ALVORD Unified School District

McAuliffe Elementary Emergency/Disaster Response Plan

4100 Golden Avenue

Riverside, CA 92505

(951) 358-1625

DESCRIPTIONS OF TYPES OF DISASTER/EMERGENCY SITUATIONS

LEVEL I EMERGENCIES

Governmental Definition:  A minor moderate incident wherein local resources are adequate and available.  A local emergency may or may not be proclaimed.  Normal day‑to‑day emergency management procedures and local resources are adequate.

School Definition:  A minor to moderate emergency which school site personnel can handle by following planned day‑to‑day emergency procedures.  Local emergency responders; e.g., police, fire/rescue, and emergency medical agencies are available as needed.  It can require school personnel to be put on alert, re‑routed to other than their normal working area, or to work additional shifts.

Examples might include a major power failure, bomb threat, air pollution alert, small fire, or minor earthquake.

LEVEL II DISASTER

Government Definition:  A moderate to severe disaster wherein local resources are not adequate and mutual aid may be required on a regional or even statewide basis.  A Local Emergency will be proclaimed and a State of Emergency might be proclaimed.

School Definition:  A moderate to severe disaster somewhat beyond the response capability of the school site personnel.  It can require mutual aid assistance from other schools and/or the (Site Name) School.  Response from police, fire/rescue, and emergency medical agencies may be delayed and/or at reduced staffing levels.

Examples might include a major fire, moderate earthquake with injuries and/or structural damage, or a major hazardous material incident.

LEVEL III DISASTER

Government Definition:  A major disaster wherein resources in or near the impacted area are overwhelmed and extensive state and/or federal resources are required.  A Local Emergency and State of Emergency will be proclaimed and a Presidential Declaration of an Emergency of Major Disaster will be required.

School Definition:  A major disaster clearly and immediately beyond the response capability of school site personnel.  Large amounts of mutual aid assistance will be required, recovery time will be extensive, and the cost will be great.  Response from police, fire/rescue, and emergency medical agencies will be seriously delayed and/or at reduced staffing levels.

Examples might include a major earthquake causing many injuries and substantial damage or dam(s) failure.

The Superintendent or designee will determine the level of the disaster/emergency and appropriate response actions.

COMMANDS TO TAKE EMERGENCY ACTION

The following standardized commands are to be used during a disaster/emergency.  The commands may be given by voice, over a public address system or bull horn, or intercom system.

Teachers must instruct students to react appropriately to the commands on their own in case the commands occur when there are no teachers present.

LEAVE BUILDING   consists of orderly movement of students and staff from inside school buildings to a pre‑designated outside area of safety.

TAKE COVER consists of taking protective cover (indoors, if possible) and utilizing shielded areas within school buildings.

DUCK consists of taking, if inside, the Duck, Cover, Hold position under a sturdy desk or piece of furniture.  If outside, move away from buildings, trees, power poles, (at least one and one‑half times their height) exposed wires, and metal fences.  The safest place is in the open during an earthquake.  Assume the Duck, Cover, Hold position, or outside Take Cover position as appropriate.

COMMANDS ISSUED ONLY BY SUPERINTENDENT OR DESIGNEE

GO HOME consists of dismissal of all classes and return of students to their homes by the most expeditious means.  This command should be considered only if there is time to return students safely to their homes.  Notification of parents, by regular radio broadcast or other means, about early dismissal is an important aspect.

DIRECTED TRANSPORTATION    consists of loading students and staff into school buses, cars and other means of transportation (walking) and taking them from an area of danger to an area of safety.  This is a most difficult procedure and is considered appropriate only when directed by competent local government authority.

CONVERT SCHOOL consists of preparing a school site for conversion into an Emergency Hospital, First Aid Station, or Mass Care Shelter.  This command should be issued and implemented only upon request or direction of proper local government or American Red Cross officials.

GENERAL DISASTER/EMERGENCY PROCEDURES

            Each site should have an Emergency Preparedness Committee which is composed of the Principal/Designee, Command Staff (Safety Officer, Liaison Officer, PIO) and General Staff (Operations Chief, Planning/Intelligence Chief, Logistics Chief, and Finance/Administration Chief).  This committee should meet at the beginning of each school year to review the action check lists for each response team.  New staff members should be incorporated into the plan and the team leaders should meet with each new team member for in-servicing as needed.  The committee shall meet on an as‑needed basis during the year to keep the Emergency Plan up‑to‑date.

PUBLIC INFORMATION

            The public has the right and need to know important information related to an emergency or disaster at the school site as soon as it is available. The Principal/Designee will act as the official spokesperson for the school site in an emergency situation.  As such, all inquiries must be directed to the Principal/Designee.  Under no circumstances should staff release any information regarding the situation without first clearing it with the Principal/Designee.

            The Superintendent/Designee will act as the official spokesperson for the District in an emergency situation.  As such, all inquiries must be directed to the Superintendent or Designee.  Under no circumstances should staff release any information regarding the situation without first clearing it with the Superintendent/Designee.

            The news media can play a key role in assisting the school site in disseminating emergency or disaster related information to the public.  Representatives of news media are, therefore, treated with the respect warranted by the role. Each site needs to identify on it's Site Disaster/Emergency Preparedness Map a pre‑established Media Reporting Check‑in location.

            Questions from news representatives are answered completely and truthfully to the extent possible from information available; however, issues of confidentiality need to be considered as well as legal issues, chain reactions, and emotional impact.

            Again, under no circumstances should staff release any information regarding the situation without first clearing it with the Superintendent/Designee.

ORDER OF SUCCESSION

In case of the Incident Commanders absence or injury at the time of an emergency/disaster there must be an order of succession at each school site.  The order of succession for the McAuliffe Elementary School Incident Command Center will be:

1. Gerardo Aguilar, Principal
2. Francine Ramirez, Project Specialist
3. Gaelen Staples, Teacher

Should any of these people move to the Incident Command position, other staff will have to be assigned to fill the role previously designated to them.

MC AULIFFE ELEMENTARY SCHOOL BUDDY ROSTER

            Each staff member will locate and attempt to determine whether his/her buddy has been injured in the emergency or may be off site.  If a buddy cannot be located, that information should be given to the Logistics Chief who will inform the Search and Rescue Lead to alert the Search and Rescue Teams to look for the missing person in the course of their search.

Staff from Room:

Staff from Room:

Principal

Secretary/Office Clerk

Health Clerk

SIP Clerk

Psych/YSC/Library Asst.

RSP Teacher/Asst.

Bilingual Assistants

Speech Therapist

Custodians

K – 1,Campus Sup./Food Svc. Staff

Rm. 1,3

Rm. 4

Rm. 5

Rm. 6

Rm. 13, 12

Rm. 14

Rm. 15

Rm. 16

Rm. 17

Rm. 18

Rm. 19

Rm. 20

Rm. 21

Rm. 22

Rm. 23

Rm. 24

Rm. 25

Rm. 26,28

Rm. 29

Rm. 30,31

All employees must first verify that their “buddy” is on site and able to evacuate.  Report any “buddy” who is unaccounted for to the Logistics Chief.  Any itinerant employee who is at another site during a disaster must report to the Incident Commander at that site for an assignment.

Even though employees have a team assignment for purposes of this plan, each employee must be prepared to fill another role if called on to do so during an actual emergency.

