Child Care Emergency Preparedness Training · PDF fileWorksheet 1: Hazard/Threat ... »...

Child Care Emergency Preparedness Training

Workbook

Child Care Emergency Preparedness Training Workbook

Save the Children. Child Care Emergency Preparedness Training Workbook. Westport, CT: Author, 2012.

© Save the Children Federation, Inc. 2012

Workbook | 3

Contents

emergenCy Plan temPlate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Worksheet 1: Hazard/ThreatIdentificationandMitigation:Fire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Worksheet 2: Hazard/ThreatIdentificationandMitigation:GeneralSafety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Worksheet 3: Hazard/ThreatIdentificationandMitigation:HazardousMaterials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Worksheet 4: Hazard/ThreatIdentificationandMitigation:UtilityOutage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Worksheet 5: Hazard/ThreatIdentificationandMitigation:CriminalActivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Worksheet 6: Hazard/ThreatIdentificationandMitigation:Abduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Worksheet 7: Hazard/ThreatIdentificationandMitigation:SevereWeather . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Worksheet 8: Hazard/ThreatIdentificationandMitigation:GeologicalEvents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Worksheet 9: Hazard/ThreatIdentificationandMitigation:IllnessOutbreak . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Worksheet 10: IdentifyBuildingandSurroundingGroundsHazards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Worksheet 11: required Preparedness Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Worksheet 12: PlanSiteDiagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Worksheet 13: IdentifyEvacuationLocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Worksheet 14: IdentifyShelterLocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Checklist: BestPracticeOne:MakeaWrittenPlan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Worksheet 15: GatherEmergencyContactInformation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

sample 2.a: EmergencyContacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Worksheet 16: ObtainEmergencyReleases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

sample 2.b: ObtainEmergencyReleases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Worksheet 17: EnhancetheProgram’sChild-StaffRoster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Worksheet 18: ProduceChildIdentificationBadges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Checklist: BestPracticeTwo:MaintainCurrentInformation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

4 |CHILDCAREEMERGEnCyPREPAREDnESSTRAInInG4

Worksheet 19: CreateaBack-UpCommunicationsSystem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Worksheet 20: ProduceEmergencyPlanWalletCards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Checklist: BestPracticeThree:DevelopandImplementFamilyCommunication andReunificationPlans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Worksheet 21: IdentifytheEmergencyTeam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Worksheet 22:CreateanEmergencyWarningSystem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

sample 4.a: EmergencyProcedureFire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

sample 4.b: EmergencyProcedureTornado/SevereWinds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

sample 4.c: EmergencyProcedureEarthquake. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

sample 4.d: EmergencyProcedureFlashFlood . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

sample 4.e: EmergencyProcedureHazardousMaterials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

sample 4.f: EmergencyProcedureLockDown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

sample 4.g: EmergencyProcedureOff-SiteEvacuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Checklist: BestPracticeFour:EmergencyProcedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Worksheet 23:DesignateEvacuationVehicles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Checklist: BestPracticeFive:EquipmentandSupplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Worksheet 24: Schedule Drills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Checklist: best Practice: Six Drills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Worksheet 25: ConsiderindividualswithDisabilitiesorAccessandFunctionalneeds . . . . . . . . . . . . . . . . . . . . . . . . . 81

Checklist: BestPracticeSeven:IncludeChildrenandAdultswithAllLevels ofAbilitiesinyourPlans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

Worksheet 26: StoreDataOffSite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Worksheet 27: ConsiderationsforaDisasterSavingsPlan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

Checklist: BestPracticeEight:BusinessContinuity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Worksheet 28: ScheduleTrainingSessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Workbook | 5

Module TwoBest Practices for emergency Planning in child care Programs

Emergency Plan Template

6 |CHILDCAREEMERGEnCyPREPAREDnESSTRAInInG

emergenCy Plan temPlate» Corresponds with Worksheets and Best Practice Checklists from the Child Care Emergency

Preparedness Training

Date

Facilityname(notadministrativeagency)

FacilityLicensenumber(ifapplicable)

loCation

FacilityPhysical(notMailing)Address

nearestMajorIntersection ________________________ and _________________________

HoursofOperation ________________ (a.m./p.m.)to ________________ (a.m./p.m.)

DaysofOperation

ContaCt information

LandlineTel.number(areacodefirst) ( )

MobileTel.number(areacodefirst) ( )

AlternateMobileTel.number (areacodefirst)

( )

CaPaCity

Employees(enternumber)

Children(entermaximumcapacity)

AgeRangeofChildren(choose all that apply) �� 0–12months � 37–60months

�� 13–24months � School-age

�� 25–36months

Workbook | 7

DisabilitiesorthosewithAccessandFunctionalneedsofAnyChildren andStaff(choose all that apply)

�� Wheelchair-bound � Specialfeedingprocedure

�� Crib-bound � Full-timeattendant

�� Supplementaloxygen

�� other: ____________________________________________

�� other: ____________________________________________

layout of faCility: Provide information below on the specific layout of your facility’s building.

numberofBuildings

numberofFloors

EmergencyWarningSystem (choose all that apply)

�� Intercom

�� Loudbuzzer,whistle,orbell

�� Flashinglightsforpersonswithhearingimpairment

�� Loudalarmsforpersonswithvisionimpairment

�� Vibratingalarmsystemforpersonswithhearingand visionimpairment

�� other: ____________________________________________

EmergencyCommunicationsSystem (choose all that apply)

�� Radiostation(s)(entercallletters): ______________________

�� TVstation(s)(entercallletters): ________________________

�� Website(enterURL): ________________________________

�� 1-800- ___________ - _______________________________

�� 211

�� CCR&R(entertel.numberand/orURL): _________________

_________________________________________________

�� Automaticdialingtoout-of-townemergencycontacts

emergenCy team

Whoisinchargeinanemergency?

FirstandLastname

MobileTel.number(areacodefirst) ( )


Whoarethealternatepeopleinchargein anemergency?

1. FirstandLastname: ________________________________

MobileTel.:( ___________ ) __________________________


MobileTel.:( ___________ ) __________________________


MobileTel.:( ___________ ) __________________________

shelter-in-PlaCe loCations (list all)

�� Theselocationsarewheelchair-accessible.

�� Theselocationscanbesealed.

�� Suppliesandequipmentforsealingshelters(pre-cutsectionsofplasticsheetingandweatherizationtape)arestoredintheshelter locations.

�� Sitediagrams,withsheltersandexitsmarked,arefiledwith, orattachedto,thissummary.

evaCuation loCations

On-the-GroundsEvacuationLocation

�� Thislocationiswheelchair-accessible.

ASafeAreaaShortDistanceAway


�� Signedanddatedmemorandumofagreementwiththissiteisfiledwith,orattachedto,thissummary.

nearIntersectionof ____________________________________

and __________________________________________________

Workbook | 9

Off-SiteEvacuationLocation


�� Signedanddatedmemorandumofagreementwiththissiteisfiledwith,orattachedto,thistemplate.


and __________________________________________________

AlternateOff-SiteEvacuationLocation




and __________________________________________________

AlternateOff-SiteEvacuationLocation




and __________________________________________________

ProgramDataStorage(check all that apply) �� Onanexternalharddriveintheoffice

�� Onaportabledrivestoredoff-site

�� Onapassword-protectedweb-basedserver

�� Inpaperfilestobetransportedtoevacuationorshelterlocation

�� other: ____________________________________________


sChedule of monthly drills (Use last three rows to specify three procedures for local hazards.)

ProCedure month / date time or shift

Fire

AirborneHazard

LockDown

Off-SiteEvacuation

sChedule of emergenCy Plan CheCk-uPs (Repeat the cycle after the eighth check-up.)

Best PraCtiCe month / date

Written Plan

CurrentInformation

Communications

EmergencyProcedures

SuppliesandEquipment

Drills

IncludeChildrenandAdultswithAllLevelsofAbilitiesinyourPlans

BusinessContinuity

�� Dated and signed Best Practice Checklist for each check-up is stored with this form.

date and sign this Plan

Date Signature

Workbook | 11

Worksheets

Federal Emergency Management Agency. (2012). Multihazard planning for childcare (IS-36). Retrieved May 2, 2012, from http://training.fema.gov/EMIWeb/IS/is36.asp. Reproduced with permission.

