Ashland Head Start. Emergency Preparedness Pandemic Flu. February 2011

Transcription

1 Ashland Head Start Emergency Preparedness Pandemic Flu February 2011 Policy Council Review and Approval Date: President Secretary Vice-President Director Board of Education Chairperson Poage Elementary School Principal

2 INTRODUCTION The Program Director and staff of Ashland Head Start are considered responsible for the safety of children and will coordinate actions and/or requirements with the Ashland Independent School District, community public safety officials, and families/guardians. EMERGENCY RESPONSE ORGANIZATION In the event of an emergency, the Director will oversee the situation at the program. Ashland Head Start will coordinate with Poage Elementary School on drills and responses to emergency situations since both schools share a campus. The Director of Head Start and the Principal of Poage along with both Secretaries will work together to ensure the proper procedures are followed to protect the children and staff. In the Director s absence, the emergency management responsibilities are delegated to the next in charge, Education/Disability Coordinator and Family Services/Health Coordinator. The Director and Management Team shall review the Emergency Preparedness Plan annually for modifications to the procedures, changes of key personnel or other resources, and additions of new emergency management information. The Emergency Preparedness Plan shall be overseen by the Director to ensure appropriate updates, changes, and reviews are incorporated in all distributed copies of this plan. A copy of the plan shall be maintained in the following areas: Ashland Head Start Administrative Office Ashland Head Start Classrooms Poage Elementary School Ashland Independent School District s Central Office The following situations will be covered by this policy: Code Red Procedures Hazardous Materials (Chemical) Spills Gas Leaks/Explosions Bomb threats Fire/smoke emergencies Tornado Earthquake Medical emergencies Communicable Disease 2

3 OVERALL OPERATIONAL CRISIS/EMERGENCY ROLES & RESPONSIBILITIES In the event of an emergency, the Director shall declare an emergency and institute the appropriate response actions. In the event that the Director is not available, the next person in authority shall assume the responsibilities of the Director. Director: Work with local emergency agencies to arrange for evacuation locations and transportation away from the center. 1. Familiarize all staff with the crisis/emergency preparedness plan and ensure effective implementation. 2. Ensure that the practice drill procedures (other than fire emergency) is implemented at least twice a year and documented. 3. Ensure supplies and equipment are present and checked every 3 months. 4. Review each crisis/emergency situation to ensure proper reports are completed and appropriate action is taken to prevent repetition of any ineffective efforts. 5. Act as team leader in a crisis/emergency situation. Identify the emergency and determine the course of action. 6. Activate contact with local authorities to inform the program of potential or existing crisis/emergency situations. Next in Charge: The responsibilities of the person Next in Charge are to assist the Director during an emergency, and in the absence of the Director, assume all responsibilities. 1. Become familiar with the Crisis/Emergency Preparedness Plan. 2. Provide crisis/emergency preparedness training to employees on a regular basis and updates as necessary. 3. Take the lead in planning, implementing, and tracking all training to update and check the accuracy of current crisis/emergency preparedness procedures. 4. Work with the Director to investigate and evaluate each crisis/emergency situation to prevent repetition of ineffective efforts. 5. See that all injuries and issues are attended to immediately and referred to the Secretary to determine if contact with Ashland Independent School District s Central Office, T/TA Specialist and/or Region IV Specialist is necessary. 3

4 6. Coordinate a regular plan of inspection of work areas to detect unsafe conditions and work practices. 7. Act as a team leader in a crisis/emergency situation. Identify the emergency and determine the course of action. Teaching Staff Responsibilities: 1. Notify the Director or Next in Charge of emergencies as they become aware of them. 2. Follow emergency procedures as outlined and directed by the person in charge. 3. Ensure the safety and well being of the children in their care. The Director is responsible for the safety of the building and grounds. For emergencies, when applicable, the Director shall immediately notify Ashland Independent School District s Central Office after calling 911 for medical, fire, or security emergencies. All classrooms and common areas should have a floor plan outlining the evacuation route from that location as well as denoting the location of all fire extinguishers and pull stations. Emergency phone numbers shall be prominently displayed by all telephones in the buildings, including the Poison Control emergency line. Kentucky State Preschool Regulations require programs to post emergency procedures and evacuation plans in a conspicuous place. The plans must include written instructions, and it is recommended that they also include floor plans. In addition to information on the floor plan, complete the following list of emergency systems: SYSTEM LOCATION Central Alarm Control Box Building 2 Main telephone panel Corner of playground Emergency Power Source Breaker boxes in main office/outside in front of buildings Water Shut-Off Poage Basement/Boiler room Natural Gas Line Poage Basement/Boiler room 4