SEMS/NIMS Structure for McAuliffe

McAuliffe Elementary School

o   Command —sets objectives and priorities, has overall responsibility at the incident or event

o   Operations  —conducts tactical operations to carry out the plan; develops the tactical objectives, organization, and directs all resources

o   Planning/Intelligence  —Develops the action plan to accomplish the objectives, collects and evaluates information, maintains resource status

o   Logistics  —Provides support to meet incident needs, provides resources and all other services needed to support the incident

o   Finance/Administration —Monitors costs related to incident, provides accounting, procurement, time recording, and cost analyses

 McAuliffe Elementary School Team Assignments

STAFF ASSIGNMENTS

Command Center – Denise Edwards

Operations – Denise Edwards

Facility Check & Security

Search & Rescue

Transportation

Student Care

Supervision

First Aid

Psychological

Student

Release

Logistics

(supplies/personnel

communications)

Darsow

Knox

Woolery

Ybarra

Leimbach

Henry

Rocha

Dixon

Kruse (T)

Pollard

McKaig

Staples

F. Johnson

Uceda (T)

Bringhurst

Burkley

Coupe

Martin

Shaw

Bradley

Aparicio

Lupinski

Nelson

Hardy

Thomsen

White

Arellano (T)

Gutierrez (T)

Seibert

Backes

Vidana

Jared

Cobb

Arnold

Alldis

Padilla(T)

VanDer Aarde

Ramirez(T)

Aragon

Bold letters denote lead personnel

All other staff members report to the command center

(T) = Translator Service

Emergency Operation Center (EOC) Incident Command

Principal—Incident Commander

—Safety Officer

—Liaison Officer

—Public Information Officer

OPERATIONS

­­­­­­­OPERATIONS CHIEF: (Denise Edwards)

             Facility Check/Security Lead: Custodial Staff

             Search and Rescue Team Lead:

 (Kruse/Dixon)

(team members assigned as needed for search and rescue and transportation to First Aid)

First Aid Team Lead:

(Arellano/Gutierrez/Seibert) Other site personnel will be added to this team depending on need.

Student Care/Supervision Lead:

 (F. Johnson)

(Teachers and paraeducators start on this team until staff and student accountability is complete or unless otherwise assigned.)

Student Release Team Leads:

(Alldis/Arnold/Cobb)

 (Other staff added as needed)

PLANNING/INTELLIGENCE

Planning/Intelligence Chief: (D. Edwards)

Documentation: additional staff as needed for documentation and/or runners

Situation Analysis: (G. VanDerAarde)

LOGISTICS

Logistics Chief: (Debra Dubuclet)

               Supplies Lead: Aragon

               Personnel:

               Communications: Ramirez

(Others may be assigned to these areas depending on the need.)

FINANCE/ADMINISTRATION

This area is set up last and often at the end of an event for financial reimbursement and accountability purposes.

Finance/Admin Chief: (Cobb)

Timekeeping: (Cobb)

Site Map

Include on this page the location of your Incident Command Post, First Aid area, Student Assembly area, Student Release or Family Reunion Area, utility shut off locations, disaster bin/supply areas, evacuation maps and a list of who has keys to the Disaster bin (everyone in the “Order of Succession,” Search and Rescue Lead, First Aid Lead, Custodians).

SEE MAP

PAGE 7A
Hazard Specific Procedures

Types of emergencies that can be   

anticipated in this area:

1. Earthquake
2. Fire
3. Smog Alert
4. Airplane crash
5. Bomb or bomb threat
6. Hazardous materials release
7. Sniper or gunfire
8. Severe storm
9. Suspicious Activity

Response Procedures:

Activate Emergency Plan and:

Duck, Cover, and Hold

Evacuate

Modified Shelter-in-Place

Duck, Cover, and Hold

Duck, Cover, Hold and/or Evacuate

Lockdown or Shelter in Place

Hit the Deck, Modified Shelter-in-Place

Modified Shelter-in-Place

Lockdown

When an emergency begins, the principal or designee will activate appropriate emergency procedures through the organizational system outlined at the beginning of this plan  The Incident Commander, as the principal or designee is called at this point, will decide what to do, based on the situation.  There are four basic safety procedures which can be utilized in responding to various emergencies:

1. Duck, Cover, and Hold  (earthquake, explosion)
2. Evacuation (fire, explosion, hazardous materials release, post earthquake)
3. Shelter-in-Place (hazardous materials release, gunfire, sniper, storms)
4. Drop flat to the ground - “hit the deck” (gunfire)

There is no way of knowing in advance exactly how to respond to every emergency; however, the organizational system used here is designed to be applied to any emergency.  It is based on the Incident Command System, a proven emergency management tool to organize emergency response.  By conforming to the Standardized Emergency Management System/National Incident Management System (SEMS/NIMS), the individual school sites and the school district will be linked to other responsible agencies in an integrated fashion. School sites will report to the school district.  The school district will report to the City.  The City will report to the Operational Area.  The Operational Area will report to the Region.  The Region will report to the State.

In general, the principal, site administrator, or his/her designee, will take the following steps in an emergency:

                      Direct immediate action to protect the students and staff.

                      Call 911 (if necessary).

                      Activate the plan.  Activate functions as needed.

                      Call the school district.

                      When possible, send a letter home explaining the incident and other necessary information,

                   such as school being open or closed, health instructions, etc.

Earthquake or Explosion

When the ground begins shaking, a loud explosion is heard/felt, or a duck, cover, & hold drill begins, everyone — students, staff, and all others present — take the following protective actions:

Indoors:

• Duck:  Take cover under a nearby desk or table, positioning as much of the body as possible under cover. 
• Cover eyes by leaning the face against the arm.
• Hold on to the table legs or side of the desk.  Remain in position until the ground stops shaking, objects stop falling, or the teacher indicates that this phase of the drill has ended.

If there is no table or desk nearby, but there are chairs  (such as an auditorium-style arrangement):

• Duck, cover, hold:  take cover under the chairs, if possible, and/or between the rows of chairs, by dropping to the floor, holding on, and protecting the eyes with the arm.

If there are no tables or chairs nearby (or not enough):

• Duck, cover, hold:  take cover by dropping to the floor, against an interior wall, if possible.  Select the closest safe place: between tables or against a wall.  The "drop" position is preferred:  on the floor, on the knees, leaning over to rest on the elbows, hands clasped behind the neck, face down for protection.

In the hallway:

• Duck, cover, hold:  take the "drop" position alongside the walls.  Try to avoid hazards such as unsecured lockers, trophy cases, etc.  Choose the closest safe place.

On stairs:

• Duck, cover, hold:  Sit down, hold onto handrail, and cover eyes.

People with disabilities:

• In a wheelchair:  Remain in the chair, set brake, hold on.  If you have a hard hat with you, put it on.
• Trying to protect head and neck by leaning forward so that the head is lower than the back of the wheelchair is not practical.  First, the person would have to bend head down to knees, which may not be physically possible.  Second, the leather or vinyl backs of most wheelchairs will not add protection

With mobility impairments, but not in a wheelchair: 

• If sitting at onset of earthquake, remain in place, protecting head if possible, and hold on.
• If standing, sit down, or brace body to avoid falling.
• People with mobility impairments should not be routinely placed under or near potential hazards.

Teachers and other Caregivers: 

• Duck, cover, and hold as directed above so that you will be available and uninjured to assist others after the ground stops shaking.  The teacher should be the first to duck, cover, and hold.

Outdoors:

• Duck, cover, hold:  Move away from buildings, power lines, block walls, and other items which might fall.  Take the "drop" position or sit down.

• Remain in position until the ground stops shaking or the teacher indicates that this phase of the drill has ended.

Situation assessment:

• Teacher or supervising adult makes a quick assessment of the situation.  Any of the following require immediate evacuation:  fire, damage to structure, hazardous materials spill. 
• Teacher makes a quick assessment of injuries to students.  Unless the situation calls for immediate evacuation, teacher uses first aid for critical injuries.
• Teacher checks with buddy teacher.  It may be necessary to assist or evacuate the buddy teacher’s class.
• In most cases, the teacher will wait until composure has been reached and an evacuation signal has been received before directing the class to evacuate.  See evacuation procedures.

Aftershocks:

• Students and staff duck, cover, & hold.
• Teacher/staff repeat situation assessment procedures detailed above.

Evacuation

Evacuation Routes: 

Evacuation routes should minimize exposure to hazards. 

Fire, plane crash, or explosion in building:  quickest route out of buildings

Earthquake:  safest way out of buildings

• structural engineer can advise

• move away from buildings

• avoid walking under covered walkways, alongside block walls or buildings, under power lines, etc.

Note:  It is preferable to select one main evacuation plan for both earthquake and fire; however, this may not be possible for some schools.  Consider disabled population in planning routes.

• Practice evacuation routes regularly in drills.

• Include people with disabilities in drills.

