Schools must operate within a safe and orderly environment to be effective. Staff at the district and building level must be prepared in case of an emergency. School authorities have a moral and legal obligation to provide for protection of property and lives of students and staff during emergencies.
A comprehensive plan for each individual school building in the Henderson County School District will include checklists with lines of successive and emergency assignments clearly designated. Attention will be given to the preservation of essential records and critical building areas.
In the Henderson County District Emergency Services Plan, areas with large concentrations of people such as schools, industries and factories, hospital, nursing homes, etc. will be the initial agencies to receive emergency assistance. Schools, if in session, are top priority for response and rescue services. The crisis procedure will be reviewed and, if needed, revised annually prior to the beginning of each school year. Training procedures shall be conducted annually.
Principal Directive
Each school’s Crisis Procedure Plan will be
updated yearly to better reflect the actions required to minimize the loss of
life and injury
to persons and property.
The principal will be the planning coordinator and will involve the
necessary individuals to accomplish the objectives.
Assignment of duties to specific individuals does not relieve other school employees from acting in their areas of responsibility in emergencies for implementation of the plan.
At least once a year, within one month after school commences, the principal will arrange for a general faculty meeting of all personnel for the purpose of reviewing the validity of the plan and to update the staff regarding new procedures. A similar meeting will be held with the Site-Based Council and/or appropriate parent organization of the school.
A chain of command (with a Person in Charge) that will include names and phone numbers of persons to succeed the principal in the event of his/her absence or incapacitation will be designated in writing and prominently displayed in the school office. It should be marked as “Media” – “Crisis Team.”
PRINCIPAL
The principal shall become responsible for the overall direction of disaster/emergency procedures at the school site.
A. Direct evacuation of building in accordance with procedures.
B. Arrange for transfer of students, staff, and other individuals when their safety is threatened by a disaster.
C. Take any other steps deemed necessary to ensure the safety of students, staff, and other individuals.
D. Assist as directed by the superintendent.
TEACHERS AND SUPPORT STAFF
Teachers shall be responsible for the supervision of students an will remain with students until directed otherwise.
A. Direct evacuation of student in their charge to inside or outside assembly areas in accordance with signals, warning, written notifications, or intercom orders and procedures as described in the established procedures.
B. Render first aid if necessary. School staff should be trained and certified in first aid and C.P.R.
C. Take roll and issue name tags when the class relocates in an assembly area as practical after a disaster strikes.
D. Report missing students and staff to principal.
E. Assist as directed by the principal.
MAINTENANCE AND CUSTODIAL STAFF
Custodians shall be responsible for the use of emergency equipment, the handling of supplies and the safe use of available utilities.
A. Survey and report damage to the principal.
B. Assist rescue operations as required.
C. Assist fire fighting efforts until regular fire fighting personnel take over.
D. Control main shut-off valves for gas, water, and electricity and assure that no hazard results from broken or downed lines.
E. Assist in the disbursement of supplies and equipment.
F. Conserve usable water and other supplies.
G. Assist as directed by the superintendent or principal.
SECRETARIAL STAFF
A. The school secretary shall be responsible for reporting a fire or other disaster.
B. Provide for the safety of essential school records and documents.
C. Utilize telephones and monitor emergency radio broadcasts.
D. Remove essential medications and emergency cards to alternate site.
E. Perform the duty of messenger-courier as directed.
F. Assist as directed by the principal.
FOOD SERVICE/CAFETERIA WORKERS
A. Use, prepare and serve, on a rationed basis, cafeteria stock and water supply whenever the feeding of students and staff becomes necessary during a disaster.
B. Assist as directed by the superintendent or principal.
BUS DRIVERS
A. Supervise the care of students if disaster occurs while children are in bus.
B. Render first aid.
C. Transfer students to new location when directed by the dispatcher or authorized regulatory agency.
D. Utilize bus radios as an emergency communication system.
After calling emergency services and following safety procedures, it is imperative that employees immediately relay factual information to the superintendent's office. During working hours this phone will always be answered. Home phone numbers will be used after working hours.
The Superintendent will notify the Director of Transportation and other school district people determined necessary to respond to the emergency.
All media will be referred to the Superintendent or Deputy Superintendent
The THREAT CALL CHECKLIST should be kept at each secretary’s desk.
DON’T HANG UP THE PHONE. (Have another person use another phone to call police – 911.)
RECORD THE EXACT WORDS USED BY CALLER
Ask: What time is it set for?
Where is it?
What does it look like?
