficient shelter space under tables, desks, counters, etc. for all students and personnel? Do all students and personnel know how to protect themselves if no shelter is available? Are students and personnel prepared to remain in sheltering positions for up to 60 seconds? Are students instructed to remain silent and listen for directions during drills and an actual event? Are teachers and other school personnel prepared to remain relatively calm and reassure students? Are students evacuated from classrooms to a safe outdoor area as a follow-through to a simulated drill? Does your post earthquake building evacuation procedure consider the very real possibility that strong after-shocks may occur within minutes after the main event? Do teachers remember to take class rosters and check roll in outdoor assembly area? Have the Earthquake Assistance Teams received the necessary training? Have maintenance staff and others having assigned earthquake response duties practiced their roles during earthquake drills? Have students been given ample opportunity to discuss their fears and concerns about earthquakes? McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 137 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Have students been instructed on how they can help each other during an earthquake? Are earthquake drills viewed as an opportunity to discuss earthquake preparedness in the home? Have parents been informed about the school’s earthquake preparedness program? Have teachers and other staff members been encouraged to prepare their families to cope effectively during and after an earthquake? Guidebook for Developing a School Earthquake Safety Program Federal Emergency Management Agency FEMA 88 - Revised, January 1990 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 138 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN HURRICANE/TORNADO Modern warning services usually allow sufficient time to prepare for severe weather situations such as hurricanes and tornadoes. The National Weather Service issues “advisories” and other news releases to inform the public of storm warnings, to recommend precautions, and to furnish details on location, direction and intensity of storms. The following terms are used to describe such situations. HURRICANE/TORNADO WATCH This is not a warning that a hurricane or tornado is definitely coming. It means that the storm is near enough and/or conditions are conducive for the development of a hurricane or tornado. Everyone in the “watch” area should listen to advisories and take recommended actions if an actual hurricane or tornado warning is issued. Watches are usually issued for periods of six (6) hours or less. HURRICANE/TORNADO WARNING When a hurricane or tornado warning is issued, conditions exist indicating that a specific area has the potential to be effected by a hurricane within a 24 hour period or that a tornado has actually been sighted or indicated on weather radar. Constant monitoring of the Emergency Alert System, local radio or television is necessary to determine time, severity and direction of the storm. Hurricane warnings usually will be accompanied by a predicted time of arrival allowing for preparations to be made, however, when a tornado warning is issued, all persons in the expected path of the storm should take shelter immediately. STORM DIFFERENTIATION Hurricane Force Winds - Winds of 74 miles per hour or higher Gale Warning - Winds of 55 to 73 miles an hour Storm Warning - Winds of 39 to 54 miles an hour Squall - A strong wind, usually accompanied by a thunderstorm or shower. The wind will probably increase suddenly in speed, maintain peak speed for two (2) minutes or longer, and then decrease quickly. HURRICANES What is a Hurricane? Hurricanes are formed from counterclockwise winds drawing heat and moisture from the tropical ocean, which can lead to the formation of an intense tropical storm or cyclone. Hurricanes tend to be formed in the north Atlantic, Caribbean Sea, Gulf of Mexico, and the Pacific Coast of Mexico. The greatest risk areas are along the Gulf Coast and the southeastern seaboard. However, some hurricanes also have reached inland areas resulting in severe damage to areas of Pennsylvania, New Jersey, and New York, as well as West Virginia. The Atlantic hurricane season lasts from June through November with August and September being the peak months. In the southeastern states, approximately one-fourth of the annual rainfall comes from dissipating hurricanes. Hurricane proportions are reached when winds are sustained at or above 74 miles per hour. The McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 139 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN center or eye of a hurricane can be relatively calm. Spreading outward, the hurricane can reach almost 400 miles in diameter and the outer fringe can contain winds in excess of 100 miles per hour. A hurricane moves forward about 15 miles per hour. Over land, the hurricane tends to loose intensity and break up. However, torrential rains can continue even after hurricane winds have diminished. Major Threats Hurricanes post three major threats. 1. WINDS - winds can cause buildings to rip apart, uproot structures and objects, damage electric and telephone utility lines and cause other life-threatening damage. Be aware of the calm “eye” of a hurricane. After the initial strike, the calm eye will pass and the winds, whose force is opposite the direction of the first winds, will arrive. Objects damaged by the first winds can be destroyed by the second winds. 2. HEAVY RAINS - There can be wet and dry hurricanes. Dry hurricanes move quickly over land with as little as 5 inches of rain or less. These hurricanes usually are not a great threat for flooding, but usually can cause great wind damage. Wet hurricanes can result in more than nine inches of rain and are usually slow moving. If the hurricane becomes stalled, it can result in 18 inches or more rainfall. Therefore, the hurricanes pose a severe threat of flooding as well as wind damage. 