• Train students and staff that planned evacuation routes may be blocked in an emergency. 

• Practice alternate routes           

Evacuation Procedures:

Evacuation is generally ordered by the Incident Commander. Students and staff are notified by the bell signal (commonly described as a fire drill bell).  The Incident Commander calls for an evacuation during conditions in which the interior of the school buildings may not be safe, such as a fire, explosion, or hazardous materials spill in the building.

During an earthquake or any ground shaking, students and staff duck, cover, and hold.  When ground stops shaking, teacher:             

• Evaluates situation; orders immediate evacuation in case of fire, chemical spill, or obvious structural damage. 
• In absence of immediate critical need to evacuate, teacher continues to assess situation.
• Checks for injuries.
• Initiates first aid for severe injuries, if necessary.
• Waits until composure has been reached.
• Repeats above procedure for every aftershock.
• Checks with buddy teacher.
• Evacuates when advised to do so.

Incident Commander assesses situation, determines whether it is necessary and safe to evacuate. 

Reasons to evacuate after an earthquake:

• existence or possibility of fire, structural damage, chemical spills inside buildings

• to consolidate students into one area for care, freeing staff members for other assignments

Reasons not to evacuate following an earthquake:

• hazardous materials release in area

• inclement weather

• hazards in the primary and backup evacuation areas

            • hazards along the evacuation routes

• electrical hazards

Reasons to delay evacuation:

• severe injuries in classroom

• students/staff with mobility impairments

• blocked evacuation routes

• special education classes requiring assistance

• to allow for assessment                  

Buddy teacher system:

• neighbor teachers paired at beginning of year

• check on each other after event

• if no injuries/problems, evacuate classes together, one teacher at front of line, other at rear to check that all students have evacuated, if feasible

• if one class has injuries, teacher stays with injured students; other teacher takes both classes out.

• if both classes have injuries, and building appears stable, both classes wait for assistance

Lockdown or Shelter-in-Place

If any of the following are perceived:

• an unusual odor or sound
• visible smoke, vapor cloud, or fire (outside school buildings)
• skin or eye irritation
• any breathing difficulty

• gunfire  
• safety hazard reported by police
• electrical hazard

Then these actions are taken:

Principal:

Teacher and other staff members:

Follow these three steps:*

1. Determine whether to initiate Lockdown/Shelter-in-Place.
2. Call 911
3. Call the Superintendent’s office.

To initiate Lockdown/Shelter-in-Place, give verbal instruction over intercom.  You may use a bell code if it is different from fire alarm and easily remembered by staff.

All doors will be locked except the entrance to the Alternate Shelter Site for latecomers.  Place Lockdown/Shelter-in-Place sign at main entrance.

A teacher may make the decision to Lockdown/Shelter-in-Place when he or she perceives any of the above conditions.  Initiate Shelter-in-Place and notify the principal.

Or, follow Lockdown/Shelter-in-Place procedures when instructed to do so.

Procedures:

• Everyone reports to the assigned classroom as quickly as possible.
• Hang “Sheltering-in-Place” sign on the outside of the door.
• Close and lock classroom doors and windows.
• Students not in the room are to report to the alternate shelter site.
• Turn off pilot lights, air conditioners, and exhaust fans.
• Tape around doors, windows, and vents, or place wet towels at bottom of door.
• Do not open doors or windows until all-clear (one long bell) sounds.
• Close drapes and stay away from windows.
• Take roll.
• Electricity will be left on.  Intercoms, radios, and televisions may be used for getting information during the event.
• Do not allow anyone to leave the classroom.  Use emergency food and toilet facilities stored in the room, if necessary.
• Wait for further instructions.
• Do not evacuate the room until told to do so.
• When you evacuate, open all windows and doors to air out the room.
• Send parent notification home with students on the day of the event, if possible.

* Principal’s Note:  Following the three steps will prompt the Fire Department to check out the cause of whatever has been observed.  If the decision is not to Lockdown or Shelter-in-Place, that also should be reported.  It may become necessary to Lockdown/Shelter-in-Place later.

Modify Lockdown/Shelter-in-Place procedures for the specific incident.  The items listed above are for any hazardous materials release that emanates from outside the school buildings.  In police emergencies, be sure to lock the Alternate Shelter Site door.

Gunfire

When gunfire is heard nearby, (the sound is very loud), teacher or staff member shouts to “hit the deck.”  This means to lie flat on the ground or floor.  If outdoors, as soon as it appears safe for people to move, initiate Shelter-in-Place.

Smog Alert

First Stage Episode Actions:

*                 Programs which require outdoor physical activities will be canceled.

*                 Indoor activities will be curtailed.

*                 If the episode is predicted for the following day, the faculty and students will be requested to utilize car pools, bicycles, or public transportation.

Second Stage Episode Actions

*                 If the episode is predicted for the following day, the faculty and students will be requested to utilize car pools, bicycles, or public transportation.

*                 Only district vehicles required for security and service for essential calls will be dispatched,  Any other trips must be approved personally by the superintendent or his/her designee.

*                 Notify the faculty and employees that the schools may be required to close in case of the third stage episode.

Bomb Threat

In the event of a bomb threat, the responsibility for determining the exact course of action in each case remains with the Superintendent/Designee.  The following procedures are given for the safety of students and staff and the prevention of panic.

In the event of a telephone threat of a bomb on the school site, the following procedures are recommended:

1. The person receiving the call should gather as much information as possible.
2. Immediately begin filling out the “Report of Bomb Threat” form and attempt to get another office staff member on the line to verify the information.
3. Attempt to convince the caller to dial 9-1-1- by saying, “I’m sorry, we are not authorized to take bomb threats. You must hang up and call 9-1-1 to make a bomb threat.” (If 9-1-1 is called, the location from which the caller is calling will immediately be recorded by Emergency Services.)
4. If the caller continues the threat, repeat the response. If they persist, ask the caller as many of the questions as possible on the “Report of Bomb Threat.”
5. Immediately after the caller hangs up, report all information to the Superintendent/Designee.
6. The Superintendent/Designee should all 9-1-1, then notify the Superintendent and District Safety Coordinator as soon as possible.
7. The Superintendent/Designee shall decide on the appropriate action based on the following:
8. If it is determined that employees are to be evacuated, evacuation should be accomplished by sending “messengers” to each work area and verbally notifying personnel to evacuate.
9. Employees should immediately proceed to the pre-designated safe evacuation areas.
10. If a search of building and other areas is necessary, it should be conducted by Emergency Services Officials accompanied by school site personnel familiar with the area to be searched.
11. If a foreign, suspicious, unfamiliar object or package is found, do not touch or move it.  Immediately report the location of the object to the Superintendent/Designee and/or Emergency Services Officials.
12. Staff should not return to buildings until the Superintendent/Designee or Emergency Services Officials declare the area safe.
13. All actions regarding disposal or handling of the bomb or suspected bomb shall be the responsibility of Emergency Services Officials.

1. The information received in the threat
2. Consultation with Emergency Services Officials, and the District Safety Coordinator

Section:  Command

 Incident Commander

Responsibilities:         The Incident Commander (IC) is solely responsible for emergency/disaster operations and shall remain at the Command Post (CP) to observe and direct all operations.

                                    Ensure the safety of students, staff and others on campus.

                                    Lead by example: your behavior sets tone for staff and students.

Start-up Actions        o  Obtain your personal safety equipment; i.e., hard hat, vest, clipboard (with job description sheet).

                                    o  Assess type and scope of emergency.

                                    o  Determine threat to human life and structures.

                                    o  Implement emergency/disaster plan and hazard specific procedures.

                                    o  Develop and communicate an incident action plan with objectives and a time frame to meet those objectives.

                                    o  Activate functions (assign positions) as needed.

                                    •     Fill in “Incident Assignments” form

                                    •     Appoint a backup or alternate IC

Ongoing                           

Operational                o  Continue to monitor and assess total school situation:

Duties:                        •     View site map periodically for Search & Rescue progress and damage assessment information.

                                    •     Check with chiefs for periodic updates.