5 Protocol for Notifying Emergency Personnel and Other External Parties All emergencies shall be reported as follows: Emergency Event Initial Notification Actions Fire Alarm, Smoke, Noxious/Toxic Fumes Pull Fire Alarm Evacuate the Building Telephone Bomb Threat to Office, Security Issues Suspicious Item left in the building 911 -Gather information from caller -Evacuate the building -Turn off cell phones 911 -Follow instructions from 911 -Evacuate the building Suspicious package 911 -Follow instructions from 911 delivered to the building -Evacuate the building Medical Emergencies 911 -Follow instructions from 911 Security Incidents 911 -Follow instructions from 911 (Disgruntled person, breakin, etc) Post Natural Disaster 911 _Follow instructions from 911 -Evacuate the building Once the situation is under control, the Director shall contact Ashland Independent School District s Central Office. Evacuation Planning It is critical to conduct evacuation drills in order for children and staff to understand how to respond in the event of an emergency. Ashland Head Start holds drills monthly. Sheltering In Areas In the event of a natural emergency, i.e. tornado, severe storms, or hazardous airborne chemicals outside the Program facility, the children and other occupants of the building will shelter in place in the prearranged designated areas as necessary. 5

6 All buildings should have a plan in place for the following: Evacuation Assembly Area within the building: Classrooms Evacuation Assembly area outside the building: Poage Elementary School Evacuation Assembly area within walking distance: Wildwood Church In the event of an emergency requiring an evacuation away from the Program premises, Ashland Head Start shall coordinate necessary provisions for the transportation and continued care of children until parent/guardian or an authorized individual picks up the child. Center Evacuation Procedures The following measures should be taken during an evacuation: Check attendance and compile an accurate attendance list. Use list during evacuation and take it along during transport to host facility. Account for all children, staff and visitors during the evacuation process. Transport all necessary medications, supplies, Emergency preparedness kits, and emergency numbers. Arrange to bring along cell phones and/or walkie-talkies. Coordinate all actions with local emergency personnel and/or emergency response teams. Determine host facility based on situation. Contact host facility with estimated arrival time for children and staff. Establish a predetermined assembly area within walking distance. Notify families of evacuation and host facility information, through pre-arranged telephone trees (one-call), if possible. Make arrangements for support of children at host facility until reunited with families or return to evacuated facility. Specific Duties and Responsibilities for Evacuation or Drills The Director and Management Team members will assist in all duties and responsibilities as designated by the Director. The Director The Director is responsible for notifying building occupants to initiate evacuation of the buildings, ensuring that the building has been safely evacuated, and for ensuring accountability for all occupants. Pre-evacuation duties: Assure evacuation areas and routes are posted in all areas. Ensure that all assigned employees are knowledgeable of how, 6

7 when and where to evacuate when necessary. Have access to a list of all occupants in their area for accountability purposes. Ensure all exits are marked, unobstructed and signs are lit. Check that all evacuation signs are posted and accurate. Evacuation duties: Initiate evacuation procedure by either pulling the fire alarm and/or notifying classrooms through the intercom system. Report to the designated assembly area. Ensure accountability of building occupants through the reports of the classrooms. Determine if evacuation area provides adequate safety of children. Initiate further evacuation to another facility if necessary. Stay with the evacuated group until notified by emergency response personnel. Management Team The Management Team consists of key office staff that does not work directly with the children in classrooms (see page 9 for job titles). They will be responsible for ensuring that all occupants are in their assigned areas safely and properly evacuate to their designated assembly areas. Pre-evacuation duties: Pre-plan all areas that require searching in the event of an emergency; i.e., restrooms, closets, structures on playground areas, etc. Evacuation duties: Upon notification of an evacuation, Management team should begin assisting with the orderly evacuation of occupants. Each classroom should be searched when occupants have evacuated, reporting findings to the Director or Next in Charge for their area. Assist the Director as necessary Evacuation Process The decision to evacuate the Program buildings will be made by the Director/Alternate. When the decision is made to evacuate the buildings, the Director will make the announcement in the most expeditious way possible that all persons are to evacuate to their assigned assembly area and await further instructions and/or activate the building fire alarm. The Director will notify appropriate personnel and communicate what type of emergency is 7

8 present. It is important to think through specific procedures including notifications for different types of situations such as fire, bomb threat and tornado. Staff should know the notifications and they should be tested and practiced. Program staff will evacuate their children as follows: Each classroom teacher will organize their children in a single-file line and supervise an orderly evacuation to the designated assembly area. Take class rosters and emergency contact information. For inclement weather, if possible, take appropriate supplies to protect the children. Note: Under no circumstances are staff to stop for any of their own or children s personal belongings, including jackets, shoes, purses, etc. The Director will notify appropriate authorities: i.e., Fire Department, Police Department, Ashland Independent School District s Central Office, etc. of the results and report any missing children, staff or visitors providing information as to possible locations. SHELTERING/SHELTERING IN PLACE Sheltering is conducted in response to tornados and severe storms. Sheltering in Place is defined as moving people into the buildings and isolating the building environment from the outside. Emergency response personnel will shut down air handling (HVAC), water, and electrical systems, as required, however, many air handling systems will shut down automatically. Sheltering in Place is conducted in response to hazardous materials incidents. Consult with community public safety personnel to determine the safest shelter areas. Sheltering: Any sheltering area should be identified on the center plan. Identify shelter areas that provide structural resistance from collapse. Shelter areas within the facility will be appropriately marked. Shelter areas will be free of items that may fall on sheltered people. Shelter areas will have emergency light available. Shelter areas will have blankets available. Check with local emergency personnel for advice on shutting off center utilities, if appropriate, then designate a primary and 8

