School District 68 (Nanaimo-Ladysmith)

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1 Safety Office School District 68 (Nanaimo-Ladysmith) 395Wakesiah Avenue, Nanaimo, BC V9R 3K6 Telephone: (250) / (250) Fax: (250) EMERGENCY PREVENTION, PREPAREDNESS AND RESPONSE STRUCTURE Written Safe Work Procedures OH&S Regulations Section 4.13 state: The employer must conduct a risk assessment in any workplace in which a need to rescue or evacuate workers may arise. If the risk assessment required by subsection (1) shows a need for evacuation or rescue, appropriate written procedures must be developed and implemented, and a worker assigned to coordinate their implementation. Generally speaking School Districts in BC subscribe to the standardized Incident Command System (ICS) that is accepted nationally and internationally. It is a flexible system that can be adapted to a wide variety of incidents and events both small and large. In BC, it is referred to as BCERMS or BC Emergency Management System. DEFINITIONS Emergency response procedures steps to take to control the event and minimize the consequences. Prevention helps to ensure that the risk of occurrence of emergencies is either eliminated or minimized. Preparedness ensures that we are prepared to effectively respond to an emergency. Response procedures, checklists and other resources used during an incident response. Operations Staff Person in Charge School Site Note: Command of an incident most often established at this level. Transfer of command may take place depending Normally School Principal or Immediate Supervisor The person on site who is responsible for the on-site command function at all times. Responsible for activating and supervising elements in accordance with the Emergency Response Plan. As the identity of the Person In Charge changes through transfers of command, this responsibility shifts with the title. The term Person in Charge refers jointly to both the person and the function. on the situation. Responsible for the command function for the school district as a whole at all times. This term applies to both the person Incident Commander (IC) Superintendent of Schools. and the function. The Incident Commander would normally be the Superintendent of Schools. However, as the identity of the IC changes through transfers of command, this responsibility shifts with the title. Command Staff Public Information Officer (PIO) Liaison Officer (LO) Superintendent of Schools until assigned to another staff person Superintendent of Schools until assigned to another staff person Responsible for interfacing with the public and media and/or with other agencies that require incident-related information. The point of contact for representatives of other governmental agencies, nongovernmental organizations and/or private entities. Representatives from assisting or cooperating agencies and organizations coordinate through the LO. Monitors incident operations and advises the IC on all Superintendent of Schools matters relating to operational safety including the health Safety Officer (SO) until assigned to another staff person and safety of emergency responder personnel. The SO has emergency authority of the IC to stop or prevent unsafe acts during incident operations.

2 School District 68 (Nanaimo-Ladysmith) Emergency Response Structure Roles and Responsibilities Incident Response Position Person in Charge (School principal or immediate supervisors) Role Responsibilities Checklist Responsible for managing tactical operations at the Primary Responsibilities incident site to reduce immediate hazards, save lives and property, establish situation control and restore normal conditions. 1. Directing the execution of the Emergency Evaluate, organize, assign and brief staff Brief and assign staff in accordance with Emergency Response Plan Supervise staff Response Plan. Secondary Responsibilities 2. Activating and executing the Site Safety and Health Plan. Coordinate with Command Staff (see p1) as appropriate to carry out activities while 3. Requesting or releasing resources. complying with safety requirements. 4. Making expedient changes to the Emergency Monitor and request resources needed 5. Response Plan as necessary Assist the appropriate Command Staff Reporting to the Incident Commander (see p1) in developing the risk/hazard analysis. Implement effective strategies and tactics to meet objectives (reduce hazards, save lives and property, establish situation control and restore normal conditions). Assemble and disassemble teams. Organize situation effectively to ensure manageable span of control and safe operations. Identify and use staging areas as necessary / appropriate.

3 Incident Response Position Incident Commander IC (Superintendent of Schools) Role Responsibilities Checklist 1. Overall management of the Incident. This Primary Responsibilities includes: All of the command staff functions (PIO, SO, LO, OSC) when they are not staffed. Staffing and managing staff positions as needed. 2. Assessment of the incident priorities Name the incident Establish immediate priorities Determine the incident s strategic goals Develop and/or approve and implement the Emergency Response Plan Develop an incident command structure appropriate for the incident. 3. Assess resource needs and orders Coordinate overall emergency activities Ensure adequate safety measures are in place Approve requests for additional resources Approve/ensure incident funding and expenditures 4. Coordinate with outside agencies Coordinate incident investigation Authorize information release to the media Order the demobilization of resources when appropriate. Get briefed Brief staff and give assignments, including delegation of authority Name the incident Secondary Responsibilities Establish appropriate Incident Command Structure and staff positions as needed. Establish strategy Ensure adequate safety measures and message is in place and communicate to all workers Coordinate activities of all staff Direct staff to develop plans and staffing requirements Prepare and participate in the planning process and meetings Coordinate with outside entities if necessary Evaluate and ensure that incident objectives are accomplished Manage requests or release of resources as appropriate Ensure incident investigation as necessary 1. Develop and release information to the media, staff Primary Responsibilities and other agencies as appropriate. Organize, assign and brief assistants 2. Coordinate and get approval from the Incident Commander before the release of all incident- Determine from the Incident Commander limits on information release related information. Obtain Incident Commander approval for 3. Monitor the public s reaction to information. media release Public Information Officer PIO (Superintendent of Schools or as assigned) Secondary Responsibilities Manage media and public inquiries Coordinate emergency public information and warnings Establish any restrictions for media access Inform media and conduct briefings Arrange for tours and other interviews Obtain new media information that may be useful for incident planning Maintain current information summaries and/or displays Liaison Officer Brief and advise Incident Commander on information issues and concerns Prepare appropriate forms and other informational documents Point of contact for representatives of other Primary Responsibilities

