Crisis Response Manual

Crisis Response Manual Crisis Response Manual The procedures listed in this manual are provided for ready reference by all AlphaBEST staff should a drill or an actual emergency occur. 1

EMERGENCY PREPAREDNESS PLAN 1. The Site Manager will secure a copy of your school center s Crisis Response Plan (CRP). The Site Manager is responsible for modifying the CRP to adequately fit the needs of the AlphaBEST program using the Emergency Preparedness Plan Form. All modifications should be approved by the school s principal. 2. Take note of the location of the on-site and off-site evacuation areas. Utilize the same evacuation sites for your AlphaBEST Emergency Preparedness Plan. 3. Site Managers, and designated staff members, must have keys to enter and secure the school building (Code Red Lockdown). No one is to move around campus locking doors. 4. Site Managers and designated staff members must have a means of quick communication (Ex: Walkies, Intercom, or pull the Alarm). Site Managers must have the principal s and the assistant principal s telephone contact information for afterschool hours in case of emergency. 5. Everyone must know and practice the District Emergency Code System. 6. The Site Manager should know the location and have access to the school s crisis response kit. Otherwise, he/she must develop his/her own kit. It should contain at least the following: (Please see the Emergency Preparedness Form for a more detailed list.) AlphaBEST Crisis Response Manual An updated copy of the afterschool Crisis Response Plan Crisis Response Team Personnel Certifications & Assignments On-Site Evacuation Off-Site Evacuation First aid supplies Several copies of school maps Small tool kit Current student roster with parent phone numbers 2

THREAT ASSESSMENT CHAIN OF COMMAND & COMMUNICATION PROCEDURES A. IDENTIFYING AND REPORTING THREATS When a student or adult makes a threat or engages in communications or behaviors that suggest the likelihood of a threatening situation, the AlphaBEST program will take appropriate preventive or corrective measures to maintain a safe and secure program environment, to protect and support potential victims, and to provide assistance, as needed, to the student/adult being assessed. Regardless of threat assessment activities, disciplinary action and or referral to law enforcement are to occur when required by the School Board policy or the State Code. Threats of self-harm require compliance with State Code and applicable School Board policies and regulations. When threats of self-harm are accompanied by threats of harm to others, or investigation suggests the existence of a threat to others, the Principal, Regional Director, School District Contact Person and Area Manager shall be immediately notified and take appropriate action to prevent acts of violence. All AlphaBEST Staff are required to report immediately to the designated school administrator and their direct Supervisor (Site Director) an expression of intent to harm another person, concerning communications, or concerning behaviors that suggest a student/adult may intend to commit an act of violence. Anyone who believes that a person or situation poses a clear and immediate threat of serious violence that requires containment should notify school security and law enforcement in accordance with the School Board policies on crisis management. In accordance with State Code, certain types of threats require immediate notification to law enforcement. The Site Director shall immediately report to the local law enforcement agency: 1. A threat that involves stalking of any person on a school property or in an AlphaBEST sponsored activity; 2. Threat to bomb, burn, kill, or harm AlphaBEST personnel or students in the program; 3. Threats of death or bodily injury to a person or members of his or her family, and/or threats to commit serious bodily harm to persons on school property or in the AlphaBEST program. The Site Director shall also immediately report any act noted above that may constitute a criminal offense to the parents and/or guardians of any minor student who is alleged to have committed the act and shall report that the incident has been reported to local law enforcement, as required by law. The 3