                                    •     Reassign personnel as needed through Logistics Chief

                                    o  Report (through Communications) to school district on status of students, staff, campus as needed. (Site Status Report)

                                    o  Develop and communicate revised incident action plans as needed.

                                    o  Begin student release when appropriate.

                                          NOTE:  No student should be released until student accounting is complete. Never send students home before the end of the regular school day unless directed by the Superintendent of Schools, except individuals on request of parent/guardian.

                                    o  Authorize release of information.

                                    o  Utilize your back up plan and take regular breaks, 5-10 minutes/hour, relocate away from the CP.

                                    o  Plan regular breaks for all staff and volunteers. Take care of your caregivers!

                                    o  Release teachers as appropriate per district guidelines. By law, during a disaster, teachers become “disaster workers.”

                                    o  Remain on and in charge of your campus until redirected or released by the Superintendent of Schools.

Closing Down:            o  Authorize deactivation of sections, branches, or units when they are no longer required.

                                    o  At the direction of the Superintendent of Schools, deactivate the entire emergency response.  If the Fire Department or other outside agency calls an “All Clear,” contact the district before taking any further action.

                                    o  Ensure that any open actions not yet completed will be taken care of after deactivation.   

                                    o  Ensure the return of all equipment and reusable supplies to Logistics.

                                    o  Close out all logs.  Ensure that all logs, reports, and other relevant documents are completed and provided to the Documentation Unit.

                                    o  Proclaim termination of the emergency and proceed with recovery operations if necessary.

Command Post          

Equipment/                 Campus map                      Job description clipboards                                                Duplicate rosters (2 sets)

Supplies:                     Master keys                        Command post tray (pens, etc.)Bullhorn                                     

                                    Staff & student rosters       School district radio                                                         Tables & chairs (if CP is

                                    Disaster response forms    Campus 2-way radios                                                       outdoors)

                                    Emergency/disaster plan   AM/FM radio (battery)              Vests (if available)

Section:  Command

Safety Officer

Responsibilities:         The Safety Officer ensures that all activities are conducted in as safe a manner as possible under the circumstances which exist.

Start Up Actions:       o Check in with Incident Commander for situation briefing.

                                    o Obtain necessary equipment and supplies from Logistics.

                                    o Put on position identifier, such as vest, if available.

                                    o Open and maintain a position log.  Maintain all required records and documentation to support the history of the emergency or disaster.  Document:

                                                Messages received

                                                Action taken

                                                Decision justification and documentation

                                                Requests filled

Operational Duties:   o Monitor drills, exercises, and emergency response activities for safety.

                                    o Identify and mitigate safety hazards and situations.

                                    o Stop or modify all unsafe operations.

                                    o Ensure that responders use appropriate safety equipment.

                                    o Think ahead and anticipate situations and problems before they occur.

                                    o Anticipate situation changes, such as severe aftershocks, in all planning.

                                    o Keep the Incident Commander (IC) advised of your status and activity and on any problem areas that now need or will require solutions.

Closing Down:            o  When authorized by IC, deactivate the unit and close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

                                    o  Return equipment and reusable supplies to Logistics.

Equipment/                 Vest or position identifier, if available

Supplies:                     Hard hat, if available

                                    Clipboard, paper, pens          

                                    Two-way radio, if available

Section:  Command

Public Information Officer (PIO)

Personnel:                  Available staff with assistance from available volunteers

Policy:                        The public has the right and need to know important information related to emergencies/disaster at the school site as soon as it is available.

                                    The Public Information Officer (PIO) acts as the official spokesperson for the school site in an emergency situation.  If a school district PIO is available, he/she will be the official spokesperson.  A school site-based PIO should only be used if the media is on campus and the district PIO is not available or forthcoming.

                                    News media can play a key role assisting the school in getting emergency/disaster related information to the public (parents).

                                    Information released must be consistent, accurate, and timely.

Start-Up Actions:      o  Determine a possible “news center” site as a media reception area (located away from the Command Post and students).  Get approval from the Incident Commander (IC).

                                    o  Identify yourself as the “PIO” (vest, visor, sign, etc.)

                                    o  Consult with district PIO to coordinate information release.

                                    o  Assess situation and obtain statement from IC. Tape-record if possible.

                                    o  Advise arriving media that the site is preparing a press release and approximate time of its issue. 

                                    o  Open and maintain a position log of your actions and all communications. If possible, tape media briefings. Keep all documentation to support the history of the event.

Operational Duties:   o  Keep up-to-date on the situation.

                                    o  Statements must be approved by the IC and should reflect:

                                             •      Reassurance — EGBOK — “Everything’s going to be OK.”

                                    •     Incident or disaster cause and time of origin.

                                    •     Size and scope of the incident.

                                    •     Current situation — condition of school site, evacuation progress, care being given, injuries, student release location, etc.  Do not release any names.

                                    •     Resources in use.

                                    •     Best routes to school if known and appropriate.

                                    •     Any information school wishes to be released to the public.

                                    o  Read statements if possible.

                                    o  When answering questions, be complete & truthful, always considering confidentiality & emotional impact. Avoid speculation, bluffing, lying, talking “off the record,” arguing, etc.  Avoid use of the phrase “no comment.”

                                    o  Remind school site/staff volunteers to refer all questions from media or waiting parents to the PIO.

                                    o  Update information periodically with IC.

                                    o  Ensure announcements & other information are translated into other languages as needed.

                                    o  Monitor news broadcasts about incident. Correct any misinformation heard.

Closing Down:            o  At the Incident Commander’s direction, release PIO staff no longer needed.  Direct staff members to sign out through Timekeeping.

                                    o  Return equipment and reusable supplies to Logistics.

                                    o  Close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/                 Public information kit consists of:

Supplies:                     ID vest

                                    Battery operated AM/FM radio

                                    Paper/pencils/marking pens

                                    Scotch tape/masking tape

                                    Scissors

                                    School site map(s) and area maps

                                    •  8-1/2 x 11 handouts

                                    •  Laminated poster board size

                                       for display

                                    Forms:  Disaster Public Information Release Work Sheet

                                                 Sample Public Information Release

                                                 School Profile or School Accountability Report Card                   (SARC)

Section:  Command

Liaison Officer

Responsibilities:         The Liaison Officer serves as the point of contact for Agency Representatives from assisting organizations and agencies outside the school district and assists in coordinating the efforts of these outside agencies by ensuring the proper flow of information.

Start Up Actions:       o  Check in with Incident Commander (IC) for situation briefing.

                                    o  Determine your personal operating location and set up as necessary.

                                    o  Obtain necessary equipment and supplies from Logistics.

                                    o  Put on position identifier, such as vest, if available.

                                    o  Open and maintain a position log.  Maintain all required records and documentation to support the history of the emergency or disaster.

Operational Duties:   o  Brief Agency Representatives on current situation, priorities and incident action plan.

                                    o  Ensure coordination of efforts by keeping IC informed of agencies’ action plans.

                                    o  Provide periodic update briefings to Agency Representatives as necessary.

Closing Down:            o  At the Incident Commander’s direction, deactivate the Liaison Officer position and release staff no longer needed.  Direct staff members to sign out through Timekeeping.

                                    o  Return equipment and reusable supplies to Logistics.

o  Close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/                 Vest or position identifier, if available

Supplies:                     Two-way radio, if available

                                    Clipboard, paper, pens          

Section:  Operations

Operations Chief

Responsibilities:         The Operations Chief manages the direct response to the disaster, which can include the following: 

                                                            Site Facility Check/Security

                                                            Search & Rescue                                Student Care

                                                            Medical                                               Student Release

Start-Up Actions:      o  Check in with Incident Commander for situation briefing.

                                    o  Obtain necessary equipment and supplies from Logistics.

                                    o  Put on position identifier, such as vest, if available.

Operational Duties:   o  Assume the duties of all operations positions until staff is available and assigned. 

                                    o  As staff is assigned, brief them on the situation and supervise their activities, utilizing the position checklists.

                                    o  If additional supplies or staff is needed for the Operations Section, notify Logistics.  When additional staff arrive, brief them on the situation, and assign them as needed.

o  Coordinate Search & Rescue operations.  Appoint S&R Team Leader to direct their operations if necessary.

