Emergency Response Manual Template

 Insert other functions outlined by the school district policies Liaison  Keep open communications with District Superintendent of situation  Communicate with first responders and su

INSERT SCHOOL NAME HERE

Insert School District Here

Working Document 7/27/05

Edition1

Emergency Operations

Manual

I N S E RT S C H O O L N A M E H E R E

Emergency Operations Manual

Adapted from a template provided by:

Ohio Resource Network for Safe and Drug Free Schools and Communities

University of Cincinnati

PO Box 210109Cincinnati, OH 45221-0109

www.ebasedprevention.org

1-800-788-7254 (opt #2) Funded in part by funds provided by the Ohio Department of Education, through Federal Funding

from The Safe Schools and Communities Act

All Hazards Approach

Seven Key Steps of

Management Level I and II

Protective Response Actions

Cancel School

16-19 Dismiss Early

20-22 Evacuation

23-26 Shelter-in-

CBRNE in-place 31-35

Shelter-Lockdown

36-39 Relocate

Release

Secondary Protective Response Options Drop, Cover

Hit the Deck

48 All Clear

48

Management Level III

District Support 49-50

Appendix I

Senate Bill 1 51-54

Appendix II

55-58

Directories

Personnel Phone Tree

Emergency Responders

Appendix III

 Documentation Forms 59-81

N 1999, following the worst incident of school violence in the nation (Columbine High School), Governor Bob Taft, in conjunction with the 123rd Ohio General Assembly, placed in legislation Senate Bill 1 (ORC Section 3313.536) that required every school board in Ohio adopt a comprehensive school safety plan for each school building under its control Since that time, the need for crisis preparedness has intensified and broadened to terrorist acts There are many dedicated professionals in your community that can assist your district and local schools sites with school safety plans development including the county emergency management agency, area fire department, EMT’s and law enforcement, Red Cross, local health and mental health agencies/boards.

I

Levels of Threat

Situational threat to the health and safety of our students and school staff can range from minor events such as a power outage to a full-blown life-and-death emergencies such as a real or reported bomb threat Although each level of threat demands some response, this Emergency Operations Manual focuses only on the

“emergency” level response.

Chapter1

E M E R G E N C Y O P E R A T I O N S M A N U A L

Emergency Level III

Risk is present and requires an immediate response The School’s Operations Team

activates the Emergency Plan This includes notifying community-based emergency responders as needed Examples include a tornado cited in the area or students trapped or injured.

Recovery Level IV

Action needs to be taken to restore students/staff and environment to previous safety status Information on recovery or aftermath is not provided in this manual For more information on the recovery level, visit www.ebasedprevention.org

All Hazards Approach

The possibilities for crisis situations that fit into one of these levels of threat are endless because each emergency has unique features The unique aspects of any crisis often require a tailored response to remove the threat Additionally, the emergency may present as a threat—such as a bomb threat or a tornado watch— but then fizzle out Regardless, our emergency management process will always be

to assume the threat is real until it can be eliminated

C O M M O N E M E R G E N C I E S Bomb Threat (school or bus

Fire Tornado, Flash Flooding and other Severe Weather

Weapon(s) on Campus or in the School Building

Stranger(s) on Campus or in the School Building

Utilities Emergency Hostage

Violent Student Behavior Shooting

Abduction Vehicle Crash Terrorist Attack Nuclear Power Plant or other Chemical Spill

To more effectively and efficiently respond to any of these crises, our school’s Emergency Management Team has met with local emergency responders and, based upon their recommendation, will use an “all hazards” approach as the framework for our emergency operations This Emergency Operations’ Manual is to

be used as the defining document to assist the Operations team, however, the Ohio Resource Network for Safe and Drug Free Schools and Communities, at no cost, has made available a four page slide chart called the “School Crisis Management Guide:

A Timely Response to School Emergencies” (below) for all school staff including, coaches, cafeteria workers and bus drivers To order, call 1-800-788-7254 (opt #2)

According to local emergency responders, our job here at the school is to CONTAIN

THE CRISIS during the first critical minutes until community emergency personnel

arrive (See Command Boards for School Operations’ team at ebasedprevention.org

or call 1-800-788-7254 (opt #2) for copies) Containment entails following the seven steps listed below with additional detail using an example in Figure #2-1.

Seven key steps to containment:

 Establish communication with school personnel and off-site emergency responders

 Identify areas of danger

E M E R G E N C Y O P E R A T I O N S M A N U A L

 Set an inner perimeter

 Set an outer perimeter

 Open a command post

 Activate additional staging areas, if needed; and

 Identify and request resources

Figure #2-1 Example of seven steps of crisis containment

Incident: gang fight in the first floor women’s restroom with additional information that a knife might

be on one or two involved

4

School Arial View Front of High School

Command Post

First Aid

Step #1: Establish Communication: Call 911, Communicate by walkie/talkie to your

safety team Ask security personnel to join up with you at the restroom area And the rest should meet in your office

Step #2: Identify Area(s) of Danger: The concern was the women’s restroom on the

first floor

Step #3: Set Inner Perimeter: Ask the School Incident Commander (assistant

principal) to meet with the safety team and set up a command post there; send 3-5 to the restroom area to block the stairwells and hallway to the restroom area You and the safety team should be the only personnel aloud inside the “ inner perimeter”

