E m e r g e n c y

P r e p a r e d n e s s

P l a n

2 0 0 3 - 2 0 0 4

Palo Alto Unified School District

Acknowledgements

The following people served on the Disaster Preparedness Plan Revision Project, 2003: • Brent Herhold • Terry Naylor • Henry Neugass This document is based on the PAUSD Disaster Preparedness Plan, 1991, revised 1998. About this document

Last saved: 8/7/03 2:01 PM File name: EPP4.90a.doc Version: (per n.nn in filename: EPPn.nn.doc)

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Table of Contents

1.0 This Document ......................................................................................................... 1 1.1 In an Emergency ....................................................................................................................... 1 1.2 About this Plan .......................................................................................................................... 1 1.3 A Note to Readers ..................................................................................................................... 2

2.0 Emergency Response ................................................................................................ 5 2.1 District Office Response ........................................................................................................... 5

2.1.1 Declaration of Emergency and District EOC Activation.................................................................. 5 2.1.2 Initial Emergency Sequence ............................................................................................................... 5 2.1.3 District EOC Location ........................................................................................................................ 6 2.1.4 District EOC Director Duties ............................................................................................................. 6 2.1.5 PAUSD Office Response Manager .................................................................................................... 7 2.1.6 District EOC Chain-of-Command...................................................................................................... 7 2.1.7 District EOC Staffing.......................................................................................................................... 8 2.1.8 District EOC Responsibilities............................................................................................................. 8 2.1.9 District EOC Functions....................................................................................................................... 8 2.1.10 Student Custody Policy..................................................................................................................... 9 2.1.11 Schools as Community Shelters ....................................................................................................... 9 2.1.12 Emergency Communication Systems ............................................................................................ 10 2.1.13 Support Divisions............................................................................................................................ 11 2.1.14 Concluding the District State-of-Emergency ................................................................................ 12

2.2 School Site Emergency Response ......................................................................................... 12 2.2.1 Authority for Independent Response ............................................................................................... 13 2.2.2 The Site Emergency Plans ................................................................................................................ 13 2.2.3 Staff Emergency Team ..................................................................................................................... 13 2.2.4 Command Center Team .................................................................................................................... 14 2.2.5 Emergency First Aid Team Response.............................................................................................. 15 2.2.6 Search & Rescue Team..................................................................................................................... 16 2.2.7 Utilities and Hazards Team .............................................................................................................. 16 2.2.8 Traffic Control/ Security Team ........................................................................................................ 17 2.2.9 Student Release Team (Elementary Schools).................................................................................. 17 2.2.10 Student Release Team (Secondary Schools) ................................................................................. 19 2.2.11 Sanitation Team............................................................................................................................... 19 2.2.12 Food and Water Use Team ............................................................................................................. 20 2.2.13 Shelter Team.................................................................................................................................... 20 2.2.14 Student Helpers/Messengers .......................................................................................................... 20

2.3 On-Site Childcare.................................................................................................................... 20 2.4 Summer Sessions ..................................................................................................................... 21

3.0 Emergency Preparedness........................................................................................ 23 3.1 Authority for Preparedness Planning.................................................................................. 23 3.2 Preparedness Responsibilities by Job Position/Role ......................................................... 23

3.2.1 District Superintendent ..................................................................................................................... 24 3.2.2 PAUSD Deputy Superintendent....................................................................................................... 25 3.2.3 PAUSD Risk Manger Preparedness................................................................................................. 25 3.2.4 PAUSD District School Safety Planning Committee ..................................................................... 25 3.2.5 PAUSD District Office Response Manger ...................................................................................... 26 3.2.6 Principals ........................................................................................................................................... 26

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3.2.7 District School Safety Planning Committee Chair.......................................................................... 27 3.2.8 Teachers ............................................................................................................................................. 27 3.2.9 School Site Personnel........................................................................................................................ 28 3.2.10 Visiting Personnel ........................................................................................................................... 28 3.2.11 Employee Family ............................................................................................................................ 28 3.2.12 Transportation ................................................................................................................................. 28 3.2.13 On-Site Child Care.......................................................................................................................... 29 3.2.14 Summer Sessions ............................................................................................................................ 29 3.2.15 PTA .................................................................................................................................................. 29

3.3 District Preparedness Plan Requirements .......................................................................... 30 3.3.1 District Infrastructure........................................................................................................................ 30

3.4 Site Emergency Plan Requirements ..................................................................................... 31 3.4.1 Incident Commander’s Role............................................................................................................. 32 3.4.2 Site Organization during a Declared Emergency ............................................................................ 32 3.4.3 Site Requirement: Principal’s Checklist .......................................................................................... 33 3.4.4 Site Requirement: Communications to Parents.............................................................................. 34 3.4.5 Site Requirement: Site Hazard Survey ............................................................................................ 36 3.4.6 Site Requirement: Classroom Hazard Survey ................................................................................. 37 3.4.7 Site Requirement: School Emergency Recall Procedure................................................................ 38 3.4.8 Site Requirement: Site Map.............................................................................................................. 39 3.4.9 Site Requirement: Staff Response Team Roster ............................................................................. 40 3.4.10 Site Requirement: Emergency First Aid Team ............................................................................. 41 3.4.11 Site Requirement: Search & Rescue Teams .................................................................................. 42 3.4.12 Site Requirement: Utilities and Hazards Team ............................................................................. 44 3.4.13 Site Requirement: Traffic Control/Security Team........................................................................ 45 3.4.14 Site Requirement: Student Release Team (Elementary Schools) ................................................ 46 3.4.15 Site Requirement: Student Release Team (Secondary Schools) .................................................. 47 3.4.16 Site Requirement: Sanitation Team ............................................................................................... 48 3.4.17 Site Requirement: Food and Water Use Team.............................................................................. 49 3.4.18 Site Requirement: Shelter Team ................................................................................................... 50 3.4.19 Site Requirement: Optional Student Helpers/Messengers............................................................ 51 3.4.20 Site Requirement: Site Charts ........................................................................................................ 52

3.5 Emergency Action Plans ........................................................................................................ 54 3.5.1 Guidelines .......................................................................................................................................... 54 3.5.2 Actions ............................................................................................................................................... 54

3.6 The Incident Command System (ICS)................................................................................. 58 3.6.1 Theory: Organization and Operation ............................................................................................... 58 3.6.2 Basic Instructions for Emergency Situations .................................................................................. 59 3.6.3 Duties ................................................................................................................................................. 59

3.7 The Standardized Emergency Management System (SEMS).......................................... 60 4.0 Maintaining Preparedness...................................................................................... 61

4.1 Introduction ............................................................................................................................. 61 4.1.1 Annual Review .................................................................................................................................. 61 4.1.2 Staff Awareness................................................................................................................................. 62 4.1.3 Community Awareness ..................................................................................................................... 62 4.1.4 Site Drill Requirements..................................................................................................................... 62 4.1.5 Personal Liability during Drills ........................................................................................................ 63

4.2 Preparedness Maintenance Schedule................................................................................... 64 4.3 Checklists.................................................................................................................................. 72

4.3.1 Principal's checklist ........................................................................................................................... 72

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4.4 Surveys...................................................................................................................................... 73 4.4.1 Site Hazard Survey............................................................................................................................ 73 4.4.2 Classroom Hazard Survey ................................................................................................................ 74

4.5 Inventories ................................................................................................................................ 75 4.5.1 Emergency Supplies.......................................................................................................................... 75

4.6 Drills .......................................................................................................................................... 77 4.6.1 Drill Exercise Objectives .................................................................................................................. 77 4.6.2 Key Issues .......................................................................................................................................... 77 4.6.3 Activities ............................................................................................................................................ 78 4.6.4 Drill Preparations for Planners and/or Administrators ................................................................... 78 4.6.5 Procedures for Walk-Through Drill ................................................................................................. 79 4.6.6 Walk-Through Drill Evaluation ....................................................................................................... 80 4.6.7 Procedures for Full -Scale Drill........................................................................................................ 81 4.6.8 Full-scale drill evaluation ................................................................................................................. 83 4.6.9 Team Task Checklist for Drill Evaluation....................................................................................... 84

4.7 Exercises ................................................................................................................................... 85 4.7.1 Duck-and-Cover Scenario ................................................................................................................ 85 4.7.2 Follow-up Reminders for Duck-and-Cover Drill............................................................................ 85

4.8 Suggested Activities and Drills for Teachers ...................................................................... 86 4.8.1 Procedure ........................................................................................................................................... 86

5.0 Statutory Authority for Preparedness and Response .............................................. 89 5.1 Federal Statutes ....................................................................................................................... 89 5.2 California Statutes .................................................................................................................. 89

5.2.1 California Administrative Code ....................................................................................................... 89 5.2.2 California Government Code ........................................................................................................... 89 5.2.3 California Education Code ............................................................................................................... 90 5.2.4 California Labor Code ...................................................................................................................... 91 5.2.5 California Code of Regulations........................................................................................................ 92 5.2.6 Other California Legislation ............................................................................................................. 92

5.3 County and City Statutes ....................................................................................................... 92 5.4 School District Policies ........................................................................................................... 92

5.4.1 Command Responsibility.................................................................................................................. 92 Appendix 1: Forms....................................................................................................... 93

Principal's Checklist ..................................................................................................................... 94 Site Hazard Survey ....................................................................................................................... 95 Classroom Hazard Survey ........................................................................................................... 96 Walk-Through Drill Evaluation ................................................................................................. 97 Full-scale drill evaluation...........................................................................................................100 Team Task Checklist for Drill Evaluation ..............................................................................103 Earthquake Curriculum Materials Checkout ........................................................................106 Elementary Site Drill Schedule .................................................................................................107 Secondary Site Drill Schedule ...................................................................................................108 Required Inventory: First Aid Supplies .................................................................................111

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Required Inventory: General Supplies 1 ................................................................................112 Required Inventory: General Supplies 2 ................................................................................113 Required Inventory: Emergency Cart ....................................................................................114 Required Inventory: Classroom Backpack............................................................................115 Required Inventory: Search and Rescue Kit .........................................................................116 Required Inventory: First Aid Kit...........................................................................................117 Required Inventory: Food Supplies ........................................................................................118 Staff Emergency Team Roster ..................................................................................................119 Incident Commander’s Emergency Status Report ................................................................120 First Aid Station Log Sheet........................................................................................................122 Food Meal Allocation..................................................................................................................123 Public Area and Grounds Safety Check List ..........................................................................124 Auto Shop and Garage Safety Check List...............................................................................126 Ceramics & Photography Safety Check List ..........................................................................127 Classroom Safety Check List.....................................................................................................128 Kitchen and Snack Bar Safety Check List ..............................................................................129 Laboratory Safety Check List ...................................................................................................130 Library Safety Check List..........................................................................................................131 Maintenance and Industrial Arts Safety Check List .............................................................132 Office Safety Check List.............................................................................................................133 Public Area Safety Check List ..................................................................................................134

Appendix 2: Communications Reference .................................................................. 135 A2.1 Primary Communications Reference..............................................................................136 A2.1 Direct Telephone Numbers at School Sites ....................................................................136 A2.2 Facsimile Numbers.............................................................................................................137 A2.3 Radio Resources .................................................................................................................138

A.2.3.1 Emergency Broadcast Stations................................................................................................... 138 A.2.3.2 Emergency Broadcast System/Siren Alert ................................................................................ 139 A.2.3.3 Emergency Radio Frequencies ................................................................................................... 140 School Frequencies................................................................................................................................... 140 A.2.3.4 Government Agency Frequencies .............................................................................................. 141 A.2.3.5 Amateur Radio Frequencies ....................................................................................................... 141

A2.4 Telephone Tree ...................................................................................................................142 A2.4.1 Emergency Plan for Telephone Communication ....................................................................... 142

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1.0 This Document

This is the Emergency Preparedness Plan for the Palo Alto Unified School District (PAUSD).