                                    o  As information is received from operations staff, pass it on to Situation Analysis and/or the Incident Commander.

                                    o  Inform the Incident Commander regarding tasks and priorities.

                                    o  Make sure that Operations staff are following standard procedures, utilizing appropriate safety gear, and documenting their activities.

                                    o  Schedule breaks and reassign Operations staff within the section as needed.

Closing Down:            o  At the Incident Commander’s (IC) direction, release Operations staff no longer needed. Direct staff members to check with Logistics/Personnel for reassignment or sign out through Timekeeping.

                                    o  Return equipment and reusable supplies to Logistics.

                                    o  When authorized by IC, deactivate the section and close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/                 Vest or position identifier, if available        

Supplies:                     S&R equipment

                                    Two-way radio (if available)

                                    Job description, clipboard, paper, pens        

                                    Forms:  Search & Rescue maps of site

Section:  Operations

 Site Facility Check/Security

Personnel:                  Staff as assigned.  Work in pairs.

Responsibilities:         Take no action that will endanger yourself.

Start Up Actions:       o  Wear hard hat and orange identification vest if available.

                                    o  Take appropriate tools, job description clipboard, and radio.

                                    o  Put batteries in flashlight if necessary.

Operational duties:   o  As you do the following, observe the campus and report any damage by radio to the Command Post.*

                                    o  Lock gates and major external doors.

                                    o  Locate/control/extinguish small fires as necessary.

                                    o  Check gas meter and, if gas is leaking, shut down gas supply.

                                    o  Shut down electricity only if building has clear structural damage or advised to do so by Command Post (CP).

                                    o  Post yellow caution tape around damaged or hazardous areas.

                                    o  Verify that campus is “locked down” and report same to CP.

o  Advise CP of all actions taken for information and proper logging.

o  Be sure that the entire campus has been checked for safety hazards and damage.

o  No damage should be repaired prior to full documentation, such as photographs and video evidence, unless the repairs are essential to immediate life-safety.

o  Route fire, rescue, police, etc. as appropriate.

o  Direct all requests for information to the Public Information Officer.

Closing Down:            o  Return equipment and reusable supplies to Logistics.

                                    o  When authorized by the Incident Commander, close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/                 Wear vest, hard hat, work gloves, and whistle.

Supplies:                     Carry campus 2-way radio (if available), master keys, and clipboard with job description  

                                    Carry bucket or duffel bag with goggles, flashlight, dust masks, yellow caution tape, and shutoff

                                       tools — for gas &  (crescent wrench)

Section:  Operations

Search and Rescue Team Leader

Safety Rules:             Buddy system:  Minimum of 3 persons per team.

                                    Take no action that might endanger you.  Do not work beyond your expertise. Use appropriate safety gear. Size up the situation first. Leave one team member at door for safety and communication needs.

                                    Follow all operational and safety procedures.

Start-up Actions:       o Obtain all necessary equipment from container.  See list below.

                                    o Obtain briefing from Operations Chief, noting known fires, injuries, or other situations requiring response.

                                    o Assign teams based on available manpower, minimum 2 persons per team.  

Operational Duties:   o Perform visual check of outfitted team leaving CP; include radio check. Teams must wear sturdy shoes and safety equipment. 

                                    o Record names and assignments before deploying teams.

                                    o Dispatch teams to known hazards or situations first, then to search the campus using specific planned routes.  Send a specific map assignment with each team.

                                    o Remain at Command Post (CP) in contact with S&R Teams through radios or runners.

                                    o Record all teams’ progress and reports on site map, keeping others at CP informed of problems.  When a room is reported clear, mark a “C” on the map.

                                    o If injured students are located, consult Operations Chief for response.  Utilize Transport teams, or send a First Aid Team.

                                    o Record exact location of damage and triage tally (I=immediate, D=delayed, DEAD=dead on map.

                                    o Keep radio communication brief and simple. No codes.

Closing Down:            oRecord the return of each S&R team.  Direct them to return equipment and report for additional assignment to Logistics.

                                    o Provide maps & logs to the Documentation Unit.

Equipment/                 Teams wear vest, hard hat, work and latex gloves, & whistle with

Supplies:                           master keys on lanyard. One member carries first aid bag.

                                    Teamscarry campus 2-way radio and clipboard with job description and map indicating search plan.

                                    Teams carry bucket or duffel bag with goggles, flashlight, dust masks, pry bar, grease pencil, pencils, duct tape, masking tape.

Section:  Operations

Search and Rescue Teams

Safety:                        Buddy system:  Minimum of 3 persons per team.

                                    Take no action that might endanger you.  Do not work beyond your expertise. Use appropriate safety gear. Size up the situation first.

                                    Follow all operational and safety procedures.

Start-up Actions:       o Obtain all necessary equipment from container.  See list below. Put batteries in flashlight

                                         You must be wearing sturdy shoes and long sleeves.     .

                                    o Check at Command Post (CP) for assignment from S&R Team Lead or Operations Chief.

Operational Duties:   o Report gas leaks, fires, or structural damage to CP immediately upon discovery.  Shut off gas or extinguish fires if possible.

                                    o Before entering a building, inspect complete exterior of building. Report structural damage to team leader. Use yellow caution tape to barricade hazardous areas. Do not enter severely damaged buildings.

                                    o If building is safe to enter, search assigned area (following map) using orderly pattern. Check all rooms. Use chalk or grease pencil to mark slash on door when entering room. Check under desks and tables. Search visually and vocally. Listen. When leaving each room, close slash to form “X” on door. Report by radio or runner to Command Post that room has been cleared (ex: "Room A-123 is clear”)*

                                    o When injured victim is located, team transmits location, number, and condition of injured to CP. Do not use names of students or staff.  Follow directions from CP.

                                    o Record exact location of damage and triage tally (I=immediate, D=delayed, DEAD=dead on map and report information to CP.

                                    o Keep radio communication brief and simple. No codes.

Closing Down:            oReturn equipment to Logistics.  Provide maps and logs to the Documentation Unit.

Equipment/                 Wear vest, hard hat, work and latex gloves, & whistle with master

Supplies:                           keys on neck lanyard. Wear first aid backpack.

                                    Carry campus 2-way radio (if available) and clipboard with job description & map indicating search plan.

                                    Carry bucket or duffel bag with goggles, flashlight, dust masks, pry bar, grease pencil, pencils, duct tape, masking tape.

Section:  Operations

Medical Team Leader

Responsibilities:         The Medical Team Leader is responsible for the provision of emergency medical response, first aid, and counseling.  Informs the Operations Chief or Incident Commander (IC) when the situation requires health or medical services that staff cannot provide.  Ensures that appropriate actions are taken in the event of deaths.

Start-Up Actions:      o  Establish scope of disaster with IC and determine probability of outside emergency medical support and transport needs.

                                    o  Make personnel assignments.  If possible, assign a minimum of two people to Triage, two to Immediate, two to Delayed, and two to Psychological.

                                    o  Set up first aid area in a safe place, away from students and parents, with access to emergency vehicles.  Obtain equipment/supplies from the container.

                                    o  Assess available inventory of supplies & equipment.

                                    o  Review safety procedures and assignments with personnel.

                                    o  Establish point of entry (“triage”) into treatment area.

                                    o  Establish “immediate” and “delayed” treatment areas.

                                    o  Set up a separate Psychological First Aid area if staff levels are sufficient.

Operational Duties:   oOversee care, treatment, and assessment of  patients

                                    o   Ensure caregiver and rescuer safety

                                            •  Latex gloves for protection from body fluids; replace with                                                               new gloves for each new patient.

                                    o  Make sure that accurate records are kept.

                                    o  Provide personnel response for injuries in remote locations or request Transport Team from Logistics.

                                    o  If needed, request additional personnel from Logistics.

                                    o  Brief newly assigned personnel.

                                    o  Report deaths immediately to Operations Chief.

                                    o  Keep Operations Chief informed of overall status.        

                                    o  Set up morgue, if necessary, in cool, isolated, secure area;

                                          follow guidelines.

                                    o  Stay alert for communicable diseases and isolate appropriately.