Step #4: Set Outer Perimeter: The assistant principal should send 2-4 safety

team personnel to the entrances to the school outside “perimeter” Their job would be to control students and to direct emergency units to a parking area and accompany first responders to the restroom area

Step #5: Open a Command Post (staging area): Accomplished in step #3 Step #6: Activate Staging Area(s): The assistant principal (school incident

commander) should communicate with safety officer/security at the area of danger to see if

a First Aid Staging Area should be activated If needed, set up in or near the administrative

Admin Offices

W

MEN

Junior High School

Junior High

Emergency Vehicle Staging area Vehicle

Staging area

= area(s) of danger

Local Emergency Responders

The Emergency Operations Process at

insert school name here

hen a threat occurs at or near insert school name here , an emergency operations process is put in motion to remove, minimize, or buffer the threat’s impact on students (student’s with special needs can be found in the Template “Guidelines for Developing and Evacuation Plan for Individuals with Disabilities” in the ebasedprevention.org School Safety Toolbox), staff, and the surrounding community The process entails action structured under what is termed the Incident Command System (see Figure 2.4 in this template) The command system outlines roles with corresponding responsibilities In this section, the responsibilities for staff in these critical roles will be outlined in order to use effective and efficient teamwork should a crisis occur

insert name and alternate(s) names here

The School District Incident Commander is in charge of any crisis until emergency responders arrive The IC is responsible for: 1.

assessing the level of danger and determining the level of threat; 2

Assign staff to gather information and perform needed tasks; 3

Moving students and staff away from the crisis area; 4 Setting a perimeter; and 4 summoning additional help At level III threat, the IC establishes a command post

Chapter2

Maintains contact between the District Office and the Local School Site Incident command Identifies and maintains contact with

responding groups (i.e., fire, police, Red Cross, Hazmat, health/mental health, etc.) Keeps the IC informed

of all responding groups’ actions and coordinates the school’s efforts with these groups.

Establishes a media center Call all necessary personnel about the crisis Gathers accurate details of the incident In collaboration with the District Public Information Officer: 1 gives press initial information on the crisis and escorts all media to a media area.

2 Sends out communication to school staff and students about the current crisis 3 Prepares communication for parents and community 4 Works with district communications office to develop press releases as needed 5 Escorts news media around schools site at the direction of the Incident Commander.

Maintains the Emergency Kit and transports it to the Command Post; assists principal in completing the incident report form to document events, response, outcomes; collects and synthesizes for file all completed forms used to document crisis procedures (i.e., if the students need to be moved off campus); documents all activity

This individual organizes School’s response team actions at the direction of the Incident Commander The Operations Officer is the liaison between the

Operations Team Leaders and is responsible for movement of students

Oversees the safety of students/staff; determines if response actions/strategies can cause harm to students/staff; with the fire department determines whether students have been evacuated far enough from the school; Identifies personnel assigned to perform team functions Coordinates functions of site security (violence, crowd control), physical plant safety and

security, and setting up School Staf Support Pool (assemble

teachers, aids, and other staff members who do not have students assigned to them These

E M E R G E N C Y O P E R A T I O N S M A N U A L

individuals will then be assigned as needed to help the operations team complete their objectives.) Secures evacuation site; assist in evacuation; informs district safety officer of any unsafe conditions; and assists building in reviewing their crisis plan.

Manage

Facility Control Maintenance Leader insert

name and alternate(s) names here

Oversees school utility control as needed in conjunction with the public safety responders; assist with building keys directing community emergency responders

to the proper area as they arrive at the school campus.

Care for

Students with

Special Needs

Students with Special Needs Leader insert name and alternate(s) names here

An adult assigned to assist an individual in exiting the building or getting to an Evacuation Staging area.

students Teachers, coaches,

counselors, nurses, aides, and other support staf managing students

Anyone not directly involved in managing the crisis situation should be concerned with managing the welfare of students

in their care; taking attendance every half hour during the crisis, before and after each Response Action until students are released into their parents/caregivers care.

Assist with adequate supplies in preparation for emergency; acquires supplies needed to assist individuals such as food, water,

transportation Attend to

alternate(s) names here

Identifies trained CARE Team personnel and necessary staging area; notifies local clergy, off-site counselors, and other trauma counselors; coordinates recovery emotional, psychological, social procedures for the students and school staff Coordinates student accountability, and student/parent reunion Periodically updates student rosters and distributes new lists to all teachers for their emergency kits; creates a student emergency card file on each student at the beginning of the year and places it in the Emergency Kit that is used in the Command Post.

Identifies trained first aid personnel and assigns those persons to treatment areas and triage functions Coordinates and administers emergency first aid and CPR; performs triage; assigns school personnel to accompany students and staff to area hospitals

at the discretion of the IC; keeps records of treatment provided during a crisis.

of the School Board

Incident Commander

insert name and alternate(s) names

Monitors the event through contact with the building principal At level III threat, the IC establishes a district command post (DCP)

Along with Local School site Liaison Officer maintains contact with responding groups (i.e., fire, police, Red Cross, Hazmat, health/mental health, etc.)

alternate(s) names here

Releases information in conjunction with site Media Leader to parents, community members, and the media during the crisis; documents all contacts and announcements

Emergency Kit and transports it

to the Command Post; assists principal in completing the incident report form to document events, response, outcomes; collects and synthesizes for file all completed forms used to document crisis procedures (i.e., if the students need to be moved off campus); documents all activity

insert name and alternate(s) names here

Oversees the safety of students/staff; determines if response actions/strategies can cause harm to students/staff; determines whether students have been evacuated far enough from the school; Identifies personnel assigned to perform team functions.

