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  1. 1. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete Updated 1/31/08 Buffalo Lake-Hector Schools CRISIS/SAFETY MANAGEMENT PLAN Introduction The intent of this Crisis/Safety Management Plan is to provide general guidelines, structure, and a process for dealing with a range of crisis/safety situations which may interrupt the normal operation of school building sites and/or in our community. This plan provides a process to deal with most situations that have potential to result in physical injury to students, staff, or community members. This manual provides information about what Buffalo Lake-Hector School personnel will do to prevent and manage crisis and safety issues as well as to minimize the impact on our school community. Buffalo Lake-Hector Public Schools will use a proactive response through staff inservice, planning, student services and education to prevent crisis/safety situations. Crisis/safety situations may develop despite preventative measures: this Crisis/Safety Management Plan contains a systematic approach to managing and responding to crisis/safety issues and is to be the blueprint to be utilized by teachers, administrators, support staff, and community members to protect and care for students. The key elements of this Crisis/Safety Management Plan involve the following: • Keeping our students and staff safe and protected • Informing District staff using proper procedures to communicate effectively • Identifying the specific role of each member of the school staff during a crisis, • Providing accurate and timely information to appropriate individuals and organizations, and The Crisis/Safety Management Plan provides for crisis/safety communication strategies which include the following: • Procedure to alert and communicate with key personnel immediately after the crisis issues arise, crisis management, and proper response • Establishment of a centralized spokesperson and notification of the appropriate staff of the nature of the crisis/safety situation • Process to determine and verify the facts. • Establish news area • Follow-up information and actions to be taken by the District in a crisis. This manual will provide guidelines to be implemented in the event of a variety of different crisis/safety situations and delivers a specific plan for dealing with each crisis/safety situation. 1 of 25
  2. 2. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete TABLE OF CONTENTS Continuity of Administration Section 1 Page 3 Crisis Tree Emergency Telephone Directory Section 2 Page 4 Building Crisis/Safety Management Team Section 3 Page 5 When a Building Site Crisis/Safety Incident Occurs Section 4 Page 5 Duties of the District Wide Crisis/ Safety Team Section 5 Page 6 Routine Building Security Procedures Section 6 Page 6 Emergency Building Security Procedures Code Red Section 7 Page 7 Possible Incident/Crisis Situations Section 8 Page 8 Person with a Weapon Section 8 Page 8 Assault and Rape Section 9 Page 10 Childnapping Section 10 Page 10 Fire Section 11 Page 10 Bomb and Bomb Threat Bomb Threat Call Checklist Section 12 Page 11 Disturbance or Demonstrations Section 13 Page 12 Hazardous Materials Incident Section 14 Page 12 Utility Emergency Section 15 Page 13 Natural Disasters Section 16 Page 14 Thunderstorms Page 14 Tornadoes Page 14 Blizzards/Winter Storms Page 15 Storms During an Away Event Page 16 Flash Flood/Flood Page 16 Sudden Damage to Facility Section 17 Page 16 Serious Injury or Illness Section 18 Page 17 Trained First-Aid/CPR Providers Page 17 Building Floor Plan – High School Section 19 Page 18-21 Building Floor Plan – Elementary Section 19 Page 22-25 2 of 25
  3. 3. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete CONTINUITY OF ADMINISTATION SECTION 1 The ultimate goal of emergency planning is the protection of life and property and facilitating the return to normal operation. Listed below are actions school officials should take, in advance, in the event the school is threatened/affected by a disaster to ensure a continuity of administration: 1. Develop a list of the key school administration staff in their decision making order, their home telephone number, what their emergency responsibilities would be, and who would take their place if they were not available. 2. Ensure clear and open communications between school officials, the student body, parents and emergency responders. 3. Have the ability to quickly evacuate the building(s) or move the occupants to shelter. 4. Be prepared to use the school facilities for a community shelter. 5. Be prepared to transport the students under emergency conditions. STAFF PERSON HOME PHONE POSITION RESPONSIBILITY *Rick Clark, Supt. 320-522-2553 Superintendent District Team Leader *David Hansen 605-759-8252 HS Principal Building Team Leader *Leon Witter 320-848-2117 Lead Teacher Building Team Leader ***Jessie Johnson 320-848-9991 Elementary Secretary Phones ***Barb Rouse 320-365-3601 HS Secretary Phones ***Lance Sorenson 320-848-6113 Custodian – Hector Secure Building ***Ken Koenig 507-834-6203 Custodian – B.L. Secure Building ***Steve Wolff 320-848-6514 Activity Director Direction from Leaders ***Greg Krueger 320-848-6552 Transportation Direction from Leaders SAFETY/CRISIS COMMITTEE CALLING TREE *Rick Clark *David Hansen *Leon Witter 605-759-8252 320-522-2553 320-848-2117 **Michelle Melberg **Lori Jensen-Hagert 320-848-2338 507-627-8478 **Rita Felton **Becky Edwards 507-794-2814 320-848-2740 **Jason Stewig **Laurie Sadler 320-583-6890 320-327-2573 **Scott Powers **Sue Alstrom 320-587-5631 218-343-6715 **Jeff Heerdt **Rick Kramer 320-848-2801 320-848-6509 **Pam Hopp **Lori Rettmann 507-426-7951 320-833-2262 *Primary Response Team **Allen Schmidt ** Full Committee **Brad Oldre 320-359-0480 *** Support Staff to Committee 320-833-0138 Updated 8/19/08 3 of 25