3. STORM SURGE - A storm surge is a large dome of water from the sea pushed up in advance of a hurricane-making landfall in coastal areas. The strength of the hurricane making landfall in coastal areas. The strength of the hurricane determines the height of the dome of water; however, it can exceed 20 feet. A storm surge can last for several hours. TORNADOES How to Spot a Tornado In a typical year, January and February are the tornado seasons over the Gulf States. Month by month the area shifts northward and expands. April and May are the big tornado months in the Midwest. Although tornadoes may strike in the United States almost anywhere, and at any time, they occur most often between March and September. Most tornadoes occur between midday and 9:00 p.m. Recognizing Severe Weather Signs Tornado weather is usually hot, humid, and oppressive, with southerly winds. Thunderstorms are usually present and may sometimes have a greenish-black color. There often is frequent lightning. Low clouds may start a rotational movement. What Tornadoes Look and Sound Like The funnel of a tornado usually looks like a spinning, twisting rope at its bottom, and fans out into a rotating funnel-shaped cloud extending down from the base of a thundercloud. The more intense tornadoes are shaped more like a wide elephant trunk it is usually gray or black. A nearby tornado sounds like the roar of a jet plane or diesel freight train. Tornadoes usually move from southwest to northeast. Some tornado funnels never touch ground. Some are not visible along the length of the funnel, but the destructive swirl is apparent at the McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 140 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN ground. Some touch down, rise, and touch down again. A severe thunderstorm often precedes the tornado, Heavy rains, strong winds, and hail may add to the damage of a tornado. ASSUMPTIONS Reaction to a hurricane or tornado warning must be instantaneous; therefore, prior preparation is a necessity. Damage resulting from a hurricane or tornado could be severe and life threatening. Tornadoes can occur during and after a hurricane. Transportation routes, telephone communications, and other utility services could be disrupted. Medical, fire and rescue personnel may be severely overtaxed and could not respond to every emergency within the affected area immediately. Schools may have to be self-sufficient for a period of time, capable of relying on their own resources to protect and care for the school population until help becomes available. Principals, teachers, and staff members may be required to provide first aid, search and rescue, fire control, and other first-response actions without assistance from outside personnel. Building evacuation following a hurricane or tornado is imperative due to the possibility of secondary hazards, such as explosions and fires. Freestanding cabinets and bookshelves are likely to topple on people. Do not shelter nearby these items. Safe shelter areas must be identified through the building(s) and all students and personnel are to be assigned a shelter area. No attempt to evacuate the building should be made during the event. During the hurricane or tornado, the greatest hazard to people is the danger of being hit by flying and falling objects. Shelter should be taken under desks, tables, or counters whenever possible. Outdoor shelter gathering areas are identified where everyone is to report following the event. Continuous drill and practice sessions should be implemented to assure that all personnel and students are familiar with the plan. HURRICANE/TORNADO 1. Become familiar with the storm warning terms, meanings, and suggested reactions. Know the risks of the area. 2. Once issued, monitor National Weather Service or the Emergency Alert System broadcasts for current and predicted conditions. 3. Check straps and anchors on “portable” classrooms, sheds and out-buildings. 4. If inside, do not attempt to run outside during the hurricane or tornado. Seek shelter. Stay McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 141 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN with the group at all times. 5. Close and lock all windows and doors so that wind vibrations won’t cause them to open. (Explosive pressures are not as great as were once believed.) 6. If time allows, put tape across all larger window areas to help prevent flying glass. (Will not prevent breakage) 7. Close all window blinds and drapes to help prevent injury from flying glass. 8. When underground shelter is not available, go to a center hallway, smaller enclosed area, or designated shelter area. 9. Protect against flying objects and bits of sharp material by crouching under a piece of furniture, or in a stairway and cover your head with your arms or another object such as a textbook. 10. Stay as far away from windows as possible 11. Stay away from objects such as bookcases that may topple over. 12. If outside, lie down in a crevice or indentation in the ground. 13. Remain sheltered during the duration of the hurricane or tornado. 14. Be aware of possible dangers such as: a. flying objects b. large objects that may topple over c. falling trees or limbs d. breaking glass e. collapsing roofs, walls, or buildings 15. Make trees more wind resistant by removing branches so that wind can blow through and remove all damaged and dead limbs. 16. If time permits, remove all outside objects near the building that can become a missile of destruction such as trash cans. McDOWELL COUNTY BOARD OF EDUCATION GENERAL SAFETY PROCEDURES AFTER A HURRICANE/TORNADO 1. Identify a long-term shelter area inside and/or outside the building where everyone should gather. 