This individual organizes District’s response at the direction of the District Incident Commander

Manage Utility

Control School District Maintenance Oversees school utility control as needed in conjunction with the

Leader insert name and alternate(s) names here

public safety responders; assist with building keys directing community emergency responders

to the proper area as they arrive at the school campus.

Assist with adequate supplies in preparation for emergency;

acquires supplies needed to assist individuals such as food, water,

transportation Oversees all

costs Finance and Administration

insert name and alternate(s) names here

Reviews all request for resources in order to provide payment of those resources.

insert name and alternate name here

Reviews all crisis management plans of local schools within the District Check each plan against the others in order to pre-approve recommended actions such as staging areas, alternate sites etc.

Emergency Operations Staging Areas

To manage a crisis effectively, team members (Level I- IV), if necessary, will convene

in an identified location called a Staging Area Staging Areas are as follows:

Insert location here

Operations area where IC and Emergency Operations Team can plan the response to the crisis This area might become a Unified Command Post as First Responders arrive This area should be secure and safe for school personnel.

E M E R G E N C Y O P E R A T I O N S M A N U A L

different

directions

Media Site

Out of the way

from any and

all other

staging areas

Insert location here

Alternate Site

Insert location here

representatives can gather This area should be off-site of the school grounds The Media Officer (assistant principal) should on-site

at least every half hour for dates if necessary.

Insert location here

School staff not managing

students are to report to the school safety officer for assignments i.e., crowd control, monitor parking lots, replace teachers in the classroom who are Emergency Operations Team members, etc.

Insert location here

Site for school/community crisis counselors to attend to any/all persons needing emotional, psychological, assistance.

First Aid Site Insert location here

Alternate Site

Insert location here

Site for Nurses/EMT to triage and administer first aid to the injured

Relocation

Site Insert location here Alternate Site

Insert location here

Site used to move students if evacuation site deems dangerous

Insert location here

Site near but not at student collection area for parent/caregiver

student reunification See “Double Gate” Figure 2.5 Protective Action #7 Releasing Students in

Insert location here

An area close to an exit, where people who are unable to use stairs may remain temporarily to await further instructions or assistance from rescue personnel in evacuating the building.

The First Responder at our school

A crisis that has the potential to impact the safety of students and staff can occur before school, while students are en route to school, during school hours, and after school It can also occur at any place on school grounds, on the bus, or during after school activities

The first person at our school to see the situation must take immediate, effective steps toward containment.

Step One: Assessment of the Crisis

The decision to direct students and staff to evacuated or stay in school should be one of the first decisions made If you are the first person on the scene of a crisis situation, you are the “first responder” and must be prepared to perform the following three steps below This person must evaluate the type of crisis it is, where

it is, if anyone is hurt, how many perpetrators there might be in order to accurately convey specifics about the crisis to the Principal and/or School Commander This assessment must be quick, yet thorough Rational, clear thinking is key Important questions to consider:

 What is the nature of the crisis?

 Are student(s) or staff in danger?

 Has someone already been hurt?

 What is the specific location?

I M M E D I A T E A C T I O N S T E P S

 Assess the Extent of the Crisis

 Assess available Resources

 Notify/Communicate Scope of Event to School Office

 Insert District Protocol Here

E M E R G E N C Y O P E R A T I O N S M A N U A L

 When did it happen? Or is it happening?

Step Two: Assessment of Available Resources

As you identify the extent of the crisis, possible resources to use in its resolution should also be assessed Important things to look for:

 Other staff members or students to communicate the crisis to administrators

 A phone in the vicinity to communicate

 A potential evacuation route

Step Three: Notify or Communicate Scope of the Event to the School Office (or 911 responders)

 Insert District Protocol Here

 Report Crisis to Office

 Call 911 in case of insert District/Building Procedures

Activation of an Emergency Response

Decisions during the first two minutes of the crisis trigger subsequent strategies for crisis

containment Figure 2.2 illustrates the process for decision-making used when a threat presents before school begins Figures 2.3 reflect the sequential process that is used to help the Principal/School Commander make a rational, informed decision when a crisis occurs The first consideration is the extent of the threat for harming students or staff

Potential Crisis Before School Starts –Figure 2.2

FIGURE 2.2 When a crisis occurs before school begins, the only people involved in the emergency operations process are usually the Superintendent, Principal and School Commander.

Decisions during the first two minutes of the crisis trigger subsequent strategies for crisis containment Figure 2.2 presents a process for rational decision-making for crises that happen before school and those that happen during school hours

Quick, important decisions to be made by

the School Incident Commander and Safety

Officer

What type of crisis is it?

Where is it?

What is the extent of it?

