Disaster Preparedness Plan

Purpose

To provide clear, step-by-step procedures staff must follow to protect children and maintain accountability during emergencies.

Scope

Applies to all staff, substitutes, volunteers, and visitors on-site during operating hours and special events.

1) Roles & Responsibilities

Incident Lead (Director/Designee):

• Takes command, calls 911 when needed, assigns roles, authorizes evacuation/lockdown, communicates with families.

Classroom Lead (Lead Teacher in each room):

• Maintains child accountability, carries roster/emergency binder, leads evacuation/shelter procedures.

Support Staff (Assistant Teachers/Floater/Front Desk):

• Supports movement of children, brings emergency supplies, manages gates/doors, assists with communication.

Health Lead (Designated staff):

• Manages medications, allergy plans, first aid kit, and medical needs during an emergency.

2) Required Emergency Materials (Always Ready)

Each classroom must have:

• Current attendance roster (daily sign-in/out)

• Emergency contact list (children assigned to room)

• Child medical/allergy info

• Emergency “Go Bag” (first aid, gloves, wipes, water, flashlight, diapers as needed)

• Classroom phone/radio (if used)

Front office must have:

• Master roster of all enrolled children + daily attendance summary

• Staff attendance list

• Facility emergency binder (plans, maps, contacts, reunification forms)

• Keys/door access tools as applicable

3) Step-by-Step Response (All Emergencies)

STEP 1 — Recognize & Alert

1. Staff member identifies emergency (fire, severe weather, intruder, medical, power outage, etc.).

2. Immediately notify the Director/Designee (radio/phone/runner).

3. If life-threatening and leadership is not immediately reachable, call 911 first, then notify leadership.

STEP 2 — Take Immediate Protective Action

4. Director/Designee announces the emergency action:

   • Evacuate

   • Shelter-in-Place

   • Lockdown

   • Medical Response

5. Classroom staff begin the correct procedure immediately (do not wait).

STEP 3 — Secure Accountability Items

6. Classroom Lead grabs:

   • Attendance roster/emergency binder

   • Go Bag

   • Any required medications (EpiPens, inhalers, seizure meds) if safe to retrieve

STEP 4 — Move Children Safely

7. Maintain calm voice and simple directions.

8. Move children using age-appropriate methods:

   • Infants: evacuation crib or carrier

   • Toddlers: walking rope/line-holding

   • Preschool: partner line and count checks

9. Count children at 3 points:

   • Before leaving the classroom

   • At the door/transition point

   • At the destination (assembly/shelter area)

STEP 5 — Confirm Counts & Report

10. Classroom Lead reports status to Director/Designee:

• “Room __: __ children present, __ staff present, all accounted for”

• Report injuries, missing items, or medical concerns immediately.

STEP 6 — Communicate to Families

11. Director/Designee initiates family communication:

• Nature of emergency (brief)

• Children’s status (safe / sheltering / evacuated)

• Reunification location (if applicable)

• Next update time window

STEP 7 — Reunification (If Evacuated or Closure Needed)

12. Move to reunification site only when authorized by leadership/emergency responders.

13. Release children only to authorized individuals with ID verification.

14. Document each release:

• Child name

• Person picking up + ID verified

• Time

• Staff initials/signature

STEP 8 — Debrief & Document

15. Director/Designee completes incident documentation:

• Timeline of events

• Attendance verification

• Parent notifications

• Injuries/medical response

• Facility damage

16. Hold staff debrief within 24–48 hours and update the plan if needed.

---

4) Emergency-Specific Step-by-Step Procedures

A) Fire / Smoke (Evacuation)

1. Pull fire alarm (if not already activated).

2. Call 911 (Director/Designee).

3. Evacuate using posted routes—do not stop for belongings.

4. Close doors behind you if possible.

5. Assemble at designated outdoor assembly point.

6. Conduct attendance counts and report to Incident Lead.

7. Do not re-enter until cleared by fire department.

---

B) Severe Weather (Shelter-in-Place)

1. Director/Designee announces shelter procedure.

2. Move children to interior safe locations (away from windows/doors).

3. Bring roster, Go Bag, and medications.

4. Seat children low to the ground; keep calm activities.

5. Maintain attendance checks and report status.

6. Remain sheltered until “all clear” is announced.

---

C) Lockdown (Intruder/Threat)

1. Director/Designee announces lockdown and calls 911.

2. Immediately:

   • Lock classroom doors (if possible)

   • Turn off lights

   • Move children out of sight lines

3. Stay silent; do not open the door for anyone unless identified/cleared by law enforcement.

4. Take attendance quietly and report when safe to do so.

5. Remain in lockdown until law enforcement gives “all clear.”

---

D) Power Outage / Utility Failure

1. Director/Designee assesses conditions and contacts utility provider as needed.

2. Use flashlights (no open flames).

3. Maintain supervision and limit movement.

4. If temperature/sanitation becomes unsafe, prepare for early dismissal or evacuation.

5. Communicate updates to families.

---

E) Medical Emergency

1. Call for leadership support immediately.

2. Call 911 for:

   • Trouble breathing

   • Seizure lasting more than a few minutes

   • Severe allergic reaction

   • Unconsciousness

   • Serious injury/bleeding

3. Provide first aid/CPR only if trained.

4. Notify parent/guardian as soon as possible.

5. Document incident and actions taken.

5) Training & Drills

Required:

• New staff trained during onboarding.

• Drill schedule maintained and documented:

  • Fire drills

  • Severe weather drills

  • Lockdown drills (age-appropriate)

• Emergency Go Bags checked monthly.

• Emergency contacts verified at least quarterly.

6) Compliance & Quality Checks

Director/Designee ensures:

 

• Evacuation maps are posted and current.

• Rosters are updated daily.

• Drill logs are complete and stored.

• Emergency supplies are stocked and not expired.

• Staff competency is verified through observation during drills.