4 Incident Response Role Responsibilities Checklist Position LO (Superintendent of Schools or as assigned) governmental agencies, non governmental Organize, assign and brief assistants organizations, and/or private entities. Representatives Provide a point of contact for assisting and from these agencies coordinate through the Liaison cooperating with outside agency Officer. representatives. Develop Agency Representative 1. Communicates with the Incident Commander the responsibilities from each agency and representing agencies concerns and issues. contact information. 2. Maintain contact of and with all involved agencies 3. Prepare and include necessary information about Secondary Responsibilities agencies in the Emergency Response Plan. Keep agencies supporting incident aware 4. Only one Liaison Officer will be assigned for each of incident status incident. Monitor incident operations to identify current or potential inter-organizational issues and advice Incident Commander as appropriate. Brief Incident Commander on agency issues and concerns Participate in planning processes Prepare and maintain appropriate records, forms reports Monitors and advises the Incident Commander on all Primary Responsibilities matters relating to operational safety, including the health and safety of emergency responder personnel. 1. Assess and communicate hazardous and unsafe Recon the incident visually Identify appropriate PPE, control zones, and safety hazards situations. Secondary Responsibilities 2. Ensure a site safety and health plan is developed. Participate in planning processes 3. Develop safety measures or communication to Develop Risk/Hazard analysis assure personnel safety. Prepare appropriate forms and other 4. Correct unsafe acts or conditions. Safety Officer SO information to be included in the 5. Maintain awareness of active and developing (Superintendent of Schools or Emergency Response Plan as assigned) situations. Exercise emergency authority to prevent or 6. Prepare and include safety messages in the stop unsafe acts. Emergency Response Plan. Ensure working conditions are monitored 7. Only one Safety Officer will be assigned for each and work/rest guidelines are adhered to. incident. Brief Incident Commander on safety issues and concerns Investigate accidents within incident areas Prepare, organize and provide information as appropriate Ref: Emergency preparedness and Response CAN/CSA- Z Ref: Emergency Response PlanningGuide Canadian Centre for Occupational Health and Safety X-Ref: School District Emergency Preparedness Manual X-Ref: Site-based Emergency Response Plans

5 Accidents EMERGENCY SITUATIONS Type of Emergency Internal Controls External Controls Bus crash Motor vehicle crash Serious Injury Heart attack / Stroke Death Lost Person Violent Incident Social Disturbance Bomb Threat; Chemical Exposure Threat Weapon Threat Hostage Taking Threat Disease Outbreak Pandemic Seismic Event Earthquake Shallow or Subduction (deep) (Nanaimo is located in seismic zone 5and 6 Zone 6 being the most extreme). Based upon National Building Code 1990, SD68 falls primarily within Zone 5(Ref: Hazard Risk & Vulnerability Assessment Regional District of Nanaimo June 2006) Orientation & Training Safe Work Procedures Site-based Health & Safety Committees Critical Incident Team Board of Education Policies & Procedures Designated First Aid attendant Safe Work Procedures Employee Safety Plans Emergency Response Plans Student/Employee Lock Down Procedures Student/Employee Evacuation Visitor sign-in Challenging behaviours program (SSS) NVCI training MOE Safe, Caring and Orderly Schools Threat Assessment Teams Pandemic Plan Exposure Control Plan Education Ongoing Communication District Committee Seismic Upgrading Site-based Earthquake Preparedness & Response Plans Student/Employee Earthquake drop, cover & hold drills Student/Employee Evacuation Drills Some sites Earthquake Kiosks Education & Communication RCMP WCB ICBC City of Nanaimo Emergency Response Program Nanaimo Regional District Emergency Response Program Cowichan Valley Emergency Response Program Emergency Social Services (ESS) RCMP WorkSafeBC Ministry of Children and Families Provincial Health Officer recommendations School Medical Health Officer recommendations Vancouver Island Health Authority recommendations Provincial Emergency Program Local Government Emergency Programs Emergency Social Services Health Authority Emergency Responders Building codes Tsunamis Emergency Response Plans City of Nanaimo some tsunami Fire School District Site Adjacent and/or in Vicinity of School District Site Wildfire Toxic Smoke Asbestos exposure Flooding Crawl spaces HAZMAT and Spills Chlorine Spill Aquatic Centre Asbestos Exposure Gas (nearby gas stations, fuel storage areas) Site-Based Fire Evacuation Plans Evacuation Drills Regular maintenance inspections Education / Training Asbestos site inventory Landslides Regular Maintenance mapping Community Emergency Response Agencies Evacuation Orders Communication with community partners City of Nanaimo Emergency Alert System WorkSafeBC

