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Severe Weather Procedure and Policy

1. Purpose

The purpose of this SOP is to ensure the safety, supervision, and well-being of all children, staff, and visitors during severe weather events and fire emergencies. This procedure establishes clear roles, communication methods, and response steps to minimize risk and ensure compliance with licensing and safety regulations.

2. Scope

This SOP applies to:

  • All staff members

  • All enrolled children

  • All classrooms and shared spaces

  • All severe weather conditions and fire-related emergencies occurring during operating hours

3. Definitions

  • Severe Weather: Weather conditions that pose a threat to safety, including but not limited to thunderstorms, tornadoes, hurricanes, flooding, extreme heat, or high winds.

  • Emergency Announcement: A verbal or electronic alert issued by management directing staff to initiate emergency procedures.

  • Emergency Safe Area: Designated interior spaces such as bathrooms, storage rooms, or windowless rooms used during severe weather events.

4. Roles & Responsibilities

Administration / Management

  • Monitor weather conditions using reliable sources.

  • Decide on closures, delays, or emergency actions.

  • Communicate with staff and families.

  • Coordinate reopening decisions after weather events.

  • Ensure drills are conducted and documented.

Teaching Staff

  • Maintain supervision of assigned children at all times.

  • Follow emergency instructions immediately.

  • Account for all children using class rosters.

  • Keep children calm and reassured.

  • Communicate with administration as directed.

5. Monitoring & Decision-Making

  1. Designated management personnel will monitor weather alerts through:

    • Local emergency management agencies

    • Weather alert systems

    • Local school district announcements (when applicable)

  2. Decisions regarding closure, delayed opening, or early dismissal will be made by management based on:

    • Severity of weather

    • Safety of travel conditions

    • Guidance from local authorities

6. Severe Weather Procedure (Shelter-In-Place)

Step-by-Step Response

  1. An emergency announcement will be made.

  2. Teachers immediately:

    • Retrieve emergency bag and class roster.

    • Take their cell phone.

  3. Teachers escort children to the designated safe area (bathroom or storage room).

  4. Close doors and position children away from windows.

  5. Conduct a headcount and verify all children are present.

  6. Maintain calm behavior and reassure children.

  7. Remain in the safe area until further instructions are given by management.

  8. Administration will notify parents of the event as appropriate.

7. Severe Weather Closure Procedures

  1. Parents and staff will be notified of closures or delays via:

    • Email

    • Text message

    • Phone call or app notification

  2. Alternative arrangements or reopening updates will be communicated as soon as possible.

  3. Documentation of the event will be completed by management.

8. Hurricane-Specific Procedures

  1. The center will close in alignment with the local school district or emergency management guidance.

  2. Reopening will occur at the discretion of management after assessing safety.

  3. Staff will be notified of reopening plans by phone, email, or text.

  4. If staff do not receive communication, they must contact administration for instructions.

9. Emergency Supplies

Emergency kits must be maintained and include:

  • Class rosters

  • First aid supplies

  • Bottled water

  • Non-perishable snacks

  • Flashlight

  • Emergency contact information

  • Necessary medications (as permitted)

Staff must know the location of emergency supplies.

10. Fire Drill Procedures

Preparation

  1. Teachers explain fire drills and loud alarms to children in advance using age-appropriate language.

  2. Teachers familiarize themselves with all exits in their classroom and shared spaces.

During a Fire Drill

  1. When the alarm sounds, immediately stop all activities.

  2. Teachers retrieve class roster.

  3. Escort children calmly out of the building using the nearest safe exit.

  4. Proceed to the designated outdoor assembly area.

  5. Line children up and conduct a headcount.

  6. Do not question or delay evacuation for any reason, including nap time or suspected false alarms.

Special Areas

  • If in shared spaces (cafeteria, playground, etc.), exit through the nearest safe doors and proceed to the farthest designated fence or assembly point.

After the Drill

  1. Maintain supervision until the all-clear is given.

  2. Document the drill according to center procedures.

  3. Notify parents through the approved communication system that a fire drill occurred.

11. Staff Training & Drills

  • All staff must be trained on this SOP during onboarding.

  • Severe weather and fire drills must be conducted regularly per licensing requirements.

  • Drill participation and outcomes must be documented.

12. Documentation & Review

  • All incidents, drills, closures, and responses must be documented.

  • This SOP will be reviewed annually or after any significant emergency event.

  • Updates will be made based on lessons learned, regulation changes, or best practices.

13. Community & Emergency Coordination

The center will maintain awareness of:

  • Local emergency management agencies

  • Community resources

  • School district emergency decisions

  • Licensing guidance related to emergency preparedness