Shelby County SchoolsCreating the School-Centered Multi-Hazard Emergency School Plan A. IntroductionThis chapter is designed to provide a practical step-by-step approach to forming a Multi-Hazard Emergency School Plan. It addresses issues from team formation through submission of the plan to the Superintendent’s office. The first step in creating the Multi-Hazard Emergency School Plan is forming the Multi-Hazard School Team. As introduced earlier, the team should represent the diverse training and expertise of the school community.

After the team is formed, they should use the attached forms to create the Multi-Hazard Emergency School Plan. Next, the Multi-Hazard Emergency School Team should conduct a presentation at a faculty/staff meeting to update the entire staff regarding Universal Emergency Procedures, Emergency Management Protocols, Emergency Management Team assignments, specific roles, etc. Finally, the team will submit a copy of the plan to the Office of Emergency Management. The Emergency Management staff will review the reports and document the completion of the plan for each school and report to the Superintendent and the State Department of Education.

Using this guide as a starting point, each school and school support building is to establish a Multi-Hazard Emergency School Team and is to develop (or update) a School-Centered Emergency Management Plan to include:

Clearly defined staff roles/responsibilities (a Multi-Hazard Emergency School Team, Incident Command System, etc.)

Procedures for emergency evacuation, administering first aid, etc. Setting up a “Command Post” Establishing potential staging areas Student accounting and release procedures Assembly Areas Guidelines for communication with the media Establishing primary and back-up methods for communication (within school, with Central

Office, and with parents and community)

Each Multi-Hazard Emergency School Plan shall be updated yearly and submitted to the Office of Emergency Management, and shall reflect the actions required by all involved parties to minimize loss of life and injury to persons and property.

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

1

B. Forming the Multi-Hazard Emergency School TeamThe school principal or facility director is responsible for overseeing the formation of the Multi-Hazard Emergency School 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 manager, 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, an emergency team could have any number of staff ranging from approximately 6 to 12, depending on the size of the facility. Although these staff members make up the formal Multi-Hazard Emergency School 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/facility director communicates with all staff identifying specific needs, and

requesting volunteers to serve on the Multi-Hazard Emergency School Team (see Staff Skills Inventory).

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

Physical/medical needs Emotional/mental health needs Students with special needs Staff from all areas of the building (different floors, wings, out-buildings, etc.) Staff with knowledge of transportation needs Staff with knowledge of the building floor plan, locks, 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/facility director or 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 position on an emergency 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 Multi-Hazard Emergency School Team, and to begin the process of developing the school’s Multi-Hazard Emergency School Plan (using forms on the following pages).

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

2

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 and updates of plan.

3

C. Checklist for Plan DevelopmentUnder the direction of the principal, each school is to complete the following according to its unique needs and circumstances.

Have each team member become familiar with this Multi-Hazard Emergency School Plan and Recovery Guide and other materials provided.

Complete the following:1. Cover Page

2. Staff Skills Inventory

3. Multi-Hazard Emergency School Team Assignments

4. Students Needing Special Assistance

5. Staff Survey Needing Special Assistance

6. Students and Staff Special Assistance: Master List

7. Classroom and Building “Hazard Hunt” All Staff

8. Classroom and Building “Hazard Hunt” Master List

9. Assembly Area (outdoors)

10. Emergency Walking/Transportation Update

11. Student Accounting and Release

12. Orientation and Training Schedule

13. Drill Schedule and Log

Create a Multi-Hazard Emergency Team “Toolbox or Go Kit” using checklist provided

Adopt Visitor Screening Policy consistent with local board policy

Adopt General Dismissal Procedures consistent with board policy

Review the Multi-Hazard Emergency School Protocols (“Response” section); make necessary modifications for school-specific needs (using feedback from Staff Surveys and Emergency Team input, local or district phone numbers and titles, etc.) Each teacher should have their “Classroom Crisis Response Procedures” booklet with them at all times.