What is the best way to keep

students, staf and faculty

safe?

Response Action:

Cancel School

Re-Evaluate

Do other response actions need to occur to remove the danger before students return?

Notify Media and activate

Parent Alert System

Do they require First Responders?

Notify appropriate

emergency responders to remove

the threat

Evaluate Crisis

Ye s

Ye s

Ye s

Ye s

N O

N O

Correct

Issue

E M E R G E N C Y O P E R A T I O N S M A N U A L

Crisis Occurs During School Hours –Figure 2.3

Quick, important decisions to be made by the School Commander, Principal/ Assistant Principal

Figure 2.3 illustrates the process for Evacuation or Lockdown/Shelter-In-Place

used when a threat presents itself during school

N O

Take Emergency Response Bag

Take Attendance Records

Take Emergency Response Bag

Take Attendance Records

Evacuate

Call 911 if necessary Call Safety & Security at

Assist Limited Mobility Students/staf Bring everyone inside

Lock all Doors and attend one designated as emergency entrance Place signs in windows

Take Attendance

No one leaves or enters building

Call 911 if necessary Call Safety & Security at

Assist Limited Mobility Students/staf Bring everyone inside

Lock all Doors and attend one designated as emergency entrance Place signs in windows

Take Attendance

No one leaves or enters building

Lockdown

Is School Ground Safe?

Is School Ground

danger outside the buildin g?

Is the danger outside the buildin g?

Account for Students Relay this information to the School Incident Commander

Reassess the Situation

Modified Lockdown

Exterior Doors/windows Locked

Pull down shades After classroom lockdown, if possible move students to larger area where restrooms are present

Account for Students

Go to internal site areas in school Take protective Drop, Cover and Hold Position

(see school’s

Place

Shelter-In-Torn ado Sigh ted?

Torn ado Sigh ted?

Incident Command Chart –Figure 2.4

Figure 2.4 Illustrates the Incident Command Structure and the Incident Command

for a unified command structure as first responders arrive.

Incident Command Chart

City

Incident Commander

(Police/Fire/EMA)

School Site

Incident Commander

(Vice Principal)

Planning Plans things.

(Logistics Officer, Maintenance Leader)

Logistics

Has/finds things.

(Logistics Officer, Maintenance Leader)

PIO/Dist Local School

Search and Rescue

(Care Team Leader, Counselor)

Site Safety (Safety Officer)

( Care Team Leader, Counselor)

Site Safety ( Safety Officer)

Food Services/wa ter

Alternate safe areas Restroom facilities

Transportat ion

Food Services/wa ter

Alternate safe areas Restroom facilities

Looking at the entire situation and planning strategies that might

be needed

Looking at the entire situation and planning strategies that might

be needed

Pays bills related

to MOU’s Resource cost

Equipmen

t cost

Pays bills related

to MOU’s Resource cost

Equipmen

t cost

District

Incident Commander

(Superintendent)

Finance Pays for things (Admin Secretary)

Finance

Pays for things.

(Admin Secretary)

E M E R G E N C Y O P E R A T I O N S M A N U A L

O H I O D E P A R T M E N T O F E D U C A T I O N

and Responsibilities for all Members

of the Emergency Operations and

Emergency Operations Support

Team

After downloading this document, your safety committee in partnership with your local community responders and support agencies should edit and tailor the enclosed information to fit your District/local school’s crisis response procedures and staff/student needs

Chapter3

3 / 1 3 / 0 3

O H I O R E S O U R C E N E T W O R K F O R S A F E A N D D R U G F R E E S C H O O L S

A N D C O M M U N I T I E S /

O H I O D E P A R T M E N T O F E D U C A T I O N

Roles and Responsibilities

Protective Response Action #1

Cancel School Prior to Start

Example(s) When Used:

When word of any potential crisis “event” is to take place in or near the

school during/before students’ board transportation

Command School Incident Commander

 Make a thorough assessment of the potential threat to ascertain that the directive to

Cancel School Prior to Startshould be given

 Notify 911 emergency responders, if necessary (remember dial out number should be pressed before dialing 911)

 Set up Command Post and Inner and Outer Perimeter sites, if necessary

 Activate Emergency Operations Team, if necessary

 Conduct debriefing meeting(s) after the incident has ended (Form #7.)

 Complete Emergency Status Report and Emergency Status up-date form (Forms # 4-5.)

 Insert other functions outlined by the school district policies

Liaison

 Keep open communications with District Superintendent of situation

 Communicate with first responders and support agencies if necessary

 Up-date IC of first responder actions and locations

 Coordinate school Emergency Operations Team and first responders

actions

Media Officer

 In conjunction with District Public Information Officer, notify media (radio/TV stations)

to inform parents and students (Media release forms are available free at the ORN

clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Respond to the directions of the School Incident Commander

 Bring Emergency Kit to Command Post site

 Participate in Command Post Emergency Operations Team meetings

 Stay with Operations Team

 Locate the Emergency Operation Plan and give a copy to the School Incident Commander

O H I O D E P A R T M E N T O F E D U C A T I O N

 Locate a copy of the building floor plan for the School Incident Commander

 Fill out Incident Report Form (Form #6)

 Maintain an Operations’ log with a chronological account of the events that occur at the beginning of the Emergency Operation Plan (Operations; log forms are available free at the ORN clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide “situation response” reports every half hour to Operations Team

 Communicate with Media Officer and District Public Information Officer all necessary information that can be used for possible media releases

 Prepare summary for debriefing meeting(s) of all Emergency Operations Team responses including: dates, times and names of those involved

 Insert other functions outlined by the school district policies

OPERATIONS Operations Leader

 Provide Organizational, Logistical and Leader support for operations

 Oversee Emergency Operations Team activities

 Insert other functions outlined by the school district policies

Safety Officer

 Monitor safety concerns in regard to Operations response strategies (Form #20.)

