How to develop an Emergency Management Plan Kit Licensed Children's Services Example of a Preschool...

How to develop an Emergency Management PlanKit

Licensed Children’sServices

Example of a PreschoolEmergency Management Plan

Department of Education and Early Childhood DevelopmentEastern Metropolitan Region

Emergency Management Plan1

EMERGENCY MANAGEMENT PLAN

SAMPLE PRESCHOOL

Spring Valley Road, GlenDonald

9988 2525

Signature of Licensed Children’s Service Director/Manager

Bill Smith (Director)

Date: March 1st 2011


Review Date One: 2012

Review Date Two: 2013


In Case of Emergency

Incident

occurs

CALL 000

CONTACT

Licensed Children’s Services:

Contact your :

EMR Children’s Services Advisor : 9265

2400 (Duty Worker)

Advise

WHO The number and name/s of persons involved.

Name of the person reporting the

emergency/critical incident.

WHAT The nature of the emergency/critical incident.

WHEN The time you became aware of the

emergency/critical incident.

WHERE

The location of the emergency/critical

incident and contact phone numbers if

the emergency/critical incident is away

from the preschool.


1.DEECD Regional and Central Office numbers

Complete the following table and post this information near your telephone.

Group Phone Number Contact name

Regional Office (03) 9265 2400 EMR Reception

Regional Director (03) 9265 2406 Michael De’Ath

Assistant Regional Director Operations (03) 9265 2412 Dean Mann

Emergency Management Coordinator (03) 9265 2412 Dean Mann

Assistant Regional Director Early Childhood and Youth Services

(03) 9265 2408 Lesley Hubble

Children’s Services Advisor (03) 9265 2400 Staff Roster

DEECD Central Office (03) 0637 2000 DEECD Reception


DEECD Media Unit (03) 9637 2871


2. Emergency numbers & Key contacts

Display a copy next to your telephone or prominently on the wall nearby

Identify the resources in your local community that can assist during and after an emergency. Consult your local shire/council, telephone books, or theCFA. Divide up the list and contact each resource or agency listed to obtaininformation about their services.

Group Phone Number

Police

Life-threatening or time critical emergency

000

Non-life threatening incident 000

Local Police Station

Ambulance 000

Fire Services Authority MFB/CFA 000

State Emergency Service 132 500

Hospital(s)

Gas (check for local number)

Electricity (check for local number)

Water Corporation (checkfor local number)

Department of Human Services (Regional Office)

Box Hill9843 6000

Department of Human Services- Child Protection (Regional Office)

1300 360 3919843 6000


Local Government

EPA (03) 9695 2722

DEECD Regional Office (03) 9265 2400

Other


3. Emergency Contact Information - Facility Personnel

Role Name Phone No. (Daytime)

Phone No. (Mobile)

Phone No.( After Hours)

Director/ Manager Bill Smith 9988 2525 0417 016

272 94374881

Teacher Kathy Brown 9988 2525 0417 016 383 94384882

Assistant Freda Smythe 9988 2525 0427 746 230 94394883

OHS Officer Freda Smythe 9988 2525 0427 746 230 94394883

Committee President Tony Black 93454567 0408 291

772 93454567


4. Facility Profile

The facility profile is a brief description of the facility, including what grades or age levels attend, how many buildings and rooms are on the property, how many staff, etc. Be sure to include any unique situations or information, such as other tenants. Include the location and identification of external doors. A copy of this form must be contained within your EMP.

FACILITY PROFILE SUMMARYName of Facility:

Sample PreschoolHours of Operation:Mon, Tues, Thurs, Fri 7.30am to 4.30pm

Facility Address:

Spring Valley Road, Glen Donald 3999

NumbersChildren: 100 (25 per group)

Children with disabilities: 2 in each group

Facility Phone: 92652500 Staff: 5Facility Fax: 92651500 Floors: Ground Floor onlyAfter Hours emergency Contact:Name: Tony BrownPhone: 92652500AH : 0417016272

Rooms: 4

Portables: N/A

PERSONNEL INFORMATIONPosition Name Office Phone Mobile PhoneDirector/ Manger Bill Smith 9988 2525 0417 016 272

Teacher Kathy Brown9988 2525 0417 016 383

Assistant Freda Smythe 9988 2525 0427 746 230

BUILDING INFORMATIONAlarmsType Location Shutoff InstructionsFireIntrusion All Rooms,

administration area


TelephonesLocation TypeOffice x 2Play room x 2

As above

UtilitiesType Location Shut off InstructionsGas / PropaneWater Service

access/Hydrant 1.– Fern Gully Drive near main pedestrian entranceHydrant 2. – Edgeof ovalHydrant 3. – Frank Street near main pedestrian gate