2. Do not re-enter a building that has been damaged by a hurricane or tornado until it has been inspected for its integrity (safety). McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 142 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN 3. Be on the alert for utility faults. a. Do not enter an area where open wiring or downed wires are evident until advised by an electrician that it is safe. b. Never touch a wire or electric line unless assured that it is dead. c. If you smell natural gas: don’t use an open flame, matches, lanterns, torches, or have lighted cigarettes nearby, open all windows and doors to ventilate the area, turn off the main gas valve, evacuate the area immediately, seek assistance from the gas company, police or fire department, and do not re-enter the building until authorities have declared it safe. 4. Do not use the public water supply for drinking or cooking unless it has been tested or proven safe. If public water must be used before declared safe, boil or chlorinate it. 5. Check food supplies. Discard all damaged containers, and secure all useable items. 6. Gather all usable items for long-term sheltering. 7. Activate the Assistance Teams. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 143 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN X. INSERT STUDENT ROSTER WITH PARENT CONTACT INFORMATION (WVEIS) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 144 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Y. INSERT MASTER SCHEDULE (WVEIS) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 145 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Z. INSERT FACULTY AND STAFF ROSTER WITH CONTACT INFORMATION AND ROOM NUMBERS: NAME McDowell County Schools ERP 8-29-07 ROOM # ADDRESS For Official Use Only TEL. POLICY 10-018 146 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN AA. INCIDENT RESPONSE JOB DESCRIPTIONS Incident Response Job Descriptions The job aids in this section are listed below. Command Section: Incident Commander ......................................................................................... Safety Officer ................................................................................................. Public Information Officer ............................................................................... Liaison Officer ................................................................................................ 147 149 150 152 Operations Section: Operations Section Chief .................................................................................. Search & Rescue Team Leader ..................................................................... Search & Rescue Teams ............................................................................... Medical Team Leader..................................................................................... Medical Team ................................................................................................. Medical Branch Morgue ................................................................................. Student Care .................................................................................................. Student Release ............................................................................................. 153 155 156 157 160 162 164 166 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 147 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Command Section: Incident Commander Responsibilities: The Incident Commander is solely responsible for emergency/disaster operations and shall remain at the Command Post to observe and direct all operations. Ensure the safety of students, staff, and others on campus. Lead by example: your behavior sets tone for staff and students. Start-up Actions Ongoing Operational Duties Obtain your personal safety equipment (i.e., hard hat, vest, clipboard with job description sheet). Assess the type and scope of emergency. Determine the threat to human life and structures. Implement the emergency plan and hazard-specific procedures. Develop and communicate an incident action plan with objectives and a timeframe to meet those objectives. Activate functions and assign positions as needed. Fill in the Incident Assignments form. Appoint a backup or alternate Incident Commander (as described in the emergency plan). Continue to monitor and assess the total school situation: View the site map periodically for search and rescue progress and damage assessment information. Check with chiefs for periodic updates. Reassign personnel as needed. Report (through Communications) to the school district on the status of students, staff, and facility, as needed (Site Status Report). Develop and communicate revised incident action plans as needed. Begin student release when appropriate. NOTE: No student should be released until student accounting is complete. Never send students home before the end of the regular school day unless directed by the superintendent, except at the request of parent/guardian. Authorize the release of information. Utilize your backup; plan and take regular breaks (5-10 minutes per hour). During break periods, relocate away from the Command Post. Plan regular breaks for all staff and volunteers. Take care of your caregivers! Release teachers as appropriate and per district guidelines. (By law, during a disaster, teachers become disaster workers.) Remain on and in charge of your campus until redirected or released by the superintendent. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 148 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Command Section: Incident Commander (Continued) Closing Down: Command Post Equipment/ Supplies Authorize deactivation of sections, branches, or units when they are no longer required. At the direction of the Superintendent, deactivate the entire emergency response. If the fire department or other outside agency calls an “all clear,” contact the district before taking any further action. Ensure that any open actions not yet completed will be taken care of after deactivation. Ensure the return of all equipment and reusable supplies to Logistics. Close out all logs. Ensure that all logs, reports, and other relevant documents are completed and provided to the Documentation Unit. Announce the termination of the emergency and proceed with recovery operations if necessary. Campus map Master keys Staff and student rosters Disaster response forms