1

Worksheet 1: Hazard/Threat Identification and Mitigation: Fire Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Have properly working smoke detectors.

• Place smoke detectors on every level of your facility and, if possible, in every sleeping area.

• Test and clean smoke detectors once a month. • Replace batteries in your smoke detectors at least once a

year. If the alarm chirps, replace the battery immediately. Have heating, cooling, gas, and electrical systems checked

regularly. Use fire-resistant materials. Install carbon monoxide detectors. Install sprinklers, if possible. Install fire extinguishers in each room and check regularly (i.e.,

charge levels, mounted securely, within easy reach, staff and volunteers know how to use).

Have a plan to evacuate infants and toddlers. Have the fire marshal visit the facility regularly. (Ask about fire

codes, regulations, and training for children and staff.) Keep portable heaters at least 3 feet away from things that can

burn – paper, curtains, furniture, bedding, clothing, etc. Ensure they are turned off when adults are not in the room.

Keep matches and lighters up high and, if possible, in a locked cabinet.

Train on STOP, DROP, and ROLL and evacuation procedures. Check for overloaded outlets. Have a site diagram. Clear exits and ensure there are two exits for evacuation, clearly

marked. • All windows open. • Doors are unobstructed. • Escape ladders are available for higher floors.

Have a designated meeting area. Cut back bushes and trees. Ensure street address is clearly visible.



2

Worksheet 2: Hazard/Threat Identification and Mitigation: General Safety Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Childproof the facility.

• Protect electrical outlets. • Remove access to electrical cords. • Place safety locks on cabinets. • Place door knob covers on doors. • Place safety gates at top and bottom of stairs. • Ensure window blind strings do not have loops. • Secure tall furniture to walls. • Lock up cleaning products. • Lock medicines in high cabinets. • Place locks on toilets. • Place guards on windows. • Place corner and edge bumpers on sharp edges of furniture. • Place houseplants out of reach of children. • Remove choking hazards. • Keep cribs away from draperies, blinds, and electrical cords.

Ensure children cannot access water features (e.g., ponds, fountains, pools).

Ensure trash is not accessible to children. Remove broken or unsafe play equipment. Designate any unsafe areas as off-limits to children. Follow established Guidelines for the care of infants with respect

to sudden infant death syndrome (SIDS).

Workbook | 13


3

Worksheet 3: Hazard/Threat Identification and Mitigation: Hazardous Materials Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Lock up chemicals, poisonous/toxic items, medicines, and

flammable items. Dispose of hazardous materials correctly. Keep products containing hazardous materials in their original

containers. Do not remove labels. Do not store hazardous materials in food containers.

Know who to call when there has been contact with a hazardous chemical.

Know what to do if there is an explosion.



4

Worksheet 4: Hazard/Threat Identification and Mitigation: Utility Outage Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Know how to use emergency shutoffs for water, gas, and

electricity—and mark the shutoffs clearly. Turn off and unplug all unnecessary electrical equipment. Have surge protectors. Prepare frozen water containers. Know how to keep food safe and how to identify if food is safe. Have a land-line phone that does not require electricity. Consider purchasing an emergency generator, especially if your

building is located in an area where power losses are frequent.

Workbook | 15


5

Worksheet 5: Hazard/Threat Identification and Mitigation: Criminal Activity Identify Hazard/Threat Risk Level (circle one):

None, Low, Moderate, or High

Steps to reduce my risk: Comments Take precautions to ensure people working at your site have not

been arrested or convicted for crimes involving children. Ensure doors and windows lock. Be aware of people around your facility. Build a relationship with local law enforcement in your area. Contact police about criminal activity, areas of concern, and

prevention recommendations. Have a process for reporting anything out of the ordinary.



6

Worksheet 6: Hazard/Threat Identification and Mitigation: Abduction Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Have a process for releasing children including documenting

who they can be released to and ensuring any legal orders against a parent or guardian are documented and easily identified before releasing children.

Have a sign-in/sign-out process that also identifies who can be in areas with children.

Conduct background/reference checks on all staff (full and part-time).

Designate how children will be accounted for when in and out of the facility—on field trips, at the playground, during drills.

Do not share information about a child with anyone but parents or guardians.

Establish a notification process if a child is missing.

Workbook | 17


7

Worksheet 7: Hazard/Threat Identification and Mitigation: Severe Weather Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Severe Weather – General

Have a NOAA Weather Radio on site. When there is a threat of severe weather, listen to the radio or

television and a NOAA Weather Radio for information. Listen to instructions from local officials. If severe weather has been forecasted, stay inside, postpone

outdoor activities, and bring children and staff indoors. Have a process for closing the facility and notifying

parents/guardians and staff. Know weather terms—watch, warning, advisory.

Excessive Heat Ensure air conditioners are installed and insulated properly. Install temporary window reflectors. Cover windows with drapes, shades, or awnings. Keep yourself, staff, and children hydrated. Be aware of signs of heat-related health concerns.

Hurricanes/Tropical Storms Know the differences between the hurricane categories. Secure outside items or bring them inside. Cover windows with pre-cut plywood or shutters. Remove damaged/diseased limbs from trees. Turn off utilities as instructed; otherwise, turn refrigerators to

their highest setting. Turn off propane tanks. Ensure you have a supply of water for sanitary purposes; fill

bathtub and other large containers. Evacuate when instructed by local officials.

Tornadoes Prepare a safe room in advance: storm cellar or basement,

interior room or hallway on lowest floor possible. If you are under a tornado warning, immediately take everyone

to safe shelter. Keep everyone away from windows, doors, outside walls, and

corners.



8

Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Flooding

Protect your building: elevate the furnace, water heater, and electrical panel; seal the basement with waterproofing; and install “check valves.”

Talk with your insurance representative about flood protection insurance.

Have plans to move to higher ground. Keep informed about whether water is safe to drink. If you have to evacuate, then secure your site and turn off

utilities, if instructed. Avoid floodwaters and moving water. Keep children out of water. Stay away from downed power lines.

Thunderstorms Remove dead and rotting trees. Secure outside objects. Shutter windows (or close blinds, shades, curtains) and secure

outside doors. If you can hear thunder, go indoors. During a thunderstorm, do not take baths or showers or use

plumbing or electrical appliances.

Winter Storms and Extreme Cold Have rock salt, sand, and snow shovels. Ensure you have extra blankets and adequate clothing for

children. Make sure your site is well insulated. Insulate pipes and allow faucets to drip a little during cold

weather. Know how to shut off water valves. Be careful when using alternate heat sources. Have a supply of extra food and water.

Workbook | 19


9

Worksheet 8: Hazard/Threat Identification and Mitigation: Geological Events Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Earthquakes

Familiarize yourself with earthquake terms. Fasten/secure heavy items and furniture to wall studs and brace

overhead light fixtures. Place cribs, sleeping mats, and sitting areas away from hazards

that can fall in or on them (pictures, mirrors, lamps, etc.). Clear exits and ensure there are at least two exits for evacuation.

Make sure all exits are clearly marked. Know how to shut off gas valves. Have a disaster supplies kit ready. When shaking starts, drop, cover, and hold; keep everyone away

from windows; and stay inside until the shaking stops. (Be prepared for aftershocks.)

Tsunamis Listen to local officials. Be prepared to act quickly and evacuate inland.

Landslides and Debris Flows Follow proper land-use procedures. Be familiar with whether debris flows have occurred in your area. Watch how water flows during storms. If in imminent danger, evacuate your site immediately.

Volcanoes Listen to local officials. Bring children inside. Shut windows and doors to maintain air quality. Be prepared to evacuate quickly. Include goggles and nose and mouth protection in your disaster

supply kits.



10

Worksheet 9: Hazard/Threat Identification and Mitigation: Illness Outbreak

Identify Hazard/Threat Risk Level (circle one): None, Low, Moderate, or High

Steps to reduce my risk: Comments Illness Outbreaks

Avoid close contact with people who are sick. Advise staff to stay home when they are sick and ask parents to keep sick children home.

Cover your mouth and nose with a tissue when coughing or sneezing.