This plan has been developed to meet current legal requirements of the State of California. See Chapter 5 for citations of applicable statutes.

Emergency Preparedness is one component of the PAUSD Comprehensive Safe Schools Program.

1.1 In an Emergency Consult Chapter 2 of this document to find out specifically how the Palo Alto Unified School District (PAUSD) as a whole, the District Office, support organizations, and –in general– school sites respond to emergencies.

1.2 About this Plan This plan divides the work into distinct tasks:

1. Emergency Response: activities that directly follow an event

2. Emergency Preparedness: planning activities to prepare emergency responses

3. Maintaining Preparedness: routine activities required to support preparedness

The specific responses of individual sites are not a physical part of this document. The response of each site is determined by Site Emergency Plans developed and maintained by each individual school site. Site Emergency Plans are, in turn, part of the Comprehensive School Safety Plan also developed and maintained at each site.

This plan is based on the following principles:

1. Palo Alto Unified School District (PAUSD), at the District Office, is responsible for overall emergency response coordination, including allocation of resources from local, regional, state, and federal agencies.

2. Individual schools are to be directed by the site Principal (or designee) and will operate as autonomous units to the degree necessary to protect the health and safety of students.

3. The most likely emergency is a major earthquake, which would affect all district schools; thus much of the material in this document references preparations for and response to a major earthquake.

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4. Terminology: Emergency is used for events of significant geographical scope and severity, both of which will very likely reduce access of outside emergency services to school sites; and for which there is no warning: in general, a natural disaster. Crisis is used to describe events of narrower scope and lower severity. Many crisis events are man-made. PAUSD planning for this kind of event is contained in an independent document.

5. District planning for all situations that may adversely affect the health and safety of students is done under the umbrella “Comprehensive School Safety Planning”.

1.3 A Note to Readers This document is an attempt to solve the very difficult problems of preparing a school district of 18 sites and ten thousand students for a wide range of hazards. It has not been possible to resolve all issues, so the notation “open issue” appears in a number of places. Here are some of the most important open issues and some explanatory comments:

Integration with Safe Schools requirements and Multi-Hazard planning principles is not complete The “Safe Schools” requirements in California are relatively new, and it is not always clear how to harmonize existing plans for a particular safety issue –in this case, emergencies—into those requirements; in the current version of this document, the integration is incomplete. In general, the State of California is moving towards a “Multi-Hazard” approach in which the distinctions between, say, an earthquake, and an act of terrorism are reduced or eliminated. It is not even clear that this can be accomplished in practice.

Command Centers not robust, and location and equipment not consistent with ICS Guidelines Current practice is to wheel a cart from the School Office into or adjacent to the designated student assembly area. In a severe earthquake, this may not be physically possible. A cart is insufficient to support Incident Command System functions, and under ICS guidelines, the Command Center is to be located away from assembly areas and actual damage to the degree possible to preserve the ICS response roles.

Evacuation Plans may not work Busing capabilities seem to have not been evaluated recently, especially in prospect of evacuating more than one site following a severe regional earthquake. Evacuations on foot are offered no advice about methods and no prospective destinations.

Radio Communications weaknesses Following the likely failures of regular phone and cellular service in a large disaster, radio communications depend on a base station at the District Office and hand-held units at sites and in the hands of District support personnel. Training for operators to operate what amounts to a radio network of non-trivial complexity has not been provided. A long-term sustainable system for further back-up communications operated by local amateur radio operators has not been accomplished.

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Deadline Dates This document currently contains specific dates as deadlines for particular events to occur. As any absolute date will fall on a weekend (or a holiday) on some years, this is a weakness. We’re working on moving to specifying dates relatively, e.g. a deadline might be set to the First Day of School + 30 days (“FDOS+30”), but this has not yet been accomplished.

Mutual Support of neighborhoods and their schools Plans do not include any significant provisions for supporting nearby residents seeking aid or shelter at neighborhood schools, nor do they include drawing support from nearby residents and community emergency volunteers.

Lack of realistic, comprehensive, audited drills, exercises, and practices It is universally accepted in the field of Emergency Preparedness that the best plan is rendered useless unless realistic, comprehensive, and audited drills/practices are regularly held. The drills provided for in this plan and those actually implemented, so far as is known, are the minimum required by law. Provisions for adding realistic details (e.g. wounded parents, frantic parents) are minimal in planning and generally not actually used. Local professional responders will be expected to arrive at each site during a disaster, but there are no provisions for practicing the hand-off from site Emergency Teams. While city and regional disaster exercises are routinely held, schools have not have been part of these.

Readers finding errors, problems, or additional “open issues” are hereby charged with the responsibility of joining the process to improve the next edition, as well as to help find practical solutions on the ground at the District Office and at school sites.

This is the first official version of this document that’s being maintained in the electronic format of a standard, commonly available word processing software program (MS Word). In addition, this document will now be published and distributed in electronic format (PDF). These innovations enable updates, corrections, and re- to be made with much greater ease. We hope all of us can take advantages of these conveniences to make this a better, “living” document.

We will be working through the 2003 – 2004 school year to make improvements in the entire Safe Schools Program at PAUSD, and we hope you will join us.

Brent Herhold

Terry Naylor

Henry Neugass

August, 2003

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2.0 Emergency Response

This chapter is the plan for PAUSD Emergency Response.

Response describes all activities and functions immediately following the occurrence of an actual emergency. Consult Chapter 3.0 for Preparedness measures.

The general model for District-wide command and control during an emergency is the Incident Command System (ICS) for individual sites, and Standard Emergency Management System (SEMS) for the District as a whole. ICS and SEMS are described in more detail in Chapter 3.

2.1 District Office Response This section is the controlling document for PAUSD District Office Response.

The PAUSD Superintendent provides leadership for the District as a whole, while the PAUSD District Office Response Manager is in charge of response for the District Office site.

2.1.1 Declaration of Emergency and District EOC Activation

In the event of a major disaster, the PAUSD Superintendent or a designee has the authority and responsibility to declare a state of emergency. This Declaration of Emergency activates the District Emergency Operations Center (District EOC), and initiates the policies and procedures described in this document.

2.1.1.1 Undeclared Emergency at Any Time In the absence of a declared emergency, and at the site of any emergency, District personnel shall act responsibly and with common sense to provide immediate relief and to assure the safety of students and staff. A formal declaration is not required.

2.1.1.2 District Personnel as Emergency Service Workers By law, all public employees are subject to being called into service by City or County Offices of Emergency Service (OES) should the need arise. (Legal authority for this is given in Chapter 5.) In such cases, the District Superintendent would be directed to secure PAUSD employees to open and work at designated mass care centers or perform other response duties.

2.1.2 Initial Emergency Sequence

At the point an actual or potential emergency event occurs, the following steps shall be followed as quickly as possible:

1. The PAUSD Superintendent or designee evaluates the situation, and, if the situation warrants, declares a State of Emergency for the District.

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2. The PAUSD district headquarters is immediately transformed into the District Emergency Operations Center (District EOC), and the Superintendent -–or designee– becomes District EOC Director. PAUSD Emergency Response for the District as a whole is largely embodied in the duties of the Director. The District Office Response Manager is responsible for taking care of District Office employees and visitors to the District Office.

3. All District employees become Disaster Service Workers, as required by statute (The legal citation for this requirement is given in Chapter 5.)

4. The District EOC signals “Declared Emergency” to all sites via Telephone Emergency Notification system (Section 2.1.11), 2-way radio, or by alternate methods. Any such method shall be used to maintain contact among all school sites, Maintenance, Operations, and Transportation personnel

5. Each school site initiates an emergency response according its Site Emergency Plan.

2.1.3 District EOC Location

Conference Room A at 25 Churchill Avenue is the first choice to serve as the District Emergency Operations Center (District EOC), in a Declared Emergency.

If Conference Room A is unsafe, the District EOC shall be located in the front parking lot, utilizing any available PAUSD vehicle equipped with District radio communications, preferably a school bus.

Other locations may be chosen as necessary according to the following standard:

The location of the District EOC shall be selected as required to best coordinate the emergency service efforts of the District and to provide a functional communication center for exchanging emergency information with the school sites and the community.

2.1.4 District EOC Director Duties

The District EOC Director is responsible for implementation of strategic decisions and the effective utilization of District resources for the District as a whole.

When the District EOC is activated, the Director shall:

A. Notify all sites of the Declaration of Emergency and the activation of District EOC by using of the Telephone Emergency Notification System. (See Section 2.11.1). If ordinary phones are inoperable, the Director shall attempt to use District-issued cell phones as the first alternative, followed by emergency radio systems. See Emergency Communication System, Section 3.3.1.

B. Notify the President of the Board of Education, who shall assume the responsibility of notifying all other Board members.

C. Implement the procedures contained in this Emergency Preparedness Plan.

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D. Assign one member of District EOC as Public Information and Communications Spokesperson to assume responsibility for the collection, verification, coordination, and release of pertinent information.

E. Assign one member of District EOC as Agency Liaison to provide direct coordination with the City of Palo Alto Emergency Operations Center and the American Red Cross Director of Emergency Services. See Appendix 2 for current telephone numbers.

F. Activate the 2-way radio emergency communications system to each site or utilize available District mobile radios to alert Principals/Incident Commanders, district bus drivers, and county special education buses.

G. Implement a damage assessment procedure utilizing prepared forms to collect and organize data from all sites.

H. Give direction to Division administrators on procedures for assigning their personnel and for providing documentation of response actions taken.