Why are you doing this?
Who are you?
NOTE THE VOICE ON THE PHONE: (Checklist)
Man Woman Child
Intoxicated Speech Impediment
Accent Other
NOTE BACKGROUND NOISE:
(Checklist)
Music Children Talk
Airplane Traffic Typing
Machines Other
Remember: DON’T HANG UP THE PHONE. (Have another person use another phone to call police – 911.)
THE PERSON RECEIVING THE CALL SHOULD IMMEDIATELY NOTIFY AUTHORITIES AND GIVE THE PREVIOUS INFORMATION TO THEM. THEN NOTIFY THE PERSON IN CHARGE AND ALERT THE SUPERINTENDENT’S OFFICE.
Note:
Date___Time of Call____
Name of person who received the call.
Communication Procedure for Person in Charge
Step 1 – Emergency Services 911
Police, Fire, Ambulance, Sheriff,
Disaster Emergency Services (DES)
Tell the dispatcher who you are, where you are located and what the emergency is at your location.
Remain there until help arrives.
Step 2 - Activate the Media Plan
If it is necessary to send a student or staff member to a hospital by ambulance, send a staff member along with their emergency card and school/district phone numbers.
Hospital General Information - 827-7700
Hospital Emergency Services - 827-7710
Step 3 – Immediately report crisis to: Henderson County Board of Education 831-5000
The only means to inform the general public is by the mass media. (These are radio, television, and newspaper.) We must provide prompt and accurate information. Any mis-information can create confusion. Isolated quotes from individuals are usually incomplete and misleading and therefore MUST BE AVOIDED.
Technology can be a very effective tool for communication during an emergency. Some common tools that may be used include the following:
1. Telephone
2. Intercom systems – Instructions for use of the intercom system should be posted near the controls in the office area.
3. Bullhorns and megaphones – Procedures governing storage of the bullhorn in the office area will help ensure its availability in an emergency.
4. Two-way radio – All staff members need to know how to operate the two-way radio.
5. Computer telecommunications – Email or electronic bulletin boards may be useful tools for updating information for staff, Central Office, other schools in the affected area, and possibly for other agencies.
6. Fax machines – The fax machine is a potentially valuable tool for both sending and receiving information in an emergency.
7. Cellular telephones – These may be the only tools working when electric service is out. They are a particularly useful link to staff members who may be en route to or from the site of an accident or other emergency.
8. Alarm systems – Bells or buzzers may be sounded in different ways to signal different types of emergencies.
Once the dismissal order is received from the proper school authority, the principal will:
1. Relay dismissal instructions to every classroom by the most rapid and efficient means.
2. Parents need to make special arrangements for care in the even school is dismissed and parents are not home.
3. Review dismissal procedure already provided to parents to assure that it will be followed. The procedure should provide guidance regarding parents who have made special arrangements for care in the event parents are not at home.
4. Designated school personnel will inspect the entire structure once dismissal is completed to assure the building is empty and any precautions dictated by the Fire Plan or other specific disaster plans are taken.
5. School principal may request assistance from Administration and/or Law Enforcement Agencies to assure that students disperse from the school building to minimize hazards and reduce congestion.
6. All dealings with the news media and the public must be handled through the Superintendent’s office.
In the event of a disaster or emergency, the Superintendent, acting under Board authority, may close the schools and arrange transportation for bus students. Schools affected will be advised by the Superintendent’s office as to the option to exercise depending on the nature of the disaster. Henderson County School buses are equipped with two-way radios. All drivers will be requested to maintain radio silence and wait for instructions.
Options:
1. Immediate closure of specified schools and transportation of the students either to their homes or to alternate locations.
2. Placement of school buses at pre-determined schools in readiness to transport should the situation require.
3. Holding of students at schools and provision of shelter at the school.
4. Acceleration of regular transportation schedule. (Run the regular routes but ahead of schedule with no deviations.)
For crisis management, the building chain of command includes the Person in Charge. The Crisis Management Team should have at least four members. Larger schools should have larger crisis management membership.
The following information should be available for all faculty and staff in the event of a crisis:
1. Principal’s Phone numbers – work phone, home phone, and cell phone.
2. The names of the Crisis Response Team members and the phone numbers of each. This includes work phone, home phone, and cell phone numbers.
3. The name of a Designated Media Liaison to serve in the absence of the principal. This person’s work, home, and cell phone numbers should be available.
When in a “Crisis Mode,” every action taken must be communicated immediately to all members of the Crisis Management Team.