  4. 4. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete EMERGENCY TELEPHONE DIRECTORY NOTE: When dialing 911 - remember to dial 9 to reach outside line, then 911. SERVICE AGENCY PRIMARY PHONE SECONDARY PHONE CONTACT PERSON Ambulance Service – Hector 911 911 Ambulance Service – BL 911 911 Fire Department – Hector 911 911 Fire Department – BL 911 911 Sheriff 911 320-523-1161 Jerry Agre Mayor – Hector 848-2801 Jeff Heerdt Mayor - Buffalo Lake 833-2235 Joyce Nyhus Police Chief – Hector 911 911 Police Chief - Buffalo Lake 911 911 Electric Service Xcel – 1-800-481-4700 Gas Service CenterPoint Energy – Hector 1-800-722-9326 Sheehan's - Buffalo Lake 1-800-243-3047 Telephone Service Fontier – Hector 1-800-921-8102 Embarq - Buffalo Lake 1-800-788-3600 Water - Hector Clerk's Office 320-848-2122 320-848-6552 Harold Carstens Water - BL Clerk's Office 320-833-2272 320-833-2040 Dave Kienitz Transportation Service 320-848-2237 320-848-6552 Greg Krueger or 320-848-6112 WCCO Radio - 830 AM 612-330-2655 School Code and Password WCCO TV - Channel 4 612-330-2655 Required News Room 612-370-0691 See 3 ring binder in office KDUZ – 1260 AM 1-800-955-6113 or See 3 ring binder in office KARP - 106.9 FM (320) 587-2140 Radio One: KNUJ 860 AM - New Ulm 800-444-5685 or See 3 ring binder in office KNSG 94.7 FM – Springfield (507) 359-2921 BRAT 107.3 FM - Sleepy Eye KWLM 13.40 AM – Willmar 320-214-6636 See 3 ring binder in office KQIC 102.5 FM – Willmar Country K 100 FM – Willmar KARE 11 TV 888-546-4093 or See 3 ring binder in office (763) 797-7215 KSTP TV - Channel 5 888-707-7669 or See 3 ring binder in office 651-642-4446 KMSP TV - Channel 9 952-995-1828 or See 3 ring binder in office 952-946-5688 Hector Clinic 320-848-6294 Poison Control Center 800-222-1222 800-764-7661 Minnesota Arson Hotline 800-723-2020 National Response Center (Terrorist Threats, Toxic Chemicals & Oil Spills 800-424-8802 NOTE: Fire, ambulance and first responders must be contacted through the 911 system Updated 1/31/087 4 of 25
  5. 5. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete Building Crisis/Safety Management Team SECTION 3 In most cases the principal/or lead teacher is responsible for coordinating the first response to an event in their respective building site. The principal/lead teacher may determine the appropriate response independently, if necessary, but in most cases the principal will consult with the building crisis/safety team. Each building will establish a crisis/safety team consisting of the principal, superintendent, nurse support staff, social worker(s), and others depending on the nature and scope of the event. The superintendent must be notified initially of the crisis. For the purpose of dealing with crisis situations that impact students, staff, and community, the crisis/safety team has been developed. A building team is identified for each building site to implement the initial action; that team will determine the size and scope of the crisis and will identify the team needed to manage and respond to the particular crisis: Building team: • District Team Leader (superintendent) • Building Team Leader (principal or lead teacher) • Support Staff • All School Social Workers/Counselors • Staff Members • School Nurse District-wide Crisis Team: (Following personnel will be notified if applicable to the crisis as determined by the core team) • Building Team and all or some of the following • School Psychologist • Office Staff Representative(s) • Ministerial Association Representative(s) • Medical Personnel • District Transportation Supervisor • Chief of Police/ Police Officer • Mental Health Consultant • Parent(s) • Legal representation • Other The crisis safety team is responsible for developing and maintaining crisis/safety calling lists which will be used to notify all necessary personnel of the crisis and preliminary plans. WHEN A BUILDING SITE CRISIS/SAFETY INCIDENT OCCURS SECTION 4 All information from staff, students, others regarding a crisis situation must be directed to the Superintendent. The principal will: • Attempt to verify the information by communicating with individual(s) reporting incident and/or calling parents, law enforcement, others, etc. • Will communicate with the superintendent and determine if the incident requires the District Crisis Team to assist the principal in analysis of the level of the crisis, its management and the district response. • Will activate the crisis/safety calling tree and set crisis/safety team meeting site and place. • Preparation of the plan of action to manage and/or respond to the incident/crisis situation • Preparation of a written statement relative to the event for all staff, students, school board, parents, others, which shall include factual information about the event as well as school’s plan for assistance to staff and students. 5 of 25