I. Assign a staff-level administrator to coordinate the flow of vital information to the community, as required.

2.1.5 PAUSD Office Response Manager

The PAUSD District Office Response Manager shall act as required to protect the health and safety of District Office employees. The aim is to maximize the ability of the District Office to respond to the needs of schoolchildren at all sites, in particular, to free the District EOC Director from immediate responsibility for the District Office itself. The District Office Response Manager is also responsible for protecting any visitors to the District Office.

2.1.6 District EOC Chain-of-Command

The District EOC operates under the direction of the Superintendent, or, in his/her absence, the next ranking Superintendent in the following order:

1. Deputy Superintendent

2. Assistant Superintendent of Educational Services

3. Assistant Superintendent of Human Resources

In the event of a major emergency, day or night, all of the above-named District officers shall report to the District EOC as soon as possible.

If the chain-of-command described here cannot be maintained, as per SEMS/ICS guidelines, the most qualified person available shall become EOC Director and shall act in that capacity until relieved by a more qualified person.

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2.1.7 District EOC Staffing

In the event of a major emergency, the following persons shall report to District EOC in person:

1. Assistant Business Manager

2. Maintenance Manager

3. Director of Student Services/Directory of Special Education

4. Director of Computer Services

5. Director of Food Services

6. PAUSD District Office Response Manager

Individuals on this list unable to report to District EOC shall call in for assignment, or shall direct an able alternate to report to District EOC.

2.1.8 District EOC Responsibilities

District EOC responsibilities are to

A. Protect school children until they can be safely reunited with their families

B. Ensure the safety of all personnel

C. Ensure the safety of District property

D. Maintain functional communications with District sites

E. Receive and maintain updated information in conjunction with other agencies

F. Provide information to the public

G. Coordinate and utilize District personnel and material resources

2.1.9 District EOC Functions

District EOC Functions are to

A. Direct and coordinate District emergency response actions

B. Interpret and implement District policy

C. Serve as the clearing-house for all emergency information

D. Assign and direct District personnel

E. Provide information to the public and the media

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F. Provide for school or site needs in the areas of:

(1) Maintenance and Operations

(2) Transportation

(3) Food Services

(4) Student Services

G. Provide direct communications and liaison with other agencies

H. Respond to request from other agencies for use of District resources such as:

(1) Buses

(2) Mass-care centers

(3) Health care professionals

2.1.10 Student Custody Policy

In the event of a major disaster

• School will not be dismissed, and

• Students will remain under the supervision of school authorities until the emergency is concluded per Section 2.2.1.

Students on buses when a major disaster occurs will remain in the custody of the bus driver and will, if possible, be delivered to the nearest accessible District school site for care and supervision.

2.1.11 Schools as Community Shelters

A regional disaster, such as a severe earthquake, may generate a need for sheltering displaced residents at any time. District schools are subject to use as community shelters for this purpose, under the administration of the American Red Cross.

High school sites are first-priority choices for such shelters, followed by middle schools. It is unlikely that elementary sites will be used.

PAUSD policy: The care of PAUSD schoolchildren takes precedence over community sheltering uses, but the needs of the community as a whole be should addressed to the maximum degree possible.

Open issues: Administration of sites shared by students and community shelters. Neighborhood residents may seek aid or shelter at any school site, outside of any official direction to do so, especially in a very severe disaster, and planning has not included possibility.

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2.1.12 Emergency Communication Systems

Appendix 2 contains a complete, up-to-date communications guide, including current telephone numbers and radio channels.

High-quality and redundant communications measures are essential to maximize the use of available resources, and to provide parents and relations of students with the best possible information.

2.1.12.1 External Communications The District shall rely on local and area radio and TV stations to disseminate information on the welfare of its students and staff and the status of District sites.

As soon as possible after any major emergency, the District shall make contact with local and regional radio and TV stations to provide them with the vital information that parents will need.

Current area radio and televisions contacts are listed in Appendix 2.

2.1.12.2 Intra-district Communication Systems There are three options for intra-district communications:

1. Primary Communications are via Normal Telephone Lines Telephone communications over normal telephone lines and cellular service shall be the primary means of communication under all circumstances. District telephones and infrastructure should be operable as long as the public telephone system and the regular cellular network are in service.

Broadcast communications shall be done using the Telephone Emergency Notification System (“Telephone Tree”) described in the next subsection.

2. Two-way Radios are the first-level backup Two-way radio communications employed in the normal course of operations for bus and maintenance communications shall be a first-level emergency back-up communication system.

The District EOC will be the district base radio station and can operate with utility or backup power. The District EOC base station has the capability of networking with all other radios used by District Personnel. Each District site is equipped with a portable, battery-operated two-way radio.

Open issues: actual coverage of district radio and implementation of radio network protocols.

The District EOC shall utilize, as necessary, the District 2-way radios in the schools, school buses, and other District vehicles to notify sites to implement their Site Emergency Plans.

3. Local Amateur Radio Communications are the second-level backup Amateur radio communications operated by amateur radio operators (“hams”) shall be a complementary backup emergency communication system. These volunteers will be provided by the local Amateur Radio Emergency Services (ARES) chapter.

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District personnel shall cooperate with the local ARES personnel as required to communicate with City, Red Cross, School Sites, Fire Stations, and Emergency Operations Centers.

Amateur Radio Operators shall also be allowed to operate District-owned radio equipment in the event of a need for trained communicators.

2.1.12.3 Telephone Emergency Notification System (“Telephone Tree”) The District employs a procedure called the "Telephone Tree" which utilizes the telephone to relay urgent and emergency directives to District and site officers when immediate notification is necessary.

The Telephone Tree procedure will also be used to notify sites of a Declared Emergency if the phones are operable.

The following procedure shall be used

1. Site personnel shall be given message transmissions as follows:

"This is an emergency Telephone Tree message. The message is... ".

Site personnel shall be instructed to avoid small talk and casual conversation.

2. For verification purposes, the content, source, and time of all emergency calls shall be logged.

The current Telephone Tree instructions are given in Appendix 2 of this document.

2.1.13 Support Divisions

This section describes the responses of Maintenance/Operations, Transportation, Food Service, and Student Services Divisions during a declared emergency.

2.1.13.1 Maintenance/Operations Division The Maintenance/Operations Division has the following responsibilities:

A. The Maintenance Manager shall report to District EOC to coordinate Maintenance activities or to the Transportation Yard if District EOC is not accessible.

B. Maintenance supervisors will supervise personnel and implement directions from the District EOC Supervisor.

2.1.13.2 Transportation Division The Transportation Division has the following responsibilities:

A. The Transportation administrator shall report to the Transportation Yard to coordinate Transportation activities.

B. The 2-way radio system is to be activated and contact made with District EOC

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C. All orders for use or release to other agencies of District buses must come from the District EOC Director.

D. The following Transportation personnel shall report to the Transportation Yard:

(1) Lead Mechanics

(2) Dispatchers

(3) Drivers

2.1.13.3 Food Services The Food Services Division (or equivalent outside vendor functions) shall respond as follows:

A. The Director of Food Services or designee shall report to District EOC to coordinate all Food Service activities.

B. Secondary School Food Services personnel shall report immediately to their assigned schools when an emergency is declared by the Superintendent. (Do not wait for a call!)

C. Elementary School Food Services personnel wait at emergency home numbers until contacted to report. Exception: if phones are not working, personnel shall report in to the nearest District site for instructions.

Open issue: Food Services are now provided by an outside vendor. How does this vendor respond?

2.1.13.4 Student Services District Student Services shall respond as follows:

A. The Student Services Director shall report to the District EOC to coordinate student support activities.

B. Student Services personnel shall try to contact the Student Services Office. If phones are not operable, report in to the nearest District site for instructions.

2.1.14 Concluding the District State-of-Emergency

The District EOC director shall exercise personal judgment for determining that the State-of-Emergency is concluded, for reopening of schools and facilities following a disaster, releasing Principals and all other personnel.

2.2 School Site Emergency Response This section describes general emergency response procedures for school sites.

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These procedures are to be customized for each site by a Site Emergency Plan written and maintained by each site. The instructions in this section are described in more detail in Chapter 3.0, “Emergency Preparedness” to support Site Emergency Plan customization.

If a Site Emergency Plan is not available, sites shall follow the procedures in this section.

2.2.1 Authority for Independent Response

It is District Policy that an explicit declaration of emergency by the District is not necessary for sites to take action, specifically:

Each school principal is authorized and directed to implement plans as described herein, or take such other action as may, in his or her judgment, be necessary to save lives and mitigate the effects of disasters.

In such cases as a site principal takes such action, he/she shall communicate with the District as soon as possible.

2.2.2 The Site Emergency Plans

The Site Emergency Plan is a publication of each school site, customized to the requirements of that site: in other words, the response guide for that particular site. As such, these documents are an integral portion of emergency response at each site.

2.2.3 Staff Emergency Team

The first step in site emergency response: Locate a Staff Emergency Team Roster.

Staff Emergency Team Roster

Role Assigned to Role Paired Teacher

Site Manager

Site Manager Alternate

First Aid

Search And Rescue

Utilities And Hazards

Traffic Control/Security

Student Release

Sanitation

Food and Water

Shelter

Student Helpers

Ham Operator,

call sign

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Figure 2.2.3 Sample Staff Emergency Team Roster Form

If you cannot locate the roster, you must assign the roles immediately from personnel available, using the general concept of Incident Command System (ICS) as described in Section 3.7. Clearly, using pre-identified assignments is strongly preferred.

2.2.4 Command Center Team

The Site Command Center Team includes the Site Incident Commander (normally, the site principal), the Office Staff, the Nurse/Health Technician (if available), and the Food Services Staff, as applicable.

2.2.4.1 Site Incident Commander Duties The Site Incident Commander shall:

A. Activate alarm - notify staff

B. Activate Site Incident Command Post and start monitoring the 2-way radio

C. Activate Site Emergency Response Teams

D. Assess total school situation

E. Make initial site assessment report to District Emergency Operations Center (District EOC).

F. Check to see that Site Emergency Teams are operating

G. Assign messengers to needed areas

H. Request help from District EOC or 911 as required

I. Secure information from Site Emergency Teams and update Site Status Reports to District EOC.

J. Reassign team members to other duties as required when they finish initial assignment duties

K. Personally check these items:

1. Is campus secure?

2. Are utilities off or secure?

3. Are radio communications in operation?

4. Are traffic controllers needed?

5. Is First Aid Center functioning?

6. Have buildings been searched for victims?

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7. Is student release program set up and operating?