Electricity Main Service Access – rear of building

Sprinkler SystemControl Valve LocationShutoff InstructionsBoiler RoomLocationAccessRoof AccessLocationAccessEmergency Power SystemLocationProvide Power ToShutoff InstructionsOn Site Hazards


5.Risk Assessment

Complete the following Risk Assessment Matrix, which is a table that can be used for assessing the consequence and likelihood of risks:

Assess each of the following hazards and any others you think relevant:

Bushfires

Severe storms and flooding

Intruders

Criminal Incidents

Earthquake

Bomb Threat

School Bus Accident/Vehicle Incident

Internal fires and smoke

Pandemics and communicable diseases

Incidents

Hazardous Substance Release: Inside and Outside Facility Grounds

Off-Site Facility Emergency

Other

The objective of Risk Assessment is to separate lower priority risks from themajor high priority risks. For each risk determine the local context and analyse the risk in terms of impact and likelihood, considering the range of potential impacts and how likely they are to occur.

Priority Risks ScheduleThe estimated levels of risk are then prioritised into a list of the risks requiring further action. Insert each of the hazards into the appropriate coloured Priority Box.

Priority

Hazard specific risks

Very High Bushfire

High Bomb Threat

Pandemics and communicable diseases

Moderate Internal Fire and smoke, Severe storm and flooding

Low Intruders and Criminal IncidentsEarthquake

Hazardous Substance ReleaseOff-site facility management


4. Incident Management TeamYour Incident Management Team (IMT) must suit your facility andstaffing resources. Every IMT needs a clearly designated Incident Controller, with (if possible) subordinates assigned to maximise the safety of students and staff. The focus of theIMT is to clarify roles and responsibilities for the sake of safety.

Insert your facility’s Incident Management Team structure here. You can use the templates provided in Appendix D as a guide, or you can insert your own.


Incident ControllerBill Smith(Director)

Logistics and Communications

OfficerKathy Brown(Teacher)

Operations and Planning Officer

Freda Smythe(Assistant)

IMT Members and Tasks

Complete the following table to reflect the roles and responsibilities allocated at your facility.

IMT Member Tasks Name of staff memberand contact details

Name of ‘Back up’ staff member and contact details

Incident Controller

In charge of overall management of emergency situation

Bill Smith9988 25250417 016 272

Kathy Brown9988 2525 0417 016 383

Logistics and Communication Officer

Responsible for securing materials, resources, services etc. All media/internal & externalinformation management/ will be supported by regions/DEECD media unit

Kathy Brown9988 2525 0417 016 383

Peter Orange9988 2525 0408 333 552

Operations and Planning Officer

Care of children/ensuringadherence to preschool protocols, procedures. Collects and evaluates information related to development of emergency.

Freda Smythe9988 25250427 746 230

Marianne White9988 25250428 846 211


5.Site Plans

TO DDLERS RO OM 3

O FFICE

KITCHEN

3-5 YEAR O LDS ROOM 4

NURSERY RO OM 2

KINDER ROOM 1

UPPER LEVEL

STAFF ROOM

FOYER

M EET ROOM

WC

W C

LAUNDRY

W C

S


A

Car Park

6.Lockdown in Facilitye.g. External Threat – Bushfire threat, severe storms, toxic emission off-site, criminal threat, earthquake

Initial Emergency Response Steps – Initiated by Incident Controller

Move everybody inside, assembled away from the part of the building that will be initially exposed;

Phone 000 for Fire Brigade (dial an additional 0 for an outside line, if required) and follow advice. Inform 000 / fire brigade operator which building/s the staff and children will be housed in.

Turn off power (if appropriate) and gas supplies, close all windows, doors and block crevices, with wet materials (e.g. towels);

Fill gutters, all sinks, washbasins and drums with water; Listen to the local radio or TV and monitor the CFA/Emergency Services

Websites for bushfire or weather warnings and advice. Stay inside in the identified area (Kinder Room) away from windows; Once the fire or storm has clearly passed, stay in the building until

outside help arrives or communication is made with emergency services. Contact the Region for advice and support; Direct all media enquiries to the DEECD Media Unit on 9637 2871.

Implement procedures to resume workplace activities, including arranging counselling support.