  6. 6. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete • The superintendent will be assigned the primary responsibility of managing the media and will serve as the primary media contact person. In the absence of the superintendent, the building principal, and then the lead teacher shall function in that capacity. • All critical decisions during the crisis will involve at a minimum all members of the crisis team. Only in cases where a situation requires immediate response will this be waived. DUTIES OF THE DISTRICTWIDE CRISIS/SAFETY TEAM SECTION 5 After being called together, the district-wide crisis/safety team will receive an update of information from the building team and share the relevant information with each other regarding the incident/crisis. Following the update, the team will pursue the following: 1. Analysis of the level or degree of the incident/crises to create the plan of action covering at least the first three days of the crisis will be developed for the site/district to implement. 2. Review of previously established policies regarding the privacy of the individuals involved and the media management will be discussed and determined; confidentiality will be stressed with the information to be shared with others kept to verified information. One person will manage all media inquiries and contacts and that person will be the superintendent and/or in the absence of that individual, the principal or his/her designee (in no event shall more than one person communicate on behalf of the district to the media). 3. Implement communication of verified information to staff and students/district-contain gossip and speculation and protect the privacy of the persons(s) involved to the extent possible. 4. Make arrangements to assist students and staff in coping with the crisis. 5. Develop the critical plan to manage flow of information to the media and to the community. 6. Contact specialists outside the school district to assist the district in managing the crisis, if this is necessary. 7. Inform the parents and the community agencies about the crisis team and the crisis plan which is implemented in the event of a school or community crisis. 8. Continue to meet to manage and respond to the incident or crisis. ROUTINE BUILDING SECURITY PROCEDURES SECTION 6 The school district has in place a daily non-crisis building security plan/practice which applies to all building sites each day and is as follows: Securing Exterior Doors: All exterior doors will be locked by the custodians at 8:30 a.m. and opened again at 3:00 p.m. Entry into the buildings during this time can be made at the following: K-5 The hill door (eastside) and the door on the southwest corner (near the 1st grade rooms) will be made accessible from 8:30 a.m. – 3:00 p.m. Parents are still asked to use the south door to drop off and pick up students before and after school. 6 – 12 The main entrance (east side) and the southwest door (near Early Childhood Education rooms) will be open from 8:30 a.m. – 3:00 p.m. Custodial staff members are responsible for limiting access to building zones not authorized for use at after school and evening activities and during those before school and after school times. 6 of 25
  7. 7. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete All advisors, coaches and school/community groups utilizing building space after hours and on weekends are responsible for re-securing doors, limiting participant access to the use areas of the building only, and assuring that the buildings are clear and locked prior to leaving the building site. No one is authorized at any time to wedge open a door to allow individuals to enter the building for practices, school activities, meetings, etc. Parents, Vendors, and Other Visitors to Building Sites: All visitors to the building are to report to the building offices to sign in and obtain a visitor pass that each visitor will need to wear while in the building. Visitors who do not have a pass will be asked by staff to report to the office to sign in and obtain a pass. Each visitor must return to the office, check out and return the building pass issued at the time of entry to the building site. Substitute teachers, student teachers, and guest speakers must check in to the principal’s offices to sign in and be identified to staff. Parents must also sign in at the principal’s office prior to visiting with a teacher or visiting with a teacher or visiting a classroom. Visitor passes will be issued by the office to the parents while visiting the school site. Student visitors from other schools will not be allowed to visit. Permission to visit will only be granted on a limited basis under special circumstances (for example a student who will be transferring to our district). If permission has been granted for a visitor, the individual must report to the office for a visitor pass and return the visitor pass to the office prior to leaving the building. Each building site will install the necessary signs to assure visitors ready access to locations within each of the buildings. EMERGENCY BUILDING SECURITY PROCEDURES CODE YELLOW OR RED SECTION 7 1. Principal(s) will call for the “CODE YELLOW OR RED” status: 2. Code Yellow will follow the guidelines established below. Following hallway checks normal school routines will be maintained as best as is possible. 3. Code Red will follow the guidelines established below. Following the announcement of a Code Red the appropriate building(s) will be required to maintain a NO travel status until such time as a general office announcement is made or civil authorities that have established control status permit such travel. 1. The following notifications will occur immediately upon implementing a “CODE YELLOW OR RED”: Law enforcement will be called concerning the threat/crisis with a request for a police officer to be present on the school site campus. The Crisis/Safety Team will be notified immediately of the “CODE YELLOW OR RED” if that status is implemented prior to a team meeting. The Crisis/Safety Team will immediately coordinate notification of the following agencies and sites of the “CODE YELLOW OR RED” status; All District building sites, local and regional agencies pursuant to the listing in sections 1 & 2; The Crisis/Safety Team will determine if the community is to be informed of the “CODE YELLOW OR RED” via electronic media. 2. An emergency staff meeting will be called to brief the entire faculty of the “CODE YELLOW OR RED” and the reason for such implementation; if the information does not allow a faculty meeting prior to school or at the conclusion of the school day, notice of a “CODE YELLOW OR RED” will be provided via the intercom or written announcement. 7 of 25