9 alternate staff member to be assigned with shutting off systems as directed. Sheltering in Place: Shelter in place involves keeping all windows and doors closed and covering all air intake vents to provide protection from airborne hazardous materials. Ensure all program staff and children are in the building (outside playground areas are unoccupied). Ensure all doors and windows are closed and secured. If necessary, emergency response personnel will shut off all HVAC systems to isolate the outside air from the building if the system has not already shut down. Remain in the building until notified by the emergency response authorities that the situation has been resolved or that an evacuation has been ordered. CODE RED PROCEDURES Code red simply refers to the lock-down of all rooms currently with staff and/or children. A code red is issued for any type of critical incident that involves the use, continued use or threat of violence that may impact children or staff. All staff will be advised or the term Code Red, its meaning and the proper response at the beginning of each new school year. The Director is responsible for advising staff. Some examples of a code red are listed below in relation to Ashland Head Start: Individual on campus with a gun or other type of weapon Hostage situation Drive-by shooting Any other incident involving the possibility of deadly violence. Disgruntled parent/guardian A code red will be issued by office personnel over the intercom if at all possible. The announcement will be authorized by the Director or Next in Charge. If neither are available, or waiting to obtain permission would needlessly endanger people, then the announcement will be made by the Secretary, at the request of any other authority figure. Authority figures are those staff that have been identified by a written chain-ofcommand issued by the Director. If there are no personnel available to make this decision, or time is of extreme importance, then the Secretary must use his/her own judgment and initiative in making this call. The chain of command for a critical incident is: (To be determined yearly) 1. Director 2. Education/Disability Coordinator 3. Family Services/Health Coordinator 9

10 4. Secretary 5. Family/Community Involvement Coordinator 6. Guidance Counselor 7. Technology Assistant All staff who do not have responsibility for children at the time of the code red will report to the Education/Disability Coordinator in the Multipurpose room, where they will be assigned duties. If code red, do not report is announced, then all staff shall remain where they are. This call indicates that a violent incident is in progress and anyone attempting to report may be placed in danger. Code Red Responsibilities Director 1. Immediately disable the alarm system. 2. Insure that the Secretary has called 911 for help, as well Poage Elementary School. (A false alarm can always be canceled, but if it is the real thing, then waiting can mean the difference between life and death.) 3. Verify, without becoming a victim, that the situation is indeed a lock-down critical incident. When in doubt, err on the side of safety. 4. Have the secretary advise the responding units of the type of situation and any intelligence information gathered at that point. 5. Send a Management Team member (determined by chain of command) or other available staff member to check on any people who may have been injured. She/he should render aid and summon medical personnel once the area is clear of any danger. 6. Detail a Management Team member (determined by chain of command) or other staff member to check all bathrooms when safe to do so. If staff and children are in these rooms, they will be taken into the closest secure classroom and kept there until the situation is over. 7. Assemble the Management Team and immediately begin taking action. Immediately detail a member of the team to meet emergency service personnel outside and advise them of the newest information. This member may also direct emergency services to the scene of the incident. Code Red Lock-Down Procedures 1. Lock all classrooms and office doors. 10

11 2. Check to insure no students are trapped in the hallways or outdoors. 3. Cover any window/opening through which an intruder may view the interior of any room. 4. Turn off all lights, require complete silence. 5. Teachers Immediately make a list of all missing students and their last known location. 6. All Staff Make a list of students now under your control. 7. Do not open your door until the all-clear is given over the intercom or someone in authority comes by your door. NOTE: Only the Director or Next in Charge can give the all clear. 8. Keep children in the room/area until given further instructions. Code 1 Potentially Violent Situations Teacher/Staff Procedures 1. Set up a code phrase for staff and initiate lock down procedures. 2. Immediately call 911 and seek advice on how to handle the situation. 3. Try to isolate the potential aggressor from as many adults and children as possible. If the individual has entered a classroom, seek to draw him/her into the least utilized portion of the room. 4. If comfortable doing so, engage the potential aggressor in agreeable conversation to de-escalate the situation. 5. Remain calm and be polite. 6. While you are engaging the potentially violent individual, other staff members should direct unaffected classrooms to move to locations around the facility that are farthest from the incident point as orderly and quietly as possible using routes not visible by the potentially violent individual. 7. The Director or designee should make sure no other individuals, other than emergency personnel, enter the space where you have isolated the potentially violent individual. 8. Once the police arrive, they will take over the situation, negotiate and dictate further movements. All Other Staff Without Responsibilities for Children 1. Assemble at the pre-designated assembly point. Carry out all new orders or previously assigned duties. Do not assemble if Code Red, Do Not Report is announced. Under those circumstances wait until advised by the proper authority to assemble. 11