2.2.4.2 Office Staff Duties The Office Staff shall:

A. Report immediately to the Site Command Center with:

(1) Master keys

(2) Current roster of students and staff

(3) Emergency forms and documents

(4) Two-way radio communication equipment

(5) Office supplies to assist Incident Commander

B. Assume responsibility as directed by Incident Commander.

2.2.4.3 Nurse/Health Technician Duties The Nurse or Health Technician (if available) shall:

A. Report immediately to the identified site First Aid station

B. Assist the injured.

2.2.4.4 Food Services Staff Duties Any Site Food Services Staff (or outside vendor equivalent) shall report to the Command Post for assignment.

2.2.5 Emergency First Aid Team Response

The purpose of the First Aid Team is to provide emergency and long-term First Aid, to set up the First Aid Station near the Command Center and away from possible hazards, and to manage and use First Aid supplies.

Teachers on the First Aid Team shall, in the following order:

A. Evacuate their class to the assigned evacuation area.

B. Transfer their students and the enrollment/emergency data to another teacher.

C. Report to and activate the predetermined emergency First Aid center.

D. Implement triage and administer First Aid as necessary.

E. Supervise the use and distribution of First Aid supplies.

F. Notify the Command Center of staff and student injuries.

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G. Document treatment, time, and release of all injured.

2.2.6 Search & Rescue Team

Search & Rescue Teams shall search all areas of the campus shortly after the emergency has occurred and when it is safe to do so. Search & Rescue Teams are comprised of two adults each. Each team search for the injured or trapped victims and assess the safety of structures.

Search & Rescue Teams shall:

A. Transfer their student care responsibilities, if any, to other staff.

B. Report to Command Center, obtain Team Kit, link-up with partner and dispatch to duties as directed by Incident Commander.

C. Check each room for injured victims, and mark and secure unsafe buildings/classrooms against re-entry, using caution tape if possible. Post an adult sentry if necessary. Mark as follows:

NO Injured Found Injured Found

1. Lock or secure exterior door.

2. Mark “S” on door with chalk

1. Follow Triage/transport procedure

2. Leave exterior door open.

D. Give status report to Command Center.

E. Continue to monitor as needed during emergency or return to students.

Key points about searching:

• Proceed carefully -- buildings may be unstable.

• Proceed quietly so calls for help can be heard.

• Call out when entering your area, then wait for an answer

• Remain in voice contact with your partner at all times.

2.2.7 Utilities and Hazards Team

The purpose of the Utilities and Hazard Team is to check the utilities and identify hazards. The team shall do whatever is necessary to minimize further danger and report findings to the Command Center.

Teachers on the Utilities and Hazards Team shall:

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A. Check the condition of the utilities and connecting pipes and lines. If a leak is apparent, find the closest controlling value and turn off service. Note that each place pipes pass through concrete is a prime breakage point.

B. Check the site completely for:

(1) Fire and electrical hazards

(2) Chemical hazards (e.g. chlorine storage)

(3) Other hazards

C. Make a note of structural and non-structural damage when checking utilities or hazards. Report any identified damage to the Command Center.

D. Notify Incident Commander of hazards and services needed.

E. Barricade hazardous areas using whatever materials handy.

F. Report to the Command Center.

2.2.8 Traffic Control/ Security Team

The primary task of Traffic Control/Security Team is to implement District Policy regarding the care of students in an Emergency.

District Policy: In a Declared Emergency school sites are provide supervision and care for students until it is safe to release them or until they are picked up by an authorized adult.

To accomplish PAUSD policy, site personnel shall

A. Take steps to patrol or secure the site perimeter to keep students from leaving inappropriately.

B. Require all students to remain on site until released. No physical force shall be used to restrain a student intent on leaving If a student insists on leaving, request student to give his/her name and destination. Report this information to the Student Release Team.

C. Direct parents, or other adults coming on campus for pickup, to the Student Release Area.

D. Maintain clear entrances to the school for emergency vehicles.

Actual release procedures are the responsibility of the Student Release Team.

2.2.9 Student Release Team (Elementary Schools)

Establish a Student Release Area and implement procedures developed to provide for an orderly release process. The Student Release Area should be located separately, preferably at a distance from the evacuation assembly area. Parents shall be required to follow release procedures.

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The most important task is to assure that documentation is kept about to whom each student is released.

Palo Alto Unified School District

Student Release Request

Student Name: ____________________________________________ Grade: ________

Adult requesting release: ________________________________________________________

Relationship: _________________________________________________________________

Destination: _______________________________________________________

On Emergency Card? ! Yes ! No On Emergency ID Tag? ! Yes ! No

Student shall not be released unless name of adult requesting release appears on card or tag.

Released by: ____________________________________________

Date: _____________________________ Time: _____________

Comments: ___________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Figure 2.2.9 Sample Student Release Form

Figure 2.2.9 is a sample Student Release form. These forms are distributed by PAUSD and are available through normal channels.

Student Release teams (Elementary Schools) shall:

A. Require parent/adult to complete the release form.

B. Check that the name of the person picking up the student appears on either the office health card or the student emergency I.D. tag.

(1) Check form against authorization list on health card. If name does appear on health card, send messenger to evacuation area for student.

(2) If name of adult does not appear on health card, send messenger to evacuation area. Have supervising adult check name against emergency I.D. tag. If the name of the adult is not on emergency tag, student cannot be released.

(3) If name does appear on health card or emergency I.D. tag, teacher or other adult supervising students shall take Student Release Form, note in roster, and send student back with messenger to release area.

(4) Emergency I.D. tag shall be left at the Command Center. Names and destinations of released students will be posted on a Master roster.

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2.2.10 Student Release Team (Secondary Schools)

In order to expedite the release of students to their parents, establish Student Release Area and follow procedures developed to provide for an orderly release process. The Student Release Area should be away from the evacuation assembly area and parents should be required to follow release procedures.

The most important task is to assure that documentation is kept about to whom each student is released.

Figure 2.2.9 is a sample Student Release form. These forms are distributed by PAUSD and are available through normal channels.

Student Release teams (Secondary Schools) shall:

A. Require parent/adult to complete the release form.

B. Check form against authorized list on health card.

C. If there is a name match, send a messenger to assembly area for student.

D. Teachers or other adults supervising students shall take authorization slip and release student to parent and note in roster. Authorization slips shall then be delivered to the Command Center where they will be posted to a Master roster.

In the event of a major emergency, older students are likely to leave campus independently as soon as possible. No attempt should be made to restrain these students. This Plan recommends that school personnel attempt to persuade these students to participate in school response to the degree it is safe to do so; failing this, to record the destination of departing students.

2.2.11 Sanitation Team

The purpose of the Sanitation Team is to evaluate the condition of existing sanitary facilities and provide additional sanitary facilities for students and staff if necessary.

The Sanitation Team shall:

A. Determine with Incident Commander the suitability of using indoor bathrooms as latrines.

(1) If using existing toilets, empty water and line with double trash bags, and utilize agricultural lime, toilet chemical, or powdered Clorox II to cover waste. Open issue: The supply of such chemicals may not be sufficient to accomplish the desired result.

B. If not using existing toilets, set up alternate sanitary facilities (latrines) with privacy curtains at least 100 feet from Food and First Aid Stations and running streams near school site.

C. Set up hand-washing stations, or provide packaged wipes that contain alcohol.

D. To dispose of filled waste bags, either bury or put in sealed containers for later disposal.

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2.2.12 Food and Water Use Team

The purpose of the Food and Water Team is to distribute food and water to staff and students during a declared emergency.

The Food and Water Team shall:

A. Set up Food and Water Distribution area away from First Aid and Sanitation Stations.

B. Set up hand-washing station.

2.2.13 Shelter Team

The purpose of the Shelter Team is to provide overhead shelters for the Command Center, First aid Team, Food and Water Team, and Student Release Teams

The Shelter Team shall:

A. Retrieve canopies and needed tools.

B. Set up First Aid shelter first.

C. Set up shelters for other teams as required.

D. Check in with Incident Commander upon completion of duties.

2.2.14 Student Helpers/Messengers

If on-site communications cannot be accommodated by adult personnel, pre-selected students may be utilized to assist.

At the discretion of each Incident Commander, pre-selected upper-grade students may be assigned to emergency teams. Student helpers may be utilized as runners and assistants, as long as such activity does not endanger them in any way. Student helpers may only carry messages on the site, and may not leave that site except through regular release procedures.

2.3 On-Site Childcare Policy: On-site childcare at a school site is considered an extension of the site during the regular school day. During a regular school day, the site principal shall be ultimately responsible for the children enrolled in on-site childcare. During any other time, the childcare provider shall be responsible for the children entrusted to its care. The occurrence of "regular school days" is specified on the annual calendar approved by the Board of Education. It is understood the length of a regular school day shall extend from 8:00 a.m. to 3:30 p.m.

At present, childcare unit responses are not integrated with those of hosting primary or secondary schools. These units currently maintain their own response plans, and –for now— this Plan requires that they respond accordingly.

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How to bring together the response of the hosting site and the childcare unit is an open issue.

2.4 Summer Sessions At present, there are no specific plans for response to emergencies during summer sessions. Until this open issue is resolved, summer session personnel shall proceed according to their best judgment and under the general mandate to protect the health and safety of school children.

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3.0 Emergency Preparedness

Preparedness encompasses all functions supporting response, including planning and scheduled tasks. For the purpose of this document, routine, periodic housekeeping tasks are handled independently. See the following chapter, Maintaining Preparedness.

Site Emergency Plans are developed and maintained by each site. Here are some key points about these plans:

• Development and maintenance of a Site Emergency Plan is the responsibility of Site Councils. This responsibility may be delegated to a School Safety Planning Committee, under the direction of the Site Council and Principal.

• Each Site Emergency Plan must be reviewed and revised at least annually or more often if necessary.

• Preparedness shall be supported by appropriate drills and training so that all participants are familiar with their responsibilities.

• Emergency preparedness depends on close cooperation and planning with police, fire, civic emergency agencies, and school/parent groups. Information regarding school district emergency procedures must be disseminated to parents and community members.

• Overall, emergency preparedness depends upon review by school personnel and students and periodic communication with all citizens of the school community at yearly intervals or more often if required.

The final sections of this chapter describe important components of an emergency plan for school sites: organization, action plans, a structure for command, and some examples of responses to specific emergencies.

3.1 Authority for Preparedness Planning By law, emergency preparedness planning is part of Comprehensive Safe Schools requirements, and is to be performed at each school site. See Chapter 5 for more details.

All school district employees by law are declared to be disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors to mitigate the effects of disaster.

3.2 Preparedness Responsibilities by Job Position/Role All Personnel shall be familiar with the Incident Command System (ICS) and the Standardized Emergency Management System (SEMS). Both ICS and SEMS are described in more detail in Sections 3.6 and 3.7.