Emergency plan Duplicate rosters (two sets) Tables and chairs (if Command Post is outdoors) Vests (if available) Job description clipboards Command Post tray (pens, etc.) School district radio Campus two-way radios AM/FM radio (battery) Bullhorn McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 149 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Command Section: Safety Officer Responsibilities: The Safety Officer ensures that all activities are conducted in as safe a manner as possible under the existing circumstances. Start-Up Actions: Check in with the Incident Commander for a situation briefing. Obtain necessary equipment and supplies from Logistics. Put on a position identifier, such as a vest, if available. Open and maintain a position log. Maintain all required records and documentation to support the history of the emergency or disaster. Document: Messages received. Action taken. Decision justification and documentation. Requests filled. Monitor drills, exercises, and emergency response activities for safety. Identify and mitigate safety hazards and situations. Stop or modify all unsafe operations. Ensure that responders use appropriate safety equipment. Think ahead and anticipate situations and problems before they occur. Anticipate situation changes, such as cascading events, in all planning. Keep the Incident Commander advised of your status and activity and on any problem areas that now need or will require solutions. When authorized by the Incident Commander, deactivate the unit and close out all logs. Provide logs and other relevant documents to the Documentation Unit. Operational Duties: Closing Down: Equipment/ Supplies Return equipment and reusable supplies to Logistics. Vest or position identifier, if available Hard hat, if available Clipboard, paper, pens Two-way radio, if available McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 150 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Command Section: Public Information Officer (PIO) Personnel: Available staff with assistance from available volunteers Policy: The public has the right and need to know important information related to an emergency/disaster at the school site as soon as it is available. The PIO acts as the official spokesperson for the school site in an emergency situation. If a school district PIO is available, he/she will be the official spokesperson. A school site-based PIO should be used only if the media is on campus and the district PIO is not available. News media can play a key role in assisting the school in getting emergency/ disaster-related information to the public (parents). Start-Up Actions: Operational Duties: Information released must be consistent, accurate, and timely. Determine a possible “news center” site as a media reception area (located away from the Command Post and students). Get approval from the Incident Commander. Identify yourself as the PIO (by vest, visor, sign, etc.) Consult with the district PIO to coordinate information release. Assess the situation and obtain a statement from the Incident Commander. Tape record it if possible. Advise arriving media that the site is preparing a press release and the approximate time of its issue. Open and maintain a position log of your actions and all communications. If possible, tape media briefings. Keep all documentation to support the history of the event. Keep up to date on the situation. Statements must be approved by the Incident Commander and should reflect: Reassurance (EGBOK— “Everything’s going to be OK.”) Incident or disaster cause and time of origin. Size and scope of the incident. Current situation—condition of school site, evacuation progress, care being given, injuries, student release location, etc. Do not release any names. Resources in use. Best routes to the school, if known and if appropriate. Any information the school wishes to be released to the public. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 151 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Section: Command Public Information Officer (PIO) (Continued) Closing Down: Equipment/ Supplies Read statements if possible. When answering questions, be complete and truthful, always considering confidentiality and emotional impact. Avoid speculation, bluffing, lying, talking “off the record,” arguing, etc. Avoid using the phrase “no comment.” Remind school staff and volunteers to refer all questions from the media or waiting parents to the PIO. Update information periodically with the Incident Commander. Ensure that announcements and other information are translated into other languages as needed. Monitor news broadcasts about the incident. Correct any misinformation heard. At the Incident Commander’s direction, release PIO staff when they are no longer needed. Direct staff members to sign out through Timekeeping. Return equipment and reusable supplies to Logistics. Close out all logs. Provide logs and other relevant documents to the Documentation Unit. Public information kit consists of: ID vest Battery-operated AM/FM radio Paper/pencils/marking pens Scotch tape/masking tape Scissors School site map(s) and area maps 8-l/2 x 11 handouts Laminated poster board size for display Forms: Disaster Public Information Release Work Sheet Sample Public Information Release School Profile or School Accountability Report Card (SARC) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 152 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Command Section: Liaison Officer Responsibilities: The Liaison Officer serves as the point of contact for agency representatives from assisting organizations and agencies outside the school district and assists in coordinating the efforts of these outside agencies by ensuring the proper flow of information. Start-Up Actions: Check in with the Incident Commander for a situation briefing. Determine your personal operating location and set it up as necessary. Obtain the necessary equipment and supplies from Logistics. Put on a position identifier, such as a vest, if available. Open and maintain a position log. Maintain