Clean your hands often. Avoid touching your eyes, nose, and mouth. Practice good health habits: get plenty of sleep, be physically

active, manage your stress, drink plenty of fluids, get your flu shot, and eat nutritious foods.

Require proper immunization of children in your care. Have disinfectant/cleaning processes for bathrooms (including

changing tables and children’s potties), food preparation areas (including dishes, high chairs, and utensils), toys, beds, and bedding.

Establish a policy for handling sick children: exclusion, dismissal, and care.

Clean/sanitize hands between handling of children.

Food Safety If you prepare food at your site, follow food safety procedures:

clean, separate, cook, and chill. Know how to properly store foods – including breast milk,

formula, and baby food. Know foods not to serve due to child choking hazards. Ensure everyone knows of any children’s food allergies, and how

to respond if a child has an allergic reaction. Know when to save and when to throw out food after power

outages.

Workbook | 21


11

Worksheet 10: Identify Building and Surrounding Grounds Hazards Area:

Surveyed by:

Date Surveyed:

Hazard Mitigation Measures Building

Extended, unsupported roof spans Large windows or panes of glass, especially if:

• Not composed of safety glass • Located near exits or evacuation routes

Suspended ceilings and light fixtures Incompatible chemicals stored in close proximity or not

stored in a manner to withstand falling and breaking Hazardous materials located in areas that do not have

warning signs Paper or other combustibles (e.g., greasy rags) stored near

heat source Unsecured heavy or unstable items, including:

• Portable room dividers • Appliances (e.g., water heaters, space heaters,

microwave ovens) • Filing cabinets, bookcases, and wall shelves • Athletic equipment • Vending machines • TV monitors • Wall-mounted objects • Aquariums • Table lamps • Hanging plants above seating areas

Electrical equipment

Grounds Equipment in need of repair Rocks or other material that could cause injury Fences in need of repair Exposed nails, screws, or bolts Trees or shrubs that present a fire hazard or wind hazard or

provide areas for an intruder to hide Streams in close proximity Electrical wires Gasoline or propane tanks Natural gas lines


Workbook | 23

Worksheet 11

required PreParedness aCtivities

What specific actions for disaster preparedness does your state’s licensing agency require? List all that apply.

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

What specific disaster preparedness actions should you document for your quality-rating or accrediting agency? List all that apply.

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________


Identifyhowyouwilldocumenteachofyourprogram’srequiredpreparednessactivities.Check all that apply.

�� Photographsofexercisesordrills

�� Datedsign-insheetsforexercisesordrills

�� Datedreportsofexercisesordrillswithresultsand actions needed

�� Photocopiesoflettersofagreement

�� other: ____________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

Worksheet 11 (Page 2 of 2)

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Worksheet 12

Plan site diagrams

List each wing and floor of each building and each outdoor area that you need to diagram. Use multiple copies of this worksheet if necessary.

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

Useseparatesheetsofpapertodrawsimplesketchesofthefloorplanofeachwing,floor,orbuilding.Oneachindividualfloorplan,markthelocationsof:

�� PrimaryExits(Highlight)

�� Secondaryexits

�� Theoutsidemeetingareaforevacuations

�� Aninterior“safe”room(withoutwindowsifpossible)

�� Anupper-floorroomforashelterduringaflashflood (ifapplicable)

�� Smokedetectors

�� Fireextinguishers

�� FirstAidKitsandAEDs

�� Ready-to-GoFile,DisasterSuppliesKits,andFirstAidKits

�� Electricityshut-off(atmainfuseorbreaker)

�� Watershut-off(atmainvalve)

�� Gasshut-offvalve


Tocompleteyoursitediagrams: �� Carefullycopyandlabelpracticesketches.

�� Askastaffmemberorvolunteerwithdrawingskilltomakefinisheddrawingsofthediagrams.

�� Plantoduplicateyoursitediagrams.Check all that apply.

�� Makephotocopies.

�� Haveacopyshopduplicatethesheets(andenlargethemifnecessarysothatallcanclearlyseethedetails).

�� Saveasanelectronicfileonyourcomputerharddrive.

�� Saveasanelectronicfileonaportabledrive.

Filesetsofthediagrams.Check all that apply. �� Withemergencyplan

�� Withemergencymanagementagency

�� other: ____________________________________________

Disseminateyoursitediagrams.Check all that apply.

�� Asanewsectionoftheparenthandbook

�� As a handout at parent education events

�� Papercopiestoemergencymanagementagencies

�� E-mailelectroniccopiestoemergencymanagementagencies.

�� Posttheappropriatesitediagramineachclassroomandworkareaandateachemergencyexit.


Workbook | 27

Worksheet 13

identify evaCuation loCations

Willanychildreninyourcareorstafforvolunteersneedspecialmedicalequipment,an interpreter, or other special assistance at theevacuationsites?Ifyes,thiswilldeterminetheevacuationsitesthatyouwillbeabletouse. Check one.

�� yes

�� no

Lookatamapoftheareaaroundyourfacility.Wherewillyouevacuateinthevicinity?Check all that apply.

�� Anearbyschoolorcommunitycenter

�� Arelative’shouse

�� other: ____________________________________________

Lookatamapofthecountyorstate.Wherewillyoutakechildrenifyoumustquicklymovethemfarawayfromthefacility?Check all that apply.

�� Aschoolorcommunitycenterinthenextcounty:

_________________________________________________

�� Arelative’shomeinthetownwhereyougrewup:

_________________________________________________

�� Anotherfacilityinyourcompany’schainofchildcareprograms:

_________________________________________________

�� other: ____________________________________________

To be sure you can use particular locations for evacuations, and that necessary special equipment or services will be available, you will need signed letters of agreement from the host sites.

Settargetdatesforthenextstepsindesignatingoff-siteevacuationlocations.

date neXt stePs

Askthelocalemergencymanagementagencyandcommunitypartnersforadvice.

Askyourboardorvolunteergroupto help scout evacuation sites in the next town orcounty.


Worksheet 14

identify shelter loCations

Willanychildreninyourcareorstafforvolunteersneedspecialmedicalequipment,an interpreter, or other special assistance at theshelterlocations?Ifyes,thiswilldeterminetheshelterlocationsthatyouwillbeabletouse. Check one.

�� yes

�� no

Lookatamapoftheareaaroundyourfacility.Wherewillyoubeabletoshelterinthevicinity?Check all that apply.

�� Anearbyschoolorcommunitycenter

�� Arelative’shouse

�� other: ____________________________________________

Lookatamapofthecountyorstate.Wherewillyoutakechildrenifyoumustquicklymovethemfarawayfromthefacility?Check all that apply.

�� Aschoolorcommunitycenterinthenextcounty:

_________________________________________________

�� Arelative’shomeinthetownwhereyougrewup:

_________________________________________________

�� Anotherfacilityinyourcompany’schainofchildcareprograms:

_________________________________________________

�� other: ____________________________________________

To be sure you can use particular locations for sheltering and that necessary special equipment or services will be available, you will need signed letters of agreement from the host sites.

Workbook | 29

Settargetdatesforthenextstepsindesignatingoff-siteevacuationlocations.

date neXt stePs

Askthelocalemergencymanagementagencyandcommunitypartnersforadvice.

Askyourboardorvolunteergroupto help scout evacuation sites in the next town orcounty.

Workwithpotentialhosts(suchaschurches,schools,orcommunitycenters)tocreatesignedmemorandaofagreementthatyourfacilitywillusetheirsitesduringemergencyevacuations.

other: ______________________________

other: ______________________________

Look at your site diagram(s) or sketch one now. Describe areas that would work for each type of shelter.



Wind-Resistant:Arethereinteriorclosets orotherwindowlessroomsyouwilluse?

Sealed:Whichspaceshavethefewestwindows and doors and have access to a toiletandrunningwater?Dotheyhave closetsorcabinetswhereyouwillstoresuppliesforsealingwindowsandvents?

Upperfloor:Wherewillyoutakeallofthechildrenifwaterisrisinginsidethebuilding? Isthereawindowyouwillopentosignal firstresponders?


Workbook | 31

Best PraCtiCe one: CheCklist make a Written Plan

» This checklist corresponds with Worksheets 11–14

Date



target date ComPlete task

� Askemergencyprofessionalssuchaslocalpolice,fire,and emergencymanagerstovisityourfacilityandprovideadviceon yourEmergencyPlan.