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The following subsections list preparedness responsibilities by job position and/or community role:

3.2.1 District Superintendent

The District Superintendent will be the District EOC Director in an emergency, and, in preparation for this role, shall

A. Be generally knowledgeable of responsibilities for disaster preparedness.

B. Ensure that an annual review of the District Emergency Preparedness Plan is performed and that a current copy is immediately available.

C. Ensure that an annual review of each Site Emergency Plan is performed and that a current copy is submitted to the District School Safety Planning Committee Chair by October 17 of each year.

D. Submit the District Emergency Preparedness Plan to the School Board for adoption by November 15 each year.

E. Report annually to the Board of Education each Spring on disaster preparedness including updating procedures, expenses, and recommendations for the following year.

f. Require monthly testing of the District Emergency Communication System to determine its effectiveness and need for revision.

G. Provide for appropriate expertise and year-to-year continuity to the District School Safety Planning Committee by appropriate staffing decisions.

H. Cooperate with the District School Safety Planning Committee to see that the terms of the preparedness plan are implemented.

I. Assure that the District School Safety Planning Committee submits a list of supplies needed for the following year and see that the supplies needed to implement the plan are provided each year.

J. Arrange schedules for staff emergency preparedness training each fall.

K. Instruct the PAUSD Risk Manager to check disaster plans of bus drivers.

L. Instruct the PAUSD Risk Manager to check disaster plans at non-school sites.

M. Order site and building hazard surveys, whenever necessary and after any substantial disaster.

N. See that principals are trained to determine safety of buildings after a disaster.

O. Require that all site staffs annually review their Site Emergency Plan and check preparations for their own classrooms or work areas.

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P. Require that all sites carry out drills and earthquake education programs for both students and staff and provide the necessary documentation.

Q. Keep the parents and community informed of District policies and plans relating to disasters.

R. Encourage all staff to prepare family disaster plans.

S. Distribute, in September, to appropriate personnel a current Telephone Tree routing chart as part of the District Directory.

T. Determine and record a standard and procedure for reopening of schools and facilities following a disaster.

U. Adhere to the calendar provided in this Plan for completion of training, drills, documentation, and other items.

3.2.2 PAUSD Deputy Superintendent

The PAUSD Deputy Superintendent supervises the PAUSD Risk Manager and District Office Response Manager.

3.2.3 PAUSD Risk Manger Preparedness

The PAUSD Risk Manager is in charge of the day-to-day details of the Superintendent’s duties, as described in Section 3.3.2.1 above. The PAUSD Risk Manger is Chairperson of the PAUSD District School Safety Planning Committee.

3.2.4 PAUSD District School Safety Planning Committee

The PAUSD District School Safety Planning Committee supports the duties of the PAUSD Risk Manager. The members of this committee are:

1. PAUSD Superintendent (ex officio)

2. PAUSD Deputy Superintendent

3. PAUSD Risk Manager, chair

4. PAUSD Response Manager

5. PTA Council School Safety Coordinator

The function of this committee is to coordinate all inputs to the District regarding school safety, especially legal requirements, local government agencies, and best-practice recommendations with the efforts of all site councils (or designated Safety Planning Committees) to conform to Safe School Planning requirements.

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3.2.5 PAUSD District Office Response Manger

The PAUSD District Office Response Manager shall see to it that sufficient supplies are kept to support District Office personnel and a reasonable number of visitors in a major emergency. In addition, the Response Manager is responsible for training, exercises, drills, and practices to assure that District Personnel are able to respond to their own needs.

3.2.6 Principals

The Principal (or designee) will during an emergency serve as Incident Commander, and to prepare for this role shall:

A. Be knowledgeable of his/her responsibilities for Emergency Preparedness.

B. Designate a second in command and a backup.

C. Each September orient staff to District Disaster Plan and review site procedures for fire and earthquake drills.

D. Assign responsibilities to staff personnel according to their competencies and normal service functions.

E. See that teachers are trained (with regards to responsibilities, first aid, CPR, search and rescue, etc.) and to provide for training new staff, aides, and substitutes.

F. Provide a current plot plan or diagram showing the location of master electrical panels, main water and gas shut-off valves, assembly areas, evacuation routes, and other specially designated areas needed in a major emergency.

G. See that disaster supplies and equipment are accounted for, properly located and in working order.

H. Decide, with teachers, on alternate routes from each classroom to the evacuation site.

I. See that earthquake education and drills are completed as designated.

J. Complete by early fall each year the Site Hazard Survey. (Section 3.4.4)

K. Receive by September 30 each year from each teacher a Classroom Hazard Survey (Appendix 1); take necessary actions to correct hazards.

L. Provide parents each year (in the opening school packet) with the District policies regarding the release of students in case of a major disaster.

M. Participate in the monthly district-wide emergency communications drill.

O. Inventory and monitor all supplies, equipment and furniture used in a Declared Emergency to provide documentation for reimbursement from other agencies.

P. Complete Principal’s checklist (Section 3.4.2) and submit to the District School Safety Planning Committee Chair by October 17 of each year

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Q. Cooperate and work with the site PTA Disaster Coordinator and PTA Board.

R. Shall prepare and keep current a telephone list network of home emergency numbers for all site personnel and submit such lists periodically to the District School Safety Planning Committee Chair, who shall maintain the emergency telephone file housed in the District Office.

See also 3.4.1 below for a further description of Incident Commander functions.

3.2.7 District School Safety Planning Committee Chair

The District School Safety Planning Committee Chair shall:

A. Annually form the Committee with representation from staff and PTA.

B. Keep the Plan implemented and updated.

C. Be responsible for coordinating subsequent disaster preparedness planning.

D. Be responsible for coordinating disaster preparedness training.

E. Serve as liaison between staff, schools, PTA’s, local governments, emergency agencies, and news media.

F. See that parents are informed of school policies and disaster plans in opening day packet; to include emergency I.D. tag, and letters explaining tags and District student release policy.

H. See that the documents assigned to the District School Safety Committee are properly and promptly maintained, and supplemented or replaced as necessary.

I. Coordinate maintenance of emergency communications systems, see that all appropriate personnel are trained to use it, and test the system monthly.

J. Request an annual site report from principals by October 17 of each year.

K. Prepare an annual report to the Superintendent on disaster preparedness including updating procedures, expenses, and recommendations for the following year.

3.2.8 Teachers

During an emergency, Teachers, as Disaster Service Workers, will provide care and supervision to students under the direct of the Incident Commander. To prepare for this role, teachers

A. Be knowledgeable of their responsibilities for emergency preparedness and for implementing the Site Emergency Plan.

B. Include earthquake education in the curriculum as directed and when appropriate.

C. Present instruction to students about emergency preparedness plans for the school, student responsibilities in case of a major emergency and the need for student release information.

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D. Conduct meaningful drills for fire evacuation and for earthquakes.

E. Discuss with students location of emergency kit, evacuation plan, and procedures if teacher is not available.

F. Take and maintain training as appropriate.

G. Conduct an annual Classroom Hazard Survey during September/October, complete and submit to principal by October 30 of each year.

H. Maintain emergency identification tags and class rosters for elementary classroom emergency kit (“red backpack”) to match current enrollment.

I. Include emergency instructions in substitute folder.

J. Consider developing a family disaster plan.

3.2.9 School Site Personnel

All other school site personnel have specific responsibilities assigned through the Site Emergency Plan. These personnel shall become knowledgeable about the specific responsibilities assigned.

3.2.10 Visiting Personnel

Any PAUSD personnel visiting a school site as part of their duties shall:

A. Be knowledgeable of their responsibilities as detailed in that site’s Site Emergency Plan.

B. Report to the Incident Commander as soon as possible for assignment or release to duties elsewhere in the district.

3.2.11 Employee Family

The requirements of emergency response carry over to families of District staff as follows:

A. The District's ability to carry out its responsibilities during a major disaster occurring during school hours is critically dependent on all District employees remaining on the job.

B. The Board encourages all employees to prepare for a major disaster by developing a personal family emergency plan to protect and guide family members and thus reduce the anxiety and conflict with job-related responsibilities.

3.2.12 Transportation

The Transportation Division shall provide written procedures and instructions to all District and contract bus drivers on what to do in case of a major disaster.

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3.2.13 On-Site Child Care

By October 17 of each year, the City Coordinator for Childcare shall deliver to the District School Safety Planning Committee Chair Disaster and Mass Casualty Plans (commonly referred to as State Licensing Form No. 610) for those locations where City-operated extended day childcare services are provided.

Following review of the plans, the District Chair will send a copy of completed Form 610 and any addendum to the appropriate site principals for incorporation into the Site Plan.

The integration of childcare units into a Safe Schools framework and into the Site Emergency Plan of a hosting primary or secondary school are open issues.

3.2.14 Summer Sessions

Summer schools present special problems for emergency preparations, maintenance, and response: sessions are short, sites are staffed by a mixture of personnel from the site and from elsewhere, and students may or may not be familiar with the site.

This is currently an open issue. Pending resolution, the following steps shall be taken:

1. All summer school personnel shall be issued a copy of the Site Emergency Plan for the summer school site at least two calendar weeks in advance of the first day of the summer session.

2. Summer school administration and office staff shall receive a walk-through of emergency preparedness physical resources from the regular site staff prior to the summer session.

3. It is the responsibility of both regular-year and summer school personnel to make sure that access to emergency supplies –most importantly, via keys to the site’s cargo container containing these supplies-- is assured.

4. The staff and teachers of the site shall develop a one-page “Summer Emergency Procedures” prior to the start of the session and issue this document to all students for take-home on the first day of the summer session.

5. A communications drill shall be held during the first three days of the summer school session, to assure that the site can communicate with the District office by radio.

3.2.15 PTA

Emergency preparedness requires participation of parents. The primary expression of this is through the PTA, as follows:

3.2.15.1 PTA Council and Council School Safety Coordinator The PTA Council School Safety Coordinator will sit on the PAUSD School Safety Planning Committee.

3.2.15.2 PTA Site Presidents

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It is the responsibility Site Presidents to keep informed of the implementation of this plan and to see that pertinent information is passed on to the succeeding president.

3.2.15.3 PTA Site Safe School Volunteers At each site, PTA Safe School Volunteers shall work with the school principal to carry out the requirements of the site plan and shall work with the PTA Council School Safety coordinator to monitor the implementation of the Site Emergency Plan.

3.3 District Preparedness Plan Requirements The Site Emergency Plan for 25 Churchill Avenue shall include provisions for the utilization of all on-site personnel.

The occurrence of "regular school days" is specified on the annual calendar approved by the Board of Education. It is understood the length of a regular school day shall extend from 8: 00 a.m. to 3:30 p.m.

