SY 2018-19 Critical Response and School Emergency Management ...

SY 2018-19 Critical Response and School Emergency Management Guide

And Site-Based Emergency Safety Plan

Critical Response and School Emergency Management Guide And The School Emergency Safety Plan ? SY 2018-19

Prevention ? Preparedness ? Response ? Recovery

BALTIMORE CITY PUBLIC SCHOOLS CRITICAL RESPONSE AND SCHOOL EMERGENCY MANAGEMENT

GUIDE AND SITE-BASED EMERGENCY SAFETY PLAN School Year 2018-19

Table of Contents

Section 1: The School Emergency Safety Plan

Developing the School Site-Based Emergency Safety Plan

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Section 2: Preparedness, Communication, and Planning

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Section 3: Universal Emergency Response Protocols Emergency Telephone Numbers Universal Drills and Emergency Exercises

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Section 4: Health, Safety, and Risk Management Protocols

Aircraft Emergency Bloodborne Pathogen Guidelines Bomb Threats Bus Accidents Child Missing /Kidnapped Classmate Tragedy Death and Grief (See Related Services section) Dismissal Procedures (General) Emergency Intervention (General) Fire Emergency Follow-up to Emergencies (Critical Incidents) Hazardous Material Spills or Releases Hostage Situation Mail Handling of Suspicious Letters/Packages Medical Emergencies Poisoning School Disturbances Student Threat Management Process Technology Outages and Threats Terrorism: Chemical, Biological, and/or Radiological Incidents Threat Management Process for Employees/Visitors Utility Failures Weather Emergencies Weapons Workplace Violence

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Prevention / Preparedness / Response / Recovery

BALTIMORE CITY PUBLIC SCHOOLS CRITICAL RESPONSE AND SCHOOL EMERGENCY MANAGEMENT

GUIDE AND SITE-BASED EMERGENCY SAFETY PLAN School Year 2018-19

Templates Emergency Attendance Sheet Emergency Student Release Telephone Checklist for Bomb Threats Sample Trespassing Letter

Additional Guidance Documents Automated External Defibrillators for Middle and High Schools Crisis Response Packet ? Department of Related Services Fire Safety Prohibition of Chemicals into the Workplace Public Use of Board School Facilities Student Accidents School Emergency Safety Plans Maryland State Fire Marshall and MSDE Letters Re Drills and Evacuations (updated 10/14) Technology Update Visitor Screening (updated 0715) Restricting or Excluding Access to Schools Visitors to the Schools Glossary of Terms and Concepts

This manual follows the guidelines of the Maryland State Department of Education for emergency planning and preparedness. It has been prepared by the City Schools' Department of Health and Safety, with support from the Office of School Police. Reviews and edits are made each year for improvements and ease of use for school administrators. For questions or concerns, feel free to email AAWatson@bcps.k12.md.us.

Prevention / Preparedness / Response / Recovery

Developing the School Emergency Plan

The Principal is responsible for supervising, monitoring, and organizing the development of the school safety plan. Further, the Principal is responsible for arranging a faculty/staff meeting within one month of the beginning of the school year to review the school's plan and update staff regarding new procedures.

These directions are designed to provide a practical step-by-step approach to developing and implementing a School Emergency Safety Plan. They address issues from team formation through submission of the plan via the Teacher Student Support System (TSS).

1. The first step in creating the School Emergency Safety Plan is selecting and assigning the Emergency School Safety Management Team. The team should represent the diverse training and expertise of the school community. The School Emergency Safety Management Team is to develop (or update) a School Emergency Safety Plan to include:

? Clearly defined staff roles/responsibilities (a School Emergency Safety Management Team, Incident Command System, etc.).

? Procedures for emergency evacuation, administering first aid, etc. ? Setting up "Command Post(s)". ? Student and staff accounting and release procedures. ? Selection of Assembly Areas. ? Guidelines for communication with the media. ? Establishing primary and backup methods for communication (within

school, with Central Office, and with parents and community). ? Establishing process for securing crime scenes and isolating witnesses.

2. Therefore, after the team is formed, the next step is for each team member to review this manual in its entirety.

3. Next, to develop the written site-based plan, access the online School Site-Based Emergency Safety Plan template. The online template can be found on the Department of Health and Safety webpage of . The Site-Based Emergency Safety Plan template is a Word document that can be saved ("save as") on the school administrator's personal hard drive, edited, and updated as needed. Gather appropriate information as instructed and develop the Site-Based Emergency Safety Plan in draft form, enter all required information. Review, and then finalize.

