CIVIL DEFENCE/EMERGENCY PROCEDURES
Summary:
To establish procedures defining the responsibilities for action in fire, tsunami, the event of an earthquake
warning or chemical spill affecting the students and staff of Sumner School, both while present at the
Colenso Street campus and on official school trips off-campus.
Rationale:
Our school will at all times strive to maintain a safe environment that will minimise the risk of injury to,
stress of, and death of students and staff in the event of an emergency.
Guidelines:
In an emergency, the safety and well-being of the students, staff, and others (e.g. visitors and parents) at the
school and on official school trips is paramount.
Details:
1. The Board of Trustees has delegated the authority to close the school due to an emergency to the
Principal or officially delegated “site leader” (Deputy Principal or other designated Leadership Team
member in his/her absence). If possible, consultation with the Chairperson of the Board of Trustees will
be undertaken before, during, or after the closure decision is made but this is not a pre-condition to the
Principal’s (or designate’s) decision to close the school.
2. It is the responsibility of the person deemed to be in charge to inform the next person down if they are
leaving the school grounds for whatever reason. This will be done by physically handing that person a
token.
3. Parents will be advised of the closure as soon as possible through email, the emergency text alert system
and, if appropriate, local radio stations.
4. All teaching staff and non-teaching staff are well-trained and deemed competent with their
responsibilities regarding the emergency procedures.
5. This school will carry out an annual safety audit of the school, fittings and contents.
6. Emergency drills including a full evacuation to van Asch will be carried out at least 2 times throughout
the year. Occasionally the activation of the drill will be initiated by the Board Chair as a random drill
with no warning. The designated assembly area will be known by all staff and students. A fire
evacuation route is clearly marked on a premises map and displayed in every classroom. The Deputy
Principal will arrange and oversee the required evacuation drills.
7. The Emergency Management Plan is permanently stored in the red Emergency Management Plan folder
located in every classroom.
8. Emergency procedures will be reviewed by the Board of Trustees and the Principal once every year and
revised/up-dated as required. All staff will be notified of any changes made to the procedures during a
staff meeting immediately following.
Date Reviewed:
Date Approved:
Date for Next Review:
Signed:
BOT Chair:
August 2011
September 2011
September 2012
General Evacuation Procedures
For events requiring children to be sent home before the normal closing time of school at 3:00
pm.
1. Once a decision has been made to close the school, parents will be invited and encouraged to
collect children as soon as is safely possible. This will be sent out to parents via the emergency
text alert system. If time and infrastructure allows, emails will be sent and a broadcast delivered
via More FM.
2. Immediately following the decision to close the school and assemble all present staff and
students into the designated emergency area, students will remain with their classroom teachers.
3. When children are collected by their official caretakers (parents, grandparents, or legal
guardians), classroom teachers will record her/his name and the time.
4. Children will not be collected by anyone other than their official caregivers unless direct contact
with that parent can be confirmed.
5. Once the emergency situation has stabilized, school administrators will contact the
parents/caregivers of students who are still on campus.
6.
7. If the situation warrants, remaining students may be consolidated under the supervision of a
designated teacher who will then follow the dismissal procedure as outlined in #2.
8. A list of Frequently Asked Questions is on the school’s website www.sumner.school.nz with
updated information to keep parents informed about the school’s emergency procedures and the
rationale behind them.
Check List:
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2 copies of emergency list stored in office (printed on yellow paper)
Emergency procedures displayed in all teaching spaces
Emergency contact phone list kept up to date
Emergency provisions kit (stored in PTA Shed)
All teachers will maintain an up-to-date copy of the Emergency Plan Folder in their
classrooms. This will be located on the wall next to the main classroom door.
SPECIFIC PROCEDURES FOR AN EARTHQUAKE
Teachers, student teachers, non-teaching staff, students and visitors will be well-trained in and will
follow the Earthquake responses as outlined below.
On Campus
1. If in a classroom, when a teacher shouts, “Earthquake – Drop” all present will immediately
take cover as safely as possible under desks or tables, holding the desk legs with both hands
while turning away from windows.
If no desk or table is available, students will turn away from windows and walls while
assuming the ‘turtle position’ by curling into a ball and covering both sides of the head with
their elbows and clasping their hands behind their necks.
If outside, when a teacher shouts, “Earthquake – Drop”, all present will immediately move
away from buildings and power lines and assume the turtle position as outlined above.
2. Everyone will remain in their covered positions until the teacher has declared, “All clear.”
3. If the event is significant, teachers will collect their registers and lead those who were in
their classrooms to the designated assembly area on the school field.
If outside, teachers will collect those present and lead them to the designated assembly area
on the school field.
4. Anyone needing immediate first aid will be attended to.
5. Teachers will conduct a roll call and will inform the Principal (or designated site leader) of
any discrepancies.
6. When possible, teachers will don an orange emergency vest and the Principal (or designated
site leader) will don a yellow vest.
7. If the conditions require it, emergency provisions such as wet weather ponchos, beanies and
tarpaulins will be issued to all present at the school campus with priority given to students.
8. When the situation is deemed stabilized by the Principal (or designated site leader), all
possible communication outlets (emergency text, email, radio, phone) will be utilized to
inform parents and caregivers that school is closed and students should be collected as soon
as is safely possible.
9. If deemed necessary, the Principal (or designated site leader) and Caretaker will carry out a
triage report of the buildings with particular emphasis on the new school hall. Following this
assessment, if the Principal and Caretaker are satisfied that the new school hall is safe to
enter they may choose to move all present into that building. This will only be considered iif
children are at risk due to cold and/or wet conditions outside.
Off Campus
1. The general procedure for classes that are away from the school site if an earthquake hits is
to follow the emergency procedure specific to their location. Children and teachers will be
aware of this procedure before visiting the site. If the earthquake occurs when the class is
outside, the teacher will action the outdoor procedures mentioned above.
2. Teachers must carry emergency contact details for the group of children they are taking
offsite. If a teacher does not have a cellphone a school cellphone is available. Please refer to
the school’s EOTC policy for further information about planning school trips including the
risk analysis (RAM) requirements.
Post Earthquake Action if Classes are Offsite
1. Anyone needing first aid will be attended to. This would normally be carried out by the
support staff but depending on the situation any staff member could be required to assist.
2. A roll call will be carried out by the teacher to ascertain the whereabouts of all children.
3. When the teacher in charge is satisfied that the situation is under control they will attempt to
make contact with the school. The principal will also make every effort to make immediate
contact with that teacher.
4. The emergency text alert system will be used to inform parents of the location of the
class(es) who are offsite.
5. The teacher will ensure that the class remains on that site for 20 minutes after the shaking
has stopped. This is to allow time for parents who may be close by, to collect their children
from that site. This information must be recorded by the teacher in charge. Please note: the
only exception to this would be if they class is within safe walking distance from the school
in which case the teacher will lead the class back to school immediately.
6. Following the 20 minute period, the teacher will use the vehicles available to transport the
children back to school following the safest route. Please note: bus drivers have their own
emergency procures which they are required to follow in terms of maintaining customer
safety.
7. If the transportation used is not able to make it all the way back to school due to road
conditions, they will wait at the closet safe location to school. The evacuation will be carried
out from this location. Once again parents will be informed of this through text or other
viable communication methods.
SPECIFIC PROCEDURES FOR A TSUNAMI
Sumner School will be evacuated to van Asch School immediately following any earthquake,
regardless of its perceived seismic rating, if the shaking lasts for longer than 30 seconds. The
decision to evacuate to van Asch will be made by the Principal or the person who is responsible for
decision-making (see General Evacuation Procedures above). Where practical this will be done
following immediate consultation with nearby members of the Senior Management Team.
If a tsunami warning is issued by NZ Civil Defence following a long range event (eg, a tsunami
coming from South America) and allows reasonable warning, a decision to close the school will be
made by the Principal in consultation with the Board (if possible but not necessary). In this case the
parents will be informed via the three main methods of communication to collect their children as
soon as possible from their classrooms.
Initial Action if the Shaking Lasts for Longer than 30 Seconds
While the shaking is taking place the standard earthquake procedures will apply (see above for
indoor and outdoor earthquake procedures). Once the shaking has stopped the Principal or person
responsible for decision-making will sound a continuous blast on the fog horn (kept in the Office).
This is a signal to staff that the school is to be evacuated as quickly and safely as possible to van
Asch School.
Evacuation from Indoors
1. If the continuous fog horn blast sounds while classes are inside, the teachers will do a quick
‘count off’ with their class.
2. Teachers will collect their registers and leading their class in an orderly fashion directly
from their classroom to van Asch School via Whitfield Street to St Leonards Square then on
to van Asch School via van Asch Street.
3. When teachers cross Colenso, they will inform an Office Team member if there are any
unaccounted for children, which will be passed on to the Principal.
4. At van Asch, they will gather on the field at southern end of the school (see attached route
map).
5. Procedure will apply even if children are not with their normal class eg during a maths
interchange.
Evacuation from Outside
1. If the continuous fog horn blast sounds while classes are outside, the children will
immediately assembly at the dedicated site on the field.
2. Teachers will meet their classes there and do a quick ‘count off’.
3. When the teacher is satisfied that the majority of their class is present they will evacuate to
van Asch following the above mentioned evacuation route. The names of any missing
children will be passed on to a member of the Office Team.
Support Staff Responsibilities
Following a continuous blast on the fog horn the support staff have the following responsibilities:
Caretaker
1. Place cones on both sides of the Colenso Street crossing to block vehicle access.
2. Complete a sweep of buildings checking for any children or adult that may have been left
inside.
3. On completion of the sweep, immediately update the principal of any relevant information.
4. Once these responsibilities have been completed, the caretaker will evacuate to van Asch
assisting any children who may have been left behind.