12 HAZARDOUS MATERIALS (CHEMICAL) SPILLS CODE 4 Hazardous materials are substances that are flammable, combustible, explosive, toxic, noxious, corrosive, irritating or radioactive. If a hazardous materials accident occurs within close proximity of Ashland Head Start, the following steps will be taken: 1. Call 911 as soon as possible and provide all known Information. (Secretary) a. Approximate number of people on campus and their location. b. Any injuries that have already occurred. 2. If the main threat is toxic fumes, keep everybody inside. (Director) 3. If you are outside when the incident occurs (Staff) a. Move upwind or upstream as quickly as possible. Do not Panic. Hazardous materials can be transported quickly by air and water. b. Do not touch or step in spilled materials. 4. If you are indoors when an incident occurs (Staff) a. Close all windows and doors. Seal gaps under doorways and windows with wet towels and/or duct tape or a similar thick tape. b. Close as many internal doors as possible. c. If the police or fire departments warn of a possible explosion, close all shades and drapes. Stay away from windows to prevent injury from flying glass. d. Turn off all ventilation systems. This may require phoning the maintenance department at This department will be able to offer needed assistance in dealing with the computer controlled ventilation systems (if necessary) for the district. 5. If the incident occurs inside the school (Director and Staff) a. Evacuate the affected area as soon as possible. b. If the only escape route is through the affected area it may be best to follow 4 a. and b. Contact 911 as soon as possible and ask for their recommendations. Do not introduce anyone else into the area even for the purpose of trying to evacuate. Allow emergency service personnel to perform this duty. They are trained to handle this type of crisis. 12

13 CODE 4 Hazardous Materials (Chemicals) Spill Staff/Teacher Procedure 1. Close all windows and doors. Seal gaps under doorways and windows with wet towels and/or duct tape or a similar thick tape. Make your room as airtight as possible. 2. Close as many internal doors as possible. 3. Close all shades and drapes. 4. If you suspect that gas or vapors have entered the building, take shallow breaths through a cloth or towel. 5. Remain in protected, interior areas of the building where toxic vapors are reduced. If this is not possible, then make the area you are in as safe as possible by following steps 1 through Obey all orders from emergency service personnel. 7. Ignore all bells and wait for instructions. GAS LEAKS/EXPLOSIONS CODE 6 1. Inform all staff by intercom, or any means available, that they are to evacuate using fire drill routes, unless those routes place students and staff in danger. Teachers must then find alternate evacuation routes. (Director) 2. Call 911 immediately (Secretary/Staff) 3. Turn off the main gas valve. (Custodian/Staff) 4. Call the gas company at (Secretary/Staff) 5. In the event of an explosion, evacuate and care for the wounded. Notify the school nurse and anyone else trained in first aid. Activate the Management Team. (Director) a. Set up and staff media command post. b. Set up student assembly point. c. Set up parent assembly point 13

14 6. Call the Superintendent s office at (Director) 7. Coordinate activities with the on-scene police commander and decide on options for the safe removal of students from any danger zones. (Management Team) 8. Obtain a list of dead or injured among staff and children. Release only to Police Department and Superintendent s office. (Management Team) 9. Determine if school activities should continue or be canceled for the day. (Management Team) 10. Determine what, if any, written communication related to the explosion/threat should be sent home by children. (Director) 11. Convene a staff meeting after the situation has been resolved to Discuss events of the day and to determine how to proceed the next day. (Director) CODE 6 Gas Leak/Explosion Teacher/Staff Procedure 1. Walk; do not run, to the nearest exit from the building. You should be last in line to make sure that none of the students are overcome by the gas. Remain low if there appears to be a buildup of gas and take shallow breaths through a shirt or towel. Do not activate any type of electrical item, including radios and cellular phone. Do not use any item that generates a spark, fire, or high heat. 2. The evacuation point should be far enough away from the building that, in the event of an explosion, there are no injuries from flying debris. 3. Await further instructions from Director. SUBSEQUENT SCHOOL DAYS FOLLOWING EXPLOSION Day 1 - First day after the explosion 1. The Management Team and staff should meet prior to the beginning of the school day to review any special plans for the day and to provide the staff an opportunity to express their reaction to the incident. 14

15 2. At the start of each session, children, families and staff should be given the opportunity to talk about their reaction to the event. Teachers should be aware of any child/family who is having difficulty and should refer them to the counselors for further care. A counseling center should be available for children, families and staff. Teachers should attempt to resume normal class activities as soon as possible. 3. Schedule and convene a staff meeting for the end of the school day to review the day s events and plan for Day Two. Staff should be updated at this time. Day 2 Second day after the explosion 1. The Management Team and staff should meet prior to school to discuss plans for the day. 2. Open the counseling center to those who still need it. 3. Keep children and families advised of the status of injured classmates and staff. Also advise them of any funeral arrangements in the event of death. 4. Allow a time for memorials to those who may have died in the explosion. 5. Provide updated handouts to families listing anything being done to prevent future occurrences. Also list any new information available that can be released. BOMB THREATS CODE 5 Calls of a threatening nature should be recorded as accurately as possible and reported to police. Depending on the nature of the call, appropriate action should be taken to protect lives and property, including evacuation. If possible, record the threatening message carefully with attention to details. Call 911 immediately and get advice to help determine how to handle the situation including evacuation procedures. The following steps should be taken once a threat has been made: Warning: Do not touch anything and do not investigate anything. 1. The staff member receiving a threat should attempt to: a. Keep the caller on the line as long as possible. b. Notify the Director 15