Review and update Severe Weather Safe Area for each room of building

Review and update Shelter in Place plan for each room of building

Establish a schedule and procedures for orientation, training, and practicing (suggestions for Orientation, Tabletop Exercise, Drill, Functional Exercise, Full-Scale Exercise found in the introduction of this guide)

Submit the school’s plan to the Office of Emergency Management

Practice the plan as scheduled, update the plan at least yearly

4

1. Cover Page for School-Centered Plan

Each school is responsible for creating and updating its Multi-Hazard Emergency School Plan and Recovery Plan on a yearly basis. This cover page should accompany the school’s completed plan according to the guidelines established by the District Support Team. The school principal needs to sign this cover prior to submitting the plan to the central office.

5

2018-2019Multi-Hazard Emergency School Plan

and Recovery Guide

School Name:

Principal Signature

09/28/2018 Date

Student/Staff/Count & Special Needs Chart Total #students

# SPED (CDC)Students

# wheel chairs (staff/students)

# people with physical

disabilities

# people w/medicalconditions

# teachers # custodial staff

# office personnel & other admin.

staff

Total of all people in your bldg.

671 30 3 0 5 45 6 22 744

6

Berclair Elementary School

Tornado Damage – School Gym & Classroom Bldg. Fire Damage – School Auditorium

Earthquake Damage – School Library

2. Staff Skills Inventory for Multi-Hazard Emergency School PlanStaff: As part of the development of our Multi-Hazard Emergency School Plan, and in accordance with district policy, please complete the following survey and return to the administration office. The information provided will be used to help design and update our Multi-Hazard Emergency School Plan in order to be fully prepared for an emergency situation should one arise.

NAME: ROOM

I. Emergency response:Please check any of the following areas in which you have training or expertise:

X First aid Search & rescue X Counseling/mental healthX CPR Hazardous materials Firefighting Emergency medical Media relations Incident debriefing

Explain or clarify items checked, if needed I am the School Counselor at Berclair Elementary School. I am Certified in first aid and CPR through American Red Cross.

II. Special Considerations: Please check and list special skills or resources you feel would be an asset in an emergency situation. Explain items checked:

X Multilingual, list language(s)Spanish, Irabic X Experience with disabilities X Ham radio or CB radio experience Knowledge of community resources Other knowledge or skills Other knowledge or skills X Check if you have a cell phone that could be used in an emergency Check if you have a 2-way radio that could be used in an emergency

III. Multi-Hazard Emergency School Team MembershipEach school is to form a Multi-Hazard Emergency School Team to provide leadership and direction in response and recovery activities related to emergency management.

7

Please check here if you are interested in becoming a member of our school’s Multi-Hazard Emergency School Plan.

DO NOT RETURN THIS FORM WITH YOUR PLAN

8

3. Multi-Hazard Emergency School Team AssignmentsIn general, Incident Command System (ICS) or Multi-Hazard Emergency School Team roles should be a logical, reasonable parallel to day-to-day work assignments. Complete the form below to reflect your school Multi-Hazard Emergency School Team assignments. Descriptions of roles and responsibilities for each assignment are provided in Appendix C of the Principal’s Multi-Hazard Crisis Response manual received at training.

Title NameBldg. Location &

Phone #

Alternate NameBldg. Location &

Phone #1 Incident Command:

PrincipalDr. Sam ShawOffice61850

Clint DavisAP Office68573

2 Safety Official:School Security

Rebecca SchafferRoom 17

Tabitha ArnoldLibrary 53536

3 Public Information Official:Media Liaison

Leigh FraizerLibrary6

Candiace DandridgeCounselor’s Office61857

4 Liaison Official:Liaison to Outside Agencies

Vilori IngeRoom 128

Margie AvisRoom 113

5 Planning/Intelligence:Situation Analysis

Clint DavisAP Office

Nicole DabbsRoom 14

6 Operations:Student Accounting & Release

Anita FordOffice68800

LaTasha BeardRoom 10253521

7 Operations:Facility & Environmental

Chuchi King901-416-5353

Genell Dotson Cafeteria

8 Operations:First Aid, CPR, Medical

Ronald AndersonGym

Tammie ChapmanGym

9 Operations:Crisis Intervention & Response

Candiace DandridgeCounselor’s Office61857

Jennifer ByrdRoom 2

10 Operations:Food, water, sanitation

Kiara JonesCafeteria61854

Nadine JohnsonCafeteria61854

11 Logistics:Communications

Megan GoddardAnnex 23

Katie ShadowRoom 107

12 Logistics: Tammie Chapman Jennifer Rogan

9

Supplies Gym Room 16

13 Administration & Finance:Documentation

FlowersFinancial Office

ClevengerFinancial Office

10

See next page for description of team roles and responsibilities.