9. ON-Site Evacuation Plan e.g. Internal fire and smoke, internal flooding, toxic emission, building structure failure

Assembly Point: Facility Car parkInitial Emergency Response Steps – Initiated by Incident Controller

Assembly Point: Car Park


Identify possible threat or emergency situation. Remain calm and raise the alert. Make a decision to externally relocate children. Phone 000 for Fire Brigade (dial an additional 0 for an outside line,

if required) and follow advice. Inform 000 / fire brigade operator ofthe relocation site to where the staff and children will be moved.

Check attendance against class rolls at assembly area. The primary responsibility of staff is the safety of children and

staff. Direct all media enquiries to the DEECD Media Unit on 9637 2871.

External Threat – evacuation in the case of major bushfire threat, bomb threat, internal fire and smoke, toxic emission, and flooding.

Initial Emergency Response Steps – Initiated by Incident Controller

10. Area Map

EVACUATION FROM:

(A) SAMPLE PRESCHOOL

TO AN EVACUATION ASSEMBLY POINT AT EITHER:


(B) JADODADE PARK (next to Sample Primary School) Distance: 900 metres Time taken to walk: 11 minutes

(C) SAMPLE RESERVE (Wickham’s Road) Distance: 2 kilometres Time taken to walk: 25 minutes

NB: An alternative walking route is available from Sample Primary School along Grieve Street to Sample Reserve. This route is along a dirt road/ track and may be considered unsafe in certain circumstances. This route isDistance: 600 metresTime taken to walk: 6 minutes.

11. OFF-Site Evacuation e.g. Internal fire, Gas leak, Chemical spill, Bush fire, Bomb threat,

Flood. Whole facility evacuation in extreme cases.

Plan 1 Assembly Point Two: Jadodade Park (next to Launching Place Pre School)Initial Emergency Response Steps – Initiated by Incident Controller


Identify possible threat or emergency situation. Remain calm and raise the alert. Make a decision to externally relocate children OFF-site. Phone 000 for Fire Brigade/Police (dial an additional 0 for

an outside line, if required) and follow advice. Inform 000 operator of the location to which the staff and children willbe evacuated.

Children with a disability will need to be assisted by a staff member.

Teachers to collect the roll and leave via the safest available exit (as stated in Site plan).

Check the roll and walk children calmly to the designated evacuation area – Jadodade Park, via Grieve Street (as stated in Area plan).

On arrival assemble group and remain seated. Check attendance against rolls at assembly area.

Plan 2 Assembly Point Three: Sample Reserve (Wickham’s Road)Initial Emergency Response Steps – Initiated by Incident Controller

12. Facility Emergency Drills / Training Schedule

Months Training Event Person Responsible Date(s)completed

January February

Whole service Evacuation – Emergency Drill to evacuation assembly area

Bill Smith


Identify possible threat or emergency situation. Remain calm and raise the alert. Make a decision to externally relocate children OFF-site. Phone 000 for Fire Brigade/Police (dial an additional 0 for

an outside line, if required) and follow advice. Inform 000 operator of which area the staff and children will be evacuated to.

Children with a disability will be assisted by a staff member.

Teachers to collect the roll and leave via the safest available exit (as stated in Site plan).

Check the roll and walk children calmly to the designated off-site relocation point at Sample Reserve - Carter Street at the main entrance (as per Area plan).

On arrival assemble group and remain seated.

March April

Lockdown in Rooms – during instruction time

Freda Smythe

MayJune

Lockdown in Kinder Room – during lunchtime

Bill Smith

JulyAug

Facility Evacuation – Emergency Drill toevacuation assembly area

Freda Smythe

SeptemberOctober

Lockdown in Rooms – during instruction time

Bill Smith

NovemberDecember

Lockdown in Kinder Room – during instruction time

Bill Smith


13. Children and Staff With Special Needs ListInclude information about children who have medical management plans (e.g. for asthma, allergies to peanuts/bee stings (anaphylaxis), including their medications and EpiPens.

IMPORTANT: Information of a sensitive medical nature should be retained by the facility for internal use only and not be distributed. While this list is a mandatory component of your Emergency Management Plan, sensitive medical details of staff and students should be removed from the copy of the EMPyou return to Regional Office.

Child Staff NameRoom /Area Condition

Assistance NeededDuring an Emergency / Evacuation

Who Will be responsible?First name Last

Name

Mitchell Johnson TBAAllergic reaction - peanuts

Zyrtec Kathy Brown

Michael Hussey TBA Anaphylaxis- nuts Epipen/Claratyne Kathy Brown

David Hussey TBA Asthma Puffer Freda Smythe

Rod Marsh TBA Asthma As above Freda Smythe

Jelena Dokic TBA Asthma As above Freda Smythe

Samantha Stosur TBAAllergic reaction-eggs and nuts

Zyrtec Kathy Brown

Serena Williams TBA Twisted Ankle Crutches Kathy Brown

Venus Williams TBA Anaphylaxis Epipen Kathy Brown


14. Emergency Management Plan Exercise RecordItem

Yes No

Were Emergency Services briefed on exercise prior to exercise being started?