16 c. Write down all the information obtained, using as many exact words as possible. d. Use the bomb form to gain as much information as possible from the caller. e. Office staff will keep one of the forms next to each phone in the office to immediately record the information if a bomb threat is received. 2. Do not use portable radios or cellular phones anywhere within or near the buildings. The bomb may be radio-detonated and a radio signal can inadvertently set it off. (Director and Staff) 3. Ensure that 911 is called immediately. Follow the advice of law enforcement upon their arrival. Err on the side of conservatism. (Director) 4. Phone the Superintendent at Determine the seriousness of the threat. If it appears to be real, or if authorities advise it, direct children and staff to safe areas of the campus. Tell children and staff that you are conducting an Emergency drill and they are to follow fire drill exit routes. Emergency drill are the code words for bomb threat. Evacuate to areas that are well clear of the building. (Director) 6. Have the custodian shut off main gas lines. (Director) 7. Attempt to continue school activities to the best of your ability in the evacuation areas. (Management Team) 8. Do not advertise that this is a bomb threat. Do not give the caller the satisfaction of knowing he has disrupted school. (Director) 9. If a time was given for the bomb to explode, wait until after time has expired and then make your decision in reference to returning to class or closing school for the day. (Director and Superintendent) Code 5 Bomb Threats Staff/Teacher Procedure 1. Do not use a cell phone anywhere on campus during this incident. It may set off the bomb. 2. Evacuate the building according to instructions given over the intercom. 16

17 3. Advise all children not to touch or examine anything on the way out of the building. 4. Visually examine your area for anything that does not belong. Examples: Boxes, packages, crates, sacks, large or small envelopes, bottles, cans, book bags that don t belong to anyone, plumbing pipes (especially with capped ends), or anything else that seems out of place and wasn t there earlier in the day. 5. Do not physically examine anything yourself. Refrain from opening desks or lockers. Report any suspicious items to the Director. 6. Once outside, keep your children away from buildings, trash dumpsters, and automobiles. Maintain as much distance as possible. 7. Continue school activities as normally as possible in the evacuation areas. 8. Do not allow anyone to return to the building for any reason. Keep all students with you at all times. 9. Await further instructions from the Director. Instructions may be received by intercom, bullhorn, or messenger. FIRE EMERGENCIES/PROCEDURES Each classroom should have a fire emergency plan including an evacuation procedure, marked exits, fire/smoke detectors, fire extinguishers, fire safety training and fire drills. The plan should specify when and how to evacuate in case of fire and under which conditions staff should attempt to control a fire using extinguishers. All Ashland Head Start staff should familiarize themselves with the fire emergency procedure and maintain their areas free from the accumulation of combustible materials. Staff are responsible for ensuring that all fire extinguishers, alarm boxes, exits, and paths to exits are unobstructed at all times. Response to Fires: If a fire/smoke is discovered, immediately sound the alarm, and call 911. If the fire is small (waste paper basket size) extinguish the fire by using water, blanket, fire extinguisher, etc. DO NOT TAKE RISKS. Personal safety and that of the children come first. 17

18 If the fire is larger, or if the smoke makes it difficult to determine the fire location, evacuate and report to the evacuation area. When possible, the Director/Next in Charge shall alert Ashland Independent School District s Central Office of the situation. Fire drills should be practiced at least once a month and at different times of the day (weather permitting). Emergency drills are scheduled at the beginning of each school and a calendar is given to teachers listing which drills will be practiced each month. A log is kept to document that the drills were completed. Ashland Head Start coordinates these drills with Poage Elementary School since both programs are housed on the same campus and therefore share the same facilities as needed. Procedures for Conducting a Fire Drill Inform the staff in advance. The Director informs the staff that there will be a fire drill later in the day/week. Teachers talk to the children about the drill. The children learn about the bell/alarm, rules and procedures for vacating the building. The Guidance Counselor does fire safety lessons with each classroom. Evacuate the building. When the alarm goes off: Teachers line up their children and leave the building, taking attendance sheets and emergency cards with parent/guardian names and telephone numbers with them. DO NOT STOP for coats or any other personal items. Everyone should go to their designated place in the field located behind the buildings. Once outside, the teachers recount their children. The Director and Management Team members check bathrooms, closets, and hiding places for lost children and for possible sources of smoke or fire during a real alarm. Time the drill. The Director times how long it takes to vacate the building. Verify accurate recount of all persons. The Director or designee checks with each group to verify an accurate recount of all persons. Return to the building. The Director or designee gives approval to reenter the building. 18