� CompiletheessentialinformationinyourEmergencyPlan (check one):

�� Usethetemplateinthismanual

�� Recreatethetemplateinatextfile

� ReviewandcompleteorupdatetheEmergencyPlaneachyear.

� FilecopiesoftheEmergencyPlan:

�� InyourReady-to-goFile

�� Inyouroff-siterecordslocation

� Preparesitediagramsforeachfloorandoutsidearea.

� Postsitediagram(fortheproperfloor)ineachclassroomandworkarea.

� FilesitediagramswiththeEmergencyPlan.

� FilerelateddocumentswiththeEmergencyPlan:

�� Lettersofagreementwithevacuationlocations

�� CopiesofFirstAid,CPR(cardiopulmonaryresuscitation),etc.,certification

�� other: _______________________________________________

� ReviewandcompleteorupdatetheeightBestPracticeChecklistseachyear,ormorefrequentlyasimprovementsorupdatesaremade.

#1



� FilecompletedBestPracticeChecklistswiththeEmergencyPlan.

� Duplicatedifferentsectionsoftheplanforstaff,volunteers,parents/guardians,andlicensingandemergencymanagementagencies:

�� Paper copies

�� Onaportableharddrive

� ProvidecopiesoftheEmergencyPlantoeachofthefollowinggroupsand record dates:

�� Locallawenforcementagency

Date: ________________________________________________

�� Localfiredepartment

Date: ________________________________________________

�� Local(orstate)emergencymanagementagency

Date: ________________________________________________

�� Childcarelicensingagency

Date: ________________________________________________

�� Safelocationashortdistanceaway

Date: ________________________________________________

�� Off-siteevacuationlocation

Date: ________________________________________________

�� Alternateoff-siteevacuationlocation

Date: ________________________________________________

� StorecopiesofyourEmergencyPlanin:

�� Ready-to-GoFile(binderorfilefolders)

�� Onyourcomputerharddrive

�� Atanoff-sitelocation

�� other: _______________________________________________

�� other: _______________________________________________

Date and sign this checklist to document that you have completed or reviewed these actions.

Printfirstandlastnameclearly.

Date Signature

CheCklist: Best PraCtiCe one (Page 2 of 2)

Workbook | 33

Worksheet 15

gather emergenCy ContaCt information

Designateanemployeetogatherthetelephonenumbersyouneed.

Ifpossible,establisha1-800numberforyourprogram.

Schedulehowoftenyouwillre-confirmthenumbersandupdatethelist.

�� Monthly

�� Everysixmonths

�� Eachyear

Completeandsharethelistinatleastoneofthefollowingways.

�� Completetheformonthefollowingpagebyhand.

�� Typeupthelistinatextfileandprintitout.

�� Programthenumbersinthefacility’semergencymobiletelephone.

�� Programthenumbersinyourpersonalmobiletelephone.

Designateanemployeetoduplicate thelistandpostcopiesthroughout thefacility.


samPle 2.aemergenCy ContaCts (Page 1 of 2)

Post at eaCh eXit and in eaCh shelter loCation

Be ready to provide this information …

Facilityname

FacilityPhysical(notMailing)Address

nearestMajorIntersection ________________________ and ____________________________

FacilityEmergencyContactTelephone

PointofContactFirstandLastname

and this information …

Thestatusofyourprogram(evacuation,shelter-in-place,orlockdown)

Whereparentswillpickupchildren (ifpossible)

… when you call any of these agencies.

name of agenCy tel. numBer

Emergency 9-1-1

nationalEmergencyChild LocatorCenter

1-866-908-9572

Program1-800number (Foremergencyannouncements)

TV/RadioStation (Foremergencyannouncements)

Poison Control 1-800-222-1222

MedicalCare

Workbook | 35

LawEnforcement (non-emergencynumber)

FireDepartment (non-emergencynumber)

ElectricUtility

GasUtility

WaterUtility

TelephoneUtility

TVStation

radio Station

Licensing

Child Protective Services

LocalRedCrossChapter

other

other

emergenCy ContaCts (Page 2 of 2)


Worksheet 16

oBtain emergenCy releases

Incorporate emergency releases into your record-keeping by one or more of the following steps.

� Usethesampleformonthefollowingpagetocollectreleasesfromparents/guardians.

� Incorporatelanguagefromthefollowingpageintotheprogram’sexistingenrollmentagreements.

� Incorporatelanguagefromthefollowingsampleformintotheprogram’sexistingemploymentagreements.

Workbook | 37

samPle 2.boBtain emergenCy releases (Page 1 of 2)

Permission to Provide medical treatment and/or transportation

�� Igrantpermissionforthechildcareprogramidentifiedbelowtoprovideorarrangeformedicaltreatment and/ortransportationtoanevacuationsiteand/ormedicalfacilityformychild(ren),identifiedbelow,during afire,naturaldisaster,orotheremergency.Ialsograntpermissionformychild(ren)tobereleasedtoanyof theemergencycontactsIhavedesignatedbelowifIamunabletopickthemupinanemergency.

�� Ihaveseenandunderstandtheemergencypreparednessplanatmychild’scarefacilityandhaveprovidedcorrectemergencycontactinformationtothefacility.

Parent/Guardianname(pleaseprint)

Date Signature

Childcareprogram

Provide the following information for each child who attends this childcare program.

name

�� Allergies: __________________________________________________________ �� none

�� PrescriptionMedications: _____________________________________________ �� none

�� MedicalTreatments: _________________________________________________ �� none

name

�� Allergies: __________________________________________________________ �� none



name

�� Allergies: __________________________________________________________ �� none




Parent/GuardianMobileTel.

Parent/GuardianE-Mail

Grandparent/AlternatePick-Upname

Grandparent/AlternatePick-UpMobileTel.

Out-of-TownEmergencyContactname

Out-of-TownEmergencyContactMobileTel.

oBtain emergenCy releases (Page 2 of 2)

Workbook | 39

Worksheet 17

EnhanCE ThE Program’s ChILD-sTaff rosTEr

Checkeachdataelementthat youalreadycollectforeachchild oremployee.

�� name

�� Parent/Guardianname(forchildren)

�� Parent/GuardianTel.(forchildren)

�� Parent/GuardianAlt.Tel.(forchildren)

�� Parent/GuardianE-Mail(forchildren)

Parent/GuardianWorkPhone �� Alternate#1EmergencyContactname

�� Alternate#1EmergencyContactMobileTel.

�� Alternate#2EmergencyContactname


�� Out-of-TownEmergencyContactname

�� Out-of-TownEmergencyContactMobileTel.

�� Signedpermissionforemergencymedicaltreatmentinfile

�� Signedpermissionforemergencytransportinfile

�� Teachername(forchildren)

�� Classroomnumber(forchildren)

�� Specialcare/medicalneeds:

�� Allergies: _________________________________________

�� Prescriptions: ______________________________________

�� Wheelchair-bound

�� Bed-bound

�� Walker/crutches


�� Feedingtube

�� Aide/attendant

�� other: ___________________________________________

�� Atleasta72-hoursupplyofprescriptionmedications(ifany)provided


Whatwillyoudotocollectthe datayoudidnotcheck?Check all that are necessary.

�� Revisetheprogramenrollmentform.

�� Addfilesand/orfieldstotheprogramdatabase.

�� other: _______________________________________________

�� other: _______________________________________________

Storethiscrucialdataineachofthefollowingways.

�� Inindividualchildandemployeefilesthatareprotectedforprivacy

�� AsapaperlistthatisstoredinaReady-to-Gofile

�� Inasingleelectronicdatasetthatwillbeupdated,sorted, and printed

�� Theelectronicdatasetisbackeduponanoff-siteportabledrive.

Updatetheroster. �� Eachtimeweenrollachild,achildleavestheprogram,wehireanemployee/volunteer,oranemployee/volunteerleavestheprogram.

�� Onceamonthweaddallofthelatestchanges.