 If necessary, set up School Staff Support Pool Staging Area

 Correct unsafe conditions (use lines of communication to act)

 Invoke EMERGENCY AUTHORITY to act immediately if necessary

 Monitor stress levels of Emergency Operations Team members

Insert other functions outlined by the school district policies

Special Needs Student Leader

 Insert other functions outlined by the school district policies

Teachers/Others Managing Students

 If you are not managing students, participate in School Staff Support Pool if activated

 Deployed if needed

Insert other functions outlined by the school district policies

Maintenance Leader

 Keep students from entering the school grounds, if the school schedule is

cancelled in response to a threat or crisis event

 Insert other functions outlined by the school district policies

 Concentrate on obtaining necessary resources (Form # 8.)

 Oversee readiness of resources such as transportation

 Insert other functions outlined by the school district policies

Care Team Leader

If necessary:

 Go to the Command Post site and prepare to set up Care Team site

 Supervise all persons needing counseling

 Prepare for students/staff that might need assistance

 Keep records of all students/staff who sought treatment

 Assign school staff person(s) to accompany individuals to the hospital

 Coordinate clergy

 Create at-risk list

 Have backup replacement for staff in need

 A list of students/school staff who are involved in the crisis that have been injured/killed should be available

 Insert other functions outlined in school district policies

First Aid Leader

If necessary:

 Prepare to set up First Aid site

 Administer emergency first aid Triage to all persons injured (Form #12.)

 Assign school personnel to accompany students/staff to area hospital(s)

 Keep records of all students/staff who were treated (Form #12.)

 Insert other functions outlined by the school district policies

O H I O D E P A R T M E N T O F E D U C A T I O N

Protective Response Action #2

Early Dismissal

Example(s) When Used:

 Fire in the school building, Bomb Threat

 Chemical accident in the school,

 Explosion or threat of explosion

Other incidents that might place students/school staff in danger or render the building unsafe near the school

This Action is appropriate for all emergencies where sufficient warning is

given to transport students back to their homes (example: severe weather approaching near the school).

COMMAND School Incident Commander

ANNOUNCEMENT: Your attention please…(pause) we will be Dismissing Early when dismissal bell rings…(pause) we will be Dismissing Early when dismissal bell

rings

 Make a thorough assessment of the incident and ascertain that the directive

Early Dismissal should be given

 Call to insure home safety before release

 Notify Operations/Logistics Leader to arrange for transportation

 When transportation is available, announce the Early Dismissal directive

 Set up Command Post, if necessary

 Activate Emergency Operations’ Team positions, if necessary

 Ensure a 100% accounting of students is conducted before students are released

 Ensure that restrooms, out-of-the-way places, and hallways have been checked for

students not in their classrooms

 Conduct debriefing meeting(s) after the incident has ended (Form #7.)

Liaison

 Keep open communications with District Superintendent of situation

 Communicate with first responders and support agencies if necessary

 Up-date IC of first responder actions and locations

 Coordinate school Emergency Team and first responders actions

Media Officer

 In conjunction with District Public Information Officer, notify media (radio/TV stations)

to inform parents and students of early dismissal (Media release forms are available free at the

 Respond to the directions of the School Incident Commander

 Emergency Kit to Command Post site

 Participate in Command Post Emergency Operations Team meetings

 Stay with Operations Team

 Locate the Emergency Operation Plan and give a copy to the School Incident Commander

 Locate a copy of the building floor plan for the School Incident Commander

 Fill out Incident Report Form (Form #6)

 Maintain an Operations’ log with a chronological account of the events that occur at the beginning of the Emergency Operation Plan (Operations; log forms are available free at the ORN clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide “situation response” reports every half hour to Operations Team

 Communicate with Media Officer and District Public Information Officer all necessary information that can be used for possible media releases

 Prepare summary for debriefing meeting(s) of all Emergency Operations Team responses including: dates, times and names of those involved

 Insert other functions outlined in school district policies

OPERATIONS Operations Leader

 Provide organizational leadership support for operations

 Maintains all contact with other leaders and updates school incident commander

 Initiate Incident journal and incident report form, if necessary, (Forms # 6, 14)

 Summarize resource allocation and provide summary at debriefing

 Oversee Emergency Operations Team activities

 Provide a visible chart of resources requested at Command Post location, if

necessary

 Insert other functions outlined by the school district policies

Safety Officer

 If necessary, set up School Staff Support Pool Staging Area

 Ensure that the school exterior grounds are safe for students to gather

 Monitor safety concerns in regard to Operations response strategies (Form #11)