19 Document the Completed Fire Drill. The Director or Secretary completes written documentation that contains the specifics of the drills. TORNADO CODE 7 A Tornado watch means that a tornado is likely over a large area. A tornado warning means that a tornado has been sighted or indicated on weather radar in a specific area. Monitor tornado watch, warnings, or severe thunderstorm watch/warnings. 1. Activate tornado warning signal in all buildings upon notification by the Weather Bureau, FM Radio, personal observation, or by any other means, of a tornado in the area. (Director) 2. Advise staff to follow Code 7 procedures. (Secretary) 3. Have students remain where they are, after the tornado is over, unless there is danger of the building collapsing. It may be necessary to use battery-operated loud speakers to communicate. (Director/Education Disability Coordinator) 4. Call 911 and give all of the following information: (Use a cellular phone if landlines are not operational) (Secretary) a. Extent of injuries b. Injuries or deaths c. Type of assistance needed. d. Best point of entry for fire, police, and EMT vehicles. 5. Assemble the Management Team. (Director) 6. Turn off the main gas valve and disconnect the power supply to any building that has serious damage and electrical wires hanging loose or lying on the ground. (Custodian) 7. Call the Office of the Superintendent at (Director) 8. Assist emergency personnel in evacuating the injured. Have a first aid trained staff work with medical (EMT) personnel. (Management Team) 9. Have staff members accompany any injured to the hospital to check on them and advise the Director of their status. They may also be responsible for contacting the parents of the injured students. (Management Team) 19

20 10. Designate and man the student assembly point. (Management Team) 11. Designate and man the parent assembly point. (Management Team) 12. Designate and man the media command post. Coordinate with the Law Enforcement Public Information Officer. (Management Team) 13. Assemble the staff in a place of safety to discuss what actions will be taken for the immediate future. (Director) 14. Follow up on students and families exhibiting signs of extreme stress. Set up a counseling center if any counselors are available. (Management Team) 15. Call the American Red Cross for disaster relief. (Secretary) Management Team Duties for Follow-up 1. Meet with the Superintendent the day after the tornado to determine when and where school will be held. 2. Set up a hot line for parents who have questions about school reopening. Man the phone with a member of the Management Team. 3. Provide opportunities for parents to help. Have a parent meeting where questions are answered and a volunteer roster is completed. The Management Team will administer the volunteer program and assign jobs to the parent volunteers. 4. Keep in contact with the staff and advise them of any progress. Have a meting with the staff just prior to returning to school. Discuss any problems they may have and be alert for anyone exhibiting signs of stress. Refer them to a professional for help. 5. Monitor the progress of any injured students and/or staff. The Director and members of the Management Team will visit them in the hospital or their homes. 6. Prepare the school for reopening. Subsequent School Days Day 1 First school day after the tornado 20

21 1. The Management Team and staff should meet prior to the beginning of the school day to review any special plans for the day and to provide the staff an opportunity to express their reactions to the event. 2. At the start of each session, students should be given the opportunity to talk about their reactions to the event. Teachers should be aware of any child who is having significant difficulty and should refer them to the counselor for further care. A counseling center should be available for students and families. 3. Allow children to conduct a memorial for any dead or injured children or staff. Classrooms may plan this activity for the following day. Teachers will meet with the Director for input. 4. Schedule and convene a staff meeting for the end of the day to review the day s events and plan for day 2. Day 2 Second day after the tornado 1. The Management Team and staff should meet prior to the beginning of the school day to review any plans for the day. 2. Continue to watch for students and staff exhibiting signs of stress. 3. Advise students, families and staff that the counseling center will be closing after today and they should contact the school counselor if they still need to talk to someone. CODE 7 TORNADO TEACHER/STAFF PROCEDURES If you are inside when the alert is sounded: 1. Upon hearing the tornado alert, go to your tornado drill area. Teachers take attendance sheets and emergency cards with parent/guardian contact information. DO NOT STOP for coats or any personal items. 2. If possible, take shelter under desks, tables, or any other object that would protect you from flying debris or falling objects. 3. Keep your students away from windows and outside walls. 4. Shut off and disconnect any electrical or gas appliances. 5. Remain where you are after the tornado has passed by. 21

22 6. Unless it is unsafe to remain where you are, wait for further instructions before evacuating your children. 7. Do not touch any loose wires or metal objects that may conduct electricity. 8. Immediately make a list of all missing children and their last known location. Make a second list of all children now under your care. If you are outside when the alert is sounded: 1. Find shelter immediately. If there is time to report to your tornado drill area, then do so. If the tornado is in the immediate area then find shelter in a ditch or other depression in the ground. Get as low as you can and lay face down with your arms protecting your head. 2. Do not move after the tornado has passed without checking for downed electrical lines and other hazards. Wait for emergency service personnel to assist you in moving children if it is not too dangerous to remain where you are. 3. Do not allow children to become separated from you. Keep them together and tend to any injuries. Make a list of all missing students and their last known location. Make a second list of all children now under your care. EARTHQUAKE CODE 8 1. Attempt to call 911. This may be difficult since all lines will be busy or damaged from the earthquake. Police may arrive without being called as part of a cooperative agreement. Keep trying, nevertheless. (Secretary) 2. Convene the Management Team at a site that does not have significant damage. The team should probably convene outside the building until it can be determined if the building is safe. Be watchful for electric lines, broken pipes which are venting natural gas or any other obstacle that could turn deadly. (Director) 3. Send staff to assist the injured. (Director) 4. Make a list of areas of extreme danger that need to be evacuated immediately. (Management Team) 22