                                    o  Consult with Student Care Director regarding health care,  medications, and meals for students with known medical conditions (diabetes, asthma, etc.).

Closing Down:            o  At the Incident Commander’s direction, release Medical staff no longer needed. Direct staff members to sign out through Timekeeping.

                                    o  Return equipment and reusable supplies to Logistics.

                                    o  When authorized by IC, deactivate the section and close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/               First Aid Supplies:  See list below

Supplies:                                                                     Job description clipboards                                                 Marking pens                               

                                    Stretchers                                Blankets                                       

                                    Vests, if available                   Quick reference medical guides

                                             Tables & chairs                                              Ground cover/tarps

                                             Staff and student medication from health office

                                             Forms:  Notice of First Aid Care

                                    Medical Treatment Victim Log

Recommended First Aid Supplies:

4 x 4” compress:  1000 per 500 students

8 x 10” compress:  150 per 500 students

Kerlix bandaging:  1 per student

Ace wrap:  2-inch:  12 per campus

                  4-inch:   12 per campus

Triangular bandage:  24 per campus

Cardboard splints: 24 each, sm, med. Lg.

Steri-strips or butterfly bandages:  50/campus

Aqua-Blox (water) cases: 

            0.016 x students + staff = # cases

            (for flushing wounds, etc.)

Neosporin:  144 squeeze packs/campus

Hydrogen peroxide:  10 pints/campus

Bleach, 1 small bottle

Plastic basket or wire basket stretchers

   or backboards:  1.5/100 students

Scissors, paramedic:  4 per campus

Tweezers:  3 assorted per campus

Triage tags:  50 per 500 students

Latex gloves:  100 per 500 students

Oval eye patch:  50 per campus

Tapes:  1” cloth:  50 rolls/campus

            2” cloth:  24 per campus

Dust masks:  25/100 students

Disposable blanket:  10 per 100 students

First Aid Books:  2 standard and 2 advanced per campus

Space blankets:  1/student and staff

Heavy duty rubber gloves, 4 pair

Section:  Operations

Medical Team

Personnel:                 First-aid trained staff and volunteers

Responsibilities:         o  Use approved safety equipment and techniques.

Start-Up Actions:      o  Obtain & wear personal safety equipment including latex gloves.

                                    o  Check with Medical Team Leader for assignment.

Operational Duties:   o  Administer appropriate first aid.

                                    o  Keep accurate records of care given.

                                    o  Continue to assess victims at regular intervals.

                                    o  Report deaths immediately to Medical Team Leader.

                                    o  If & when transport is available, do final assessment and document on triage tag. Keep and file records for reference—do not send with victim.

                                    o  Student’s Emergency Card must accompany student removed from campus to receive advanced medical attention.  Send emergency out-of-area phone number if available.

              Triage Entry Area:

                                    o  Staffed with minimum of 2 trained team members, if possible.

                                          • One member confirms triage tag category (red, yellow, green) and directs to proper treatment area. Should take 30 seconds to assess — no treatment takes place here. Assess if not tagged.

                                          • Second team member logs victims’ names on form and sends forms to CP as completed.

              Treatment Areas (“Immediate” & Delayed”)

o  Staff with minimum of 2 team members per area, if possible.

o  One member completes secondary head-to-toe assessment.

o  Second member records information on triage tag and on-site treatment records.

oFollow categories:  Immediate, Delayed, Dead

oWhen using 2-way radio, do not use names of injured or dead.

Closing Down:          o   Return equipment and unused supplies to Logistics.

                                    o   Clean up first aid area.  Dispose of hazardous waste safely.

                                    o   Complete all paperwork and turn into the Documentation Unit.

Equipment/               First-aid supplies (See list below)               

Supplies:                                                                     Job description clipboards                                                 Marking pens                               

                                    Stretchers                                Blankets                                       

                                    Vests, if available                   Quick reference medical guides 

                                             Tables & chairs                                Ground cover/tarps

                                             Staff and student medication from health office

                                    Forms:  Notice of First Aid Care

                                                 Medical Treatment Victim Log

Recommended First Aid Supplies:

4 x 4” compress:  1000 per 500 students

8 x 10” compress:  150 per 500 students

Kerlix bandaging:  1 per student

Ace wrap:  2-inch:  12 per campus

                  4-inch:   12 per campus

Triangular bandage:  24 per campus

Cardboard splints: 24 each, sm, med. Lg.

Steri-strips or butterfly bandages:              50/campus

Aqua-Blox (water) cases: 

            0.016 x students + staff = # cases

            (for flushing wounds, etc.)

Neosporin:  144 squeeze packs/campus

Hydrogen peroxide:  10 pints/campus

Bleach, 1 small bottle

Plastic basket or wire basket stretchers  

            or backboards:  1.5/100 students

Scissors, paramedic:  4 per campus

Tweezers:  3 assorted per campus

Triage tags:  50 per 500 students

Latex gloves:  100 per 500 students

Oval eye patch:  50 per campus

Tapes:  1” cloth:  50 rolls/campus

            2” cloth:  24 per campus

Dust masks:  25/100 students

Disposable blanket:  10 per 100 students

First Aid Books 2 standard and 2

            advanced per campus

Space blankets.  1/student and staff

Section:  Operations, Medical Branch, Morgue

Personnel:                  To be assigned by the Operations Chief if needed.

Start-Up Actions:      o  Check with Operations Chief for direction.

                                    o  If directed, set up morgue area.  Verify:

                                          •  Tile, concrete, or other cool floor surface

                                          •  Accessible to Coroner’s vehicle

                                          •  Remote from assembly area

                                          •  Security: Keep unauthorized persons out of morgue.

                                          •  Maintain respectful attitude. 

Operational Duties:   o  After pronouncement or determination of death:

                                    o  Confirm that the person is actually dead.

                                    o  Do not move the body until directed by Command Post (CP).

                                    o  Do not remove any personal effects from the body. Personal effects must remain with the body at all times.

                                    o  As soon as possible, notify Operations Chief, who will notify the CP, who will attempt to notify law enforcement authorities of the location and, if known, the identity of the body. They will notify the Coroner.

                                    o  Keep accurate records and make available to law enforcement and/or the Coroner when requested.

                                    o  Write the following information on two tags. 

                                          •  Date and time found.

                                          •  Exact location where found.

                                          •  Name of decedent if known.

                                          •  If identified—how, when, by whom.

                                          •  Name of person filling out tag.

                                    o  Attach one tag to body.

                                    o  If the Coroner’s Office will not be able to pick up the body soon, place body in plastic bag(s) and tape securely to prevent unwrapping. Securely attach the second tag to the outside of the bag.  Move body to morgue.

                                    o  Place any additional personal belongings found in a separate container and label as above. Do not attach to the body—store separately near the body.

Closing Down:          o   After all bodies have been picked up, close down the Morgue. 

                                    o   Return equipment and unused supplies to Logistics.

                                    o   Clean up area.  Dispose of hazardous waste safely.

                                    o   Complete all paperwork and turn into the Documentation Unit.

Equipment/                 Tags                            Vicks Vapor Rub

Supplies:                     Pens/Pencils               Plastic tarps

                                    Plastic trash bags        Stapler

                                    Duct tape                    2" cloth tape

Section:  Operations

Student Care

Personnel:                  Classroom teachers, substitute teachers, and staff as assigned.

Responsibilities:         Ensure the care and safety of all students on campus except those who are in the Medical Treatment Area.

Start Up Actions:       o Wear identification vest if available.

o  Take job description clipboard, & radio.

o  Check in with Operations Chief for situation briefing.

o  Assign personnel to assignments as needed.

o  If school is evacuating:

                                          Ÿ  Verify that the assembly area and routes to it are safe. 

                                          Ÿ  Count or observe the classrooms as they exit, to make sure that all classes evacuate. 

                                          Ÿ  Initiate the set-up of portable toilet facilities and hand-washing stations.

Operational duties:   o Monitor the safety and well-being of the students and staff in the Assembly Area.

                                    o  Administer minor first aid as needed.

