After School HoursUse of Facilities Training Presenters: Russ Randazzo, Director of School Facilities, and Operations Craig S. Tupot, Director of Safety and Security Baldwin Union Free School District
Let’s look at two different scenarios:Number 1• It is 9:00 am during a school day.• School occupants are students and staff.• The fire alarm sounds.• There is no odor of smoke and no visible signs of fire.• Students and staff immediately evacuate the school using a planned route.• They report to a pre-determined location outside the school and await instruction.• Administration and support staff report to a command center.• Immediately all are accounted for.• Fire Department arrives at the command center.• Advised that all are accounted for and the location of problem.
Number 2• It is 8:00 pm on a Thursday night.• School occupants are a Girl Scout group of 20 supervised by an adult whose children go to a private school; an Adult Education class made up of senior citizens; and an adult basketball league.• The fire alarm sounds.• There is no odor of smoke and no visible signs of fire.• The Girl Scouts tell their leader they have to leave the school. They are a little confused, but find their way out.• The Adult Ed class debates what to do for a few minutes, then decide to leave and, not knowing the best way out, take the long way and stay by the exterior doors.• The basketball players are in the middle of a good game and decide to ignore the alarm and continue playing. The custodian sticks his head in the gym and yells “you have to leave the building.” The players respond “we’re coming” but never leave.• The Fire Department arrives and finds the custodians outside, having only a rough idea of who left the building and where they are.
Why did things go so well in Scenario #1?• Schools conduct 12 drills per year• Students are trained since Kindergarten• Occupants know their surroundings• Occupants know the distinct sound of the fire alarm• Good adult supervision• Fire Department knows who the Incident Commander is (bright vest)• Fire Department participates in various drills
Why did things go so wrong in Scenario #2?• No drills and no training for any of these groups and the night custodians never participate in drills.• Occupants typically do not know the surroundings. They only know the way out is the way they came in.• Group leaders have no way of accounting for their participants.• Group leaders have no idea of the quickest way out.• Adults typically ignore fire alarms, especially when they smell no smoke and see no fire, i.e., when in malls, hotels and movie theaters.• Some are confused by the sound of a fire alarm as it is not the bell tone we all remember from when we were kids.• Group leaders have no idea of what to do, where or what a command center is, and what to expect when the Fire Department arrives.
It is pretty amazing we have five year oldswho know what to do and yet adultstypically ignore or take their time reacting toa fire alarm.This is just one example of what can gowrong after school hours in your schoolbuildings. During our presentation we willdiscuss this and other cases of after-hourgroups using our schools and really notunderstanding what is expected of themwhile they are in our house.
We have trained over 800 people from over75 different groups since 2005. They eachgo through a 45-minute training session,and upon completion receive a certificatethat is good for five years. In order toreceive a Use of Facilities Permit, the groupleader must have taken and completed thiscourse. This is part of our Board-approvedpolicy for use of facilities after hours.
The Baldwin Fire Department hasconducted numerous drills in theBaldwin School Community for thepast 25 years.One example is Operation SPEED(School Proper EmergencyEvacuation Drill)
The Baldwin School District, inconjunction with the Baldwin FireDepartment Chief’s Office and theBureau of Fire Inspection andPrevention, for the reasons of testingand enhancing the EmergencyEvacuation Protocol, will implement anincident Command System Drill(SPEED).
In today’s world, educators are facedwith concerns never dreamed of afew years ago: Terrorism School shootings Anthrax Hostage situations Hazardous materials
The SPEED Drill is a full-blown incidentresponse that tests the reaction of theschool district, the fire department and thepolice department.Some examples of our drills include: Mass casualty Fire Hazardous chemical release Oil spill Plane crash Noxious odor
Escape RouteGroup supervisors must announce, atthe beginning of the first session, thedirections on how to evacuate thebuilding in case of an emergency.
How to ApplyAn “Application for Use of SchoolFacilities or Grounds” may beobtained in the Principal’s office ateach of the District’s nine schools andin the Office of Facilities located at theDistrict Office. All requests should bemade a minimum of 15 days inadvance of the planned event.
I.A.Q.The District has an Indoor Air QualityPolicy in place and the use of certaincleaning, paint, and related chemicalsare prohibited. Should you have anyconcerns, please report them to thecustodian on duty.
I.P.M.The District has an Integrated PestManagement program in place whichrestricts the use of all pesticides.Under no circumstances arerefreshments to be sold or servedunless written permission has beengranted.
Smoking/Alcohol Smoking and the consumption of alcohol on school property are strictly forbidden. There are no exceptions.
ParkingAll persons using school facilities areexpected to park in marked stalls only. All posted speed limits and parkingrules are to be followed. Failure to doso may result in tickets issued by theNassau County Police Department.Please be courteous to our neighborsand follow all parking regulations.There is no parking or driving onunpaved areas.