The principal, as Incident Commander (IC) is in charge. As appropriate, the IC activates those in the Incident Command System (ICS), who in turn, activate others needed to fulfill emergency response tasks.

Title Role, Responsibility 1 Incident Responsible for development of school's plan and overall management of

Command: emergency situations; establish/manage Command Post; activate ICS; Principal determine strategies to implement protocols and adapt as needed

2 Safety Official: Monitor safety conditions of an emergency situation and develop measures Security, Law for ensuring the safety of building occupants (students, staff, volunteers, Enforcement responders); document activities

3 Public Information Develop relationship with local media reps.; prepare media releases; Official: establish "media center" near Command Post; coordinate information with Media Liaison Incident Commander and District Emergency Management Team;

document activities 4 Liaison Official: Develop working knowledge of local regional agencies; serve as the

Liaison to Outside primary on-scene contact for outside agencies assigned to an incident; Agencies assist in accessing services when the need arises; document activities

5 Planning: Assist Incident Commander in the collection and evaluation of information Intelligence: about an incident as it develops (including site map and area map of

Situation Analysis related events); assist with ongoing planning efforts; maintain incident time

log; document activities

6 Operations: Analyze school staffing to develop a Student Accounting and Release Plan Student Accounting (accounting from individual teachers to Student Accounting and Release to

& Release Command Post); implement plan in an emergency; document activities 7 Operations: Monitor site utilities (electric, gas, water, HVAC) shut off only if danger

Facility and exists or directed by Incident Commander; assist in securing facility Environmental (locking qates and perimeter doors, posting yellow caution tape as needed,

etc); document activities 8 Operations: Establish medical triage with staff trained in first aid, CPR; provide/oversee

First Aid, CPR, care given to the injured; distribute supplies (latex gloves, bandages, etc.); Medical request additional supplies from Logistics; document activities

9 Operations: Provide and access psychological first aid services for those in need Crisis Intervention (working with "Operations: Medical"); access local/regional providers for

and Response ongoing crisis counseling for students, staff, parents; document activities 10 Operations: Coordinate the rationed distribution of food and water (prolonged

Food, Water, emergencies); establish secondary toilet facilities in the event of water or Sanitation plumbing failure; request needed supplies from Logistics; document

activities 11 Logistics: Establish/oversee communications center and activities during an

Communications emergency (two-way radio, battery-powered radio, written updates, etc.); develop telephone tree for after-hours communication; document activities

12 Logistics: Responsible to establish and maintain "Emergency Team Toolbox" (fresh Supplies batteries, etc.); coordinate access to and distribution of supplies during an

emergency; monitor inventory of supplies and equipment; document activities

13 Administration & Responsible for overall documentation and record keeping activities; when Finance: possible, photograph or videotape damage to property; develop a system Documentation to monitor and track expenses and financial losses; secure all records

4. Student Survey Needing Special Assistance

Instructions: Teachers are to fill in the name of any student/staff in their class who will require special assistance in the event of an emergency (considering a variety of emergency conditions which may alter needs, such as severe weather, evacuation needs, hazardous materials, etc.). Copy form as needed.

Name of Student Assistance Needed Person Assigned to Assist

Alexis Herman Diabetes Nurse

Juan Mejia Wheelchair Mrs. Cummings and Nurse

Tristan Payne Wheelchair Mrs. Terrell

Bryan Pina Juarez Wheelchair Mrs. Bailey

DO NOT RETURN THIS FORM WITH YOUR PLAN

11

(i.e. students and staff with physical limitations, diabetes, asthma, allergies, heart conditions, and special needs students etc.)

5. Classroom and Building “Hazard Hunt” ALL STAFF (and Mitigation Plans)

Each Multi-Hazard Emergency School Team is interested in identifying any special circumstances which exist in our building or near our location which present unique problems or potential risk to persons or property. These may include materials used in offices, issues specific to your location in the building, situations which may impede evacuation from the building, community issues (factories, airport, water plants, rivers/streams), etc. Please describe any such potential hazards below, and actions to mitigate:

Use this form to compile the master list of hazards for your location.