�� Aftercollectingupdatesateachparenteducationevent

�� Aftercollectingupdatesateachstaffmeeting

�� Onceayearbeforethelicensingvisit

Backuptheroster. �� Onanexternalharddriveinouroffice

�� Onaportabledrivestoredoff-siteoronapassword-protectedweb-basedserver

Checkallstepsyouwilltaketocreate animprovedchild/staffroster.

�� Purchaseacomputeranddata-processingsoftware.

�� Appointanemployeetocreateaspreadsheet.

�� Hireanemployeetocreateaspreadsheet.

�� Appointanemployeetoenterdatafrompaperrecords.

�� Askfamiliesandstafftoprovideadditionalinformation.

�� Purchaseaportableharddriveforback-upstorage.

�� other: _______________________________________________

�� other: _______________________________________________


Workbook | 41

Worksheet 18

ProduCe Child identifiCation Badges

DoesyourprogramproduceIDbadgesforchildrenorstaffnow?

�� yes

�� no

Doyouuseacomputerapplicationtoproducethebadges?

�� yes

�� no

Doyourbadgesincludeallofthesecriticalpiecesofinformation?Check all that apply.

�� Ahead-and-shouldersphotographincolor

�� Parent/Guardianname(forchildren)

�� Parent/GuardianTel.(forchildren)

�� Parent/GuardianAlternateTel.(forchildren)

�� Parent/GuardianE-Mail(forchildren)

�� Alternate#1Alternate#1EmergencyContactname

�� Alternate#1Alternate#1EmergencyContactMobileTel.

�� Alternate#2EmergencyContactname


�� Out-of-TownEmergencyContactname

�� Out-of-TownEmergencyContactMobileTel.

�� SpecialCare/Medicalneeds:

�� Wheelchair

�� Bed-bound


�� Feedingtube

�� Aide/attendant

�� other: ___________________________________________

�� EmergencyTransportDriver

�� EmergencyTransportVehicle

Identifyanemployeewhowillresearchmethodsandcostsforimplementing IDbadgesinyourprogram.


Best PraCtiCe tWo: CheCklist maintain Current health and safety Information

for Children and staff» This checklist corresponds with Worksheets 15-18, and Samples 2.a and 2.b

Date




� �� CompleteEmergencyContactsworksheet.

� �� Postacopybesideeachlandlinetelephone.

�� PlaceacopyineachReady-to-GoFile.

� Includepermissionforemergencymedicaltreatmentandemergencytransport on:

�� Childenrollmentforms

�� Staffemploymentagreements

� CreateaChild/StaffRoster,withalloftherecommendeddataelements,inadata-processingprogram.

� Collectcrucialinformationfromparents/guardiansagainateach parent education event.

� Updatetherostereachtimeyouassignachildoremployeetoadifferentclassroom.

� ProducetwoIDbadgesforeachnewchildandemployee.Store themin:

�� Ready-to-GoFile

�� Back-upReady-to-GoFilestoredatoff-sitelocation

� Removenamesofchildrenandemployeesfromtherosterassoonastheyleavetheprogram.

#2

Workbook | 43


� DestroyIDbadgesforchildrenandemployeesassoonastheyleave theprogram.

� Storeapaperorelectroniccopyofthechild/staffrosterinyourfacility’sReady-to-GoFile.

� StoremultipleblankcopiesofthefollowingformsintheReady-to- GoFile:

�� FacilitySign-In/Sign-OutSheet(withcheckboxesforStaff,Children,Visitors,andVolunteers)

�� FacilityIncident/InjuryReportForm

�� FacilityMedicalAdministrationForm

� Haveeachleadteacherplacethedailyattendanceroster,withnamesofpresentchildrenchecked,inapocketbesidethedoortocarryduringevacuations.

� other: __________________________________________________

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe tWo (Page 2 of 2)


Worksheet 19

Create a BaCk-uP CommuniCations system

Whichmethodswillmyprogramadoptforback-upcommunication?Check all that apply.

�� Asklocalradioortvstationtogetthewordout.

�� Calla1-800numbertoleaveamessagethatparents/guardians will retrieve.

�� Postupdatesontheprogram’swebsite.

�� Activateanautomaticdialingsystemtocallchildren’sandstaff ’sout-of-townemergencycontacts.

�� Useyourstate’s211system(ifavailable).

�� Coordinatewithyourlocalchildcareresourceandreferralagency(CCR&R)toreceiveanddisseminateannouncementsaboutyourprogram’sstatus.

Whichemployee(s)willresearchthesemethodsandprepareamemoaboutoptionsandcosts?

Duringanemergency,whichemployeeandback-upemployeewillberesponsibleforactivatingtheemergencymessage?

Workbook | 45

Worksheet 20

ProduCe emergenCy Plan Wallet Cards

Identifyhowyouwilldesignandproducewalletcardsaboutyourback-upcommunicationssystem.Check all that apply.

�� Askaparentorvolunteertodesign,produce,andprintthecards.

�� Haveanemployeewithgraphicskilldesign,produce,andprint the cards.

�� Askalocalprintshoptodonateprintingandlaminatingforthecards.(Invitetheprintshoptoadditsnameorlogoontheback ofthecards.)

�� other: _______________________________________________


Best PraCtiCe three: CheCklist Develop and Implement family Communication

and reunification Plans and Back-Up Plans» This checklist corresponds with Worksheets 19 and 20

Date




� Implementback-upcommunicationssystem.Check all that apply.

�� Radiostation(s)(entercallletters): _________________________

�� TVstation(s)(entercallletters): ___________________________

�� Website(enterURL): ___________________________________

�� 1-800- ___________ - __________________________________

�� 211

�� CCR&R(entertelephonenumberand/orURL): ______________

____________________________________________________

�� Automaticdialingtoout-of-townemergencycontacts

� ProduceEmergencyPlanWalletCards.

� Scheduletwoparent/guardianeducationeventseachyear:

�� OurProgram’sEmergencyPlan

�� PlantoProtectyourFamily

� Askyourlocalemergencymanagementagencyorgotowww.ready.govforhandoutsforyour“PlantoProtectyourFamily”program.

� Encourageemployeestoattendtheannual“PlantoProtectyourFamily”program.

� UsetheFamilyContactUpdateworksheettocollectcontactinformationforparents/guardiansandforeachfamily’semergencycontacts(localandout-of-town)ateachevent.

#3

Workbook | 47


� Updateyourfacility’sChild/StaffRosterwithanynewinformationaftereachparent/guardianeducationevent.

� DistributeanddiscusstheEmergencyPlanWalletCardateach parent/guardianeducationevent.

� ShareyourEmergencyPlanwithstaffandparents/guardians:

�� Asanewsectionoftheparenthandbook

�� As a handout at parent education events

�� Wheneveranyimprovementsintheplanaremade

�� Atleastonceayear

� other: __________________________________________________

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe three (Page 2 of 2)


Worksheet 21

identify the emergenCy team

Identify a staff member and two alternates for each position on the Emergency Team.

IncidentCommander/Leader StaffMember:

Alternate:

Alternate:

DeputyIncidentCommander/ AssistantLeader

StaffMember:

Alternate:

Alternate:

PublicInformationOfficer/ CommunicationsCoordinator

StaffMember:

Alternate:

Alternate:

SafetyOfficer StaffMember:

Alternate:

Alternate:

LogisticsChief/SuppliesCoordinator StaffMember:

Alternate:

Alternate:

Willtheteacher/caregiversonyourstaffdoubleasEvacuationDriversifyoumustevacuatechildrenoff-site?

Check one: ��yes ��no

Ifno,identifyEvacuationDrivers. (use additional sheets if necessary).

Workbook | 49

Worksheet 22

Create an emergenCy Warning system

Your program may already have an intercom system. If so, you will begin your facility drills by announcing “Warning: all hazard,” “Warning: sudden Emergency,” etc., over the intercom.

Ifyourfacilitydoesnothaveanintercom,howwillyoupreparetoissueemergencywarnings?Check all that apply.

�� Researchinstallinganintercomsystem.

Willyouassignanemployeeorvolunteertodothisresearch?

Who? _______________________________________________

____________________________________________________

____________________________________________________

�� Purchaseabullhornorloudbellorwhistleanduseitduring alldrills.Whichdevicewillyoupurchase? ____________________

____________________________________________________

�� other: _______________________________________________

Doanychildrenorstaffinyourprogramhavehearingorvisionimpairments?If so,whichwarningsystemwillyouuse? Check all that apply.

�� Flashinglightsforpersonswithhearingimpairment

�� Loudalarmsforpersonswithvisionimpairment

�� Vibratingalarmsystemforpersonswithhearingandvisionimpairment


samPle 4.aemergenCy ProCedure fire (Page 1 of 3)

Before a drill, complete the following blanks.

Date StartTime

DrillLeader EndTime

numberofParticipatingAdults numberofParticipatingChildren

During a drill, check each action as it is completed.

Who aCtion

IncidentCommander/Leader

�� Choosehazardresponse(buildingevacuation).

�� Issueemergencywarningandhazardresponse.

�� Maintainhazardresponse(buildingevacuation)untilhazardisclearlypast.

�� Coordinatewithfirstresponders.

�� ActasalternatePublicInformationOfficer(PIO)ifnoneisavailable.

�� Declare hazard is over.

�� after an emergency:Reviewprocedureswithemergencyresponders,staff,volunteers,andparents/guardians;reviseifnecessary.

DeputyIncidentCommander

�� Directmovementofstaffandchildrentooutsideevacuationlocation.

�� Countchildren;reporttoIncidentCommander.

�� Countadults;reporttoIncidentCommander.

�� Conductrollcallifnecessarytoidentifyanymissingchildrenandstaff;report toIncidentCommander.

�� Coordinatesearchformissingchildrenandstaff.

�� Releasenon-essentialstaff.

�� Directmovementofstaffandchildrenbacktoplaygrounds,classrooms,etc.,when hazard is over.

�� ServeasAlternateIncidentCommanderasnecessary.

�� Shutoffutilities;reporttoIncidentCommander.

�� During drills:Donotshutoffgas.

Workbook | 51

PublicInformationOfficer �� Recordnoticeofevacuationsite(outside,nearby,ordistant)onfacility voicemailgreeting.

�� SecureReady-to-GoFile.

�� Determinemessage(s)forparents/guardians.

�� Contactparents/guardiansorsuperviseteachers/caregiversincontactingparents/guardians.During drills you must clearly inform parents/guardians: “This is a drill.”

�� ContactnationalEmergencyChildLocatorCenter(1-866-908-9572)formissingparents/guardians.

�� Releasechildrentoparents/guardianswhoprovidephotoID.

�� after drills: notifyparents/guardiansofthecompleteddrill.

�� after an emergency: Assistwithreviewingprocedureswithstaffand parents/guardians.

�� ServeasalternateDeputyIncidentCommander.

LogisticsChief �� Secure Disaster Supplies kits.

�� Coordinatehelpforindividualswithdisabilitiesorthosewithaccessand functionalneeds.

�� During drills: TestsmokedetectorsandAEDs.

�� During drills: Checkbatteries.

�� During drills and monthly: Checkexpirationdatesonfoods.

�� after drills: Replacedeadbatteriesandexpiredfoods.

�� ServeasAlternatePublicInformationOfficer.

SafetyOfficer �� SecureAED(s)ifavailable.

�� Checkchildrenandadults.

�� AdministerCPRasneeded.

�� Assistthosewithdisabilitiesand/orfunctionalandaccessneeds.

�� Assistwithfirstaidasneeded.

�� ServeasAlternateLogisticsOfficer.

�� Secure First Aid kits.


�� Administerfirstaidasneeded.


�� Assist with CPr as needed.

�� During drills and monthly: Checkexpirationdatesonmedications.

�� after drills: Replaceallexpiredmedications.

�� after an emergency: Replaceallusedfirstaidsupplies.

emergenCy ProCedure: fire (Page 2 of 3)


EachTeacher/Caregiver �� Before drills: Explainthatdrillwillbeapractice.

�� During drills: Remindchildrenthatthedrillisapractice.

�� In case of fire: Commandchildrento“Stop,Drop,andRoll!”

�� Retrievedailyattendanceroster.

�� Guidechildreninbuildingevacuation.

�� Calmlyandcontinuallysupervisechildreninusualclassorgroup.

�� Securespecialmedicalequipmentforanychildrenwithmedicalneeds.

�� PlaceIDbadgesonchildren.

�� Assistwithcontactingparents/guardians.

�� Assistwithreleasingchildren.

�� after drills: Praisechildrenforparticipatinginthedrill;answertheirquestions inareassuringway.

�� after an emergency: Monitorchildren’ssocial/emotionalwellbeingandprovidesupport,assessments,andreferralsasnecessary.

after an emergency or drill, note any problems and corrective actions needed here.

Date SignatureofIncidentCommander

emergenCy ProCedure: fire (Page 3 of 3)

Workbook | 53

samPle 4.bemergenCy ProCedure tornado/severe Winds (Page 1 of 3)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Choosehazardresponse(wind-resistantshelter-in-place).


�� Maintainhazardresponse(wind-resistantshelter-in-place)untilhazardhas clearlypassed.


�� ActasAlternateLiaison.


�� after an emergency: Reviewprocedureswithemergencyresponders,staff,volunteers,andparents/guardians;reviseifnecessary.


�� Directmovementofstaffandchildrentowind-resistantshelter.







�� ServeasIncidentCommanderasnecessary.


PublicInformationOfficer �� SecureReady-to-GoFile.


�� Contactparents/guardiansorsuperviseteachers/caregiversincontacting parents/guardians.During drills you must clearly inform parents/guardians: “This is a drill.”





�� ServeasAlternateDeputyIncidentCommander.



�� During drills: Testsmokedetectors.



�� after drills:Replacedeadbatteriesandexpiredfoods.















�� after an emergency:Replaceallusedfirstaidsupplies.

emergenCy ProCedure: tornado/severe Winds (Page 2 of 3)

Workbook | 55


�� During drills: Remindchildrenthatthedrillisapractice.


�� Guidechildrentowind-resistantshelter.







�� after an emergency: Monitorchildren’ssocial-emotionalwellbeingandprovidesupport,assessments,andreferralsasnecessary.



emergenCy ProCedure: tornado/severe Winds (Page 3 of 3)


samPle 4.cemergenCy ProCedure Earthquake (Page 1 of 3)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Choosehazardresponse(shelter-in-place).


�� Maintainhazardresponse(shelter-in-place)untilhazardisclearlypast.






�� Directmovementofstaffandchildrentoshelter.








Workbook | 57






�� after drills:notifyparents/guardiansofthecompleteddrill.

�� after an emergency: Assistwithreviewingprocedureswithstaffandparents/guardians.






















�� after an emergency:Replaceallusedfirstaidsupplies.

emergenCy ProCedure: earthquake (Page 2 of 3)



�� During drills: Remindchildrenthedrillisapractice.


�� Guidechildrentowind-resistantshelter.










emergenCy ProCedure: earthquake (Page 3 of 3)

Workbook | 59

samPle 4.demergenCy ProCedure flash flood (Page 1 of 3)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Choosehazardresponse(upper-floorshelter-in-place).


�� Maintainhazardresponse(upper-floorshelter-in-place)untilhazardhas clearlypassed.






�� Directmovementofstaffandchildrentoupper-floorshelter.
















�� ServeasAlternateDeputyIncidentCommander.





�� During drills and monthly:Checkexpirationdatesonfoods.
















emergenCy ProCedure: flash flood (Page 2 of 3)

Workbook | 61




�� Guidechildrentoupper-floorshelter.










emergenCy ProCedure: flash flood (Page 3 of 3)


samPle 4.eemergenCy ProCedure hazardous materials (Page 1 of 3)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Choosehazardresponse(sealedshelter-in-place).


�� Maintainhazardresponse(sealedshelter-in-place)untilhazardisclearlypast.






�� Directmovementofstaffandchildrentosealedshelter.

�� Directstaffinsealingwindows,doors,andventsasnecessary.








Workbook | 63



�� Contactparents/guardiansorsuperviseteachers/caregiversincontactingparents/guardians.During drills you must clearly inform parents/guardians: “This is a drill.”







�� During a drill: Checkthatmaterialsforsealingdoors,windows,andventsareinplace.