  8. 8. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 3. A “CODE YELLOW OR RED” will require the following actions to occur immediately: All exterior doors including the main entrances to the building will be locked doors. The Crisis/Safety Team members will determine whether the front entrances will or will not be locked based upon the circumstances. An adult monitor will be assigned to the entrance doors to screen individuals requesting entrance into the building until a law enforcement officer arrives to monitor the entrance to the building should that be necessary; All classroom doors will be locked by staff; and kept locked until “all clear” notification; classes will not leave the room until released by the principal or his/her designee on the intercom or by written communication; Notification of all other building sites in the District will occur; the city administrator and/or his/her designee will be notified to initiate the notification of key city personnel to provide for appropriate action by city government; The Crisis/Safety Team will determine whether the “CODE YELLOW OR RED” status should be implemented at other building sites in the District; The “CODE YELLOW OR RED” status will be removed once the threat/crisis is determined to have passed by the Crisis/Safety Team. The Crisis/Safety Team will determine whether changes in school transportation are needed (i.e., dropping and/or picking up students at each of the sites). A “CODE YELLOW OR RED” practice drill will be scheduled annually and will involve all agencies within the service area. POSSIBLE INCIDENT / CRISES SITUATIONS SECTION 8 Crisis situations which may arise that require intervention, management, and response by our staff are as follows: Building Site incidents/Crises (Core Crisis Management/Crisis team and/or Global Crisis Management/Resource Team) • death of a student or staff member • threats to students and/or staff members • assault or kidnapping of student or staff • bomb threats • natural disasters • fire • hazardous materials incident Statewide / National / International Crises (District-wide Crisis Management / Resource Team) • war • assassination /death of public figures • disasters which result in great loss of life • epidemics These crises will create varying degrees of stress for students, staff, and community. If students do not possess the skills to cope with a crisis it may create an unacceptable level of stress which may cause students to respond in unhealthy ways including 1) depressions; 2) risk-taking behaviors; and 3) self-injurious behaviors. 8 of 25
  9. 9. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete I. Response to a person with a weapon or similar threat: When a perceived threat of harm to students or staff is identified at any of the building sites a “CODE RED” situation will be implemented immediately. The principal will then call the building crisis/safety team to assist in engaging the incident/crisis: II. If a staff member/student hears gun shots or sees someone with a weapon in the building: 1. Do not investigate the matter-notify the office immediately to report the incident-give a description of the person and your location in the building. The principal will implement a “CODE RED”. 2. Lock classroom door. 3. Keep students in the room and away from the door. DO NOT ALLOW STUDENTS TO LEAVE THE ROOM AT ANY TIME. 4. Physical Education staff and others in lab situations will take students to locker rooms or classrooms and lock the doors. 5. All personnel will wait for the principal or his/her designee to inform you of procedures. Staff or students will not respond to any knocks on the door until released by the office through either intercom or written communication. III. Armed individual comes into the classroom: 1. If possible notify the office by phone or by runner (Call “CODE RED”). 2. Do as the intruder demands. • Do not make sudden moves which could frighten the subject (Ask permission to move) • Never argue • Take your time • Keep your students as calm as possible • Physical force should not be used unless someone’s life is in imminent danger 3. Talk to the intruder • Learn as much as you can about the intruder • Keep the intruder’s attention on you, not on your students • If more that one person is involved, concentrate on only the one person 4. Be observant • Mentally record a detailed description of the individual and the weapon • Identify a distinctive feature and continue to concentrate on that one item • Remember what objects the intruder touches and preserve them for law enforcement 5. If the intruder starts shooting • Tell students to get down and lie on the floor • Take cover on the floor and /or behind equipment IV. In the event that a CODE RED is not warranted but additional safety is deemed prudent the building principal may lower the threat alert to a CODE YELLOW status. 9 of 25