Did the person discovering the emergency alert the other occupants?

Was the alarm activated?

Was the emergency service notified promptly?

Did staff direct persons from the building/site per the evacuation procedures?

Were isolated areas searched?

Was the evacuation logical and methodical?

Did someone take charge? If yes, who?

Did occupants act as per instructions?

Was a roll call conducted for:

Children

Staff

Visitors

Was someone appointed to liaise with the emergency service/s?

Was someone appointed to liaise with the parents/community?

Was the emergency service given the correct information?

Did anyone re-enter the premises before the “all clear” was given?

Did anyone refuse to leave the building/site? If yes, see attached list for name and reason. To be followed up.

Area of Emergency plan tested by current exercise:


15. Emergency Kit Checklist Keep the Emergency Kit in a designated, easily accessible place. The Logistics Person in your IMT is responsible for making sure the contents are complete. If your attendance rolls are kept electronically ensure you have anupdated printout available as you may not be able to access electronic information in the event of an emergency.

Have you: Child Data YesChildren and staff with special needs list YesChild Release Forms YesStaff Data YesList of staff with emergency management or training skills YesTraffic safety vest YesKeys Yes

Standard portable First Aid kit with bandages, Savlon, antisepticwipes

Yes

Medical and Special needs list: children with asthma, allergies including Special medications e.g. asthma inhalers, EpiPens

Yes

A charged mobile phone Yes

Torch with replacement batteries (or wind up torch) Yes

A megaphone Yes

Portable battery powered radio Yes

Bottled water Yes

Portable non perishable snacks such as sultanas, dried fruits, energy bars

Yes


Copy of facility site plan and evacuation routes Yes

Sunscreen and spare sunhats Yes

Whistle Yes

Plastic garbage bags and ties Yes

Toiletry supplies Yes

Other


16. Communication TreesA telephone tree allows you to easily identify who will be in contact with whom duringan emergency. Adapt this tree to identify which role you will make responsiblefor contacting parents.

Preschool Communication Trees

Emergency Management Plan

Kathy Brown

Freda Smythe

DEECD Regional Office

Parent of John

Williams

Parent of Samantha Stone

EMR Children’s Services Adviser

Bill Smith

Director

000Emergency Services

N/A N/A

26

Out of School Hours Program

Daily Operation Hours 7.30am to 8.45am and 3.30pm to 6.00pm(On-site – located at Sample Primary School

Camp Australia – Head Office 88514100

Emergency Management Plan

Staff Member

Marianne Evans

0417016272

Staff Member

Grace Ryan0417016272

DEECD Regional Office92652500

Parent Phone Tree

One

Parent Phone Tree

Two

N/A

Camp Australi

a

000Emergency Services

N/A N/A

27

17. Post-Emergency Record

Facility

Date

Time Of Notification

Name Of Person Taking The Call

Position

Name Of Person Reporting The Incident

Contact Telephone Number

Details

Immediate Action Incident Controller notified:YES / NO Time _____

Other staff notified:YES / NO Time _____

Emergency Services notified:YES / NO Time ______

Region and ESMU notified:YES / NO Time ______

Major Activities

Issues Operational Debriefing Required:YES / NO Date/Time: _____

Person Responsible to organise:

Confirmation of Operational Briefing:

Date/Time:

Issues for Follow up action:


Signature

Date


18. Bomb Threat Checklist

CALL TAKER CALL TAKENName Date: Time:Telephone # Duration of

callSignature Number of

callerComplete the following for a BOMB THREAT

QUESTIONS RESPONSESWhen is the bomb going to explode?Where did you put the bomb?What does the bomb look like?What kind of bomb is it?What will make the bomb explode?Did you place the bomb?What is your name?Where are you going?What is your address?

ACTIONS: REPORT CALL TO: PHONE NUMBER:

CHARACTERISTICS OF THE CALLERSex of callerEstimated ageAccent if anySpeech impedimentsVoice (loud, soft, etc)Speech (fast, slow etc)Dictation (clear, muffled, etc)Manner (calm, emotional, etc)Did you recognise the voice?If so, who do you think it was?Was the caller familiar withthe area?