6 Site inspections Weather Event Blizzard Snow Storm Lightning Storm School Closures Community information protocols School Buses deployed early (pm) or don t operate at all (am) BC Hydro Early warning - Local Media Community water system Hailstorm Well water tested regularly Rainstorm & Windstorm Power Outage Water Quality Wildlife Interface Bears Cougars School site vigilance Risk awareness Conservation Officer Deer Structural Collapse Asbestos Exposure Regular maintenance Site inspections Community Emergency services WorkSafeBC Asbestos Inventory Asbestos Management Program Facility infrastructure maintenance

7 City of Nanaimo Emergency Response and Recovery Plan (March 1, 2008) Page 121 Section 4.16 Seismic Hazards Earthquake In case of a major earthquake: POLICIES 1. In the event of a major earthquake, the Emergency Control Center (ECC) should be considered an automatic Level 3. (Level 3 events are of large magnitude and/or long duration or may have multiple sites that involve multi-agencies and multi-government response). 2. Should the operational area of this ECC not be affected, it is our (City of Nanaimo) policy to provide support and assistance to other areas affected as needed and requested. This may include providing resources or receiving evacuees. HAZARD SPECIFIC CHECKLISTS Director Emergency Control Center (ECC) Notify Provincial Regional Emergency Operations Centre (PREOC) when ECC is activated Select Fire Chief or alternate as Operations Chief Ensure all agency representatives contacted and requested to attend the ECC Establish adequate communications and news release systems (Information Officer) Establish public inquiry system (Information Officer) Request outside assistance, including military from PREOC if required Staff Liaison Officer, Information Officer, and Risk Management Officer positions Operations Coordinate rescue of trapped, injured persons (Fire Branch) Staff Emergency Social Services (ESS) positions for possible reception centres (ESS Branch) Coordinate the evacuation of personnel (Police Branch Coordinate traffic control (Police Branch) Coordinate temporary morgue (Police Branch, Coroner Unit) Coordinate the protection of property and relocate resources where necessary (Police Branch) Coordinate salvage operations of essential items (Fire Branch) Coordinate the elimination of hazards from damaged utilities (Engineering Branch) Coordinate emergency public health facilities (Health Branch Planning Obtain and disseminate current seismic data Deploy field observers to gather damage intelligence as soon as possible (Situation Unit) Consider possible major effects (Advance Planning Unit): o Injuries and fatalities o Trapped persons o Damage to property o Damage to roads, bridges, utilities, buildings o Fire hazards and explosions o Escape of dangerous gases eg natural gas o Flooding from broken water mains o Hypothermia if event occurs in winter o Landslides o Panic o Contamination of normal water supplies o Dangers to public health o Adjacent communities may be affected as well, slowing assistance o Losses to local economy

8 Regional District of Nanaimo Hazard, Risk & Vulnerability Assessment Update February 2009 Hazards Seismic (p.42) The Nanaimo Regional District is located within the Ring of Fire that extends along the west coasts of South and North America, eastern Asia and the South Pacific. This entire zone has frequent earthquakes. The earthquake hazard is primarily due to the location of the RDN in the northern region of the Cascadia Subduction Zone where the Juan de Fuca tectonic plate is pushing under the North America plate. This plate against plate movement appears to be locked at this time which results in deformity of the plates that stores energy that can be released as an earthquake when the locked sections rupture. Geological evidence indicates that these earthquakes exceeding magnitude 9.0 have occurred in a cycle of years. The last known great earthquake was in January of The ground motion of an earthquake, surface failures and liquefaction result in disruption and damage. The degree of damage is related to the magnitude of the seismic event and its proximity to populated areas. Magnitude relates to the relative strength of the earthquake and damage to structures begins to happen near magnitude 6 on the Richter scale when the event is close to populated areas. The National Building Code of Canada 2006 shows the RDN to be within a high hazard area. Earthquake risk zones have been established by an analysis if past earthquake activity and tectonic structure. The relationship between earthquake occurrence frequency and relative magnitude are used to determine risk zones for the purposes of providing a building code intended to prevent structural collapse and protect human life. The majority of buildings in the RDN are wood frame and low level which results in a reduced likelihood of collapse. Taller buildings have been built under more demanding building codes which are more earthquake resistant. Earthquake response and recovery are further complicated by the likelihood of impact extending to surrounding communities and the lack of availability of mutual aid resources as each community will be struggling to deal with their own issues. A key aspect of earthquake preparedness lies with individuals and families. The resources of the local authorities will be consumed by high priority emergencies.

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