  10. 10. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete ASSAULT AND RAPE SECTION 9 In the event there is an occurrence of assault or rape: 1. Render first aid to the victim (school nurse), CONTACT PRINCIPAL IMMEDIATELY. 2. Principal will then notify: Police-911 Parents 3. Protect the chain of evidence. (Do not touch or move any evidence. Do not allow victim to shower, etc.) **Do not release any information about the incident. Refer all questions to the principal. CHILDNAPPING SECTION 10 In the event of a childnapping: 1. Contact building principal 2. Call police-911 3. Phone parents **Do not release any information to the press. Refer all questions to the principal. FIRE SECTION 11 With the discovery of a fire, proceed according to the following procedures: 1. Activate the building fire alarm system. (All school staff should be trained in the operation and location of fire alarms and fire extinguishers.) 2. Evacuate the building of all occupants at least 500 feet (275 paces), or more, according to pre-arranged fire drill plans. (Evacuees should not stand on roads, driveways, etc. and should not be in the way of emergency equipment and personnel.) Teachers should take grade books, class rosters with them. • Consider the use of vehicles in the parking lot or bringing in buses for temporary shelter. • Consider moving students and staff to an alternate facility if conditions outside are not acceptable. • Have evacuation routes and procedures posted in each classroom. • Have each teacher be responsible for evacuation of his/her classroom and for accountability of his/her students after evacuation. Teachers should take their grade books/class rosters with them. • Make special arrangements for handicapped or disabled students. • Be sure all exits are unlocked. • Notify the transportation service, if necessary. • DO NOT use elevators during a fire evacuation. (Chair bound students will be transported manually.) • Students should be taken to their designated grade level evacuation building/location if necessary. 3. Administrative staff should notify the fire department while teachers initiate the evacuation. 4. Ensure that the building has been completely evacuated, that all students are accounted for and all fire doors have been closed. 5. Notify utility companies of a break or suspected break in lines which might present an additional hazard. Direct maintenance staff to shut down all dangerous utilities, (i.e., gas and electric), if possible. 6. Notify the superintendent of schools. 10 of 25
  11. 11. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 7. Notify the building maintenance director. 8. Students and staff should not return to the school until the fire department officials declare the area safe. 9. Students should be taken to their designated grade level evacuation building/location if necessary. Note: Have emergency battery-operated lights in the gymnasium, auditorium, shelter areas and halls. Conduct periodic fire drills. BOMBS AND BOMB THREATS SECTION 12 Schools have been primary “targets” of bomb threats particularly on a seasonal basis (spring and fall). However, there have also been documented cases where actual bombs have been found and/or detonated. Bomb threats should be taken seriously. School officials should work directly with local public safety officials in developing these procedures. 1. A person receiving a bomb threat should try to attract someone else’s attention (without tipping off the caller) in an attempt to have the call traced. (Note: Office staff are most likely to receive such a call and should be familiar with the process for tracing a call.) 2. Obtain as much information as possible, i.e., the time set for the explosion; the exact location of the bomb; the type of explosion device and what it looks like; and, why the bomb was placed in the school. Justify your request for more data by expression a desire to save the lives of innocent people. Pay particular attention to any strange or unusual background noises and the voice of the caller. • Find out what time the bomb is due to go off. • Where is it right now? • What does it look like? • What kind of bomb is it? • Why did you put it in the building? • What is your name? Document in writing as soon as possible all contact. (Use Bomb Threat Call Checklist above) 3. Immediately notify the school principal. A decision will be made on whether or not to evacuate the building. It is recommended that school evacuation be made in all cases, however circumstances will vary in each incident. 4. If the building is to be evacuated in response to a bomb threat: • Notify the police department immediately. • Do not use radios, walkie-talkies, or cell phones in the bomb threat area. This includes using the school intercom system or the fire alarm. (They may trigger the bomb) • Evacuate the building immediately with everyone going at least 500 feet from the building (175 paces). School should not be canceled or students sent home. • Teachers will make a visual check of their classrooms, as they evacuate, reporting anything unusual to the police. DO NOT TOUCH ANYTHING SUSPICIOUS. • Teachers, aides, nurses will be responsible for persons in rooms at time of evacuation. • Teachers will take their class roll once evacuated. Teachers who do not have class should make certain everyone is at least 500 feet from the building. • A procedure as to responding will be posted by each secretary’s desk in both buildings. 5. Do not re-enter the building or an area of the building unless cleared by the police department. 6. If the building is not to be evacuated in response to a bomb threat, as a minimum, follow the first two instructions in number 4. 11 of 25