Site Director shall inform the parents and/or guardians that they may contact local law enforcement for further information, if they so desire. In addition, the Site Director/Area Manager may report other threats to the local law enforcement agency, as necessary and appropriate. B. ASSESSING THREATS When a threat is reported, the Site Director shall initiate an investigative process and, in consultation with the School Principal, Area Manager and Regional Director, make a determination of the seriousness of the threats. The initial phase of the threat assessment process typically follows a standard discipline investigation process. As soon as the threat is reported, the school administrator, Site Director and Area Leadership Team will conduct timely interviews of the individual who made the threat, the recipients of the threat, and other witnesses who have knowledge of the threat. The purpose of the interviews is to evaluate the individual s threat in context, so that the meaning of the threat and intent of the individual can be determined. The school administrator and Regional Director, in consultation with Site Director and Area Manager shall make an initial determination of the seriousness of the threat. Imminent threat. If a student or an adult appears to pose a clear and immediate threat of serious violence, the Site Director shall notify law enforcement in accordance with School Board policies on Critical Incident Response. In accordance with the State or District s Crisis Management and Emergency Response Resource Guide responses may include actions such as evacuation, lockdown, and shelter-in-place. Low risk threat. If it is determined that the threat is a low risk threat and the Site Director and Area Manager determine no further assessment or monitoring is required at this time, the Site Director shall complete the Threat Assessment and Response Form and retain a copy with the site s formal records. If the individual/student appears to be in need of assistance, the Principal shall refer the student for assistance from the appropriate school or community-based resources and assign a case manager to monitor progress. If it cannot be determined with a reasonable degree of confidence that the threat is low risk, then a more in-depth investigation is to be undertaken by the Regional Director, in cooperation with the Principal, to determine the nature and degree of any safety concerns and to develop strategies to reduce risk, as necessary. The investigation may include, but is not limited to, reviews of records, consultation with staff who knows the individual, and interviews of the subject and threat recipient(s), or parent interview. If the individual is a student, he/she shall be placed on suspension from the programs (and school, if appropriate) until the threat assessment and any other disciplinary determinations are assigned and completed. 4

Based on information collected, the Regional Director, in coordination with the Area Manager, is to determine strategies to mitigate the threat and provide assistance, as needed. As a step in this process, the Regional Director, in cooperation with the Principal, is to classify threats and respond according to district and State guidelines. Upon determination that a student or adult poses a threat of violence or physical harm to self or others, the Site Director shall immediately report its determination to the Principal and Regional Director. The school administrator shall immediately attempt to notify the student s parent or legal guardian and law enforcement. In instances where the threat is deemed of moderate risk or high risk, or requires further action, the Site Director, in coordination with the Principal, shall notify the parent and/or guardian of the student who is the recipient of the threat and the parent and/or guardian of the student who made the threat. In cases involving low risk threats, the parent or guardian of the threat recipient may be notified at the discretion of the Area Manager and or Regional Director. Findings from assessment and classification of the threat are to be documented in writing by submitting to the Principal a Report within 72 hours of the initial receipt of the threat. Documents are maintained in the discipline file. Interviews are maintained in the personal files of those who conducted them. 5

GENERAL EMERGENCY PROCEDURES Outgoing telephone calls by students or staff will NOT be permissible during the emergency. No student will be released without authorization. Upon authorization, the person picking up the student must sign him/her out. Lists of all released students must be maintained. Any student who is missing or unaccounted for must be reported immediately to the Site/Area Manager. If assigned evacuation area is in close proximity to a damaged or hazardous area, move to a new location as directed. Students who are outside during a LOCKDOWN (Code Red/ White), or severe weather notification should proceed immediately to the nearest safe area. If it becomes necessary to evacuate the campus entirely, authorization will be given as to where and when to relocate the students to the nearest safe site. 6

FIRE EVACUATION PROCEDURES Evacuation maps and Safety Procedures are to be posted at the AlphaBEST site and reviewed with students until they fully understand the evacuation route. The fire alarm bell will sound as an interrupted horn bell. Immediately line children up quietly. Check the restrooms to make sure they are empty. Bring attendance sheet and Crisis Response Manual. Turn off lights in the center and close doors as you exit. Leave doors unlocked. Students exit by walking at a rapid pace, not running, in single file, no talking, with hands folded or by their sides. Proceed quietly to designated area for evacuation. The Zone Leader should lead students out of the building to ensure that the exit pathway is safe. If another adult is present, the other adult should be the last one out of the room. In the event a fire blocks your way, use the next nearest path to safety. Zone Leader will take attendance once at the evacuation area immediately report any missing students to a staff member with a walkie-talkie. Students are to remain quiet in line until the all-clear is sounded. Re-enter the building quietly following the reverse exit path. 7