Potential Hazards Actions to Mitigate Successful (Yes/No) Barriers to Intervention

Pre-kstudents arrival/dismissal

Parents will pick up and drop off in cafeteria

Heavy traffic on streets around school

Parents must stay in cars during dismissal, crossing guards in front/rear of school; police officer on Stratford

Strangers loitering near school and on grounds

Administration notified, if unsuccessful in getting stranger to leave, police are called

Signature: ____________________________________________________ Date: _______________________

DO NOT RETURN THIS FORM WITH YOUR PLAN

12

6. Classroom and Building “Hazard Hunt” MASTER LIST (and Mitigation Plans)

Each Multi-Hazard Emergency School Team is required to identify circumstances unique to its school/campus/facility that present unique risks to persons or property. These may include materials used within the building, potentially troublesome evacuation routes, dangers due to geographic location, proximity to potentially hazardous buildings in the community, issues related to sharing a campus with another school, etc.

Using information from Classroom and Building “Hazard Hunt” forms, as well as insights from Multi-Hazard Emergency School Team members, list below any specific risks or potential hazards needing special consideration and plans to address them (copy form as needed):

Potential Hazards Actions to Mitigate Successful (Yes/No) Barriers to Intervention

Pre-kstudents arrival/dismissal

Parents will pick up and drop off in cafeteria

Heavy traffic on streets around school

Parents must stay in cars during dismissal, crossing guards in front/rear of school; police officer on Stratford

Strangers loitering near school and on grounds

Administration notified, if unsuccessful in getting stranger to leave, police are called

13

DO NOT RETURN THIS FORM WITH YOUR PLAN7. Assembly Area (Outdoors, for Standard

Evacuation)Use the following worksheet to plan for evacuation from the building to an on-site, or near-site Assembly Area (e.g., on-site football field). The Assembly Area should minimize exposure of students to dangers or hazards around the school.

1. Examine floor plans and maps for your school grounds and surrounding neighborhood. Determine primary and secondary exits for each room in the building. Consider factors such as: gas, sewer, power lines; chain link fences (electrical hazard); facilities containing toxic or radioactive material, water towers, multiple story buildings (vulnerable to collapse), transformers, balconies (which may fall from buildings), etc.

2. Designate each of the following in the Assembly Area: (Include an outside map with the assembly area – see sample outdoor map located on the last page of this document.)

Staging Areas Outdoor LocationCommand Post North end of Soccer Field, by black

top areaAccess for Emergency Vehicles Parking lot on Stratford sideStudent Assembly Area Sound end of soccer fields, away from

trees and wiresGrade levels grouped together

First Aid Area North end of the soccer field, close to black top area

Heliport Landing Area (if traffic gridlock prevents vehicular access)

Center of soccer field

Psychological First Aid Area (this should be a different location from the First Aid Area)

North end of soccer field next to playground equipment

Student Release Perkins Road side of soccer field

Media Area On black top area next to parking lot

Potential Morgue Left of heliport on soccer field

Parent Assembly Area Staff parking lot on Perkins side

14

3. Place copies of floor plans and evacuation routes, highlighted as appropriate, in this section of the guide, and post throughout the building.

(Please attach map of indoor and outdoor evacuation)4. Communicate Student Accounting and Release procedures to parents.

(Please attach copy of letter to parents)

15

Berclair Elementary School “Google Earth” Outdoor Assembly Area Maps

16

5.

BERCLAIR ELEMENTARY SCHOOL

EMERGENCY MANAGEMENT UPDATE

September 27, 2017

Dear Parents:

It is time to have our annual review of the Emergency Management Plan for Berclair. All parents need to be aware of the alternate building locations, as well as the student accounting and release information. The complete plan will be available for viewing at the November Family Night.

If the school building is evacuated, our primary location for student assembly will be on the open field area to the south of the building. A Student Release Check Out area will be located south of the playground equipment along the Perkins Road sidewalk. Parents will be required to report to this area to check out their child. Please do not go to the assembly area! Runners will retrieve individual students and bring them to the Check Out area for parents to sign a release check out form.

If it is necessary to evacuate the school campus, we have several alternate locations for assembly.

The alternate building locations within walking distance are:

Berclair Baptist Church – 4584 Summer Ave.

Grimes United Methodist Church – 4649 Summer Ave.

The alternate building locations that require transportation are:

Advanced Services, Inc. – 5865 Shelby Oaks Cir.

Gaisman Community Center – 4221 Macon Rd.

Students will be accounted for by using attendance records when they reach the alternate site. Parents would need to report to the Check Out station in order to pick up their child. Runners will retrieve students from the assembly areas and bring them to the Check Out station. Parents

17

would sign a release check out before removing their child from the premises.

Our “GO” Kits, which include first aid and emergency supplies, are complete. HASA (Home and School Association) graciously provided all the necessary contents. Each homeroom class has one that will be taken out whenever the class evacuates the building.

Thanks for your continued cooperation in helping us be well prepared for any emergency situation. If you have any questions, please call the school at 416-8800 and speak with the principal, Dr. Sam Shaw, or call 416-1857 to speak with the school counselor, Ms. Dandridge.

Dr. Sam Shaw, Principal Berclair Elementary School

18

Berclair Elementary School

El Plan de Evacuar

En El caso De Emergencia

Querido Padre/Madre:

Cada año repasamos el plan de evacuacion de la escuela en el caso de emergencia. Todos deben ser familirizados con este plan. Se puede ver el plan completo durante el reunión familiar de noviembre.

En el caso de evacuación, el lugar principal en donde nos reunimos es el campo que está al lado de la escuela. En el caso, cuando vienen a recoger sus hijos, deben firmar por sus hijos. Hacemos esto para que podamos estar seguros que todos los estudiantes están seguros. Por favor no recoja su hijo sin firmar y hablar con un empleado de la escuela.

Si tenemos que evacuar el recinto de la escuela, vamos a reunirnos en uno de estos lugares 9en este orden):

Primero: Berclair Baptist Church – (La Iglesia Bautista de Berclair) – 4584 Summer Ave.

Segundo: Grimes United Methodist – (Iglesia Metodista de Grimes) – 4649 Summer Ave.

Tercero: Advanced Services, Inc. – 5865 Shelby Oaks Circle

Cuarto: Gaisman Community Center – 4221 Macon Road

Maestras van a chequear la asistencia de cada estudiante cuando llegamos al lugar en donde reunimos. Otra vez, cuando vienen a recoger sus hijos, deben firmar por sus hijos. Por favor no recoja su hijo sin firmar y hablar con un empleado de la escuela.

Tenemos cajitas de primeros auxilios en cada clase que vamos a llevar con nosotros en el caso de emergencia. Gracias a HASA (Asociacion de Casa y Esuela) por preparando estas cajitas.

19

Gracias por su apoyo y ayudo en estar major preparados para una emergencia. Si tiene pregunta, nos puede llamar a 416-8800.

Dr. Sam Shaw, Principal Berclair Elementary School

20

EMERGENCY WALKING/TRANSPORTATION UPDATE2017-2018

School: Berclair Elementary Address: 810 N. PerkinsCity_Memphis__________________ State__TN_____________ Zip 38122 Phone number 901-416-8800_________ Fax__________________________ Principal’s Name _Dr. Sam Shaw___________________________________________________Phone number__901-416-8800_____________________ Cell number__901-834-5066_______________________Bus pick-up at school (i.e., front address, left side parking lot, etc.) __front address___________________________

ALTERNATIVE BUILDING LOCATION: Walking Distance

Alternative Building Location Name/Title & Phone Number(Name, Address, City/State/Zip Code) (Lead Contact)

(1)Grimes United Methodist Church___________ Charles Pittman 901-496-9224 4649 Summer AveMemphis TN 38122_

Alternative Building Location Name/Title & Phone Number(Name, Address, City/State/Zip Code) (Lead Contact)

(2)Berclair Baptist Church4484 Summer AveMemphis TN 38122 __Ray Scarbrough_______________________________ _901-683-3585___________________________________ _________________________________________

ALTERNATIVE BUILDING LOCATION: Requiring Transport

Alternative Building Location Name/Title & Phone Number(Name, Address, City/State/Zip Code) (Lead Contact)