23 5. Identify the injured and dead among staff and children. (Management Team) 6. Evacuate children and staff to a staging area. This area should be free of downed power lines and any other debris that could cause injury. It should also be far enough away from any structure that could fall or collapse due to their weakened condition, or from aftershocks. (Director) 7. Provide children and staff with water and other necessities from supplies stockpiled in preparation for a critical incident of this nature. (Management Team) 8. Await instructions from emergency service personnel. Assist them in carrying out those instructions. (Director/Management Team) Management Team Duties for Follow-up 1. Meet with the Superintendent as soon as possible after the earthquake to determine when and where school will be held. 2. Set up a hot line for parents who have questions about school reopening. Man the phone with a member of the Management Team. 3. Provide opportunities for parents to help. Have a parent meeting where questions are answered and a volunteer roster is completed. The Management Team will administer the volunteer program and assign jobs to the parent volunteers. 4. Keep in contact with the staff and advise them of any progress. Have a meeting with the staff just prior to returning to school. Discuss any problems they may have and be alert for anyone exhibiting signs of stress. Refer them to a professional for help. 5. Monitor the progress of any injured children and/or staff. The Director and members of the Management Team will visit them in the hospital or their homes. 6. Prepare the school for reopening. Subsequent School Days Day 1 First school day after the earthquake 1. The Management Team and staff should meet prior to the beginning of the school day to review any special plans for the day 23

24 and to provide the staff an opportunity to express their reactions to the incident. 2. At the start of each session, children should be given the opportunity to talk about their reaction to the event. Teachers should be aware of any child or family who is having significant difficulty and should refer them to the counselors for further care. A counseling center should be available for children and families. 3. Allow children to conduct a memorial for any dead or injured child or staff. Teachers may plan this activity for the following day and contact the Director for input. Day 2 Second school day after the earthquake 1. The Management Team and staff should meet prior to the beginning of the school day to review any plans for that day. 2. Continue to watch for children and staff exhibiting signs of stress. 3. Advise children, families and staff that the counseling center will be closing after today and they should see the school counselor if they still need to talk to someone. CODE 8 EARTHQUAKE TEACHER/STAFF PROCEDURES 1. Staff and children should immediately take shelter underneath your desks or tables. 2. Move away from under light fixtures and suspended objects. Avoid windows and objects made of glass. 3. Leave classroom and office doors open to prevent jamming and you and your children becoming trapped in the room. 4. Shut off and disconnect any electrical or gas appliances. 5. Tend to any injured under your care. Check the area outside classroom doors for any children or staff who may have been injured or were unable to get back to their own rooms. Bring them into your room and care for them. 6. If you are directed to evacuate, follow the fire drill plan unless your route is too dangerous. At this point you must improvise and use common sense to find the safest route. 24

25 7. Once outside, find an open area clear of downed power lines and other items of danger. Stay as far away from structures as possible. Walls, buildings, towers, and poles are all subject to falling after a quake or during aftershocks. 8. Immediately make a list of all missing children and their last known location. Make a second list of all children now under your care. Indicate on the list which students are injured and the approximate extent of their injuries. 9. Remain calm. Wait for instructions and/or assistance from emergency services personnel. MEDICAL EMERGENCIES Ashland Head Staff ensures that all full-time staff members are certified in CPR and First Aid annually. Each classroom is equipped with first aid kits that are checked and re-supplied three times a year. The main office area is also equipped with a first aid kit and restocked as needed. Life Threatening Emergencies means that the patient requires immediate medical intervention to stabilize and prevent the medical condition from deteriorating. Examples of life threatening medical emergencies are: Compound fractures, severe lacerations, internal bleeding, severe burns, difficulty in breathing, heart problems, shock, severe allergic reactions to insect bites/foods/medications, poisonous plant contact or animal bites, ingestion of chemicals/poisoning, and unconsciousness. Procedure for Life threatening Emergencies Person finding injured or ill child shall: 1. Call 911 for emergency medical services or request someone else call. Stay on line with the dispatcher and provide information as requested. 2. Remain calm, render first aid and call for extra assistance if needed. Do not move the injured or sick child unless his/her safety and health are at risk. Director or designee shall: 1. Call 911 if they have not already been called, and report the the incident to Ashland Independent School District s Central Office. 2. Pull the medical release form of the child from the files and provide it to the emergency medical personnel upon arrival. 3. Assign a staff member to accompany the child to the hospital. 25

