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Emergency Management Plan for
ST MARY’S CATHOLIC PRIMARY SCHOOL
CLARKES HILL
(
Signature of Principal
_________________________________
Signature of Principal _______________________
Date:_______________Review Date Five: 3rd February 2016
Contents Page
Incident Control System plan 3
Emergency numbers sheet 4
School‟s Communication tree 5
Emergency numbers for school personnel 6
Evacuation plan and checklists 7
Evacuation Sequence checklist (During) 8
Evacuation Sequence checklist (After) 9
Relocation (offsite evacuation) plan and checklist 10
School site plan and evacuation routes 11
Important school locations: checklist for relocation 12
Lockdown procedures checklists 13
Actions After Lockdown 14
Emergency kit checklist 15
Emergency services call sheet 16
Post-emergency record 17
Phone/bomb threat guide and checklist 18
Emergency Management Plan exercise record 20
Evacuation/Lockdown/Lockout (ELL) Exercise Timing 21
Emergency drills/training schedule 22
Catholic Education Office numbers 23
Parental notification template 24
Incident Control System
Incident Commander
Mr Chris Kavanagh/Trish Lannen
(Principal)/ (Vice Principal)
Operations Officer
Ms Trish Lannen/
Mrs Inez French
Logistics Officer
Mrs Kelly McGannon
Planning Officer
Mr Chris Kavanagh
Public Information Officer
Mrs Leonie Wray/ Chris Kavanagh (Administrator)/ (Principal)
Safety Officer
Mr Anthony Clifford/
Mrs Jenny Curran
Agency Liaison Officer
Mr Chris Kavanagh
Emergency Numbers Sheet
Group Phone Number
Police
Life-threatening or - 000
time critical emergency
Non-life threatening - Ring local Police station
incident D24 Ballarat
Creswick Police 5345 52220
Local Police Station - D24 Ballarat if local police
station may not be manned
Ambulance 000
Fire Services Authority MFB/CFA 000
State Emergency Service 132500 - Mid West Regional H/Q
Wendouree 5339 1122
Hospital(s)
5320 2111 - St John of God
5320 4275 Ballarat Health Services
Gas (check for local number) N/A
Electricity (check for local number) 13 24 12 1300 661 544 - Origin Energy
Water Corp (check for local number) Water is from bore (Prendergast’s dam)
Department of Human Services (Regional Office)
5333 6530
Department of Human Services- Child Protection (Regional Office)
5337 3333
131278 (ah) – Statewide
Local Government 5366 7100 - Moorabool Shire
EPA
Catholic Education Office
/ 5337 7123 - Peter Kerwan,Ballarat Office
9267 0404 - Melbourne
- Harry Allard, Melbourne Office
CEO Emergency Management Officer
/ 5337 7123 - Peter Kerwan,Ballarat Office
Make sure that on an annual cycle, all contact Phone Numbers and Personal are still current
Schools Communication Tree
St Mary’s School 131 Powells Road
CLARKES HILL VIC 3352
Role Responsibilities Name of Staff Member & mobile
number
Incident Commander In charge of overall management
of emergency situation Chris Kavanagh
Safety Officer Ensures all actions conducted with
student safety focus
Anthony Clifford
Jenny Curran
Public Information Officer
All media/outside information
management/will be supported by
CEO media unit
Leonie Wray
Agency Liaison Officer Assists with response to outside
agencies requests/information Chris Kavanagh
Operations Officer
Student care/ensuring adherence
to school protocols, procedures
Trish Lannen
Inez French
Logistics Officer
Responsible for securing
materials, resources, services,
additional staff
Kelly McGannon
Planning Officer
Collects and evaluates information
related to development of
incident/status of resources
Chris Kavanagh 0400 563 851
School Principal
Chris Kavanagh
Admin Staff
Leonie Wray
Initiate SMS/TIQBIZ warning service to notify all parents
Police/ Fire/ Ambulance
000
CEO Ballarat
Peter Kerwan
St Mary's School
Chris Kavanagh
Emergency Contact Numbers for School Personnel
Role Name
Phone Number
(Daytime)
Phone Number
(Mobile)
Phone Number
(After Hours)
Principal Chris Kavanagh 5334 5280
Administration Officer Leonie Wray 5334 5280
Year leaders
Year 3/6 Jenny Curran 5334 5280
Year 3/6 Anthony Clifford 5334 5280
Year P/2 Trish Lannen 5334 5280
Year P/2 Inez French 5334 5280
Teachers Aide Kelly McGannon 5334 5280
Canonical Administrator Fr Shane Mackinlay 5334 0450
OHS Officer Inez French 5334 5280
Advisory Council Anne Miller-Schmetzer
Check annually
Students With Special Needs List
Please include information about any students that have medical management plans (e.g. for asthma, allergies to peanuts/bee stings (anaphalaxis) & include their medications & Epipens.