(1)Advanced Services, Inc.5865 Shelby Oaks CircleBartlett, TN 38134 __Jill Sullivan, Center Manager____________________ ___________________________________ _________________(901) 387-4000__________________Bus pick-up site at this location (i.e., front address, left side parking lot, etc.)_____front address___________________ Alternative Building Location Name/Title & Phone Number(Name, Address, City/State/Zip Code) (Lead Contact)

(2) Avon Lenox High School310 North Avon RdMemphis TN

21

(Remember pick-up and drop-off sites must be accessible by a large bus)

_____Margaret Bland, Principal __________________ __________(901) 416-2124________________________ ____________________________________Bus pick-up site at this location (i.e., front address, left side parking lot, etc.)__front address_____________________

Total #students

# SPED (CDC)Students

# wheel chairs (staff/students)

# people with physical

disabilities

# people w/medicalconditions

# teachers # custodial staff

# office personnel & other admin.

staff

Total: all people in

your bldg.

671 30 3 0 5 45 6 22 744

9. Student Accounting and ReleaseEach school needs to establish a specific plan for student accounting and release. Use the following worksheet to describe how your school will account for students and staff in the building in the event of an evacuation. Teachers must carry roll books, grade books, or student attendance sheets when exiting the building during an evacuation. A staff roster should also be available to take during an evacuation.

1. List below steps or procedures staff will take to assure student or staff accounting (i.e., teachers report to team leader, who reports to “Student Accounting and Release” member of the Multi-Hazard Emergency School Team, who reports to principal):1) Roll is taken at assembly area by classroom teachers.

2) Grade level chairperson records attendance/number present/names of any students unaccounted for.

3) Attendance record will be collected by operations command/student accounting and release staff.

4) Updated attendance will be kept at student release post.

2. What procedures will be in place to release students to parents, guardians, or other designated adults during an emergency?1) Classroom teachers check roll at assembly area.

2) Any missing or absent students will be reported to Nancy Neal.

3) Parents report to student check out station.

4) Runners retrieve students from classroom assembly area.

5) Teachers record release time of each student.

6) Parents sign release check out sheet.

22

10. Orientation and Training Schedule [2017-2018] Annually, each school should prepare a schedule of orientation and training events. Use the worksheet below to outline a schedule for training events, drills, etc.

Month Training Event and the person to be Trained

PersonResponsible

Comments

July

August Review of Classroom Crisis Response Procedures All Staff

Dr. Sam Shaw/Candiace Dandridge/Rebecca Schaffer

SeptemberReview/UpdateEmergency Management Plan

Dr. Sam Shaw/Candiace Dandridge/Rebecca Schaffer

October Present revised plan to facultyAll Staff

Dr. Sam Shaw/Candiace Dandridge/Rebecca Schaffer

NovemberReview fire drill proceduresAll Staff

Dr. Sam Shaw/Clint Davis

December Review tornado drill proceduresAll Staff

Dr. Sam Shaw/Clint Davis

JanuaryReview earthquake proceduresAll Staff

Dr. Sam Shaw/Clint Davis

FebruaryReview lock down proceduresAll Staff

Dr. Sam Shaw/Clint Davis

March Review evacuation plan proceduresDr. Sam Shaw/Clint Davis

April Review bomb threat proceduresAll Staff

Dr. Sam Shaw/Clint Davis

Dr. Sam Shaw/

23

MayReview reverse evacuation proceduresAll Staff

Clint Davis

June

11. Drill Schedule and Log [2018-2019]Use the following worksheet to plan drills for your school. Submit a copy of the schedule with your school’s plan and use the original to document drills when they actually occur. Final actual schedule due May 2018, TBA. Fax to 416-7700.Fire Drills: One (1) fire drill requiring full evacuation every month during the school year with an additional fire drill to be conducted within the first fifteen (15) days school.