all required records and documentation to support the history of the emergency or disaster. Brief agency representatives on the current situation, priorities, and incident action plan. Ensure coordination of efforts by keeping the Incident Commander informed of agencies’ action plans. Operational Duties: Provide periodic update briefings to agency representatives as necessary. Closing Down: Equipment/ Supplies At the Incident Commander’s direction, deactivate the Liaison Officer position and release staff no longer needed. Direct staff members to sign out through Timekeeping. Return equipment and reusable supplies to Logistics. Close out all logs. Provide logs and other relevant documents to the Documentation Unit. Vest or position identifier, if available Two-way radio, if available Clipboard, paper, pens McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 153 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Operations Section Chief Responsibilities: Start-Up Actions: Operational Duties: The Operations Chief manages the direct response to the disaster, which can include: Site Facility Check/Security Search and Rescue Medical Student Care Student Release Check in with the Incident Commander for a situation briefing. Obtain necessary equipment and supplies from Logistics. Put on a position identifier, such as a vest, if available. Assume the duties of all operations positions until staff are available and assigned. As staff members are assigned, brief them on the situation, and supervise their activities, using the position checklists. If additional supplies or staff are needed for the Operations Section, notify Logistics. When additional staff arrive, brief them on the situation, and assign them as needed. Coordinate search and rescue operations if it is safe to do so. Appoint an S&R Team Leader to direct operations, if necessary. As information is received from operations staff, pass it on to situation analysis and/or the Incident Commander. Inform the Planning Section Chief of operations tasks and priorities. Make sure that operations staff are following standard procedures, using appropriate safety gear, and documenting their activities. Schedule breaks and reassign staff within the section as needed. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 154 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Operations Section Chief (Continued) Closing Down: Equipment/ Supplies At the Incident Commander’s direction, release Operations staff no longer needed. Direct staff members to sign out through Timekeeping. Return equipment and reusable supplies to Logistics. When authorized by the Incident Commander, deactivate the section and close out all logs. Provide logs and other relevant documents to the Documentation Unit. Vest or position identifier, if available S&R equipment Two-way radio Job description clipboard, paper, pens Maps: Search and rescue maps Large campus map McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 155 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Search and Rescue Team Leader Safety Rules: Use the buddy system: Assign a minimum of 2 persons to each team. Take no action that might endanger you. Do not work beyond your expertise. Use appropriate safety gear. Size up the situation first. Follow all operational and safety procedures. Start-Up Actions: Obtain all necessary equipment from container. (See list below.) Obtain a briefing from Operations Chief, noting known fires, injuries, or other situations requiring response. Assign teams based on available manpower, minimum 2 persons per team. Operational Duties: Closing Down: Equipment/ Supplies Perform a visual and radio check of the outfitted team leaving the Command Post. Teams must wear sturdy shoes and safety equipment. Record names and assignments before deploying teams. Dispatch teams to known hazards or situations first, then to search the campus using specific planned routes. Send a specific map assignment with each team. Remain at the Command Post in radio contact with S&R Teams. Record all teams’ progress and reports on the site map, keeping others at the Command Post informed of problems. When a room is reported clear, mark a “C” on the map. If injured students are located, consult the Operations Section Chief for response. Utilize Transport teams, or send a First Aid Team. Record the exact location of damage and a triage tally (I=immediate, D=delayed, DEAD=dead) on the map. Keep radio communication brief and simple. No codes. Remember: if you are not acknowledged, you have not been heard. Repeat your transmission, being aware of other simultaneous transmissions. Record the return of each S&R team. Direct them to return equipment and report to Logistics for additional assignment. Provide maps and logs to the Documentation Unit. Vest, hard hat, work and latex gloves, and whistle with master keys on lanyard. One team member should wear a First Aid backpack. Campus two-way radio and clipboard with job description and map indicating the search plan. Bucket or duffel bag containing goggles, flashlight, dust masks, pry bar, grease pencil, pencils, duct tape, and masking tape. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 156 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Search and Rescue Teams Safety: Use the buddy system: Ensure that each team has been assigned a minimum of 2 persons. Take no action that might endanger you. Do not work beyond your expertise. Use appropriate safety gear. Size up the situation first. Follow all operational and safety procedures. Start-Up Actions: Obtain all necessary equipment from the container. (See list below.) You must wear sturdy shoes and long sleeves. Put batteries in the flashlight. Check in at the Command Post for assignment. Operational Duties: Report gas leaks, fires, or structural damage to the Command Post immediately upon discovery. Shut off gas or extinguish fires if possible. Before entering a building, inspect the complete exterior of the building. Report structural damage to the team leader. Use yellow caution tape to barricade