 Assist with Early Dismissal process

 Correct unsafe conditions (use lines of communication to act)

 Invoke EMERGENCY AUTHORITY to act immediately if necessary

 Ensure transportation delivers students to safe location or return to pre set location

for re-unification when safe location is available

 Monitor stress levels of Operations’ Team

 Attend debriefing meeting

 Insert other functions outlined in school district policies

Special Needs Student Leader

O H I O D E P A R T M E N T O F E D U C A T I O N

 Keep an up-dated list of individuals who need assistance in evacuating the building

including those with temporarily disabled by injury i.e a broken leg

 Supervise students, staff, volunteers, and visitors (Buddies) and that they are able to their student to the staging area

 Check persons at staging area against list of special needs students

 Ensure first responders have been made aware of students in your area that are in

need of assistance

 Insert other functions outlined by the school district policies

Teachers/Others Managing Students

 If you are not managing students, participate in School Staff Support Pool if activated

 A 100% accounting of students made every 1/2 hour

 Supervise students under your direct control

 Have alternative activities available

 Keep your class orderly, calm, and together at all times

 Listen for further instructions

 Insert other functions outlined by the school district policies

Maintenance Leader

 Keep students from re-entering the school grounds

 Insert other functions outlined by the school district policies

LOGISTICS Logistics Leader

 Concentrate on obtaining required resources and their availability (Form # 9.)

 Position resources so they are readily available, if necessary

 Provide a visible chart of resources requested at Command Post location, if

necessary

 See that food/drinks and overnight provisions are provided for as needed

 Insert other functions outlined by the school district policies

Care Team Leader

If necessary:

 Prepare to set up a Care Team Staging area in proximity of classroom if possible

 Outreach to at-risk students

 Supervise all persons needing counseling

 Obtain a list of students/school staff who are involved in the crisis that have been

injured/killed

 Keep records of all students/staff who were treated

 Assign school staff person(s) to accompany individuals to the hospital

 Coordinate clergy and local counselors, if needed

 Insert other functions outlined by the school district policies

First Aid Leader

If necessary:

 Prepare to set up First Aid Staging Area

 Coordinate, administer emergency first aid Triage to all persons injured (Form #12.)

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O H I O R E S O U R C E N E T W O R K F O R S A F E A N D D R U G F R E E S C H O O L S

A N D C O M M U N I T I E S /

O H I O D E P A R T M E N T O F E D U C A T I O N

 Assign school personnel to accompany students/staff to area hospital(s)

 Keep records of all students/staff who were treated (Form #12.)

 Insert other functions outlined by the school district policies

O H I O D E P A R T M E N T O F E D U C A T I O N

Protective Response Action #3

Evacuation

Example(s) When Used:

 Fire in the school building, Bomb Threat

 Chemical accident in the school

 Explosion or threat of explosion

 Other incidents that might place students/school staff in danger or render the building unsafe near the school

COMMAND School Incident Commander

ANNOUNCEMENT: Your attention please…(pause) Evacuate the Building when

dismissal bell rings…(pause) Evacuate the Building when dismissal bell rings

 Make a thorough assessment of the incident to ascertain that the directive to Evacuate the

Building should be given

 Check with Safety Officer that the outside perimeter of the school grounds is safe for

students to gather

 Issue the directive to Evacuate the Building (primary or secondary location)

 Notify 911 emergency responders, if necessary (remember, dial out number should be

pressed before dialing 911)

 Set up Command Post and Inner and Outer Perimeter sites

 Coordinate Emergency Operations Team activities, if necessary

 Activate runners (unassigned teachers/staff) if the Public Address System is not operable to notify locations such as outside physical education classes and outside recreation areas, etc

 Serve as outside supervisors to assist with possible relocation by bus if that is necessary to

invoke

 Send a Emergency Operations Team member to secondary site to check area safety if

transport students by bus is considered

 If a crisis is located in a specific section of the building, assign school personnel to re-direct students out of the building

 Ensure a 100% accounting of students is conducted every ½ hour

 Ensure that restrooms, out-of-the-way places, and hallways have been checked for students not in their classrooms

 Ensure that no students return to the area until health/emergency responders give the okay to

do so

 Complete the Emergency Status Report and Emergency Status up-date form (Forms # 6), if necessary

4-5- Conduct debriefing meeting(s) after the incident has ended (Form #7.)

 Insert other functions outlined by the school district policies

 Notify the District Superintendent that school has been directed to Evacuate

 Activate the Parent Alert system if necessary

 Notify media (radio/TV stations) computer website of the evacuation if necessary

 Position resources so they are readily available, if necessary

Media Officer

OPERATIONS Operations Leader

 Hold Emergency Operations Team meetings summarize resource allocation

and provide summary at debriefing

 Set up Media Staging Area separate from any and all other staging areas in conjunction with

Emergency Operations Team, if necessary

 Obtain approval from District Public Information Officer, Superintendent, and School Principal before releasing information to the media

 Post media releases in Command Post area (Media release forms are available free at the ORN clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide press briefings and news releases when appropriate (Form # 10.)