  12. 12. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete DISTURBANCE OR DEMONSTRATIONS SECTION 13 Prevention of possible disturbances, through sound and relevant educational programs, with open lines of communication to students, parents and community, is essential and should be a concern of the entire community. The following procedures should be considered only in case of full-blown emergencies. The administrative staff should assess the situation to determine its seriousness and its effect on the safety of students and staff before taking any action. 1. Notify the superintendent of schools. 2. The superintendent will notify all schools in the area of the possible disturbance. The superintendent will also notify outside authorities as appropriate. (The use of uniformed police in any crisis situation must be handled with extreme care.) 3. Keep students informed of the situation through normal channels of communication. Conferences with student representative of all groups would be helpful to dispel rumors, calm fears, etc. 4. Normal classroom operations are to be maintained as much as possible and all students should be encouraged to stay in the building. 5. Keep the faculty fully informed of the situation. 6. The administrative staff is responsible to the principal for performance of assigned duties. 7. The custodial staff is responsible for building security. 8. All clerical staff are responsible for the security of files, records, etc. 9. All auxiliary staff will remain at assigned duties unless specifically reassigned by administrative staff. 10. Parents, community organizations, and leaders must be kept informed of the situation in schools by all possible means of communication. 11. The news media should be informed of all decisions. Administrative staff should be assigned to the news media with specific responsibility for dealing with the releases. Insist that cameras be kept out of the building or that they be brought to the office. 12. If a decision to close schools is made by the superintendent, all neighboring schools, parents, students, staff and the police department should be informed through the news media. Whenever possible, release students in groups rather than in a mass dismissal. HAZARDOUS MATERIALS INCIDENTS SECTION 14 If a hazardous materials incident or an act of biochemical terrorism occurs close enough to the school to be a threat to the safety of the occupants, local emergency responders will notify school officials. Examples of such incidents would include an overturned truck/tanker, train derailment, fire involving chemicals or other hazardous substances, ruptured fuel line etc. Toxic fumes from such incidents could drift over the school building, endangering lives. Whether the accident occurs at the school or off the school grounds, use the following procedures: 1. With the help of local police and/or fire personnel, the school administrator should determine the need to evacuate the building, or shelter in place. Under some circumstances, it may be best to leave students in school and keep all doors and windows closed, and turn off all outside ventilation systems. 2. A determination should also be made whether or not to cancel school and send students home. 12 of 25
  13. 13. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 3. If it is necessary to evacuate the area, move crosswind, never directly with or against the wind which may be carrying toxic fumes. Students should be taken to their designated grade level evacuation building/location if possible. 4. If evacuation is not ordered, be aware of any changing health conditions of students or staff, particularly respiratory problems. Administer first aid as necessary. 5. If an incident occurs on-site. Notify local emergency personnel (police or fire), evacuate the immediate area and take other recommended actions. 6. School officials should implement further actions as directed by public safety officials, Students and staff must not return to the school until emergency response officials have declared the area safe. Make a list of all hazardous materials, where they are located in the building, and what actions should be taken if they are spilled. This list should also be made available to the local fire department in case of a fire involving these materials and updated on a regularly scheduled basis. There are federal and state laws regarding the storage, using and disposal of hazardous materials. It is recommended that school officials contact the local emergency management director, for additional details. UTILITY EMERGENCY SECTION 15 Electric Power Failure Xcel – 1-800-481-4700 1. If you suspect the electric power will be disrupted for an extended period of time, notify the electric service company. 2. All areas of the school should be equipped with automatic battery-powered emergency lights. 3. Flash lights with spare batteries should be kept in the administrative offices and other important areas of the building, Gas Line Break Hector – CenterPoint – 1-800-722-9326 Buffalo Lake – Sheehans – 1-800-243-3047 1. Clear the immediate area where the gas line break occurred. Evacuate the building, if deemed necessary. Students should be taken to their designated grade level evacuation building/location if possible. 2. Don’t use any electrical switches or equipment where gas fumes may be present. (This may trigger an explosion.) 3. Notify the fire department. (911) 4. Notify the gas supply company. Water Main Break Hector - City Hall - 848-2122 (Harold Carstens) Buffalo Lake – City Hall – 833-2272 (Dave Kienitz) 1. Notify the building maintenance staff. 2. Shut off the water. 3. Notify the city water department. 4. If flooding occurs inside the building and pumping is needed, notify the city emergency management director, who should help you locate the proper equipment. 13 of 25