hazardous areas. Do not enter severely damaged buildings. If you are in doubt about your safety, DO NOT ENTER! If the building is safe to enter, search the assigned area (following the map) using an orderly pattern. Check all rooms. Use chalk or grease pencil to mark a slash on the door when entering a room. Check under desks and tables. Search visually and vocally. Listen. When leaving each room, complete the slash to form an “X” on the door. Report by radio to the Command Post that room has been cleared (e.g. “Room A-123 is clear.”). Remember: If you are not acknowledged, you have not been heard. Repeat your transmission, being aware of other simultaneous transmissions. When an injured victim is located, transmit the location, number, and condition of the injured to the Command Post. Do not use names of students or staff. Follow directions from the Command Post. Record the exact location of damage and triage tally (I=immediate, D=delayed, DEAD=dead) on the map and report the information to the Command Post. Keep radio communication brief and simple. Do not use codes. Closing Down: Return equipment to Logistics. Provide maps and logs to the Documentation Unit. Equipment/ Supplies Vest, hard hat, work and latex gloves, and whistle with master keys on a neck lanyard. One member of the team should wear a First Aid backpack. Campus two-way radio and clipboard with job description and map indicating the search plan. Bucket or duffel bag containing goggles, flashlight, dust masks, pry bar, grease pencil, pencils, duct tape, and masking tape. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 157 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Team Leader Responsibilities: The Medical Team Leader is responsible for providing emergency medical response, First Aid, and counseling. He or she informs the Operations Chief or Incident Commander when the situation requires health or medical services that staff cannot provide and ensures that appropriate actions are taken in the event of deaths. Start-Up Actions: Establish scope of disaster with the Incident Commander and determine probability of outside emergency medical support and transport needs. Make personnel assignments. If possible, assign a minimum of two people to triage, two to immediate treatment, two to delayed treatment, and two to psychological treatment. Set up a First Aid area in a safe place (upwind from the emergency area if the emergency involves smoke or hazardous materials), away from students and parents, with access to emergency vehicles. Obtain equipment and supplies from the storage area. Assess available inventory of supplies and equipment. Review safety procedures and assignments with personnel. Establish a point of entry (“triage”) into the treatment area. Establish “immediate” and “delayed” treatment areas. Set up a separate psychological First Aid area if staff levels are sufficient. Oversee the assessment, care, and treatment of patients. Ensure caregiver and rescuer safety: Ensure that they use latex gloves for protection from body fluids and new gloves for each new patient. Make sure that accurate records are kept. Provide personnel to respond to injuries in remote locations or request a Transport Team from Logistics. If needed, request additional personnel from Logistics. Brief newly assigned personnel. Report deaths immediately to the Operations Section Chief. Keep the Operations Section Chief informed of the overall status. Set up a morgue, if necessary, in a cool, isolated, secure area; follow the guidelines established in the plan. Stay alert for communicable diseases and isolate appropriately. Operational Duties: Consult with the Student Care Director regarding health care, medications, and meals for students with known medical conditions (e.g., diabetes, asthma, etc.). McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 158 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Team Leader (Continued) Closing Down: Equipment/ Supplies At the Incident Commander’s direction, release medical staff who are no longer needed. Direct staff members to sign out through Timekeeping. Return equipment and reusable supplies to Logistics. When authorized by the Incident Commander, deactivate the section and close out all logs. Provide the logs and other relevant documents to the Documentation Unit. First aid supplies. (See the list on the following page.) Job description clipboards Stretchers Vests, if available Tables and chairs Staff and student medication from the Health Office Forms: Notice of First Aid Care Medical Treatment Victim Log Masking tape Marking pens Blankets Quick reference medical guides Ground cover/tarps Recommended First Aid Supplies: 4 x 4" compress: 1000 per 500 students 8 x 10" compress: 150 per 500 students Kerlix bandaging: 1 per student Ace wrap: 2-inch: 12 per campus 4-inch: 12 per campus Triangular bandage: 24 per campus Cardboard splints: 24 each of sm, med, lg. Steri-strips or butterfly bandages: 50/campus Aqua-Blox (water) cases (for flushing wounds, etc.): 0.016 x students + staff = # cases Neosporin: 144 squeeze packs/campus Hydrogen peroxide: 10 pints/campus Bleach: 1 small bottle McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 159 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Team Leader (Continued) Plastic basket or wire basket stretchers or backboards: 1.5 per 100 students Scissors, paramedic: 4 per campus Tweezers: 3 assorted per campus Triage tags: 50 per 500 students Latex gloves: 100 per 500 students Oval eye patch: 50 per campus Tapes: 1" cloth: 50 rolls/campus 2" cloth: 24 per campus Dust masks: 25 per 100 students Disposable blanket: 10 per 100 students First Aid Books: 2 standard and 2 advanced per campus Space blankets: 1 per student and staff Heavy duty rubber gloves: 4 pair McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 160 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Team Personnel: First-aid trained staff and volunteers Responsibilities: Use approved safety equipment and techniques. Start-Up Actions: Obtain and wear personal safety equipment