 Provide escort service to media representatives and other officials, if directed to do so by District Public Information Officer

 Summarize all press releases and media interaction (Q & A sessions) for debriefing meeting, if conducted

 Anticipate the need for space and equipment by mass media representatives, and confine the media

to that space – do not allow access to Operations Team and affected locations unless approved by

the School Incident Commander Bring Emergency Kit to Command Post site

 Participate in Command Post Emergency Operations Team meetings

 Stay with Operations Team

 Locate the Emergency Operation Plan and give a copy to the School Incident Commander

 Locate a copy of the building floor plan for the School Incident Commander

 Fill out Incident Report Form (Form #6)

 Maintain an Operations’ log with a chronological account of the events that occur at the beginning

of the Emergency Operation Plan (Operations; log forms are available free at the ORN

clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide “situation response” reports every half hour to Operations Team

 Communicate with Media Officer and District Public Information Officer all necessary

information that can be used for possible media releases

 Prepare summary for debriefing meeting(s) of all Emergency Operations Team responses

including: dates, times and names of those involved

Insert other functions outlined in school district policies

O H I O D E P A R T M E N T O F E D U C A T I O N

 Provide support for operations

 Maintains all contact with other leaders and updates school incident commander

 Provide a visible chart of resources requested at Command Post location, if

 Participate in Command Post Emergency Operations Team meetings

 Check outside environment to ensure safety of students/staff before evacuation

 If necessary, set up School Staff Support Pool Staging Area

 Monitor safety concerns in regard to Operations response strategies (Form #11.)

 Correct unsafe conditions (use lines of communication to act)

 Invoke EMERGENCY AUTHORITY to act immediately if necessary

 Monitor stress levels of Operations Team

 Do not allow students back into the area until health/emergency responders give the okay to do

so

 Attend debriefing meeting

 Insert other functions outlined by the school district policies

Special Needs Student Leader

 Keep an up-dated list of individuals who need assistance in evacuating the building

including those with temporarily disabled by injury i.e a broken leg

 Supervise students, staff, volunteers, and visitors (Buddies) and that they are able to their student to the staging area

 Check persons at staging area against list of special needs students

 Ensure first responders have been made aware of students in your area that are in

need of assistance

 insert other functions outlined by the school district policies

Teachers/Others Managing Student

 Take the classroom “ Emergency Bags” with you

 Move all students along assigned routes

 A 100% accounting of students should be made every 1/2 hour

 Close all classroom and exit doors behind you if your group is the last to leave that part of the building

 Keep your class orderly, calm, and together at all times

 Listen for further instructions

 If it is necessary to bus students to another location, hand a student attendance list to the outside supervisor when students are boarding the bus

 Take attendance on arrival at the alternative site

 If you are not managing students, participate in School Staff Support Pool staging area if

activated

 Insert other functions outlined by the school district policies

Maintenance Leader

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O H I O R E S O U R C E N E T W O R K F O R S A F E A N D D R U G F R E E S C H O O L S

A N D C O M M U N I T I E S /

O H I O D E P A R T M E N T O F E D U C A T I O N

 Shut off all utilities, if necessary (See Page 71)

 Do not turn utilities back on until public safety officials give the okay to do so

 Insert other functions outlined by the school district policies

LOGISTICS

Logistics Leader

 Concentrate on obtaining required resources and their availability (Form # 9.)

 Provide a visible chart of resources requested at Command Post location, if

necessary

 See that food/drinks and overnight provisions are provided for as needed

 Insert other functions outlined by the school district policies

Care Team Leader

 Prepare to set up a CARE team Staging area

 Supervise all persons needing counseling

 Outreach to at-risk students

 Keep records of all students/staff who were treated

 Assign school staff person(s) to accompany individuals to the hospital

 Coordinate clergy and local counselors, if needed

 Obtain a list of students/school staff who are involved in the crisis that have been

injured/killed

 Insert other functions outlined by the school district policies

First Aid Leader

 Prepare to set up First Aid site

 Coordinate and administer emergency first aid Triage to all persons injured (Form #12.)

 Assign school personnel to accompany students/staff to area hospital(s)

 Keep records of all students/staff who were treated (Form #12.)

 Insert other functions outlined by the school district policies

Protective Response Action #4

Shelter-in-Place

Example(s) When Used:

Example(s) When Used:

 Severe weather, care fire in school parking lot or immediate area

O H I O D E P A R T M E N T O F E D U C A T I O N

COMMAND

School Incident Commander

ANNOUNCEMENT: Your attention please…(pause) Shelter-in-Place (Reverse

Evacuation) when dismissal bell rings…(pause) Shelter-in-Place (Reverse Evacuation) when dismissal bell rings

 Make a thorough assessment of the incident to ascertain that the directive to Shelter-in-Place

should be given

 Determine whether and where sheltering should take place in a predetermined area of the

building or in classrooms

 Shelter students/staff in the ground/or higher floor of the school

 Initiate “Reverse Evacuation” procedures (gather and bring into the building all students and

staff)

 Notify 911 emergency responders, if necessary (remember dial out number should be pressed before dialing 911)

 Set up Command Post, if necessary

 Make appropriate announcements, as necessary

 Allow only emergency personnel to enter the building

 Ensure that all door/windows to the entire school and classrooms have been closed and blindsare pulled down