Child/Staff Name Room/ Area Condition Assistance Needed
During An Emergency
/ Evacuation
Who Will be
reponsible?
Review after each student intake
Evacuation Plan Guide and Checklist
Suggested Steps for Evacuation
1. Senior person on site takes charge and decides who does what (your ICS)
2. Call 000
3. Inform them of the nature of the emergency (i.e. “There is smoke in the building”
4. Using all available staff/volunteers calmly move/carry/walk the children out of the building to your pre-determined outdoor assembly area if this is the evacuation option
5. Take the children‟s attendance list, staff roster and your emergency/first aid kit plus any medication
6. Once at assembly area, check that all children and staff are accounted for
7. Call 000 and inform them of your location at the outdoor assembly area
8. Focus on safety and well-being of staff and children
9. Wait for emergency services to arrive
Evacuation Checklist: Before To maximise the safety of children, staff and volunteers, check these things (at a minimum) are in place beforehand.
Have you:
A clear ICS (who does what)? A site plan showing clearly marked exits, including the safest possible alternative exits from the building? Posted the site plan on walls where you can access it easily? Designated two outdoor assembly areas, the first 150 metres away and an alternate location further away (walking distance)? An easily accessible first aid/emergency kit containing required medications such as asthma inhalers, auto adrenaline injection devices (EpiPens®), bottled water and sunscreen?
A portable contacts sheet with updated and after-hours numbers? A working mobile phone? A portable attendance list of children, volunteers, and staff? Your evacuation plan? A record of any problems you encountered during drills?
Evacuation Sequence Checklist: During
Check:
Evacuate the affected room or area
Evacuate any room, adjoining area
Evacuate other rooms or areas, starting with the closest
If responding to a wildfire impacting on the school consider which building is to be used as a safer place. Library
Evacuation Checklist: During
Check: Phone 000 and CEO Emergency Management Officer Peter Kerwan 5337 7123,
Bring first aid/emergency kit and medication
Bring mobile telephone and emergency telephone contact sheets
Assemble the children/staff/volunteers in the pre-determined assembly area Account for all children/staff/volunteers at the assembly area against your attendance list
Evacuation Checklist: After
Check:
Record the incident and report it to your Catholic Education Office
Write down what went wrong and what went well to improve your plan for the future
(e.g. „The assembly point was too exposed to the sun‟ or „It took X number of minutes
to leave the building.‟)
Assembly areas
1. Oval area in the north east corner of the property.
2. Car park at the front of the school.
3. St Alipius School, 106-108 Victoria Street, Ballarat depending upon prevailing winds and weather conditions.
Relocation (offsite evacuation) plan and checklists
School personnel may have similar roles in an offsite evacuation to an on-site evacuation.
After an offsite evacuation the school site may need to be inspected or cleared by relevant authorities before people return to the site.
Transport arrangements for an offsite evacuation should be planned in advance; contact the Local Emergency Management Committee (chaired by the Local Government).
Suggested steps for relocation 1. Assess situation and seek advice from:
Fire and Emergency Services agencies
CEO Emergency Management Officer
2. In case of bushfires, seek more information from:
CFA website: www.cfa.vic.gov.au
DSE website: www.dse.vic.gov.au
Victorian Bushfire Information Line: 1800 240 667
AM 774 ABC Radio.
3. Enact evacuation plan/sequence.
4. Complete Important School Locations Checklist.
5. Ensure you have updated information on safe evacuation road routes and alternatives.
*Consider fire direction of travel and proximity when planning evacuation route(s)*
School Site Plan and Evacuation Routes
Important School Locations Checklist for Relocation Have this list with you to complete before relocation. Remember: student and staff safety is your primary concern. The safety of the school facility itself is always second to your primary duty of care responsibilities!