3.3.1 District Infrastructure

The District Office must provide infrastructure for supporting the entire District, as follows:

3.3.1.1 Backup Power The District shall install and maintain sufficient emergency power for its telephone systems to maintain operation of all switchboards so long as the public telephone system is providing service to District and school sites. Open issue: For how long?

3.3.1.2 Primary Radio Systems The District will establish, test, and maintain a 2-way radio system to provide the District with the capability of maintaining contact with essential resources and other communication centers. This supports the ability of the District EOC to find out what has happened, how severe the disaster is, to call for additional help, and to secure information on the status of children and their schools.

Each District site shall be equipped with a portable, battery-operated two-way radio. These radios will all network with the District Emergency Operations Center, all school buses, the transportation dispatch, and the maintenance dispatch. These radios will activate during all Declared Emergencies.

The District EOC base station will also have the capability of networking with all other radios used by District personnel.

District EOC shall be the district base radio station and shall be provided with sufficient emergency power to support this function, independent of public utility power.

Open Issue: How long will District EOC radio radios work on back-up power?

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The District EOC base station shall capability of networking with all other radios used by District Personnel. Each District site shall be equipped with a compatible portable, battery-operated two-way radio.

3.3.1.3 Amateur Radio Emergency Services (ARES) Back-up Communications The District shall promote and cooperate with the local Amateur Radio Emergency Services (ARES) in order to prepare back-up communications with City, Red Cross, School Sites, Fire Stations, and Emergency Operations Centers.

The District shall install and maintain, in cooperation with the local ARES volunteer, antenna system at each regular school site, at District Headquarters, and at Transportation Dispatch to allow volunteer licensed amateur radio operators to connect and operate personal battery-powered radio equipment.

Amateur Radio Operators shall also be allowed to operate District-owned business radio equipment in the event of a need for trained communicators.

3.3.1.4 Telephone Tree Support Each administrator involved in the Telephone Tree procedure shall prepare instructions for District and the site personnel who may be called upon to participate in a Tree. The instructions shall be posted at phones designated as part of the Tree.

See Appendix 2 for Telephone Tree description and current telephone numbers.

3.4 Site Emergency Plan Requirements The central strategy of PAUSD preparedness is based on the following guidelines:

A Each site shall develop and maintain an individual Site Emergency Plan.

B. Actual responses of each site shall be centered on the duties of an Incident Commander, generally the site principal.

C. Site response will be based generally on the Incident Command System (ICS), with the addition of pre-identified emergency teams.

Each Site Emergency Plan shall be a practical document for use during a Declared Emergency. In general, “an emergency” is of such magnitude that the school is significantly isolated from immediate outside assistance, for example, by a serious earthquake.

Each school site is required to incorporate into its site plan the Site Requirements given in this document, below. All emergency team procedures must be included in the site plan.

The format of individual site plans is at the discretion of the Principal/Incident Commander. For example, some team assignments could be combined, if responsibilities do not conflict.

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3.4.1 Incident Commander’s Role

The Incident Commander or designee has the ultimate responsibility for all local decisions in a disaster situation. The Incident Commander must be available to all emergency teams, the emergency radio equipment, police and fire personnel, parents and the news media. Ordinarily, the Incident Commander is the site principal.

The Incident Commander will assess building damage, casualties, and facility status through reporting by Site Emergency Teams and shall report this information to the District Emergency Operations Center (District EOC).

The Incident Commander or designee is the final authority at each school. He/she must be available for all decisions, information, and authority during the time the schools are isolated. The Incident Commander shall depend on Emergency Teams for gathering all relevant information and for implementing his/her decisions.

Principals, as prospective Incident Commanders, shall see to it that the information required by the Plan is supplied and that this information is reviewed and updated annually. The requirements for Annual Review, Staff Awareness, and Community Awareness of the Site Plan are described in Section 4.1.3.

3.4.2 Site Organization during a Declared Emergency

Sites are organized around an Incident Commander and a Command Center.

The Command Center will begin to operate immediately after a disaster.

Per ICS guidelines, the Command Center shall be located in a secure area generally away from student assembly areas. The Incident Commander or designee will be here most of the time. This is where the record keeping, communication, and major decision-making will take place. While the Command Center is functioning, the Emergency Teams will carry out their functions and provide information to the Incident Commander about the condition of students, students, facilities, and any other relevant information. This information is to be placed on the Incident Commander’s Emergency Status Report (Appendix 1)) and transmitted to the District Emergency Operations Center (District EOC).

A separate Student Release Area will be established to coordinate the release of students to authorized adults. Emergency Release Information shall be recorded at the Release Area to document the release of all students.

These requirements are described in more detail in the following subsections.

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3.4.3 Site Requirement: Principal’s Checklist

The Principal’s Checklist for each site shall be submitted to the District Safety Committee Chair and to the PTA Unit by October 17 each year

This is a checklist to help Principals organize and meet the site requirements mandated by the Palo Alto Unified School District Emergency Preparedness Plan.

Principals may be assisted by the school Site Council or by a School Safety Planning Committee appointed by the Site Council to carry out Comprehensive Safe Schools activities.

Figure 3.4.3 Sample Principal’s Checklist

A reproducible copy of this checklist can be found in Appendix 1.

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3.4.4 Site Requirement: Communications to Parents

Each site shall send a letter regarding Emergency Preparedness to parents in the back-to-school packet.

For elementary sites, this letter shall introduce the Emergency Identification Card (Figures 3.4.4a and 3.4.4b), and request that the card be filled out correctly and returned by the first day of school. This communication shall also request parents to depend on local media for information in the case of an emergency and not call the school. This letter shall also summarize emergency measures in place the elementary sites.

For primary sites, the letter shall:

A. Summarize emergency measures in place at the site, per the Site Emergency Plan.

B. Inform parents that local media will be the best source of emergency information and in no case during an emergency to attempt to contact their school by telephone.

C. Introduce the Emergency Identification Card (Figures 3.4.4a and 3.4.4b), and request that the card be filled out correctly and returned by the first day of school.

Date/Time:

Destination:

Released by:

Authorize release to parent/guardian

Other than parent/guardian

Health Problems

First Aid/Medical Treatment (continued)

Label

Noted InsideNone Noted

For School Use Only

Released to:

Teacher:

Parent Signature:

Name Street Address City Phone

Name Street Address City Phone

Name Street Address City Phone

Name Street Address City PhoneName Phone

Figure 3.4.4a: Emergency I.D. Tag (“Yellow Card”) Side 1

For secondary sites, the letter shall:

A. Summarize emergency measures in place at the site, per the Site Emergency Plan.

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B. Inform parents that local media will be the best source of emergency information and in no case during an emergency to attempt to contact their school by telephone.

Information Updated:

Not applicable

Kept at school Not at school

Medication(s):

First Aid/Medical TreatmentHealth Problems:

Father works in:

Mother works in:

Out of state contact:

Medication/dosage required for non-episodic or chronic

illness, such as diabetes, seizures:

City

City

City State Phone

Name:

Figure 3.4.4b: Emergency I.D. Tag (“Yellow Card”) Side 2

Figures 3.4.4a and 3.4.4b show the Emergency Identification Tag (“Yellow Card”) format for the 2002 – 2003 school year. Completed Identification Tags are returned by parents to school and are stored in classroom Emergency Kits (“Red Backpacks”). During an emergency, tags are folded in half and placed in a plastic bag, which is threaded with a piece of yarn as a neck strap. Primary students will wear their card for the duration of the emergency or until they are released.

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3.4.5 Site Requirement: Site Hazard Survey

The Site Hazard Survey is an annual survey to locate safety hazards on school grounds outside of classrooms. These surveys shall be completed early each fall, signed, and submitted to the District School Safety Planning Committee Chair by October 17.

The survey includes evaluation of interior and exterior portions of buildings as well as school grounds. The survey is focused on non-structural hazards caused by the furnishings and non-structural elements of a building. (Anything that does not actually hold the building up is non-structural: this includes floors, ceilings, windows, and all furnishings.) In California schools, nonstructural hazards represent the greatest threat to the safety of students and staff.

In the case of apparent immediate danger, inform the District immediately so that a qualified structural and/or civil engineer can be consulted.

Figure 3.4.5: Site Hazard Survey

A reproducible copy of this survey can be found in Appendix 1.

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3.4.6 Site Requirement: Classroom Hazard Survey

In September, each teacher shall assess his/her area for hazards. Each teacher shall assess his/her area for hazards by filling out a Classroom Hazard Survey (Figure 3.4.6) during September of each year. The Survey shall then be submitted to the Principal by September 30. The Principal shall subsequently submit Maintenance requisitions to the District School Safety Planning Committee Chair to have the work completed.

The survey includes evaluation of interior and exterior portions of buildings as well as school grounds. The survey is focused on non-structural hazards caused by the furnishings and non-structural elements of a building. (Anything that does not actually hold the building up is non-structural: this includes floors, ceilings, windows, and all furnishings.) In California schools, nonstructural hazards represent the greatest threat to the safety of students and staff.

Figure 3.4.6: Classroom Hazard Survey sample

A reproducible copy of this survey can be found in Appendix 1.

Open Issue: This survey may have been replaced by an Area Safety Check List (“ASCL”).

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3.4.7 Site Requirement: School Emergency Recall Procedure

This Site Emergency Preparedness Plan deals primarily with emergencies that occur during the school day.

The possibility remains, however, that a severe earthquake could occur at night or on a weekend or holiday. If an earthquake is strong enough to cause structural damage to private homes, the Red Cross may use public school buildings for mass care centers. High schools and middle schools have the highest priority for such use, with elementary schools much lower.

In the case of emergencies outside of school hours (Section 2.1.10) district employees could be impressed into service by City or County offices of emergency services. In such cases, the District Superintendent would be directed to secure District employees to open and work at the designated mass care centers.

District policy: All site administrators and site custodians shall report in person to their work sites in the event of a Declared Emergency or a major earthquake.

It is the responsibility of each site principal to see to it that a Site Personnel Recall procedure be prepared and kept up-to-date throughout the calendar year. This will utilize the District Telephone Tree and Directory and any other practical means to recall site personnel as needed.

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3.4.8 Site Requirement: Site Map

The Site Emergency Plan shall include a map of the school site and grounds. This combination plot map and floor plan shall:

A. Establish evacuation route(s).

B. Identify safe, open-space assembly area.

C. Set primary and alternate locations for an incident Command Center, to be located in a protected area away from assembly areas etc., per ICS guidelines.

C. Support emergency response activities (e.g., search and rescue, damage assessment, etc.) by locating resources, indicating activity sites, and search routes.