SEVERE WEATHER PROCEDURES Tornado/Hurricane WATCH means the possibility of a tornado or severe storm exists. Area/Site Manager will monitor weather updates in the local area. Discontinue all outside activities. Keep all students inside. DO NOT ALLOW any students to leave the site unsupervised. Zone Leaders must immediately take attendance. Report any missing students to the Area/Site Manager. WARNING means a tornado is indicated on radar or has been spotted in the area. Follow WATCH steps 1-3 above. Proceed quietly to a designated interior wall/shelter area. Instruct students to assume protective postures, facing interior walls. Give command when danger is imminent, Everybody down! Crouch on elbows and knees! Hands over back of head! NOTE: All concrete structures may be used as safe shelter in the case of such storms. 8

CODE RED LOCKDOWN (NO MOVEMENT other than police/fire/ authorized personnel) a) Escort any children quickly into one room. b) Close and lock all doors. Cover door windows and close all blinds, if applicable. c) DO NOT leave the site and DO NOT allow anyone else to leave for any reason. d) Keep all students in the room. DO NOT admit anyone other than administration/police/fire personnel. e) Keep students quiet. Turn off lights, and instruct students to get in a sitting position. Get away from windows and doors. f) DO NOT make phone calls. IMPORTANT: All Crisis Response Team members and staff who do not have supervisory responsibilities for students should remain inside until advised to leave by administrator or designee. 9

CODE WHITE BOMB THREAT EVACUATION Turn off all walkie talkies, cell phones, and pagers. Leave all electrical devices as they are on or off (lights, TV s, radios, computers, etc.). Sound the Alarm and follow the Evacuation procedures, and take the same evacuation route unless advised otherwise. DO NOT touch any suspicious objects. IF YOU SEE A SUSPICIOUS OBJECT, report it to the designated authority. Leave all doors unlocked. Take attendance immediately upon reaching the evacuation site. Report any missing students to the Site/Area Manager. Do not return until all clear is given by administrator. 10

CRISIS RESPONSE TEAM (CRT) Assignments/Certifications Name Position Certification(s) Responsibility/Role 11

Date DRILL LOG Code (circle one) Employee Signature 12

EMERGENCY PREPAREDNESS PLAN Name: Name of Program: OCC License/Registration Number: Please Center Family Informal check type of care: Address: County: Zip Code: 1. LOCAL EMERGENCY OPERATIONS CENTER Name: Address: Telephone #: Outline plan to make the Emergency Center aware of your child care site: Note: If the Emergency Center is already aware of your location, note above under plan. Notify Emergency Center, provide addresses, phone numbers of children and give the fire department a copy of my plan. TASK Declaring an emergency Calling for assistance Contacting families Making decision to evacuate Initiating contact with Evacuation Site Carrying Ready to Go file Carrying Disaster Supply Kit Bringing children s activities to Evacuation Site 2. THE FOLLOWING POSITION(S) AT THE CHILD CHARE SITE IS RESPONSIBLE FOR: POSITION RESPONSIBLE TASK Arranging transportation for children/staff Carrying needed medications Completing final building check after evacuation Determining when the emergency is over Conducting emergency drills Communicating EP plan to parents Media contact person Pet arrangements if time allows 3. CHILDREN, STAFF AND PROGRAM RECORDS Description of the plan to safeguard children, staff and program records: POSITION RESPONSIBLE Emergency child records will be stored in a water and fire proof box. They will also be in a plastic file box to carry in case of evacuation. Safeguard children by going through evacuation, location, or shelter in place. Keep away from doors, maintaining emergency contact list and evacuation plan. AGENCY/SERVICE Ambulance Police Department Local OCC Office Health Department 4. LIST LOCAL EMERGENCY SERVICES NUMBERS TELEPHONE NUMBER AGENCY/SERVICE Water Verizon Repair Substitutes American Red Cross National Response Hotline TELEPHONE NUMBER 13

EMERGENCY PREPAREDNESS PLAN 5. THE LOCAL EMERGENCY ALERT SYSTEM (EAS) RADIO STATION IS: AM FM 6. THE LOCATIONS IN CHILD CARE SITE WHERE EMERGENCY TELEPHONE NUMBERS ARE POSTED: 7. EMERGENCY COMMUNICATION Position responsible for communicating emergency Alternate position for communicating emergency information: information: The items and methods used to communicate in an emergency are: Items used for communication will be stored/maintained: (where/how) 8. DISASTER SUPPLY KIT The items to be included in the Disaster Supply Kit and First Aid Kit: Additional supplies added in first aid kit under OCC regulation in state of MD Position responsible for checking supplies in Kit on a regular basis: Description of how Kit will be transported to an evacuation location: Student Activities: Pain Medication: Three day supply of non-perishable food: each student and staff personal emergency bag Blankets: Essential Document Files: Student Emergency Form, Staff Personnel Form, Medial Awareness, Medication Forms Pen and Paper: Changes of Clothing: Item that would assist with children in care readily recognizable: Money sealed in a water proof container: Battery Powered Radio: Flashlight with an extra bulb: Extra Batteries: included in additional flashlight kit Charged Cell Phone: Whistle: Vehicle Keys: None Manual Can Opener: none Storage Bags: Additional storage bags in first aid kit Matches sealed in a waterproof container: None/not permitted on school grounds Disposable eating utensils: provided in student emergency bag Bleach: none Wet Towelettes: Antiseptic Wipes: 14

EMERGENCY PREPAREDNESS PLAN NAME 9. EVACUATION LOCATIONS FOR CHILD CARE SITE ADDRESS TELEPHONE NUMBER CONTACT PERSON FORMAL AGREEMENT IN PLACE Yes no If site does NOT have a formal written agreement between the site and the evacuation location, one will be secured by: The formal written agreement will be reviewed and updated, if necessary, by (position): Description of how children & adults will be transported to evacuation site: Include how non-walking children (babies) and disabled adults/children will be transported. 10. ACCOUNTING FOR CHILDREN AND ADULTS AFTER AN EMERGENCY Position responsible to assure all children & adults are accounted for after an emergency: Method used to account for all children and adults: 11. NATURAL EMERGENCY SITUATIONS Description of the natural emergency situations that occur most often in the child care site s region (winter storms, hurricanes, etc.): 12. DIFFICULT SITUATIONS WITH ADULTS Description of procedures in place to deal with a parent, guardian, or authorized person that arrives at the child care site to pick up a child in an impaired condition. Do not release child, call the other parent, notify police, and have the parents sign a written agreement that states, no one will be able to pick up a child in an impaired condition. 13. EMERGENCY PLAN REVIEW The emergency plan is reviewed and/or revised (how often) by (position): 14. CHILD CARE SITE EMERGENCY READINESS Implementation of the following strategies will strengthen our ability to handle emergency situations at eh child care site: 15

EMERGENCY PREPAREDNESS PLAN SAMPLE EMERGENCY (CODE RED) PLAN AlphaBEST@ Jenifer Elementary 2820 Jenifer School Lane Waldorf, MD 20603 Re: Code Red Location License for Cafeteria, Gym, and Library If we are in the Gym or Cafeteria: Our First code red location is the Building Service room, and then we will enter the large closet, which have no windows and have a lock on the door. If we are at the library or at the bathroom: Our second location is the Art room, which we will enter the large closet that has no windows and a lock on the door BOMB THREAT PHONE CALL *DO NOT USE WALKIE-TALKIES OR CELL PHONES UNTIL ADVISED BY ADMINISTRATOR* The personnel receiving the call should try to determine the following: Approximate age of caller Accent- local, foreign, drawl, etc. Reason for threat - does caller sound angry with someone or something? Background noises - music, people talking, etc. Disposition of caller - calm, hysterical, etc. Gender of caller - Male/Female, disguised voice THEN: Do NOT hang up or otherwise disconnect the call (do not put the call on hold or transfer- the trace may be lost) Note the line on which the call came in Immediately use the "Recall" button to generate a new dial tone Press * 57 - you will receive a recording verifying the call was traced or logged by Bell Atlantic Record the date, time and number of the phone line of the call, as well as any other details that might be helpful to an investigation Immediately notify an Administrator IMMEDIATE ADMINISTRATIVE ACTIONS Evacuate building using fire emergency evacuation procedures. Sound Alarm Do NOT use P.A. system Notify Charles County Sheriff's Office (911) Notify the Office of the Superintendent (7320) Inform staff of situation in evacuation areas via Crisis Team 1. Principal 2. Vice-Principal 3. Secretary to the Principal 4. Building Service Manager 5. Guidance Counselor 16