Dealing with Distraught Parents
In communicating with a distraught parent, employee, or patron:
? Be courteous and confident; listen.
? Keep at a reasonable distance; meet in a neutral location.
? Allow the opportunity for the person to express feelings and concerns.
? Leave the door open or have another staff member join you.
? Avoid blame; focus on what can be done.
? Ask questions such as:
o “How can I help you get the services you/your child needs?”
o “How can we work together?”
o “What kinds of support can we put in place to help your child succeed?”
? Following the meeting report any concerns you may have to the principal.
? Alert the counselor or others who may need to know of your concerns.
In case of injury or illness, the immediate concern is to aid the injured or sick. The following procedure is to be used once a serious injury or illness has been identified:
A. If the injury or illness is determined to require immediate medical attention, contact 911.
FOR A SERIOUS INJURY – DO NOT MOVE THE INJURED UNLESS IT IS NECESSARY TO PREVENT FURTHER INJURY.
B. Notify school principal or assistant principal.
C. The school principal or assistant principal will notify the parent or legal guardian.
D. (Each school should) Maintain emergency cards on BOTH students and staff.
E. If available, obtain the assistance of the school nurse or the certified first aid/C.P.R. person(s) in the building. The names of these persons should be posted in the emergency guide.
F. The school principal or staff member shall assist the injured or ill until relieved by rescue personnel.
G. If the illness or injury does not appear to be life threatening, the school principal and parent may decide to select one of the following three alternatives:
1. PARENT – The parent will respond to the school and transport his/her child in the parent’s vehicle.
2. TEACHER or ADMINISTRATOR – After confirmation with the parent, a school principal may delegate a staff member to transport the child to the hospital.
3. RESCUE SERVICES – The Henderson County Emergency Medical Services and Rescue Squad may be summoned by dialing 911.
H. In case of serious injury, call the Superintendent’s office and report the nature or seriousness of the injury, and the status of the situation.
In the event of an explosion or the threat of an explosion, such as those caused by leaking gas or faulty boiler within a school building, the following will be accomplished.
1. Explosion
a. Sound the school fire alarm.
b. School office will immediately notify:
1. Fire Department - 911
2. District Office - 831-5000
c. Move to an area of safety as far away from any structure as possible and maintain control of students.
d. Use the fire extinguisher is appropriate. (Staff should be aware of locations and proper use of fire extinguishers.)
e. Render first aid as necessary.
f. Take roll.
g. School office will notify utility companies of an actual or suspected break in utility services. Can use radio communication of 911.
h. The principal will direct further action as required.
i. Students and staff should not return to the school until fire department officials declare the area safe.
Staff trained to shut off the building utilities (gas, electric, etc.) include: ____________
When there is a loss of utilities in a building, the following steps apply:
1. Evacuate the building when advised by the Person in Charge.
2. Proceed to alternate site for your school.
3. If possible, students will be sent home by bus or parents can pick them up at the alternate location. Information on student pickup will be supplied by the School District administration and broadcast on radio and television.
Survival Through Psychological Protection
One of the gravest dangers in time of any disaster is panic.
As school employees (especially teachers) work directly with children, they should recognize symptoms of tension and be prepared to provide release through physical and creative activities. If unknown fears are replaced by fears based on actual knowledge, and if students and adults can plan a course of action to follow, there should be an increased feeling of security and a decrease of tension. People become more willing and able to participate in tension-relieving activities if they understand the reasons for doing so.
Therefore, the program of disaster preparation in Henderson County shall consist of two objectives with reference to psychological protections, dissemination of accurate knowledge including staff, student and family information and planning a course of action.
Plan to disseminate accurate knowledge:
A. Create a common information-gathering point.
1. at the building-level of schools
2. at a district-level through the public information officer and his/her staff.
B. Purposes
1. To alleviate employee concerns about their families and vice-versa.
a. family members could let employees
know of their safety at home or at their place of employment by contacting the
appropriate public information office staff member designated for this task.
b. employees could let their families know of their safety in the district
via the appropriate public information staff member designated for this task.
c. district-to-building level communication to relay information to staff concerning family status will be established.
d. as soon as practical, staff would be relieved from duty to attend their own family members.
2. to alleviate parental fears about the safety of their children in our district and vice-versa
a. teachers report students status to building level information officer
b. building-level information officer gives verified information to district public information office staff
c. parents contact the public information office staff member designated for this task
d. parents could alleviate student concerns by communicating through district-to-building level information officer as to their status for the students information.
In the even a fire is detected within a school building, the following will be accomplished:
1. Sound the school fire alarm. This will automatically implement Fire Drill Procedures.
2. School office will immediately notify: Fire Department 911 AND Central Office 831-5000
3. Maintain control of students at a safe distance from the fire and fire fighting equipment.
4. Render first aid as necessary.
5. Use fire extinguisher if appropriate. (Staff should be aware of locations and proper use of fire extinguishers.)
6. Keep access roads open for emergency vehicles.
7. Take roll.
8. School office will notify utility companies of an actual or suspected break in the utility service.
9. The principal will, after conferring with the superintendent, determine whether students will be dismissed or sent to the alternate site.
10. Students and staff should not return to the school until fire department officials declare the area safe.
11. The principal of each building will be responsible for preparing and posting an evacuation diagram for his/her building.
Nine Fire Drills must be conducted each year.
One must be conducted during the first week of school.
Two must be conducted during the first month of school.
1. If a severe storm or other
weather-relate emergency has been forecast and has hit the
area, the Superintendent of Schools will determine if school will open for
the day.
2. Tune to radio/TV stations for early morning reports. Monitor district
two-way radio communication system and the Emergency Broadcast Weather reports.
3. Other school district personnel not
employed at elementary or secondary schools will be advised by the same radio/TV
reports whether they are to report for work.
3. If a storm develops during the day, the primary means of warning of a severe
storm or other weather-related emergency will be by the Weather Alert Warning
radio. The Superintendent will determine the action to be taken and advise
principals. The news media will be informed by the school administration of the
procedures being followed.
Information regarding tornadoes will broadcast on the Weather Alert Warning radio.
1. TORNADO WATCH - means no funnel clouds have been sighted, but tornadoes can be expected to occur.
a. If a Tornado Watch is declared, be prepared to evacuate quickly and be alert for special instructions.
2. TORNADO WARNING - means a funnel cloud has actually been sighted. The approximate location and direction of travel is usually given in the warning broadcast. The best shelter from a tornado is a specially constructed fallout shelter. Lacking this, a steel framed or reinforced concrete structure is best. Take these precautions:
a. Stay away from windows.
b. Get beneath heavy furniture. Otherwise, kneel facedown, head covered, along the wall of an interior hallway or on the lowest floor available.
c. Avoid auditoriums, gyms, or any room with a wide free span roof.
d. If a tornado strikes the building, follow the same procedure that is used after an earthquake when the tornado passes.
3. The principal of each building will be responsible for preparing and posting all tornado evacuation diagrams for each classroom.
Four tornado drills must be completed each year.
Because earthquakes can strike without warning, the immediate need is to protect lives by taking the best available cover. All other actions must wait until the tremor subsides.
The school staff and students should be guided by the following:
IF INSIDE:
1. Don’t panic. If protected from falling objects, the rolling motion of the earth is frightening but not dangerous.
2. To protect from falling objects, take cover in this manner:
a. Get beneath a desk, table, or bench. If possible, cover your head with a coat or other clothing to minimize injury.
b. If no cover is available, get against an inside doorway or crouch against an inside wall and cover your head. Stay away from outside walls, windows, or other expanses of glass.
3. All doors should be left OPEN to minimize jamming if the building shifts.
4. Stay put and take best cover. Do not attempt to run through the building or outside because falling objects are found near outside doors and walls. If in a restroom or other room with no desks or furniture, get against an inside wall or inside doorway and crouch.
IF OUTSIDE:
1. Move quickly away from the building and away from overhead electrical
wires.
2. Lie flat, face down, and wait for shocks to subside.
3. Take roll count of students and report to Person In Charge as soon as safe.
4. Do not attempt to enter the building until authorized to do so.
5. Do not light fires or touch fallen wires.
6. Be alert for instructions from Person In Charge.
Two Earthquake Drills must be conducted each year, one during each semester.
Chemical accidents of disaster magnitude could include tank truck accidents involving large quantities of toxic gases. Should such an accident endanger the students or staff, the following will be accomplished:
1. Notify the school office.
2. The school office will notify fire and law enforcement agencies and the district office.
3. Shut down heating and air conditioning units.
4. Determine the need to “leave the building” using designated exits. In some instances staying in the building will be more appropriate.