Mark clearly by name the location of classrooms, library, and other activity rooms, restrooms, heating plant, hallways, and all doors and closets. In addition, locate:

· Location of cargo container storage of emergency supplies

· Main shut-off valves for water and gas

· Electrical power master switch

· Stoves, heating, air conditioning equipment

· Chemical storage and gas lines in laboratories

· Hazardous materials stored by custodians and gardeners

· Portable, battery-powered PA equipment, radios, lighting

· Fire extinguishers

· First-aid equipment

· Outside water faucets, hoses

· Overhead power lines

· Sewer lines

· Underground gas lines

Each site may choose the mapping technique that works best for the layout and fittings of that site; multiple maps may be required for some sites. The standard is: will this method allow emergency responders to locate specific resources quickly and efficiently?

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3.4.9 Site Requirement: Staff Response Team Roster

A Staff Emergency Team Roster shall be completed and submitted with principal's checklist to district School Safety Planning Committee chair by October 17. Figure 3.4.9 illustrates this form; a reproducible copy may be found in Appendix 1.

Staff Emergency Team Roster

Role Assigned to Role Paired Teacher

Incident Commander

Incident Commander

Alternate

First Aid

Search And Rescue

Utilities And Hazards

Traffic Control/Security

Student Release

Sanitation

Food and Water

Shelter

Student Helpers

Ham Operator,

Figure 3.4.9 Staff Response Team Roster

Teams: All classroom teachers should be paired with a teammate. Each teacher assigned to an Emergency Team will release his/her students to the teammate in the Assembly Area and then begin Team duties. Where no paired teacher is indicated, one is not needed.

It is recommended that each principal develop and maintain a staff priority release list based on needs of staff members.

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3.4.10 Site Requirement: Emergency First Aid Team

The purpose of the First Aid Team is to provide emergency and long-term First Aid to set up the First Aid Station near the Command Center (away from possible hazards) and to manage and utilize First Aid supplies.

Minimum Staff Requirements Elementary Schools - Three staff members Secondary Schools - Five staff members

Preparation Annually:

A. View Search and Rescue training video - Palo Alto Fire Department.

B. Make sure the First Aid Certification of team members is current.

C. Note on site map the location of all First Aid kits and supplies.

D. Develop triage procedures with First Aid team members. (Refer to Section 3.6.2 for Triage details and Appendix 1 for First Aid Station Log Sheet).

E. Review and update as necessary primary and alternate locations for the Emergency First Aid center and for separate a morgue.

F. Review and replenish team kits and supplies

Emergency Response Teachers on the First Aid Team shall, in the following order:

A. Evacuate their class to the assigned evacuation area.

B. Transfer their students and the enrollment/emergency data to another teacher.

C. Report to and activate the predetermined emergency First Aid center.

D. Implement triage and administer First Aid as necessary.

E. Supervise the use and distribution of First Aid supplies.

F. Notify the Command Center of staff and student injuries.

G. Document treatment, time, and release of all injured.

H. Report to Command Center as required.

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3.4.11 Site Requirement: Search & Rescue Teams

Search & Rescue Teams shall search all areas of the campus (buildings and grounds) in a predetermined pattern shortly after the emergency has occurred and when it is safe to do so. These Teams locate injured or trapped students or staff and assess the safety of structures.

Each Search & Rescue Team is composed of two teachers/staff members -- buddy system for safety.

Minimum Staff Requirements • Elementary Schools –Two staff members • Secondary Schools - Five staff members (two teams with one alternate)

Preparation Annually:

A. View Search and Rescue training video provided by the Palo Alto Fire Department.

B. Choose personnel pairs for sub-teams based on school size.

C. Divide campus into predetermined sweep areas.

D. Familiarize sub-teams with their areas.

E. Know locations of search & rescue equipment

F. Identify and consult with Special Education staff (if on site) to coordinate plans for location and rescue of special education students.

G. Locate and review Team Kit and Team Stores as applicable.

Emergency Response Teachers on the Search & Rescue Team shall:

A. Evacuate their room to assembly area and transfer their students and enrollment/ emergency data to paired teacher.

B. Report to Command Center, pick up Team Kit, linkup with partner, and dispatch to duties as directed by Incident Commander.

C. Check each room for injured, and proceed as follows:

NO Injured Found Injured Found

1. Lock or secure exterior door.

2. Mark “S” on door with chalk

1. Follow Triage/transport procedure

2. Leave exterior door open.

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Mark and secure unsafe buildings/classrooms against re-entry, using caution tape if possible. Post an adult sentry if necessary.

D. Give status report to Command Center.

E. Continue to monitor as needed during emergency or return to students.

Key points about searching:

• Proceed carefully -- buildings may be unstable.

• Proceed quietly so calls for help can be heard.

• Call out when entering your area, then wait for an answer

• Remain in voice contact with your partner at all times.

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3.4.12 Site Requirement: Utilities and Hazards Team

The purpose of the Utilities and Hazard Team is to check the utilities and identify hazards. The team shall do whatever is necessary to minimize further danger and report findings to the Command Center.

Minimum Staff Requirements • Elementary Schools - One staff member • Secondary Schools - Two staff members

Preparation Annually:

A. Review locations of controls and procedures for turning off water, gas, and electricity, and intake valves on water heaters.

B. Review basic fire-fighting procedures.

C. Check to make sure fire fighting equipment (extinguishers, etc.) are in expected locations and in working order.

D. Review locations of stored hazardous materials, including chemicals.

E. Locate and review Team Kit and Team Stores as applicable.

Emergency Response Teachers on the Utilities and Hazards Team shall:

A. Evacuate their students to assembly area and transfer their students and enrollment/ emergency data to paired teacher.

B. Report to Command Center, obtain Team Kit, linkup with partner and dispatch to duties as directed by Incident Commander.

C. Check the condition of the utilities and connecting pipes and lines and if necessary, turn them off. Note: each place pipes pass through concrete is a likely location for breakage.

D. Check the site completely for fire and electrical hazards, chemical hazards (e.g. chlorine storage, and other hazards.

E. Make a note of structural and non-structural damage when checking utilities or hazards. Report any identified damage to the Command Center.

F. Notify Incident Commander of hazards and services needed.

G. Barricade hazardous areas using whatever materials handy.

H. When site is secure, or as required, report to the Command Center for direction.

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3.4.13 Site Requirement: Traffic Control/Security Team

Minimum Staff Requirements • Elementary Schools - Two staff members • Secondary Schools - Four staff members

Policy In a Declared Emergency school sites are too provide supervision and care for students until it is safe to release them or until they are picked up by an authorized adult. Actual release procedures are the responsibility of the Student Release Team.

Preparation A. The District, Sites, and individuals assigned to this team shall work together to inform

parents of the District Policy and prepare students to follow instructions in emergencies. Parents should be encouraged to review these procedures with their children.

It is very important to review with children and parents the necessity of following the directions of school personnel during an emergency, and the requirement that no child leave the site except via Student Release procedures.

B. Locate and review Team Kit and Team Stores as applicable.

Emergency Response To accomplish PAUSD policy, site personnel shall

A. Evacuate their room to assembly area and transfer their students and enrollment/attendance/emergency data to paired teacher.

B. Report to Command Center, obtain Team Kit, linkup with partner and dispatch to duties as directed by the Incident Commander.

C. Take steps to patrol or secure the site perimeter to discourage students from leaving. No physical force shall be used to restrain a student intent on leaving. If a student insists on leaving, request student to give his/her name and stated destination. Report this information to the Student Release Team.

D. Direct parents, or other authorized adults coming on campus to the Student Release Area to have their student released to them.

E. Maintain clear entrances to the school for emergency vehicles.

F. Report to the Command Center as required.

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3.4.14 Site Requirement: Student Release Team (Elementary Schools)

In order to expedite the release of students to their parents, establish a Student Release Area and follow procedures developed to provide for an orderly release process. The Student Release Area should be located separately, preferably at a distance from the evacuation assembly area. Parents shall be required to follow release procedures.

It is critical that documentation is kept about to whom each student is released.

Minimum Staff Requirements • Elementary Schools -- Two staff members (Suggestion: office staff)

Preparation A. Maintain a current roster of all students.

B. Maintain a copy of the Health and Emergency Card for each student that lists persons authorized to pick up student.

C. Maintain a supply of the Student Release Request forms for adults to fill out to release their student.

D. Locate and review Team Kit and Team Stores as applicable.

Emergency Response Student Release teams (Elementary Schools) shall:

A. Have parents/adults complete release form.

B. Name of adult picking up student must appear on either the office health card or the student emergency I.D. tag.

(1) Check form against authorization list on health card. If name does appear on health card, send messenger to evacuation area for student.

(2) If name of adult does not appear on health card, send messenger to evacuation area. Have supervising adult check name against emergency I.D. tag. If name of adult is not on emergency tag, student will not be released.

(3) If name does appear on health card or emergency I.D. tag, teacher or other adult supervising students shall take Student Release Form, note in roster, and send student back with messenger to release area.

(4) Emergency I.D. tag shall be left at the Command Center. Names and destinations of released students will be posted on a Master roster. Time of release should be noted.

C. Report to the Command Center as necessary.

This plan does not anticipate that primary students will attempt to leave the school independently.

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3.4.15 Site Requirement: Student Release Team (Secondary Schools)

In order to expedite the release of students to their parents, establish a Student Release Area and follow procedures developed to provide for an orderly release process. The Student Release Area should be located separately, preferably at a distance from the evacuation assembly area. Parents shall be required to follow release procedures.

The most important task is to assure that documentation is kept about to whom each student is released, or –at least—the destination of a child who is intent on leaving the site.

Minimum Staff Requirement Secondary Schools -- Four staff members (Suggestion: office staff)

Preparation A. Maintain a current roster of all students.

B. Maintain for each student a copy of the Health and Emergency Card, which lists persons authorized to pick up that student.

C. Maintain a supply of the Student Release Request forms for adults to fill out to release their student.

D. Locate and review Team Kit and Team Stores as applicable.

In an Emergency Student Release teams at Secondary Schools shall:

A. Have parents/adults complete release form.

B. Check form against authorized list on health card.

C. If O. K. send messenger to evacuation area for student.

D. Teachers or other adults supervising students shall take authorization slip and release student to parent and note in roster. Authorization slips shall then be delivered to the Command Center where they will be posted to a Master roster.

E. Report to the Command Center as necessary.

No physical force shall be used to restrain a student intent on leaving. If a student insists on leaving, request student to give his/her name and stated destination. Report this information to the Student Release Team.

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3.4.16 Site Requirement: Sanitation Team

The purpose of the Sanitation Team is to evaluate the condition of existing sanitary facilities and provide additional sanitary facilities for students and staff if necessary.