MonthlySchedule

Date Conducted

Weather Conditions

Number of Occupants

Response Time

Comments,Notes

1st: 08/17/17 08/09/2018 Warm 502 3:01 2nd: 08/24/17 08/13/08 Warm 613 2:10

3rd: 09/07/17 09/04/2018 warm 629 2:40

4th: 10/19/17 10/04/2018 Warm 647 2:16

5th: 11/09/17

6th: 12/04/17

7th: 01/11/18

8th: 02/01/18

9th: 03/27/18

10th: 04/05/18

11th: 05/10/18

12th:

Earthquake Drills: Once each year.Date

ScheduledDate

ConductedNumber of Occupants

ResponseTime

Comments, Notes

1st:08/24/1708/13/2018 613

Less than 10 minutes

2nd:10/19/17

Severe Weather Safe Area: Once each yearDate

ScheduledDate

ConductedNumber of Occupants

ResponseTime

Comments, Notes

24

1st:08/17/17 08/29/2018 665 2 minutes March:

Other Drills or Practice: Such as Lockdown (Note: State law requires one (1) lock down within the first 30 days of school), Shelter in Place, Intruder, Bomb Threat, etc.

DateScheduled

Date Conducted

EventScheduled

Comments,Notes

08/20/2018

D. Emergency Team “Toolbox” or Go Kit”

Each Multi-Hazard Emergency School Team is to develop a “toolbox” to have available for use during an emergency situation. Items in the toolbox should not be used for anything other than emergency preparedness activities. A member of the Multi-Hazard Emergency School Team should be assigned to keep the toolbox updated (change batteries, update phone numbers, etc.). The toolbox should be portable and readily accessible for use in an emergency.

Copies of the all forms completed in the development of the school or facility Multi-Hazard Emergency School Plan (Chain of Command, Students Needing Assistance, etc.)

Map of building(s) with location of Exits, Phones, First Aid Kits, Assembly Areas

Blueprints of school building(s), including utilities

Videotape of inside and outside of the building and grounds

Map of local streets with evacuation route (Alternate Building Location requiring Transport)

Flash lights

First aid kit and latex gloves

Faculty/staff roster (including emergency contacts)

Student roster (including emergency contacts for parents)

Master schedule

Two-way radios and/or cellular phones available

Battery powered radio and spare batteries

Several legal pads and ball point pens

Grease boards and markers (or dry erase boards)

White peel-off stickers and markers (for name tags)25

Local telephone directory

Lists of the district personnel’s phone, cell, fax and pager numbers

Lists of other emergency phone numbers

Other

Other

Other

26

LETTER TO PARENTS

Dear Shelby County Schools Parents and/or Guardian,

Providing for your child’s safety when at school in our care is a major responsibility of our staff. Berclair Elementary has a disaster plan. The Principal and staff are prepared to make prompt and responsible decisions in any situation that could threaten the safety of the students.

The need to close a school and evacuate the students before the regularly scheduled closing time could arise from a relatively minor emergency such as a prolonged interruption of power or from a major event such as a fire, earthquake, or severe storm. At times, communication and/or transportation may be disrupted. In the event of a major disaster, information will be disseminated in a number of ways, including:

Broadcast by the local radio and television stations. Cell phone and/or land line Published in the local newspapers and, as possible, posted on the school website.

SHELBY COUNTY SCHOOLS RELEASE POLICY No student will be dismissed from school unless a parent (or individual designated by a parent) comes

for him/her. No student will be allowed to leave with another person, even a relative or babysitter, unless we have

written permission or that particular person is listed on the student’s Registration or Emergency Medical Release Form in our office and is able to identify him/herself. If the release information changes, remember to call or come by the school office and update changes.

All parents or designated persons who come for students must sign out at the office or from the alternate release location which will be established in lower north section of the grassy field in front of the building. Signs will be posted if this alternate location is required.

We are prepared to care for your student in emergency situations. If you are not able to reach the school, we will care for your student until you or a designated person arrives. We have a number of staff members with first aid training, and we will be in communication with local emergency services. We do ask for your help in the following ways:

Do not call the school. It is essential that telephone lines are open for emergency calls. Stay tuned in to your radio and television for updated developments. Avoid traffic congestion at the school by not driving immediately to the school. The school access

route and street entrance areas must remain clear for emergency vehicles.

During the school year, your child will be trained in the necessary emergency procedures. He/she will learn how to react, where to assemble, and what to expect in an emergency situation. If you have any questions or comments about our emergency preparations, please call the school at 901-416-8800.

Sincerely yours,

Dr. Sam Shaw

27

SEE ATTACHMENT FOR OUTDOOR EVACUATION PLAN

SEE ATTACHEMENT FOR PHONE TREE

28