including latex gloves. Check with the Medical Team Leader for assignment. Administer appropriate First Aid. Keep accurate records of care given. Continue to assess victims at regular intervals. Report deaths immediately to the Medical Team Leader. If and when transportation is available, do a final assessment and document on the triage tag. Keep and file records for reference—do not send any records with the victim. A student’s emergency card must accompany each student removed from campus to receive advanced medical attention. Send an emergency out-ofarea phone number, if available. Operational Duties: Triage Entry Area: The triage area should be staffed with a minimum of two trained team members, if possible. One member confirms the triage tag category (red, yellow, green) and directs to the proper treatment area. Should take 30 seconds to assess—no treatment takes place here. Assess if not tagged. Second team member logs victims’ names on form and sends the forms to the Command Post as completed. Treatment Areas (“Immediate and Delayed”) Treatment areas should be staffed with a minimum of two team members per area, if possible. One member completes secondary head-to-toe assessment. Second member records information on the triage tag and on-site treatment records. Follow categories: Immediate, Delayed, Dead When using the two-way radio, do not use the names of the injured or dead. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 161 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Team (Continued) Closing Down: Equipment/ Supplies Return equipment and unused supplies to Logistics. Clean up First Aid area. Dispose of hazardous waste safely. Complete all paperwork and turn it in to the Documentation Unit. First-aid supplies (See the list on the following page.) Job description clipboards Stretchers Vests, if available Tables and chairs Staff and student medication from health office Forms: Notice of First Aid Care Medical Treatment Victim Log Marking pens Blankets Quick reference medical guides Ground cover/tarps McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 162 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Branch Morgue Personnel: To be assigned by the Operations Section Chief if needed. Start-Up Actions: Check with the Operations Section Chief for direction. If directed, set up a morgue area. Verify: Tile, concrete, or other cool floor surface Accessible to Coroner’s vehicle Remote from the assembly area Security: Keep unauthorized persons out of the morgue. Maintain a respectful attitude. Operational Duties: After pronouncement or determination of death: Confirm that the person is actually dead. Do not move the body until directed by the Command Post. Do not remove any personal effects from the body. Personal effects must remain with the body at all times. As soon as possible, notify the Operations Section Chief, who will notify the Incident Commander, who will attempt to notify law enforcement authorities of the location and, if known, the identity of the body. Law enforcement personnel will notify the Coroner. Keep accurate records and make them available to law enforcement and/or the Coroner when requested. Write the following information on two tags: Date and time found. Exact location where found. Name of decedent if known. If identified—how, when, by whom. Name of person filling out tag. Attach one tag to body. If the Coroner’s Office will not be able to pick up the body soon, place the body in a plastic bag and tape securely to prevent unwrapping. Securely attach the second tag to the outside of the bag. Move the body to the morgue. Place any additional personal belongings found in a separate container and label as above. Do not attach to the body—store separately near the body. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 163 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Medical Branch Morgue (Continued) Closing Down: Equipment/ Supplies After all bodies have been picked up, close down the Morgue. Return equipment and unused supplies to Logistics. Clean up the area. Dispose of hazardous waste safely. Complete all paperwork and turn in to the Documentation Unit. Tags Pens/pencils Plastic trash bags Duct tape Vicks Vapo-Rub Plastic tarps Stapler 2" cloth tape McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 164 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Student Care Personnel: Classroom teachers, substitute teachers, and staff as assigned. Responsibilities: Ensure the care and safety of all students on campus except those who are in the medical treatment area. Start-Up Actions: Wear an identification vest, if available. Take a job description clipboard and radio. Check in with the Operations Section Chief for a situation briefing. Make personnel assignments as needed. If evacuating: Verify that the assembly area and routes to it are safe. Count or observe the classrooms as they exit, to make sure that all classes evacuate. Initiate the set-up of portable toilet facilities and hand-washing stations. Monitor the safety and well-being of the students and staff in the assembly area. Administer minor First Aid as needed. Support the Student Release process by releasing students with the appropriate paperwork. When necessary, provide water and food to students and staff. Make arrangements for portable toilets if necessary, ensuring that students and staff wash their hands thoroughly to prevent disease. Make arrangements to provide shelter for students and staff. Arrange activities and keep students reassured. Update records of the number of students and staff in the assembly area (or in the buildings). Direct all requests for information to the PIO. Operational Duties: McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 165 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Student Care (Continued) Closing Down: Equipment/ Supplies Return equipment and reusable supplies to Logistics. When authorized by the Incident Commander, close out all logs. Provide logs and other relevant documents to the Documentation Unit. Vest Clipboard