 Ensure that restrooms, out-of-the-way places, and hallways have been checked for students not in their classrooms

 All steps should be taken to protect students and school personnel from the external

environment if hazardous materials or biological agents are present (See response action:

Chemical, Biological, Radiological, Explosive CBRNE Shelter-in-Place information on the following pages)

 Ensure that no one enters or leaves the room/school once it is secured

 Ensure a 100% accounting of students is conducted every ½ hour

 Conduct debriefing meeting(s) after the incident has ended (Form #7)

 Notify the occupants by using staff as runners when it is “All Clear” to resume normal

 Notify the District Superintendent that school has been directed to Shelter-in-Place

 Activate the Parent Alert System to update parents, if necessary

 Keep open communications with District Superintendent of situation

 Communicate with first responders and support agencies if necessary

 Up-date IC of first responder actions and locations

 Coordinate school Emergency Team and first responders actions

Media Officer

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O H I O R E S O U R C E N E T W O R K F O R S A F E A N D D R U G F R E E S C H O O L S

A N D C O M M U N I T I E S /

O H I O D E P A R T M E N T O F E D U C A T I O N

 Participate in Command Post Emergency Operations Team meetings

 Set up Media Staging Area, if necessary

 Obtain approval from Operations Team, District Superintendent, and School Incident

Commander before releasing information to the media

 Post media releases in Command Post area (Media release forms are available free at the ORN clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide press briefings and news releases when appropriate (Form # 10)

 Provide escort service to media representatives and other officials

 Anticipate the need for space and equipment by mass media representatives, and confine the media to that space – do not allow access to Operations Team and affected locations unless approved by the School Commander

 Summarize all press releases and media interaction (Q & A sessions) for debriefing meeting

 Insert other functions outlined by the school district policies

 Bring Emergency Kit to Command Post site

 Participate in Command Post Emergency Operations Team meetings

 Stay with Operations Team

 Locate the Emergency Operation Plan and give a copy to the School Incident Commander

 Locate a copy of the building floor plan for the School Incident Commander

 Fill out Incident Report Form (Form #6)

 Maintain an Operations’ log with a chronological account of the events that occur at the beginning of the Emergency Operation Plan (Operations; log forms are available free at the ORN clearinghouse by calling 1-800-788-7254 (opt #1) or visit ebasedprevention.org and download Command Board forms)

 Provide “situation response” reports every half hour to Operations Team

 Communicate with Media Officer and District Public Information Officer all necessary information that can be used for possible media releases

 Prepare summary for debriefing meeting(s) of all Emergency Operations Team responses including: dates, times and names of those involved

 Insert other functions outlined in school district policies

OPERATIONS Operations Leader

 Provide organizational leadership support for operations

 Maintains all contact with other leaders and updates school incident

commander

 Prepare to initiate log journal and incident report form

 Provide a visible chart of resources requested at Command Post location

 Concentrate on obtaining required resources and their availability (Form # 8)

 Insert other functions outlined by the school district policies

Safety Officer

 Monitor safety concerns in regard to Operations response strategies (Form #11)

 If necessary, set up School Staff Support Pool Staging Area

 Correct unsafe conditions (use lines of communication to act)

 Invoke EMERGENCY AUTHORITY to act immediately if necessary

 Monitor stress levels of Emergency Operations Team members

O H I O D E P A R T M E N T O F E D U C A T I O N

 Attend debriefing meeting

 Insert other functions outlined by the school district policies

Special Needs Student Leader

 If students are moved to a larger area in cafeteria/gym, check with “Buddies” to

see if they have and needs or are needing assistance

 Insert other functions outlined by the school district policies

Teachers/Others Managing Students

 Use “ Emergency Bags” as needed

 Isolate students from outside windows and classroom doors

 Close classroom doors and windows,

 A 100% accounting of students will be conducted every 1/2 hour

 If ordered to evacuate, listen for announcement of where and when to move students

 Allow students to call parents on their cell phone or hardwire phone to inform them that they have been asked to remain in school until further notice, and that they are safe

 Keep your class orderly, calm, and together at all times

 Reassure students that this is the safest measure available

 Listen for further instructions

 Remain in Shelter in Place mode until a staff person you recognize assures you that it is safe

to assume normal activities

 If you are not managing students, participate in School Staff Support Pool staging area, if

activated

 Insert other functions outlined by the school district policies

Maintenance Leader

 Block all entrances to the school area letting only Public Safety and support agencies

through (use buses, if available to block all entrances to the school grounds)

 Coordinate with law enforcement where to set outer-perimeter

 Supervise and take attendance of all custodial staff

 Shut off all utilities, if necessary

 Do not turn utilities back on until public safety official gives the okay to do so

 Insert other functions outlined by the school district policies

LOGISTICS Logistics Leader

 Concentrate on obtaining required resources and their availability (Form # 8)

 Provide a visible chart of resources requested at Command Post location

 See that food/drinks and overnight provisions are provided for as needed

 Summarize all resources asked for and provide that summary at debriefing

meeting

 Insert other functions outlined by the school district policies

Care Team Leader

 Prepare to set up CARE Team Staging area

 Prepare for students/staff that might need counseling

 Outreach to concerned others and at-risk students