Administration Team
1. Collect the emergency kit located under the office desk.
2. Place the evacuation signs informing parents that there has been an evacuation to van Asch
on the school notice board and main entrances.
3. Take the emergency kit to the Colenso Street crossing and assist the Executive Officer in
recording information given to them by teachers related to missing children.
4. Once these responsibilities have been completed, the Administration Officer(s) will
evacuate to van Asch assisting any children who may have been left behind.
Executive Officer
1. Report immediately to the Colenso Street crossing with the master room number checklist.
2. Record the names of any missing children on the room list given to them by teachers as they
pass over the crossing.
3. Update the Principal with this information as soon as practical.
4. Once these responsibilities have been completed, the Executive will evacuate to van Asch
assisting any children who may have been left behind.
Learning Support Workers
1. The Learning Support Workers have a responsibility to assist the children or teacher they are
working with at the time of the emergency. This may change given the specific needs of
some children in the school.
2. It is the responsibility of the SENCO to ensure the Learning Support Workers are aware of
what these obligations are at any given time.
Post Earthquake Action Following an Evacuation to van Asch
1. Once the school has been safely evacuated to van Asch the community will be informed via
the emergency text alert system.
2. The school will be closed for the remainder of the day and parents will be invited to collect
their children from van Asch. All parents will be encouraged to help evacuate to van Asch
before collected their children.
3. If a tsunami does not occur, the evacuation will still take place at van Asch. The children
will not be taken back to Sumner School due to the risk of aftershocks occurring while in
transit.
SPECIFIC PROCEDURES FOR FIRE EMERGENCIES
INITIAL ACTION
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Follow evacuation procedure.
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Secretary to take out master roll and the visitor book.
POST IMPACT ACTION
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Attend to first aid needs if required.
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Teachers will keep children outdoors until they receive further notice.
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Non-teaching staff will help assist teachers with children and parents.
4. CHEMICAL SPILLS
• The principal will contact emergency services and take advice from the police in the first
instance and Civil Defence if it becomes involved.
• Move indoors or away from spill, close doors and windows.
5.
PANDEMIC
The school will follow the Ministry of Education Pandemic Action Plan for Schools and be guided
by the checklist for Phases 1, 2, 3, 4 and 5 should they occur.
Phase One:
Plan for it.
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Appoint a Pandemic manager and deputy.
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Develop an information package for all staff explaining symptoms of influenza and how it is
spread.
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Whole-school focus (TKI resource The Importance of Keeping Well) on hand washing and
hygiene procedures to avoid spread of infectious disease. Enlist the help of the Student
School Council the school secretary and the Public Health Nurse. Educate staff, students
parents about the difference between symptoms of common cold and influenza, the
importance of staying home when sick
•
Invite the Infectious Disease Control Officer to speak to staff and representatives from
school community on ways of protecting themselves.
•
Review emergency supplies kit. Ensure there are sufficient face masks available for staff
members to use if symptoms appear. Supply alcohol hand washing sanitizer for all staff.
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Develop procedures for cover while staff members unwell.
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Decide on what leave will staff be required to take in the event of the school being
closed, if they are well but unable to attend work?
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Decide if it is possible for all staff well enough, to work at home?
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Receptionists, due to the nature of the work environment need special safety precautions
due to the lack of the social distancing of their work.
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Ensure that the classrooms and offices are well equipped with tissues, medical and hand
hygiene products cleaning supplies and masks for staff who become ill at work. These
products should be purchased well in advance as they may be in very short supply once
the pandemic begins.
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Discuss with staff regarding programmes for students to complete at home if school is
closed. What can be put on hold until staff numbers return to full strength? The
Employment Relations Act 2000, the Holidays Act 2003 (sick bereavement and annual
leave and public holidays) and Wages Protection Act 1983
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Keeping communications open and frequent with staff. It is estimated that the
pandemic could last many months and may contain peaks followed by periods of
reduced illness. 50% is an. estimate of staff absences at peaks of a significant
pandemic. (NZ Health department information statistics)
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Plans for full return to work after illness has abated for staff,
Phases 2 – 5:
The school will then be guided by the MOH and MOE as to when the school will be closed and
open.
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Review cleaning policies practices and supplies.
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Develop protocols for dealing with sick staff/students/parents.
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Add pandemic procedures to emergency management plan
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Inform school community of school’s pandemic plan.
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Review contact list of staff, BOT and students, volunteer workers, outside agencies.
Warning of Impending Emergencies - If a warning of an emergency is received, the Principal will
authenticate the message before action is taken, by either:
Listen to the radio for advice from emergency services or Civil Defence.
Contact the emergency services or your local Civil Defence organisation.
REVERSE EVACUATION
In the case that students need to return to class immediately from the playground eg chemical spill
or electrical storms, three short bells will ring to signal the return to class straight away and wait for
instructions from their teacher