5. If appropriate, take action to evacuate building, and if necessary, the school site.
6. Move up-wind to avoid fumes.
7. With the staff, maintain control of the students at a safe distance from the accident.
8. Render first aid as necessary.
9. Take roll.
10. The principal will direct other action as required.
11. Students and staff should not return to the school site until fire department officials declare the area safe.
A. If an aircraft falls near the school, the following will be accomplished:
1. The school office will immediately notify:
a. Fire Department – 911
b. Law Enforcement – 911
c. Central Office – 831-5000
2. All students and staff will remain in the building unless otherwise directed by emergency response personnel.
B. If an aircraft falls on a portion of the school, the following will be accomplished:
1. The school office will immediately notify:
a. Fire Department – 911
b. Law Enforcement – 911
c. Central Office – 831-5000
2. Staff will evacuate students from buildings to a safe area as directed.
3. All students and staff will be kept at a safe distance, up-wind, allowing for possible explosions. (NOTE: In case of jet aircraft, minimum safe distance is 400 yards.)
In the event of a nuclear threat or war, there will be a strategic warning:
1. Description and meaning:
a. This is a notification that enemy-initiated hostilities may be imminent.
b. Dissemination of information will be by news media, this is…radio, television, and newpapers.
c. No estimate can be made of the duration of a strategic warning condition.
d. The warning time may be limited to just minutes.
2. The following will be accomplished:
a. Central office will contact the school offices.
b. The principal will carry out instructions from the superintendent.
c. The school office will notify the district office when this has been accomplished.
1. Call Local Authorities (911)
City Police 831-1295
Kentucky State Police 826-3312
Henderson Co. Sheriff 826-2713
2. Call Board of Education 831-5000
Contact person: Tom Hurt
3. Shut down heating and air conditioning units. Close windows and doors.
4. Quickly isolate envelope and place in plastic bag. Ex. Garbage bag, large Ziploc bag, large brown envelope.
5. Quarantine the area. This includes ALL people.
Each school will need to establish procedures for communication in the event the quarantine includes the principal(s), secretaries, etc.
6. Lockdown, CODE BLUE, will be the initial response. After proper authorities have assessed the area, a final response will be initiated. Allow parents to pick up their children at their own discretion.
During a bomb threat:
1. Use your Threat Call Checklist.
2. Upon receipt of a bomb threat, the person receiving the call should make every attempt to:
a. Prolong the conversation as much as possible.
b. Identify background noises.
c. Note distinguishing voice characteristics.
d. Interrogate the caller as to description of bomb, where it is, and when it is due to explode.
e. Determine the caller’s knowledge of the facility.
f. DON’T HANG UP THE PHONE. (Use another phone to call authorities.)
3. The person receiving the call will immediately alert the police – 911.
4. The principal will confirm notification
of the police and alert the office of Superintendent of Schools.
5. The principal will decide whether to evacuate the school immediately.
6. The bomb can be almost anything, ranging from the most overt bundle of dynamite and clock to cleverly concealed, perfectly ordinary objects. A briefcase, tool boxes, and pieces of pipe have been used. You will be looking for something that doesn’t belong.
7. If what appears to be a bomb is found, DO NOT TOUCH IT. The police department will take charge.
8. If the caller indicates a time the bomb is due to explode, and the principal determines the threat is valid, the standard fire drill with possible modifications will be announced for evacuation of the facility.
9. Evacuate personnel at least 300 feet from the building. During inclement weather and a possible search, move students to your school’s alternate site.
10. Check the absentee list for possible clues to who might have phoned in the bomb scare.
11. Attendance will be taken when the students are assembled away from school. Give roll count to the Person in Charge.
Hostage situations are probably the least predictable and most dangerous of the emergency situations that may confront the school principal. It is important that any employee becoming aware of this type of situation immediately initiate the following procedures:
1. Notify the school principal and/or assistant principal and/or Crisis Team.
2. Notify all teachers that you have a Code Blue. Keep all students inside their classrooms until further notice.
3. Notify all staff outside their classrooms (including those outside the school building)
4. Notify 911. Make sure they understand there is an armed person inside the school and his/her last location. If possible, stay on the line until you are instructed to disconnect by the emergency operator.
5. Notify the Superintendent’s office.
6. If the hostage taker or armed person can be contained in one section of the building, students should be moved from exposed areas of classrooms near the armed person to a safer part of the building.
7. As soon as possible, and only if it can be accomplished safely, a staff member should be directed outside the building to warn all approaching visitors of the danger.
8. Assist police as directed by them.
9. Relocate staff and students when emergency personnel secure a safe location.
10. Students and staff should be counted before being released to buses or to parents.