LANGUAGE[ ] Abusive [ ] Taped [ ] Other (Specify)[ ] Well Spoken [ ] Irrational[ ] Incoherent [ ] Message read by

caller


BACKGROUND NOISE[ ] Music [ ] Local call[ ] Machinery [ ] Long Distance

Call[ ] Aircraft [ ] Other (specify)


19. Parental Notification Form

Name of Parent/Guardian

Child’s Name Contact Phone/Mobile

AfterHours

AlternateContact


20. In Case of Fire / Smoke

Signs of a fire may include; observation of smoke or flames; smelling smoke or burning material; feeling unusual heat on a wall, door or other surface.

IN CASE OF FIRE CALL 000 In the event of fire or smoke:

Fire Extinguisher Operation: Fire Extinguisher operation is voluntary, only being used when it is safe to do so. Where practicable, there should be two people in attendance when an extinguisher is being operated. Always ensure you have a safe line of retreat. DO NOT let the fire get between you and the doorway.

Select the appropriate extinguisher.

Pull the pin on extinguisher. Test the extinguisher. Stand well back at a safe distance. Keep the exit door to your back. Ensure correct grip of the ‘nozzle’. Direct the extinguisher stream at the base of the fire, not at the

smoke. Squeeze the trigger, sweep the fire. Distance yourself IMMEDIATELY the situation becomes unsafe.


Remove persons from immediate danger.

Alert nearby personnel and the Incident Controller, call000.

Confine fire and smoke. Close windows and doors (if safe). Keep low, under the smoke.

Extinguish or control fire – (if safe to do so).

21. Lockdown Checklist

Actions during lockdown - Principal or Site Manager (Incident Controller)

Actions during lockdown Liaise with staff, other agencies and the Region in considering a lockdown.

Activate lockdown using the predetermined activation signal.

Advise Victoria Police and other appropriate emergency serviceagencies.

Activate the Incident Management Team (to plan further actionsand enact the response plan).

Allocate responsibilities.

Collect emergency kit.

Guide visitors to safety.

Divert parents and returning groups from the school.

Ensure a telephone line is kept free.

Keep public address system free

Secure external doors and entrances.

Keep main entrance as the only entry point. It must be constantly monitored and no unauthorised people allowed access.

Ascertain (as possible) if all children, staff and visitors are accounted for.

Record some details of actions undertaken and times (use the Post-Emergency Record from Appendix).

Await de-activation advice from Emergency Services personnel (if appropriate).


Actions after lockdown - Principal or Site Manager (Incident Controller).

Actions to de-activate and immediately following lockdown Confirm with Emergency Service personnel that it is safe to de-activate lockdown.

Determine whether to activate the parent re-unification process.

Determine if there is any specific information staff, children and visitors need to know (e.g. areas of the facility to avoid or parent reunification process).

De-activate lockdown using predetermined de-activation signal.

Advise staff, children and visitors of any specific informationthey need to know.

Ensure any children, staff or visitors with medical or other needs are supported.

Print and issue pre-prepared parent letters and give these to children to take home.

Seek support from the Regional EM Coordinator as required.

Brief staff on the incident.

Ensure all personnel are made aware of Employee Assistance Program contact details.

Prepare and maintain records and documentation.

Follow up with any children, staff or visitors who need support.

Undertake operational debrief to review the lockdown and procedural changes that may be required.

Actions (follow-up)


Signature:


22. Bushfire Preparedness

All facilities should regularly review their Emergency Management Plans.

Checklist

Check DEECD website for potential and actual closure notifications

Check relevant Emergency Services website for current information

Determine who is responsible for monitoring fire risk information and how

Complete DEECD Strategic Engineering Risk Assessment Tool (SERA) and review any issues resulting from the assessment

Review Emergency Management Plan prior to the official start of the bushfire season

Ensure communication procedures are in place to contact parents/ guardians in the event of closure or evacuation

Allocate roles and responsibilities of Principals, staff and parents in executing emergency evacuation procedures


23. Distribution List

The list should include every agency and/or staff person who has been given a copy of this plan. It is important to keep this list up-to-date and to distribute new copies or amendments of the plan as it is updated.

Date Copy provided to [Name] Address Email

March 2011 Eastern Metropolitan Region

Springvale RoadGlen Waverley


March 2011 RANGES COUNCIL Wood Road

Avonley

March 2011 RANGES POLICE Fitzsimons HighwayGlen Donald

March 2011 RANGES CFA Fitzsimons HighwayGlen Donald

March 2011 All Sample Preschool staff

Sample Preschool

March 2011 O.S.H. Staff – Camp Australia

Sample Preschool

March 2011 Sample Preschool Committee President

Wonga Road Glen Donald

March 2011 Sample Preschool Committee Members

Sample Preschool


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