EMERGENCY PREPAREDNESS PLAN SAMPLE 6. Nurse 7. Substitute Principal If inclement weather, office personnel will call Calvary Gospel Church for temporary use of their facility. Within 24 hours - Submit incident report to the Office of Associate, Superintendent if Sheriff's Office is involved, or if injuries occur. EMERGENCY PLAN FOR OUTSIDER IN THE BUILDING WITH WEAPONS AND (OR) HOSTAGE SITUATION PROCEDURES TO FOLLOW: 1. The Site Manager will call 911 and School Administration (7320) and give all known information (number of outsiders, a description of their clothing, what types of weapons are involved, last known location of outsider, best entrance for police officers to use). 2. The following announcement will be made via the P.A. system or walkie-talkie: "CODE RED, CODE RED" This announcement means there is a dangerous situation in the building, and the police have been called. Teachers in enclosed areas should lock all doors and keep students in a small, secure area. Team leaders should immediately collect their walkie-talkies and take them into their classrooms. Students and teachers should be seated on the floor, away from doors and/or windows. No students should be permitted out of your sight. Assigned staff will do a quick visual sweep of hallways and/or bathrooms for students and usher them into the nearest classroom. BSMJW will lock back door. The fire drill form will be utilized to report extra people/students found away from their designated area. Do not use outside phone lines. Contact the office only if there is an immediate need; not to just "see what's going on". Information will be given to you as soon as it is available. Let down window covers so that an intruder cannot see into the classroom. 3. Maps of the building should be provided to the arriving police officers. 4. Announcements will be made, as needed, to instruct staff and students on evacuation plans once the police have arrived and isolated danger. 5. Be assured, your safety and the safety of our students is our utmost concern. Help is on the way. 6. Do not leave your area until you are instructed to do so by a police officer or the all clear announcement has been given. 7. When the "All Clear'' is announced, team leaders will report extra children and adults in their pod and who is missing from their pod, or that everyone is accounted for using the walkie-talkie. Secretaries will call into the classrooms for this information. 17

INTRUDERS EMERGENCY PREPAREDNESS PLAN SAMPLE The primary deterrent to unwanted visitors is the proactive supervision of all areas. This includes teachers in their classrooms, hallway supervision in the morning, afternoon, and between classes, office staff, and administrators on supervision. It requires everyone's watchful eyes and intervention. All staff members are to wear identification badges at all times in the building. If a badge has been lost, immediately make arrangements for replacement with Personnel at the Central Office AND borrow a temporary badge from the office. If an unidentified person is seen, or even if it is a visitor you recognize, they will be wearing a visitor's pass if they have followed procedure and reported to the office. If there is no visible pass, ask in a polite, but firm way if they have stopped at the office for a pass. Most of our visitors are cooperative and will comply with the request. If they do not and they refuse to come to the office, keep them in visual contact. Alert the closest staff member to notify the office. If the intruder leaves the building, try to see where they exit and if they leave in a vehicle. Any/all of this information will be important and should be reported to the administration immediately. FINDING A WEAPON ON SITE If you find a gun on site, do not touch it, but keep it in your sight. Send another staff member or responsible student to the office. You do not want to create a possible danger to yourself or others by handling the weapon, nor do you want to interfere with fingerprints. Do Not ever ask someone with a gun to "Give it to Me." If a gun is handed to you, assume it is loaded. Do not touch the trigger or any moving parts. Do not attempt to unload the chamber. Hold it by the handle with your finger well away from the trigger. Keep it pointed away from any people or objects. If circumstances permit, ask the person who has the weapon to place the weapon on the ground and follow the procedures outlined in the first paragraph UPON ARRIVAL AT SHELTER LOCATION Students will be met at bus and directed to shelter area where they should remain. Restroom and drinking fountain locations will be assigned. Office staff from sending school should immediately be assigned an area for student sign out by parents. Sign out sheets should be made available. Students who are being picked up by parents are to be brought to the assigned areas. Parents are not to pick up anyone else s children. Picture ID will be required in cases of the parent being unknown to staff. Phone or other source of communication for use by sending school should be identified. Nurse will be assigned to an area for health services (may be existent health room). Meds should be secured. Sending school administration is responsible for their students' behavior, safety and security. CONCLUSION OF INCIDENT Students and staff will be returned to home or school, if appropriate, or taken to a county shelter if required. Evacuated school will be opened ASAP by staff in order for staff and students to recover personal items. This might not necessarily be the same day of evacuation. 18