�� During an emergency: Assistinsealingwindows,doors,andventsasnecessary.

�� Alternate/rotatingliaison.



�� During drills and monthly:Checkexpirationdatesonfoods.


�� after an emergency: Replacedeadbatteriesandexpiredfoods.

�� after an emergency: Replaceusedmaterialsforsealingdoors,windows,andvents.















emergenCy ProCedure: hazardous materials (Page 2 of 3)




�� Putonmask[orbandanna]ifnecessary.

�� Fitmask[orbandanna]overeachchild’snoseifnecessary.


�� Guidechildrentosealedshelter.










emergenCy ProCedure: hazardous materials (Page 3 of 3)

Workbook | 65

samPle 4.femergenCy ProCedure lock down (Page 1 of 3)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Chooseemergencyprocedure(lockdown).

�� Issueemergencywarning.

�� Maintainhazardresponse(lockdown)untilhazardhasclearlypassed.






�� Directmovementofstaffandchildrentointeriorspaceswithdoorslocked.





�� Directstafftocloseandlockwindows,rolldownblinds.










�� after an emergency: Assistwithreviewingprocedureswithstaffandparents/guardians.




�� During drills:Checkbatteries.

�� During drills:Checkthatdoorlocksareinworkingorder.


�� after drills: Repairdoorlocksasnecessary.





�� Assistpeoplewithdisabilitiesandthosewithfunctionalandaccessneeds.








�� after drills:Replaceallexpiredmedications.


emergenCy ProCedure: loCk doWn (Page 2 of 3)

Workbook | 67



�� Incaseofgunfire:Commandchildrento“Dropandcover!”


�� Guidechildrentointeriorspacesandlockdoors.










emergenCy ProCedure: loCk doWn (Page 3 of 3)


samPle 4.gemergenCy ProCedure off-site Evacuation (Page 1 of 4)


Date StartTime

DrillLeader EndTime



Who aCtion


�� Chooseemergencyprocedure(off-siteevacuation).

�� Chooseevacuationlocation(nearbyordistant).

�� Issueemergencywarningwithevacuationlocation.

�� Maintainhazardresponse(off-siteevacuation)untilhazardhasclearlypassed.





Workbook | 69


�� Directmovementofstaffandchildrentoevacuationvehicles.

�� Directmovementofstaffandchildrenintooff-siteevacuationlocation.



�� Conductrollcallifnecessarytoidentifyanymissingchildrenandadults;report toIncidentCommander.



�� Carryoutweatherradio.

�� Confirmalldriversknowoff-siteevacuationlocation.

�� Confirmallchildrenandadultsinvehiclesbeforedeparture.

�� Directdepartureofevacuationvehicles.

�� Directreturnofvehiclestofacilityforpick-upofmorechildrenandadults asnecessary.




�� Postnoticeofevacuationlocation(nearbyordistant)atentrance.

�� Recordchildnamesforeachvehicle.

�� Recordchildnamesonsign-insheetatevacuationsite.

�� Contactparents/guardiansasquicklyaspossible.




�� after drills: notifyparentsofthecompleteddrill.



emergenCy ProCedure: off-site evaCuation (Page 2 of 4)



�� LoadDisasterSuppliesKitineachvehicle.



�� During drills: Checkthatdoorlocksareinworkingorder.


�� after drills: Repairdoorlocksasnecessary.
















Workbook | 71




�� Guidechildrentoevacuationvehicles.




�� Serveasevacuationdriversasdesignated.

�� Continuesupervisingchildrenatevacuationlocation.




�� after an emergency: Monitorchildren’ssocial/emotionalwellbeing.

EachDriver �� LocateandcarryoutFirstAidKitforvehicle.

�� Locateandassistspecial-needschildrenandadultsforvehicle.

�� Drivedesignatedevacuationvehicletoevacuationlocation.





Best PraCtiCe four: CheCklist Emergency Procedures

» This checklist corresponds with Worksheets 21 and 22, and Samples 4.a–4.g

Date




� IdentifytheEmergencyTeam(withalternatemembers).

�� Foreachshiftthatthefacilityisopen,assigntwoemployeestogetcertifiedinFirstAidandCPR.

�� Filecopiesofcertificationinemployeepersonnelfiles.

� CreateanEmergencyWarningSystem.

�� Clearlymarkshelter-in-placelocationsonpostedsiteplanandfloorplans.

� Designateevacuationdrivers.

� Clearlymarkoutsideevacuationlocationsonpostedsiteplanand floorplans.

� Postlockdownproceduresinshelter-in-placelocations.

� Obtainsignedlettersofagreementfromhostsofnearbyanddistantevacuation sites.

� Storemaps,withnearbyanddistantevacuationsitesclearlymarked, ineveryvehicle:

�� Everyfacilityvehicle

�� Everyemployeevehicle

#4

Workbook | 73


� Completedrillproceduredocuments,withdetailsappropriatefor thefacility,foreachtypeofemergencyandduplicateforusein periodic drills:

�� Fire

�� Tornado/Severe Winds

�� Earthquake

�� Flash Flood

�� HazardousMaterials

�� LockDown

�� Off-SiteEvacuation

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe four (Page 2 of 2)


Worksheet 23

designate evaCuation vehiCles

What vehicles will you use in an off-site evacuation?

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

Who will drive?

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

Doyouhaveenoughcapacityinthevehiclesforeverychildandadultwithdisabilitiesorthosewithfunctionalandaccessneeds?Whataboutindividualsinwheelchairs?Rollingbeds?Whataboutchildrenwithoxygentanksorfeedingtubes?

�� yes

�� no

Ifno,whatwillyoudotomakesure youwillbeabletotransporteveryoneinanemergency?

�� Callforvolunteerswhomaybenearbytohelpdrive.

�� ____________________________________________________

�� ____________________________________________________

noteprovisionsyourprogrammustmakeforchildrenoradultswithadditional needs.

Date and sign this worksheet to document that you have completed or reviewed these actions.

Date Signature

Workbook | 75

Best PraCtiCe five: CheCklist Equipment and supplies

» This checklist corresponds with Worksheet 23

Date




� Facilityhasaworkinglandlinetelephone.

� Facilityhasatleastonealternativetelephoneorcommunicationsdevice(cellulartelephoneorhamradio).

� Facilityhasaworking,battery-operatednOAAWeatherRadiowithextrabatteries[and/or a smart phone with an emergency weather news application]ineachbuilding.

� Facilityhasaworking,battery-orcrank-operatedflashlight,storedwithextrabatteries,oneachfloorofeachbuilding.

� Awrenchorpliers,asneeded,isstoredateachutilityshut-offlocation.

� FacilityhasaFirstAidKit,inaclearlymarkedclosedcontainer,oneachfloorofeachbuilding.

� FacilityhasaFirstAidKitineasyreachfromeachoutdoorplayarea.

� Parentsarerequestedtoprovideatleasta72-hoursupplyofanyessentialmedications,achangeofclothing,andablanketforuse duringemergencies.

�� Thisrequirementisinthefacility’shandbookforparents.

� Employeesareresponsibleforcarryingatleasta72-hoursupplyofanyessentialmedicationsforthemselvesforuseduringemergencies.

�� Thisrequirementisinthefacility’shandbookforemployees.

� Evacuationvehiclesareidentified.

#5



� FacilityhasaDisasterSuppliesKitstoredineachshelter-in-placelocationinthefacility.

� FacilityhasaDisasterSuppliesKit,labeledwithatagsuchas“BlueVan,”(orsimilaridentifyinglanguage)storednearanexit,foreachevacuation vehicle.

� DisasterSuppliesKitsareineasy-to-carrycontainerssuchas backpacksorwheeledsuitcasessoadults’handsandarmsarefreeduringevacuations.

� other: __________________________________________________

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe five (Page 2 of 2)

Workbook | 77

Worksheet 24

sChedule drills

�� Scheduleanequalnumberofdrillsduringeachshiftthatthefacilityisopen(morning,afternoon,andovernight).

�� ScheduleonedrillwhentheIncidentCommanderwillbeabsent.

�� Holdasurprisedrillduringalicensingvisit.

�� Schedulethreedrillsbasedonlocalrisks.