4. The completed Plan must be uploaded via TSS to the "School Emergency Safety Plans" folder (instructions for uploading are provided on the Health and Safety web page and the safety plan template). Floor plan, if not already incorporated

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Critical Response and School Emergency Management Guide ? SY 2018-19

into the Plan (usually by inserting them into a hard copy and scanning them to create a PDF), must likewise be uploaded. The Principal, School Police, and Health & Safety will access all school plans via TSS. 5. Next, the School Emergency Management Safety Team should conduct a presentation at a faculty/staff meeting to update the entire staff regarding systemwide emergency procedures, use of Critical Incident Response Team (CIRT) Emergency Management Protocols, School Emergency Safety Management Team assignment and specific roles, etc. Updates ? The school emergency safety plans must be updated prior to the opening of each new school year, and as needed to reflect changes that may affect how actions are taken. ? The Plan must reflect the actions required by all involved parties to minimize loss of life and injury to persons and property.

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Critical Response and School Emergency Management Guide ? SY 2018-19

Pre-Planning the School Emergency Safety Plan

Forming the School Emergency Safety Management Team: The school principal or his/her designee is responsible for overseeing the formation of the School Emergency Safety Management Team and is the designated leader. Certain positions in the school lend themselves to team membership. Those include counselor, nurse, secretary, custodian, social worker, teachers in various specialty areas, cafeteria manger, school psychologist, staff with special knowledge or training, and staff in strategic locations in the building. Each of these individuals has unique knowledge in areas ranging from mental and physical health to students with special needs, and from access to building plans to knowledge of community resources.

Depending on the size and needs of the school, the School Emergency Safety Management Team could have any number of staff ranging from approximately 5 to 11, depending on the size of the facility. Although these staff members make up the formal School Emergency Safety Management Team, it should be made clear to all staff that each will have a role in the implementation of effective emergency management protocols, and each is responsible for addressing the immediate safety needs of students in their care.

Suggested steps for Team formation

1. Principal or his/her designee communicates with all staff identifying specific needs, and requesting volunteers to serve on the School Emergency Safety Management Team.

2. Principal or his/her designee creates list of interested staff, making sure all major areas of need are addressed, including:

? Physical/medical needs ? Emotional/mental health needs ? Students and staff with special needs ? Staff from all areas of the building (different floors, wings, outbuildings, etc) ? Staff with knowledge of transportation needs ? Staff with knowledge of the building floor plan, locks, fire alarm, HVAC,

intercom, etc. ? Staff with ability to convey information to the media ? Staff with knowledge of community resources

3. A meeting is held with potential team members to discuss what will be expected for team membership.

4. Principal or his/her designee follows up with all staff to update on Team formation, and to fill in areas where deficits exist (Note: Although an individual may seem "perfect" for a role, no one should be required to have a primary

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Critical Response and School Emergency Management Guide ? SY 2018-19

position on the School Emergency Safety Management Team if he/she does not feel capable of fulfilling his/her duties in time of need).

5. An initial meeting is held to formally establish the School Emergency Safety Management Team, and to begin the process of developing the School Emergency Safety Management Plan.

6. Conduct a formal presentation during a staff/faculty meeting at the beginning of each school year.

7. Hold regular team meetings throughout the school year (every 1-2 months) to review protocols and ongoing issues as they arise (may include local, state, or national issues that may affect the school).

8. Set dates to conduct orientation, review, update, of the Plan.

Practicing the Plan - Levels of Practice and Exercise

Training: Once an Emergency Management Response Plan is completed, all personnel need to be trained. The Federal Emergency Management Agency (FEMA) recommends that this training be:

? Informal ? Not a simulation ? Includes a discussion of Roles and Responsibilities ? Introduces related Policies, Procedures, Plans, and Responsibilities

Conducting Drills: It is essential to practice the Plan periodically to make sure that it works, and that all personnel understand their roles. There are typically four ways to accomplish this goal:

1. Drill ? An informal discussion of simulated emergencies. ? May test a single component or function of the Emergency Management. ? Response Plan (for example, a "lock-down" drill). ? May only involve one or more supporting agency.

2. Tabletop Exercises ? An informal discussion of simulated emergencies. ? No time pressures. ? Low stress. ? Useful for evaluating plan and procedures. ? Helpful to resolve questions of coordination and responsibility.

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Critical Response and School Emergency Management Guide ? SY 2018-19

3. Functional Exercise ? An informal discussion of simulated emergencies. ? Policy and coordinated personnel will practice all or part of the Emergency Management Response Plan. ? More stressful and realistic simulation of real life situations. ? Usually takes place in "real time." ? Emphasizes the emergency functions of the Emergency Response Plan. Examples might include perimeter security (securing all doors of the school), utility shut-downs, and accounting for all the people who should be in the school at the time (to include students and staff). ? School's Emergency Response Team is activated.

4. Full-Scale Exercise ? Takes place in "real time." ? Employs real people and equipment, some from the district and some from community resources that would be anticipated to support the school in crisis. ? Coordinates many agencies and functions, both internal and external to the district. ? Intended to test several emergency functions, either concurrently or in sequence. ? Could involve activating an emergency operation center (EOC). ? Produces High Stress.

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