  14. 14. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete NATURAL DISASTERS SECTION 16 IN THE EVENT OF ANY TYPE OF SEVERE WEATHER WHERE SAFE TRANSPORTATION OF STUDENTS IS AN ISSUE, STUDENTS WILL BE HELD AT SCHOOL UNTIL SAFE TO TRANSPORT THEM. IF A STUDENT WOULD LIKE TO LEAVE, A PARENT MUST PICK UP THEIR CHILD(REN) FOR STUDENTS TO LEAVE UNDER THESE CIRCUMSTANCES. SEVERE THUNDERSTORMS Severe Thunderstorm Watch – means that weather conditions are favorable for the formation of severe thunderstorms including high winds, hail, heavy rain, lightning and tornadoes. Severe Thunderstorm Warning – means severe thunderstorms have been sighted or indicated on radar. Stay tuned to radio or television for the latest advisory information. Be prepared to take shelter. TORNADOES MAY ACCOMPANY SEVERE THUNDERSTORMS. 1. A severe thunderstorm watch and/or warning is issued by the National Weather Service over commercial radio and television as well as National Oceanic Atmospheric Administration (NOAA) weather alert radio. The Buffalo Lake and Hector outdoor warning sirens are not normally sounded unless there is a danger of a tornado. 2. The school warning signal will either be sent over the intercom or by messenger to each school room. 3. Cancel all outside activities such as recess, athletic events, etc. 4. Be aware of the additional potential for danger by being in areas where flooding may occur from the heavy rainfall, where loose or downed electrical wires may exist, or where lightning may strike. TORNADOES Tornado Watch – means that conditions are favorable for the formation of tornadoes within the watch area. Continue all normal activities but keep a look out for developing severe weather. (If the weather at dismissal time is threatening, consideration should be given to detaining the students at school until the threatening period is over.) Tornado Warning – means that a tornado has been detected and may be approaching. Seek shelter immediately. A tornado warning may be issued by either the National Weather Service over commercial radio or television and/or NOAA weather alert radio or by local officials who have spotted a tornado. A tornado warning may also be issued even though no previous “watch” was issued. In most cases a five minute steady blast on outdoor warning siren(s) will signify a tornado warning. However, sirens are not intended to warn people who are indoors, therefore, emergency actions should be taken when notified via the media, NOAA weather radio, or a telephone call. (Keep in mind that Buffalo Lake and Hector only have volunteer rescue departments and there might not be time to sound the alarm.) Take the following emergency actions: 1. Announce over the building intercom system that a tornado warning has been issued for the area. 2. All students and staff and other occupants of the building should proceed immediately to their pre-designated tornado shelter areas. Shelter areas include: Small, windowless, interior rooms and interior hallways. Avoid windows, gymnasiums, the commons and other spaces with wide, free-span ceilings. Also avoid using hallways that have direct access to the outdoors and/or skylights. They may become “wind-tunnels”. K-5 Shelter areas include: Grades K-3 and Special Education – 1st floor hallway along the library hall from Room 104 – 108. Grades 4 – 5, Phy Ed., Music & Art – 1st floor hallway starting at Basic Skills Office and going toward the art/music rooms. 14 of 25
  15. 15. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 6 – 12 Shelter areas include: 6 – 8, ECFE and Special Education – Cafeteria Senior High (1st floor) – Cafeteria Senior High (2nd floor) – Weight room and hall Jr. High (2nd floor) – Cafeteria Phy-Ed Classes - Cafeteria 3. The all call system or radios will notify all persons who may be outside the building. 4. If time permits, clerical staff and/or faculty should unplug valuable or sensitive electronic equipment in case the facility is struck by lightning. Clerical staff should also close the school vault or lock files containing records. Limit the use of the telephone as much as possible during the storm. Stay away from televisions and computers. 5. The custodian, at the direction of the school principal, will turn off gas and electricity and report any observed condition of danger. 6. Report any deaths or injuries along with any damage to the facility to local authorities. 7. Classroom discussion must be conducted periodically concerning established tornado procedures. Routes to pre-designated shelter areas must be posted in each classroom. 8. Do not use elevators during a tornado warning. (Chair bound students will be transported manually.) BLIZZARDS/WINTER STORMS There are various winter weather statements, watches and warnings issued by the National Weather Service. They all should be broadcast over commercial radio and television and/or NOAA weather alert radio. Notification may also come from local officials. The biggest impact of a winter storm to the schools would be whether or not school will be canceled. In this event, consider the following actions: 1. The school superintendent will determine if and when the schools will close. The superintendent will attempt to make that decision by 6:00 a.m. 2. If school is called off for the entire day, administration will notify the primary radio station(s) in your area so an announcement can be made. Students and staff should be aware of which radio station they need to monitor. (See page 4 for a complete listing of all radio/tv stations used.) a. School employees should be familiar with procedures to follow if school is dismissed for the entire day. b. School principal should establish a chain of communication to inform key school personnel of closings. (A district wide calling tree has been developed and has been distributed to all staff.) 3. If school starting is delayed, the same effort should be made to notify the primary radio station(s) in your area by 6:00 a.m. so an announcement can be made. a. All school principals should establish a chain of communication to inform key personnel of a late start. b. School employees should be familiar with procedures to follow if school scheduled to start late. 4. If school is closed early, students who walk to school should be instructed to go directly home after school. All extra-curricular activities (or after school classes) should be canceled. Special provisions may need to be made for handicapped students. 5. Remind all students that they should be properly dressed for severe winter weather. 6. School buses in rural areas should keep in radio contact at all times 7. During conditions of severe winter weather, parents who would like to take their children home may do so upon request. 15 of 25