                                    o  Support the Student Release process by releasing students with appropriate paperwork.

o  When necessary, provide water and food to students and staff.

o  Make arrangements for portable toilets if necessary, ensuring that students and staff wash their hands thoroughly to prevent disease.

o  Make arrangements to provide shelter for students and staff.

o  Arrange activities and keep students reassured.

o  Update records of the number of students and staff in the assembly area (or in the buildings).

o  Direct all requests for information to the PIO.

Closing Down:            o  Return equipment and reusable supplies to Logistics.

                                    o  When authorized by IC, close out all logs.  Provide logs and other relevant documents to the Documentation Unit.

Equipment/                 Vest, campus 2-way radio

Supplies:                     Clipboard with job description

                                    Ground cover, tarps

                                    First aid kit, water, food, sanitation supplies

                                    Student activities:  books, games, coloring books, etc.

                                    Forms:  Student Accounting

                                                 Notice of First Aid Care

Section:  Operations

Student Release

Personnel:                 School Secretary, available staff and disaster volunteers.  Use buddy system.  Student Release process is supported by student runners.

Responsibilities:         Assure the reunification of students with their parents or authorized adult through separate Request and Release Gates.

Start-Up Actions:      o  Obtain and wear vest or position identifier, if available.

o  Check with Operations Chief for assignment to Request Gate or Release Gate.

o  Obtain necessary equipment and forms from Logistics.

o  Secure area against unauthorized access.  Mark gates with signs.

o  Set up Request Gate at the main student access gate.  Use alphabetical grouping signs to organize parent requests.

o  Have Student Release Forms available for parents outside of fence at Request Gate.  Assign volunteers to assist.

o  Set up Release Gate some distance from Request Gate.

Operational Duties:   o Follow procedures outlined below to ensure the safe reunification of students with their parents or guardians.

o  Refer all requests for information to the Public Information Officer.  Do not spread rumors!

o  If volunteers arrive to help, send to Logistics/Personnel to register.

Procedures: 

o  Requesting adult fills out Student Release Form, gives it to staff member, and shows identification.

o  Staff verifies identification, pulls Emergency Card from file, and verifies that the requester is listed on the card.

o  Staff instructs the requester to proceed to the Release Gate.

o  If there are two copies of the Emergency Cards (one at each gate), staff files the Emergency Card in the out box.  If there is only one copy, runner takes the card with the Student Release Form, and staff files a blank card with the student’s name on it in the out box.

o  Runner takes form(s) to the designated classroom.

              Note:  If a parent refuses to wait in line, don’t argue.  Note time with appropriate comments on Emergency Card and place in out box.

              If student is with class:

o  Runner shows Student Release Form to the teacher

o  Teacher marks box, “Sent with Runner.”

o  If appropriate, teacher sends parent copy of first aid form with the runner.

o  Runner walks student(s) to Release Gate.

o  Runner hands paperwork to release personnel.

o  Release staff match student to requester, verify  proof of identification, ask requester to fill out and sign the lower portion of Student Release Form, and release student.  Parents are given the Notice of First Aid Care Given, if applicable.

              If student is not with the class:

o  Teacher makes appropriate notation on Student Release Form:

“Absent” if student was never in school that day.

“First Aid” if student is in Medical Treatment Area.

“Missing” if student was in school but now cannot be located.

o  Runner takes Student Release Form to CP.

o  CP verifies student location if known and directs runner accordingly.

o  If runner is retrieving multiple students and one or more are missing, walk available students to Release Gate before returning “Missing” forms to CP for verification.

o  Parent should be notified of missing student status and escorted to crisis counselor.

o  If student is in first aid, parent should be escorted to Medical Treatment Area.

o  If student was marked absent, parent will be notified by staff member.

Closing Down:          o   At the direction of the Operations Chief, return equipment and unused supplies to Logistics.

                                    o   Complete all paperwork and turn into the Documentation Unit.

Equipment/               Job description

Supplies:                           Pens, stapler, clipboards 

                                    Box(es) of Emergency Cards

                                    Signs to mark Parent Request Gate and Release Gate

                                    Signs for alphabetical grouping to organize the parents (A-F, etc.)

                                    Empty file boxes to use as out boxes

Forms:  Student Release Form (copies for every student)

Section: Planning/Intelligence

Planning/Intelligence Chief

Responsibilities:         This section is responsible for the collection, evaluation, documentation and use of information about the development of the incident and the status of resources.  Maintain accurate records and site map.  Provide ongoing analysis of situation and resource status.

Start-Up Actions:      o  Check in with Incident Commander (IC) for situation briefing.

                                    o  Obtain necessary equipment and supplies from Logistics.

                                    o  Put on position identifier, such as vest, if available.

Operational Duties:   o  Assume the duties of all Planning/Intelligence positions until staff is available and assigned. 

o  As (or if) staff is assigned, brief them on the situation and supervise their activities, utilizing the position checklists.

o  Assist IC in writing Action Plans.

Closing Down:            o  At the IC’s direction, deactivate the section and close out all logs.

                                    o  Verify that closing tasks of all Planning/Intelligence positions have been accomplished.

o  Return equipment and reusable supplies to Logistics.

Equipment/                 2-way radio                             Paper, pens

Supplies:                     File box(es)                            Job description clipboard

                                    Dry-erase pens                        Tissues

                                    Large site map of campus, laminated or covered with Plexiglas

                                    Forms:  Emergency Time/Situation Report

                                                 Sample log

                                                 Student Accounting Form

Section:  Planning/Intelligence

Documentation

Responsibilities:         This section is responsible for the collection, evaluation, documentation and use of information about the development of the incident and the status of resources. 

Start-Up Actions:      o  Check in with Planning/Intelligence Chief for situation briefing.

                                    o  Obtain necessary equipment and supplies from Logistics.

o  Put on position identifier, such as vest, if available.

o  Determine whether there will be a Finance/Administration Section.  If there is none, the Documentation Clerk will be responsible for maintaining all records of any expenditures as well as all personnel time keeping records.

Operational Duties:  

            Records:         o  Maintain time log of the Incident, noting all actions and reports.  (See sample log in Appendix.)

                                    o  Record content of all radio communication with district Emergency Operations Center (EOC).

                                    o  Record verbal communication for basic content.

                                    o  Log in all written reports.

                                    o  File all reports for reference (file box).

                                    Important: A permanent log may be typed or rewritten at a later time for clarity and better understanding. Keep all original notes and records—they are legal documents.

          Student and Staff Accounting:

                                    o  Receive, record, and analyze Student Accounting forms.

                                    o  Check off staff roster.  Compute number of students, staff, and others on campus for Situation Analysis.  Update periodically. 

                                    o  Report missing persons and site damage to Command Post.

                                    o  Report first aid needs to medical team leader.

                                    o  File forms for reference.

Closing Down:            o  Collect and file all paperwork and documentation from deactivating sections. 

o  Securely package and store these documents for future use.

o  Return equipment and reusable supplies to Logistics.

Equipment/                 2-way radio (if available)      paper, pens

Supplies:                     File box(es)                            Job description clipboard      

                                    Forms:  Emergency Time/Situation Report

                                                 Sample log

                                                 Student Accounting Form

Section:  Planning and Intelligence

Communications

Responsibilities:         This unit is responsible for establishing, coordinating, and directing verbal and written communications within the school disaster site and with the school district.  If the school district cannot be contacted, communications may be made with outside agencies when necessary.

Personnel:                  School staff member with two way radio, supported by student or disaster volunteer runners, and

                                    Disaster volunteer who is a qualified amateur radio operator.                       

Start-Up Actions:      o  Set up Communications station in a quiet location with access to the Command Post (CP).

o  Turn on radios and advise CP when ready to accept traffic.

Operational Duties:   o  Communicate with site Command Posts (CP)  per district procedure.  At the direction of the Incident Commander (IC), report status of students, staff, and campus, using Site Status Report Form.

o  Receive and write down all communications from the district sites

o  Use runners to delivermessages to the IC with copies to the Plans/Intelligence Chief.

o  Maintain Communications Log: date/time/originator/recipient

o  Follow communications protocol. Contact the city and RCOE directly if directed to do so by the Incident Commander

o  Direct the media or the public to the Public Information Officer.

o  Monitor AM/FM radio for local emergency news

Closing Down:            o  Close out all logs, message forms, etc. and turn them over to Documentation.