26 Classroom Lead Teacher is the staff person of choice. 4. Notify the parent/guardian/emergency contact of the child. 5. Maintain communications with staff member assigned to stay with the child for progress reports. COMMUNICABLE DISEASE Communicable disease is defined as any condition which is transmitted directly or indirectly to a person from an infected person or animal through physical contact with the infected or through the ingestion of liquids and foods, exchange of body fluids, exposure to contaminated objects, airborne inhalation, or through vector-borne (insects) spread. Communicable disease includes, but is not limited to, influenza; tuberculosis; conjunctivitis; infectious mononucleosis; acquired immune deficiency syndrome (AIDS), AIDS-related complex (ARC), and positive HIV antibody status; hepatitis A, B, C, and D; meningitis; Severe Acute Respiratory Syndrome (SARS); Chickenpox; Fifth Disease; Measles; Mumps; Ringworm; Scabies; Impetigo; and sexually transmitted diseases. A parent, legal guardian, or other person or agency responsible for a child shall notify Ashland Head Start if the child has any medical condition which is defined by the Cabinet for Health Services regulations as threatening the safety of the child or others in the school. Notification should be given as soon as the medical condition becomes known. The Director and/or Family Services/Health Coordinator will notify the child s teachers of the nature of the medical condition and the School Health Nurse or other Health Professional will be called upon to provide any needed training in regards to such condition. If any student is known or suspected to have or be infected with a communicable disease or condition for which a reasonable probability for transmission exists in a school setting, the Director and/or Family Services/Health Coordinator may order the student excluded from school until such condition has been treated and a doctor has given a medical release to return to school. School authorities shall immediately report all known or suspected cases of communicable disease to the Boyd County Health Department Diseases to be reported shall not include those considered confidential, such as HIV/AIDS, as set forth by Kentucky Regulation. Unless otherwise permitted by law, signed parental consent designating Ashland Head Start personnel to be informed of a child s medical condition shall be on file prior to informing identified school personnel. The Director in conjunction with the Family Services/Health Coordinator and the School Health Nurse shall identify which staff members are to have access to the student s medical information. This determination shall be made on a need-to-know basis. 26

27 In the event of a dangerous epidemic as determined by the Kentucky Department for Public Health, the Ashland Independent Schools Board of Education may close the schools in the district. ASHLAND HEAD START PANDEMIC INFLUENZA PLAN PLANNING OVERVIEW The Director and Management Team at Ashland Head Start having recognized the potential threat of a world-wide influenza pandemic, and the potential impact it could have on Ashland Head Start, the Ashland Independent School District and the families they serve developed a plan to respond to the effects such an outbreak would create. The Governing Body and Policy Council of Ashland Head Start will review and approve this plan annually to insure that the response planning and program information is current and applicable. The Pandemic Influenza Plan will also be incorporated into Ashland Head Start s Emergency Preparedness Plan to ensure the health and safety of our children. This Pandemic Influenza Plan is written specifically for Ashland Head Start. It is the intent of this plan to identify key important actions Ashland Head Start may need to undertake for the preparation of, and response to an influenza outbreak resulting in school interruption. Continued planning and collaboration with the Ashland Independent School District will be required to ensure that the Pandemic Influenza Plan effectively addresses the unique needs of Ashland Head Start. According to the World Health Organization (WHO), An influenza pandemic occurs when a new influenza virus appears against which the human population has no immunity, resulting in several simultaneous epidemics worldwide with enormous numbers of deaths and illness. With the increase in global transport and communications, as well as urbanization and overcrowded conditions, epidemics due to new influenza virus are likely to quickly take hold around the world. 27

28 Influenza is a highly contagious respiratory virus that is responsible for annual epidemics in the United States and other countries. Each year an average of 200,000 people are hospitalized and 36,000 die in the U.S. from influenza infection or a secondary complication. During an influenza pandemic the level of illness and death from influenza will likely increase dramatically worldwide. The impact of an influenza pandemic on the local economy and business processes could be devastating. It is estimated that 15-35% of the population will be affected. There is potential for high levels of illness and death, as well as significant disruption to society and our economy, making planning for the next influenza pandemic imperative. Ashland Head Start will work in conjunction with the Ashland Independent School District to identify key important actions that may need to be taken for the preparation of, and response to an influenza outbreak resulting in school interruption. Continued pandemic education and updating will be necessary to ensure that the Pandemic Influenza Plan effectively addresses the unique needs of Ashland Head Start and the Ashland Community as a whole. Pandemic Influenza Assumptions Predicted spread and severity: Over a several month period, illness rates for population: 15-35%; may come in waves Global spread in 3 months Vaccine availability: 6 months 1 year after initial outbreak Anti-viral treatment: Likely to be in short supply and may not be effective Potential Effects: Large percentages of the population may be unable to work for days to weeks during the pandemic Diminished numbers of people and expertise available Diminished emergency and essential services fire, police, and medical Potential for mandatory school closures Delays in supplies, shipments and mail delivery Delays in outside service work Disruption of utility repairs and limited potential service losses School Operational Effects: Large numbers of staff absent, difficult to maintain school 28