Important school locations: checklist for relocation
Complete this list before relocating.
Remember: Student and staff safety is your primary concern. The safety of the school facility is secondary to your primary duty of care.
Areas Location Notes
Central Control Point
Central Control Point (Alternative)
Evacuation Assembly Areas
Oval area in the north east corner of the property.
Car park at the front of the school.
Evacuation Kit Administration Building
First Aid Kit and Medication
Staff Room
Security keys (Distributed)
Power board
Library
Water mains – shut off
Gas main – shut off
List of people on site
Admin Office/Principal‟s Office and Staff Room
Other
Lockdown procedures checklists
Actions during lockdown – Principal or site manager (incident controller)
Actions during lockdown
Liaise with school staff, other agencies and the CEO in considering a lockdown
Activate lockdown using the predetermined activation signal
Advise Police and other appropriate Emergency Services
Advise CEO Emergency Management Officer
Activate the Emergency Management Team (to plan further actions and enact the response plan)
Allocate responsibilities
Collect evacuation kit
Guide visitors to safety
Divert parents and guardians and returning groups from the school
Ensure a telephone line is kept free
Keep public address system free
If possible stop the school siren from sounding period changes or break times
Secure external doors and entrances
Keep main entrance as the only school entry point. It must be constantly monitored and no unauthorised people allowed access
Have a delegated staff member wait at the main entry to the school to guide Emergency Services personnel
Ascertain (as possible) if all students, staff and visitors are accounted for by
taking attendance roll
Record some details of actions undertaken and times
Await de-activation advice from Emergency Services personnel
Actions after lockdown – Principal or site manager (incident controller)
Actions to de-activate and immediately following lockdown
Confirm with Emergency Service personnel that it is safe to de-activate lockdown
Determine whether to activate the school parent re-unification process
Determine if there is any specific information staff, students and visitors need to know (e.g. areas of the school to avoid or parent re-unification process)
De-activate lockdown using predetermined de-activation signal
Advise staff, students and visitors of any specific information they need to know
Ensure any students, staff or visitors with medical or other needs are supported
Print and issue pre-prepared parent letters and give these to students to take home
Advise the CEO that the lockdown is over
Seek support from the CEO including student support services as required
Brief staff on the incident
Prepare and maintain records and documentation
Follow up with any students, staff or visitors who need support
Undertake operational debrief to review the lockdown and school procedural changes that may be required next time a lock down is required
Actions (follow-up)
Signature:
Emergency kit checklist
Keep the kit in a designated, easily accessible place. The Logistics Person in your ICS is responsible for making sure the contents are complete.
If your attendance rolls are kept electronically ensure you have an updated printout available as you may not be able to access electronic information in the event of an emergency.
Have you:
Standard portable first aid kit with bandages, Savlon, antiseptic wipes
Students and staff with special needs list: children with asthma, allergies
Special medications e.g. asthma inhalers, EpiPens®
Updated attendance/student roll list or printout
Bottled water/sunscreen/spare hats
Portable non-perishable snacks such as sultanas, dried fruits, energy bars
Emergency contacts telephone list
Charged mobile phone
Torch with replacement batteries
Copy of your building site plan with marked exits
Map of local streets with evacuation route
Battery powered radio (if available) and spare batteries
Other
Emergency services call sheet
Post this checklist near your telephone or computer.
Dial 000, ask for the Emergency Service and be ready with the following information:
1. Your telephone number.
2. Details of your location (insert address and postcode).
3. Street directory reference.
4. Exact location within the building.
5. Your name.
6. A brief description of the incident (e.g. if you are requesting an ambulance, you will need to describe the symptoms of the person who is ill/injured).
7. Advice on the best entrance to use.
8. Advise the name of the person who will meet the Emergency Services.
Speak clearly and slowly and be ready to repeat information if asked.
Post-emergency record
School
ST MARY’S SCHOOL, CLARKES HILL
Date
Time of Notification
Name of Person Taking the Call
Position
Name of Person Reporting the Incident
Contact Telephone Number
Details
Immediate Action
Principal notified:
YES / NO Time _____
Other school staff notified:
YES / NO Time _____
Emergency Services notified:
YES / NO Time ______
CEO Emergency Management Officer notified:
YES / NO Time ______
Major Activities
Issues Operational debriefing required:
YES / NO Date/Time: _____
Person responsible to organise:
Confirmation of operational briefing: Date/Time:
Issues for Follow up action:
Signature
Date
Phone/bomb threat guide and checklist
Post this checklist near your phone so it is visible and easily accessible. Remember when dealing with a threat, keep calm.
Details of the person who received the call
Name (print):
Signature:
Telephone number called:
Date call received:
Time call received:
General questions to ask the caller 1. What is it? Is it a bomb?
2. When will it explode or the substance be released?
3. Where did you put it?
4. What does it look like?
5. When did you put it there?
6. How will it explode or the substance be released?
7. Did you put it there?
8. Why did you put it there?
9. What is your name?
Bomb threat questions 1. What type of bomb is it?
2. What is in the bomb?
3. What will make the bomb explode?
Chemical/biological threat questions 1. What kind of substance is in it?
2. How much of the substance is there?
3. When will the substance be released?
4. Is the substance a liquid, powder or gas?
Exact wording of the threat:
___________________ ________
________________________
__________________________________________________________________
Gender of the caller: Male Female
Accent of the caller: Australian Middle Eastern British
Asian American European
Other (specify) __________________________________
Background noise: None TV/Radio Train
Traffic Music Construction
Sirens Aircraft Voices
Other (specify) __________________________________
Estimated duration of call: _______________________________________________
Estimated age of the caller: _______________________________________________
Did the caller appear familiar with the area? Yes No
Other comments:
Emergency Management Plan exercise record
Item
Yes No
Were Emergency Services briefed on exercise prior to exercise being started?
Did the person discovering the emergency alert the other occupants?
Was the alarm activated?
Were Emergency Services notified promptly?
Was the CEO Emergency Management Officer notified promptly?
Did school staff direct persons from the building/site per the evacuation procedures?
Were isolated areas searched?
Was the evacuation logical and methodical?
Did someone take charge? If yes, who?
Did occupants act as per instructions?
Was a roll call conducted for:
Students
Staff
School Visitors
Was someone appointed to liaise with Emergency Services?
Was someone appointed to liaise with the parents and guardians/school community?
Were Emergency Service given the correct information?
Did anyone re-enter the premises before the “all-clear” was given?
Did anyone refuse to leave the building/site? If yes, see attached list for name and reason. To be followed up.
Area of Emergency Plan tested by current exercise:
Evacuation/Lockdown/Lockout (ELL) Exercise Timing
Time
Hours Mins
Alarm sounded and ELL message given (exercise warning included)
School staff (floor/area wardens) responds
School staff (wardens) check building/floor/area
Evacuation/lockdown/lockout commenced
School staff (wardens) report floor/area clear or locked down
Arrive at assembly point (evacuation & lockout only)
School staff (wardens) checks students, staff and visitors present against rolls
Evacuation/lockdown/lockout completed
Exercise completed
Staff, students and visitors debriefed on exercise
Problems encountered:
Issues raised
Emergency drills/training schedule
Sample emergency drills/training schedule
Month Training Event Person Responsible Date(s)
completed
January
February
Staff training on
emergency response
Evacuation and relocation
drills for children and staff
Principal /Site Manager
March
April Evacuation and relocation
drills for children and staff Principal /Site Manager
May/June
July/August
September/October Evacuation and relocation
drills for children and staff Principal /Site Manager
November/December CFA training on fires and
bushfires Principal /Site Manager
Catholic Education Office numbers
Post this information near your telephone
Group Phone Number Contact name
Catholic Education Office 53377185 Mary Lovelock
Director of Catholic Education 53377135 Audrey Brown
Emergency Management Officer 53377123 Peter Kerwan
Student support services
Media Coordinator
CECV Industrial Relations/OHS 92670404 Harry Allard
Parental Notification 2016
FAMILY LIST and Phone Numbers 2016
Fire equipment list
(Refer to attached extinguisher location guide)
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