  16. 16. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 8. Students kept home by parents during conditions of severe winter weather will receive excused absences. ACTIVITY SUPERVISORS/COACHES FOR AWAY EVENTS Since it can happen that inclement weather can develop while at any away activity at which a local administrator is not in attendance or cannot be reached, the following is given for your guidance. At such a time when there is the question, do we stay where we are or do we attempt to make the trip home, it is usually possible to consult the hosting administrators and/or law officials to gather information for the decision. Their input should be considered, but the ultimate question to ask is, “is the weather safe for travel?” If that question cannot be answered affirmatively, then our school personnel are directed to make the decision to stay where they are or to seek nearby shelter without endangering the safety of those they are supervising. We would expect that this decision to stay put or to go home should be made jointly by the activity supervisor and the bus driver. Since drivers are ultimately responsible for the safety of their passengers, their input and judgement must be sought on the matter. Use good judgement—do not put yourself and students in jeopardy. Seek shelter and notify officials at home who will, with your assistance, notify parents. FLASH FLOOD/FLOOD A flood watch/warning or a flash flood water/warning is issued by the National Weather Service over commercial radio and television and/or NOAA weather alert radio. Notification may also come from local authorities. If the school is located in a special flood zone or is vulnerable to flash flooding the school administrator should contact the local emergency management director to determine if it will be necessary to move staff and students to a higher elevation or evacuate the facility. Additionally, take these emergency actions: 1. DO NOT use elevators to move staff and students. The lower levels may have water in them and most elevators are programmed to go to the lowest floor in case of an electric power failure. 2. If it is necessary to evacuate the school, make an announcement over the school intercom system. In addition consider the following: a. Bus safety, Drivers should know what alternate routes could be used if the regular routes are impassable, what procedures are to be used to eliminate or reduce the necessity of telephone calls, and how to notify parents as to where their child will be picked up or taken. Drivers should be instructed never to cross over areas that are underwater. Most deaths attributed to flash flooding occur under such circumstances. b. Students walking. Routes taken by students walking home may have to be altered to avoid flooded areas. 3. If time permits, unplug valuable or sensitive electronic equipment in case the facility is struck by lightning. You may also wish to move such equipment, records etc. to higher floors to protect them from high water. Limit the use of telephone as much as possible during the storm. 4. Report any deaths and/or injuries along with any damage to the facility to local authorities. SUDDEN DAMAGE TO FACILITY SECTION 17 Sudden damage to the facility might be caused by vandalism, a boiler explosion, roof cave-in, classroom explosion (science room), or a structural building problem. Proceed according to the following procedures: 1. If there is a danger to people, evacuate the affected building’s occupants to a shelter area as circumstances and conditions dictate. Keep students and building occupants clear of approaches to the building. 2. Notify police or fire department and designate someone to meet emergency responders at the door to explain the situation and direct them to the damaged areas.) 16 of 25
  17. 17. Click Here & Upgrade Expanded Features PDF Unlimited Pages Documents Complete 3. Notify the building maintenance director. 4. Notify the superintendent of schools. 5. Those staff members with classes should remain with their students. Those staff members without students should be available to assist in any way possible. 6. If there has been a break-in at the school: a. Do not enter the building, go to the nearest telephone and call the police. b. If you have entered the building and you discover a break-in, do not touch anything, and call the police. Wait for the police to advise you when clean-up can begin and repairs made. 7. The superintendent will manage all media inquiries, contracts and statements. In the absence of the superintendent, the high school principal and then the lead teacher shall function in that capacity. SERIOUS INJURY OR ILLNESS SECTION 18 When a student or faculty member has been injured or is ill, the immediate concern is to aid the victim. Consider the following actions: 1. Administer the appropriate first aid procedures. Contact trained personnel located in the building if possible. 2. Notify the 911 system when injury or illness warrants. 3. Immediately attempt to contact parent, guardian or nearest relative. (See emergency card in the office.) 4. Notify school principal. 5. See Building Floor Plan (Section 19) for location of first-aid kit’s, flashlights and fire extinguishers. 6. In cases of communicable diseases or food poisoning, local health officials should be notified. The superintendent should be notified with consideration being given to closing the school if more than 60% of the students have contracted the disease. Student’s parents should also be notified. 17 of 25
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