with job description Ground cover, tarps First aid kit Student activities: books, games, coloring books, etc. Forms: Student Accounting Notice of First Aid Care Campus two-way radio Water, food, sanitation supplies McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 166 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Student Release Personnel: School secretary, available staff and disaster volunteers. Use a buddy system. The Student Release process is supported by student runners. Responsibilities: Assure the reunification of students with their parents or authorized adult through separate Request and Release Gates. Start-Up Actions: Obtain and wear a vest or position identifier, if available. Check with the Operations Section Chief for assignment to the Request Gate or Release Gate. Obtain necessary equipment and forms from Logistics. Secure the area against unauthorized access. Mark the gates with signs. Set up the Request Gate at the main student access gate. Use alphabetical grouping signs to organize parent requests. Have Student Release Forms available for parents outside of the fence at the Request Gate. Assign volunteers to assist. Set up the Release Gate some distance from the Request Gate. Operational Duties: Procedures: Follow the procedures outlined below to ensure the safe reunification of students with their parents or guardians: Refer all requests for information to the POI. Do not spread rumors! If volunteers arrive to help, send those with Disaster Volunteer badges with photo ID to Logistics. If they are not registered (i.e., do not have badges), direct them to a branch library to register. The requesting adult fills out a Student Release Form, gives it to a staff member, and shows identification. The staff member verifies the identification, pulls the Emergency Card from the file, and verifies that the requester is listed on the card. The staff member instructs the requester to proceed to the Release Gate. If there are two copies of the Emergency Cards (one at each gate), staff files the Emergency Card in the out box. If there is only one copy, a runner takes the card with the Student Release Form, and staff files a blank card with the student’s name on it in the out box. The runner takes the form(s) to the designated classroom. Note: If a parent refuses to wait in line, don’t argue. Note the time with appropriate comments on the Emergency Card and place it in the out box. McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 167 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Operations Section: Student Release (Continued) If the student is with the class: Runner shows the Student Release Form to the teacher. The teacher marks the box, “Sent with Runner.” If appropriate, the teacher sends the parent copy of the First Aid Form with the runner. The runner walks the student(s) to the Release Gate. The runner hands the paperwork to release personnel. Release staff match the student to the requester, verify proof of identification, ask the requester to fill out and sign the lower portion of Student Release Form, and release the student. Parents are given the Notice of First Aid Care Given, if applicable. If the student is not with the class: Closing Down: Equipment/ Supplies The teacher makes the appropriate notation on the Student Release Form: “Absent” if the student was never in school that day. “First Aid” if the student is in the Medical Treatment area. “Missing” if the student was in school but now cannot be located. The runner takes Student Release Form to the Command Post. The Command Post verifies the student’s location if known and directs the runner accordingly. If the runner is retrieving multiple students and one or more are missing, the runner walks the available students to the Release Gate before returning “Missing” forms to the Command Post for verification. The parent should be notified of the missing student’s status and escorted to a crisis counselor. If the student is in First Aid, the parent should be escorted to the Medical Treatment Area. If the student was marked absent, the parent will be notified by a staff member. At the direction of the Operations Section Chief, return equipment and unused supplies to Logistics. Complete all paperwork and turn it in to the Documentation Unit. Job description clipboards Pens, stapler Box(es) of Emergency Cards Signs to mark Request Gate and Release Gate Signs for alphabetical grouping to organize the parents (A-F, etc.) Empty file boxes to use as out boxes Student Release Form (copies for every student) McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 168 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN BB. ANNUAL SITE PLAN REVIEW Each school site emergency response plan must be reviewed at least once each year. It is recommended that this review be conducted prior to the start of each school year. Additionally, the plan must be reviewed anytime weaknesses in the plan are identified during a drill, exercise or an actual emergency event. Schools should include their local emergency response, emergency management and public health agencies in the review process. Review plan for compliance with the McDowell minimum requirements. Minimum Requirements Checklist, RESOURCES K, p.99. Review ICS assignments and responsibilities, update as needed. Ensure NIMS compliance for all personnel assigned responsibilities in the ICS structure. Review on and off site assignments and staging areas. Make contact with any identified off site locations to ensure permission to use those locations is still in affect. Review existing emergency procedures. Are the procedures adequate to address identified hazards/threats? Have new hazards/threats developed that you must plan for? Notes: Date of Review: Reviewer: Reviewer: Reviewer: Reviewer: McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 169 MCDOWELL COUNTY SCHOOLS EMERGENCY RESPONSE PLAN Adopted June 22, 1999 Revised August 7, 2000 Revised August 10, 2007 Revised July 28, 2008 McDowell County Schools ERP 8-29-07 For Official Use Only POLICY 10-018 170