Minimum Staff Requirements • Elementary Schools - Two staff members • Secondary Schools - Four staff members

Preparation Annually:

A. Review alternative sanitary facilities for the site: trench, lined buckets or wastebaskets, portable toilets, or other.

B. Review and check stored sanitation equipment and supplies.

C. Work with Incident Commander to determine likely sites for alternate sanitary facilities.

D. Locate and review Team Kit and Team Stores as applicable.

Emergency Response The Sanitation Team shall:

A. Evacuate their room to assembly area and transfer their students and enrollment/ emergency data to paired teacher.

B. Report to Command Center, obtain Team Kit, linkup with partner and dispatch to duties as directed by the Incident Commander.

C. Determine with Incident Commander the suitability of using indoor bathrooms as latrines.

(1) If using existing toilets, empty water and line with double trash bags, and utilize agricultural lime, toilet chemical, or powdered Clorox II to cover waste.

D. If not using existing toilets, set up alternate sanitary facilities (latrines) with privacy curtains at least 100 feet from Food and First Aid Stations and running streams near school site.

D. Set up hand-washing stations, or provide packaged wipes that contain alcohol.

E. To dispose of filled waste bags, either bury or put in sealed containers for later disposal.

F. Report to the Command Center as necessary.

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3.4.17 Site Requirement: Food and Water Use Team

The purpose of the Food and Water Team is to maintain a fresh supply of stored water in the District-supplied containers, and to distribute food and water to staff and students during a declared emergency.

Minimum Staff Requirements • Elementary Schools - Two staff members • Secondary Schools - Four staff members

Preparation Annually:

A. Water

(1) Review location of water containers and siphon pump.

(2) Check with Incident Commander for water - change schedules and change as required.

Open issue: Maximum storage life of water with purification chemical added is 5 years, but recommendations for emptying and refilling containers of every six months to one year are also made. The resolution should take into account the willingness of children –especially younger children—to accept stale water under conditions of stress.

B. Food

(1) Locate and review food and water supplies

(2) Check expiration dates on water and food. Taste-testing may be a good idea.

Emergency Response The Food and Water Team shall:

A. Evacuate their room to assembly area and transfer their students and enrollment/emergency data to paired teacher.

B. Report to Command Center, pick up Team Kit, link-up with partner and dispatch to duties as directed by Incident Commander.

C. Set up Food and Water Distribution area away from First Aid and Sanitation Stations.

D. Set up hand-washing station.

E. Report to the Command Center as necessary.

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3.4.18 Site Requirement: Shelter Team

The purpose of the Shelter Team is to provide overhead shelters for the Command Center, First aid Team, Food and Water Team, and Student Release Team.

Minimum Staff Requirements • Elementary Schools - Two staff members • Secondary Schools - Two staff members

Preparation Annually:

A. Review location of canopy shelters, tent stakes, and necessary tools.

B. Practice erecting the canopies.

C. Know locations of all emergency team shelters (see site map).

In an Emergency The Shelter Team shall:

A. Evacuate their room to assembly area and transfer their students and enrollment/ emergency data to paired teacher.

B. Report to Command Center, pick up Team Kit (canopy and tools), lin-up with partner and dispatch to duties as directed by Incident Commander.

C. Erect First Aid shelter first, then erect shelters for other teams.

D. Check in with Incident Commander upon completion of duties.

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3.4.19 Site Requirement: Optional Student Helpers/Messengers

If on site communications cannot be accommodated by adult personnel, pre-selected students in teams may be utilized to assist.

At the discretion of each Incident Commander, pre-selected upper-grade students may be assigned to emergency teams. Student helpers may be utilized as runners and assistants, as long as such activity does not endanger them in any way. No student helper/messenger may leave the site except through normal release procedures.

Preparation A. Identify students who could be used for internal, on-site assistance.

B. Instruct them of their responsibilities, of where they are to report, and, most importantly, of safety practices to follow. Student Helpers/Messengers will be released from the teacher responsible, and report to their assigned team.

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3.4.20 Site Requirement: Site Charts

Each site shall summarize the site’s organization during an emergency in two 8 1/2 x 11 charts similar to the sample shown in Figure 3.4.20 and Figure 3.4.21.

These charts shall be reviewed and approved by the Site Disaster Preparedness Committee, comprised of the Incident Commander, three staff, and three parents, including the PTA Site President.

Theses chart shall be posted in the principal’s office, the office area, inside the cargo container, on the emergency cart, and other places as applicable. It is strongly recommended that the charts be laminated for durability.

Site Manger

Site Nurse

Site Team Staffing During a Declared Emergency

Alternate Site Manager

ShelterFood & WaterSanitationStudent Release

Search & RescueFirst Aid

In the absence of the Site Manager and Alternate,

the most qualified person available becomes Site Manager.

Student HelpersStudent Supervision

Utilities & Hazards Traffic Security

rev 5/2003

Figure 3.4.20 Sample Site Emergency Staffing Chart

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All Staff Reports to Command CenterSite ManagerActivates

Sound Alarm & Notify Staff

Establish Command Center

Office Staff Reports with:Site Manager's Checklist

Campus secure

Utilities off or secure

Phone/radio links operating

Traffic controlled

First Aid Center running

Buildings searched

Student release program

Master Keys

Current staff and student rosters

Emergency forms and documents

Emergency radio equipment

Emergency office supplies

Site Procedure for a Declared Emergency

ShelterFood & WaterSanitation

Student HelpersStudent Supervision

Student Release

Search & RescueFirst Aid Utilities & Hazards Traffic Security

Site Manager assesses total school situation

Site Manager reassigns resources as required

Site Manager Reports to District (DECC)and / or

Site manager Requests Help from 911

Teams Report Situation/Results

Site Manager dispatches teams to response tasks

rev 5/2003

Activate & Equip Emergency Teams

repeat as necessary

start

Figure 3.4.21 Sample Site Emergency Procedure Chart

Full-size versions of these charts, suitable for reproduction, are available in Appendix 1.

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3.5 Emergency Action Plans This section provides guidelines for emergency responses in terms of actions (shown in boldface), which are standardized responses. An emergency plan consists of sequences of these actions designed to respond to a particular emergency.

The Emergency Action Plan concepts in this section have been generally adapted to PAUSD requirements. Use this information to support Site Emergency Plan development.

Open issue: The origin of this material has not been determined, and the applicability to PAUSD preparedness and consistency with modern standards are in question.

3.5.1 Guidelines

General guidelines:

A. Mass panic can be one of the greatest dangers to students. Staff members should remember that in time of stress students look for leadership to those who are normally in authoritative positions. Remain calm, size up the situation, and take action based on the known facts.

B. A well-prepared and tested plan for prompt and positive action minimizes injuries and loss of life in a major emergency.

C. This guide outlines actions which school personnel may be called upon to execute in an emergency.

D. All members must be thoroughly familiar with the contents of this plan. The teacher must keep the roster of pupils with him or her at all times in order to take roll in an emergency.

E. In the absence of orders from his superior, each school principal is authorized and directed to implement plans as described herein: or take such other action as may, in his or her judgment, be necessary to save lives and mitigate the effects of disasters. As soon as possible thereafter, the principal shall notify the office of the district superintendent.

F. Principals shall advise parents of probable actions during a disaster.

G. Go Home is not included in this Plan since it conflicts with the basic District policy of supervising students until regular dismissal time. The Superintendent, however, retains the ultimate authority to close any school at any time if such action is felt necessary due to extraordinary conditions or circumstances.

H. A principal may implement one or more of the emergency actions described in the following section while coping with an emergency.

3.5.2 Actions

Definitions of actions:

A. Stand-By

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(1) Warning to the site shall be disseminated by messenger or public address system.

(2) In response to Action Stand-By

(a) Bring students into the classroom or hold in classroom pending receipt of further instructions.

(b) Students in P.E. or other uniforms shall get dressed and wait for further instructions.

B. Leave Building

(1) The warning signal at the school for Action Leave Building shall be the Fire Alarm.

(2) In response to Action Leave Building - - Fire Alarm:

(a) ALL students and staff move along assigned routes in an orderly manner from inside school buildings to pre-designated outside areas of safety.

[1] A distance of 300 feet from a potential point of explosion or hazard shall be used as a minimum.

[2] A minimum of 100 feet shall be considered a safe distance for fire and other non-explosive emergencies.

(3) Leave Building is considered appropriate for, but not limited to, the following

(a) Fire

(b) Bomb threat

(c) Chemical accident

(d) Explosion or threat of explosion

(e) Post earthquake

C. Duck-and-Cover

(1) There is no warning signal. Students are to immediately Duck-and-Cover at teacher's command and/or at the first tremors of an earthquake.

(2) In response to Action Duck-and-Cover:

(a) If inside, students and staff immediately take protective position under desks or furniture, with backs to windows. Protective position means drop to knees, bury face in arms, make body as small as possible, close eyes and cover ears with forearms. Face away from windows; try to get under desk or table. If desk or table is moving, hold onto legs and move with it.

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(b) If outside, try to get behind any solid object (i.e., tree, ditch, curbing). Lie prone with head away from light or blast; cover head, face and as much of the skin surface as possible, close eyes and cover ears with forearms.

(3) Action Duck-and-Cover is appropriate for, but is not limited to, the following:

(a) Earthquake

(b) Explosion

D. All Clear

(1) The signal shall be ringing the passing bell continuously for 30 seconds. If bells are not operating, messengers or the public address system will be used.

(2) All Clear directs all personnel to return to normal operations.

(3) Notify the Superintendent's office on the school status as soon as practical after issuing the All Clear signal.

E. Directed Transportation

(1) Under certain emergency conditions, it may be necessary to move all students and staff to another location. Because of the need for busses to implement such a move, Incident Commanders shall forward all requests for such a move to the District EOC, which will then give directions to the Transportation Division.

(2) Incident Commanders are not authorized to utilize this Action without the Superintendent's approval.

(3) If Directed Transportation is authorized, the Incident Commander shall utilize a loading plan that puts students and staff in the least jeopardy and that is orderly and calm.

F. Convert School (High Schools and Middle Schools only)

(1) Notification to convert a high school or middle school into an Emergency Hospital, First Aid Station, or Congregate Care Center will come only from the Superintendent's Office. While the request may originate from the Red Cross, the City Emergency Services Office, or the County Emergency Services Office, such requests must be made through the Superintendent's Office to coordinate the other actions that may be required to convert the school. Other actions that might be required would be evacuating the school and providing sufficient personnel and equipment to operate a Center.

(2) Response to Convert School

(a) During School Hours

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[1] Relocate students to assigned areas on campus, or to an alternate site as directed by the Superintendent. Students remain under the control and authority of District personnel.

[2] School is prepared for conversion by remaining staff according to Mass Care Center guidelines.

[3] