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)