CancellationsWhen school is closed due to inclementweather or an emergency, your activity isalso cancelled. It is your responsibility tocontact your participants of suchcancellation. Also, if you cancel youractivity, you must provide 24-hour notice tothe main office of the school involved.School activities will take precedence overall requests. Permits may be cancelled atany time for this purpose.
KitchenShould you request use of a schoolkitchen, a member of the cafeteriastaff must be on duty (with your group)during such time. All costs will becharged to your group.
SecurityThe District may deem it necessary toassign school security staff to yourevent. If deemed necessary, all costswill be charged to your group.
Police/Fire DepartmentsIf, for any reason, you find itnecessary to contact the police or firedepartments, you are to notify theFacilities Department at (516) 377-9312 as soon as possible and SummitSecurity at (516) 850-0484.
InsuranceYour group must have appropriateinsurance coverage prior to use ofschool facilities.
A.E.D.sAt least one Automated ExternalDefibrillator is placed in each schoolbuilding. Appropriately trained staff ison duty during your function. If yourequire use of this medical equipment,contact the nearest school employeeon duty.
EvacuationIt is the responsibility of the groupleader to inform all participants on theemergency escape route out of thearea your group is in. Please see thecustodian on duty for exact escaperoutes prior to the start of yourfunction.
ResidencyBaldwin residents must represent fiftypercent or more of the group’senrollment. A Baldwin resident mustmake requests for use of schoolgrounds and/or facilities.
RafflesGames of chance and the selling ofchances will not be permitted.
SupervisionIt will be the responsibility of the groupleader to make sure all participantsbehave appropriately. Lack ofsupervision may result in revocation ofthe group’s permit to use the groundsand/or facilities.
PermitWhen using school facilities/grounds,the group leader must carry a copy ofthe “Use of Facilities” permit. Anystaff member may request to view thispermit at any time.
School PersonnelAll school personnel are issued I.D.cards and carry these cards whileworking. You may ask to view thesecards when on school grounds.
Gym Folding DoorsOnly properly trained staff are allowedto operate electrically operated foldingdoors. Under no circumstances areyou to attempt to operate thesedevices.
B.B.Q./Open FlamesUnder NO circumstances arebarbeques to be used on schoolgrounds. Also, no open flames insidethe school are allowed, e.g. candles,sternos, etc.
FieldsWhen using school fields, the schoolbuildings are not open for use ofbathrooms.
Course RequirementsYou (the group leader) will beresponsible to attach a copy of yourCertificate of Completion to all futureUse of Facility Applications. Use ofFacility Applications will not be acceptedwithout a Certificate of Completionattached.
DogsDogs are not allowed in a schoolbuilding or on school grounds,regardless if they are leashed or not.Exceptions include dogs used to aidedisabled individuals as defined by theNYS Department of Health.
GolfingGolfing is strictly prohibited on schoolgrounds.
AccountabilityThe adult leader must maintain a rosterof the group. Attendance must be takenupon evacuation of the building.
Plan an Escape RouteIt is imperative that any emergencyescape route is pre-planned. If in aclassroom, use the escape routesposted. Plan a second means ofegress. When using the gym or otherareas, such as cafeterias or commons,set a pre-planned exit route for yourgroup and announce it to all present.
Sound the AlarmIf smoke, fire, hazardous materials, orany other dangerous type situationarises, you must first sound the alarm. “Get help on its way.” If a medicalemergency arises, first send for helpand then begin immediate first aid.
Fight or FlightAfter sounding the alarm or beginningassistance, your decision to stay and fight afire can only be evaluated after such timeyou have sounded the alarm, evacuated allpersonnel from the building, and completedaccountability practices at your pre-designated meeting place. By this time, thefire or condition has probably passed theincipient stages and will be no longer safeto fight. We advocate leaving the buildingand staying out.
The Command PostEach campus has a pre-designatedcommand post or meeting place torelay information and accountability toarriving emergency services. Knowthe location of the meeting place andmake attempts to have a responsibleadult at that location with neededinformation and directions to thelocation of the fire, medicalemergency, or incident.
Operation S.P.E.E.D.Conduct overview of OperationS.P.E.E.D.
Fire Pull StationKnow your nearest location for schoolfire alarm pull station. Review how toactivate the system.
Relocation of StudentsAll groups using the campus shouldestablish a parent notification list. Inthe event you cannot return to thebuilding, a notification list should beestablished to relocate students fromthe scene and protect all from theelements and exposure.
TerrorismReview the threats of terrorism andappropriate action to be taken.Review biological, chemical, andexplosive devices and how to react tothreats. Remind all of the secondarydevice terror tactics.
In closing, remind all that properlyplanned evacuation practices canbe used for all emergencysituations and not just for fires.