                                    o  Return all equipment and unused supplies to Logistics.

Equipment/                 2-way radios with spare batteries for each          

Supplies:                     Job description clipboard       paper, pens

                                    Table and chairs                     AM/FM radio

                                    File boxes, tote tray for outgoing messages             

                                    Forms:  Site Status Report

                                                 Message forms

Section:  Planning/Intelligence

Situation Analysis

Responsibilities:         This section is responsible for the collection, evaluation,       documentation and use of information about the development of       the incident and the status of resources.  Maintain accurate site map. 

                                    Provide ongoing analysis of situation and resource status.

Start-Up Actions:      o  Check in with Planning/Intelligence Chief for situation briefing.

                                    o  Obtain necessary equipment and supplies from Logistics.

o  Put on position identifier, such as vest, if available.

Operational Duties:  

            Situation Status (Map):

                                    o  Collect, organize and analyze situation information.

                                    o  Mark site map appropriately as related reports are received. This includes but is not limited to S&R reports and damage updates, giving a concise picture status of campus.

o  Preserve map as legal document until photographed.

o  Use area-wide map to record information on major incidents, road closures, utility outages, etc. (This information may be useful to staff for planning routes home, etc.)

            Situation Analysis:

o  Provide current situation assessments based on analysis of information received.

o  Develop situation reports for the EOC to support the action planning process.

o  Think ahead and anticipate situations and problems before they occur.

o  Report only to Planning/Intelligence Chief and/or Incident Commander.  Refer all other requests to Public Information Officer.                            

Closing Down:            o  Close out all logs and turn all documents into Documentation.

                                    o  Return equipment and reusable supplies to Logistics.   

Equipment/                 2-way radio (if available)

Supplies:                     Paper, pens, dry-erase pens, tissues                     

                                    Job description clipboards

                                    Large site map of campus, laminated or covered with Plexiglas

                                    File box(es)

                                    Map of county or local area

Section:  Logistics

Logistics Chief

Responsibilities:         The Logistics Section is responsible for providing facilities, services, personnel, equipment, and materials in support of the incident.

Start-Up Actions:      o  Check in with Incident Commander (IC) for situation briefing.

o  Open supplies container or other storage facility.

o  Put on position identifier, such as vest, if available.

o  Begin distribution of supplies and equipment as needed.

                                    o  Ensure that the Command Post or EOC and other facilities are set up as needed.

Operational Duties:   o  Assume the duties of all Logistics positions until staff is available and assigned. 

o  As (or if) staff is assigned, brief them on the situation and supervise their activities, utilizing the position checklists.

o  Coordinate supplies, equipment, and personnel needs with the IC.

o  Maintain security of cargo container, supplies and equipment.

Closing Down:            o  At the IC’s direction, deactivate the section and close out all logs.

                                    o  Verify that closing tasks of all Logistics positions have been accomplished.  Secure all equipment and supplies.

Equipment/                 2-way radio (if available)     

Supplies:                     Job description clipboard

                                    Paper, pens

                                    Cargo container or other storage facility and all emergency supplies stored on campus

                                    Clipboards with volunteer sign-in sheets

                                    Forms:  Inventory of emergency supplies on campus

                                                 Site Status Report

                                                 Communications log

                                                 Message forms

Section:  Logistics

Supplies

Responsibilities:         This unit is responsible for providing facilities, equipment, supplies, and materials in support of the incident.

Start-Up Actions:      o  Check in with Logistics Chief for situation briefing.

o  Open supplies container or other storage facility if necessary.

o  Put on position identifier, such as vest, if available.

o  Begin distribution of supplies and equipment as needed.

                                    o  Set up the Command Post or EOC.

Operational Duties:   o  Maintain security of cargo container, supplies and equipment.

o  Distribute supplies and equipment as needed. 

o  Assist team members in locating appropriate supplies and equipment. 

o  Set up Staging Area, Sanitation Area, Feeding Area, and other facilities as needed.

Closing Down:            o  At the Logistic Chief’s direction, receive all equipment and unused supplies as they are returned.

                                    o  Secure all equipment and supplies.

Equipment/                 2-way radio                            

Supplies:                     Job description clipboard

                                    Paper, pens

                                    Cargo container or other storage facility and all emergency                                     Supplies stored on campus

                                    Forms:  Inventory of emergency supplies on campus

Section:  Logistics

Personnel

Responsibilities:         This unit is responsible for coordinating the assignment of  personnel (staff, students, disaster volunteers) in support of the incident.

Start-Up Actions:      o  Check in with Logistics Chief for situation briefing.

o  Put on position identifier, such as vest, if available.

o  Open three logs to list staff, volunteers, and students who are awaiting assignment. 

Operational Duties:   o  Deploy personnel as requested by the IC.

                                             o    Sign in volunteers, making sure that volunteers are wearing I.D. badges.

Closing Down:            o  Ask volunteers to sign out.

                                    o  At the Logistic Chief’s direction, close out all logs and turn them in to Documentation Unit.

                                    o  Return all equipment and supplies.

Equipment/                 2-way radio                            

Supplies:                     Job description clipboard

                                    paper, pens

                                    Cargo container or other storage facility and all emergency                                     supplies stored on campus

                                    Clipboards with volunteer sign-in sheets

                                    Forms:  Inventory of emergency supplies on campus

                                                 List of registered disaster volunteers

Section:  Finance/Administration

Finance/Administration Chief

Responsibilities:         The Finance/Administration Section is responsible for financial tracking, procurement, and cost analysis related to the disaster or emergency.  Maintain financial records, track and record staff hours.

Start-Up Actions:      o  Check in with Incident Commander (IC) for situation briefing.

o  Put on position identifier, such as vest, if available.

o  Locate and set up work space.

o  Check in with the Documentation Clerk to collect records and information which relate to personnel time keeping and/or purchasing.

Operational Duties:   o  Assume the duties of all Finance/Administration positions until staff is available and assigned. 

o  As (or if) staff is assigned, brief them on the situation and supervise their activities, utilizing the position checklists.

Closing Down:            o  At the IC’s direction, deactivate the section and close out all logs.

                                    o  Verify that closing tasks of all Finance/Administration positions have been accomplished.  Secure all documents and records.

Equipment/                 Job description clipboard      

Supplies:                     Paper, pens

                                    Forms:  Staff Duty Log

                                                Section:  Finance/Administration

Timekeeping

Responsibilities:         This unit is responsible for maintaining accurate and complete records of staff hours.

Start-Up Actions:      o  Check in with Finance/Administration Chief for situation briefing.

o  Put on position identifier, such as vest, if available.

o  Locate and set up work space.

o  Check in with the Documentation Clerk to collect records and information which relate to personnel time keeping.

Operational Duties:   o  Meet with Finance/Administration Chief to determine process for tracking regular and overtime of staff. 

o  Ensure that accurate records are kept of all staff members, indicating hours worked.

o  If district personnel not normally assigned to the site are working, be sure that records of their hours are kept.

Closing Down:            o  Close out all logs.

                                    o  Secure all documents and records.

Equipment/                 Job description clipboard      

Supplies:                     Paper, pens

                                    Forms:  Staff  Duty Log

Section:  Finance/Administration

Purchasing

Responsibilities:         This unit is responsible for maintaining accurate and complete records of purchases.  Most purchases will be made at the district level; however, in emergency situations, it may be necessary for school sites to acquire certain items quickly.

Start-Up Actions:      o  Check in with Finance/Administration Chief for situation briefing.

o  Put on position identifier, such as vest, if available.

o  Locate and set up work space.

o  Check in with the Documentation Clerk to collect records and information which relate to purchasing.

Operational Duties:   o  Meet with Finance/Administration Chief to determine process for tracking purchases.

                                             o    Support Logistics in making any purchases which have been approved by the Incident Commander.

Closing Down:            o  Close out all logs.

                                    o  Secure all documents and records.

Equipment/                 Job description clipboard      

Supplies:                     Paper, pens