�� Completeyourfacility’susualstaffsign-insheetateachdrill;filewithemergencyplandocuments.

Work with your Deputy Incident Commander to review your program calendar and complete the following.

schedule each of the following drills. (Use the last three rows for drills for local hazards.)

ProCedure month / date time or shift

Fire

LockDown

Fire

AirborneHazard

LockDown

Fire

Off-SiteEvacuation

Fire

Severe Weather



Date Signature


Workbook | 79

Best PraCtiCe siX: CheCklist drills

» This checklist corresponds with Worksheet 24

Date




� Testeachemergencyprocedureinthismanualwithyour EmergencyTeam:

�� Fire


�� Earthquake

�� Flash Flood

�� AirborneHazard

�� LockDown

�� Off-siteEvacuation

� ReviewandreviseyourEmergencyPlan(locationsofshelters,evacuationroutes,evacuationlocations,etc.,asnecessarybutatleastonceayear).

� TesteachemergencyprocedureinthismanualwithyourEmergencyTeamandagroupofselectedteachers/caregiversandchildren:

�� Fire


�� Earthquake

�� Flash Flood


�� LockDown


� ReviewandreviseyourEmergencyPlan(locationsofshelters,evacuationroutes,evacuationlocations,etc.,asnecessarybutatleastonceayear).

#6



� ReproduceorreviseeachemergencyprocedureasnecessarytomatchyourEmergencyPlan:

�� Fire


�� Earthquake

�� Flash Flood


�� LockDown


� Makecopiesofeachemergencyprocedureforuseduringthefirstprogram-widedrillofeachprocedure.

� Completeayear-roundscheduleofdrillsandincorporatedatesintocalendarsforstaffandparents/guardians.

� other: __________________________________________________

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe siX (Page 2 of 2)

Workbook | 81

Worksheet 25

Consider individuals With disaBilities or aCCess and funCtional needs

What children or adults in your program have disabilities or access and functional needs that would require special attention during a drill, an actual evacuation, or an actual shelter-in-place or lock down emergency? (Use first names only.)

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

Which teachers/caregivers will you assign to assist these individuals during an emergency? as their drivers?

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________

___________________________________________ ___________________________________________


What other special arrangements should you make in advance? Check all that apply.

�� Wheelchairaccessforoff-siteevacuationandshelter-in-placelocations

�� Apowersourceintheshelterlocationsformedicalequipmentsuchasanoxygentank

�� Anicechestfortransportingmedicationsthatrequirerefrigerationandice

�� other: ____________________________________________________________________________________

�� other: ____________________________________________________________________________________

�� other: ____________________________________________________________________________________

�� other: ____________________________________________________________________________________


Date Signature


Workbook | 83

Best PraCtiCe seven: CheCklist Include Children and adults with all Levels

of abilities in Your Plans» This checklist corresponds with Worksheet 24

Date




� Provideforindividualswithdisabilitiesand/orfunctionalandaccessneedsinyourEmergencyPlan:

�� Includethenumberofchildrenandadultswithdisabilitiesand/orfunctionalandaccessneeds.

�� Designateoff-siteevacuationlocationsthatarewheelchair-accessible.

�� Designateshelter-in-placelocationsthatarewheelchair-accessible.

� IncludethefollowinginformationonyourChild/StaffRoster:

�� Allergies: _____________________________________________

�� Medications: __________________________________________

�� SpecialCareneeds: ____________________________________

�� EmergencyTransportVehicle: ____________________________

� IncludethesameinformationonchildandstaffIDbadges:

�� Allergies: _____________________________________________

�� Medications: __________________________________________

�� SpecialCareneeds: ____________________________________

�� EmergencyTransportVehicle: ____________________________

� StoreduplicatechildandstaffIDbadgesinanoff-sitelocation.

� Requireparentstoprovideatleasta72-hoursupplyofanyessentialmedicationsforchildrenforuseduringemergencies.

#7



� DesignateanAssistantIncidentCommander/EmergencyCoordinatorwithspecificresponsibilitiesforchildrenandadultswithdisabilitiesand/orfunctionalandaccessneeds.

� Involvechildrenandadultswithdisabilitiesand/orfunctionalandaccessneedsinregulardrills.

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe seven (Page 2 of 2)

Workbook | 85

Worksheet 26

store data off site

Identifyanoffsitelocationforstorageofback-upcopiesofcrucialemergencyinformationandvitalprogramrecords.

�� Banksafedepositboxlocatedatleast50milesfromyourfacility

�� Storageunitlocatedatleast50milesfromyourfacility

�� other: _______________________________________________

Selectanelectronicback-upforadditionalsecurity.Check all that apply.

�� Aweb-basedserver

�� Aportablecomputerdrive

�� other: _______________________________________________

Identifythevitalprogramrecordsthatshouldbestoredoffsite.Check all that apply.

�� Mortgagedocuments

�� Deeds

�� Insurance policies

�� Bankaccountfiles

�� Leaseagreements

�� other: _______________________________________________

�� other: _______________________________________________

�� other: _______________________________________________


Worksheet 27

Considerations for a disaster savings Plan

Whatifmajordisasterstructuraldamageforcedyoutocloseyourprogramforseveralmonths?Check all that apply.

�� Ourcommercialpropertyorhomeownerinsurancewouldcoverrepairstothefacility.

�� Ourinsurancewouldcoverpayrollandotheroperatingcostsaswellasrepairstothefacility.

�� Wewouldnotbeabletorepairthebuilding.

�� Wewouldnotbeabletocontinuepayingourstaff.

�� other: _______________________________________________

Whomcouldyouconsultforadviceonadisastersavingsplan?Check all that apply.

�� Ourprogramorcompanyaccountant

�� Ourprogramorcompanybanker

�� Ourvolunteerboardofdirectors

�� Aparentwhohasfinancialexpertise

�� our insurance carrier

�� other: _______________________________________________

�� other: _______________________________________________

Whatisyournextstepinplanningfinancialprotectionforyourprogram?

Workbook | 87

Best PraCtiCe eight: CheCklist Business Continuity

» This checklist corresponds with Worksheets 26 and 27

Date




� Obtainoneortwowaterproof,fireproof,portablecontainerstouseasReady-to-GoFiles.

� KeeponeReady-to-GoFileinyourfacility’scentraloffice.

� UpdatethefollowingrecordsmonthlyandstorepapercopiesintheReady-to-GoFile:

�� Child/staffroster

�� Photographofeachenrolledchild

�� Backupofcomputerfiles

�� Equipment/suppliesinventory

�� Buildinginsurancerecords

�� Vehicleinsurancerecords

�� Vehicleregistrationrecords

�� Backupessentialrecords

�� Storeessentialrecordsinalocationatleast50milesfromyourfacility,replacingrecordseverythreemonths:

�� PhysicalAddress: ___________________________________

–––––––––––––––––––––––––––––––––––––––––––––––––

�� Contact Tel.: ______________________________________

�� Uploadcopiesofallessentialrecordstoanoff-siteweb-basedserver;replacingallrecordseverymonth:

�� URL: _____________________________________________

�� Username: _______________________________________

#8



� Meetwithyourfacility’sbankertodiscussasavingsplanfor businesscontinuity.

� Meetwithyourfacility’sinsuranceagenttodiscussinsuranceneeds forbusinesscontinuity.

� other: __________________________________________________

� other: __________________________________________________



Date Signature

CheCklist: Best PraCtiCe eight (Page 2 of 2)

Workbook | 89

Worksheet 28

sChedule training sessions

Work with the Deputy Incident Commander to set dates for the following training sessions.

date(s) session

�� AnnualEmergencyPlanOrientation(foremployeesandvolunteers)

�� AnnualEmergencyPlanOrientation(forparents/guardians)

�� FEMAIS-36Multihazard Planning for Childcare(foremployeesandvolunteers)

�� ProtectyourFamily(foremployees,volunteers,andparents/guardians)

�� FirstAid(forselectedemployees):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

�� CPRcertification(forselectedemployees):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

review other resources for ideas and topics for staff training sessions (see “resources” in participant manual). note ideas and topics here.


notes

Save the ChildrenU.S. Programs2000 L Street NW, Suite 500Washington, DC 20036

www.savethechildren.org/USCenter

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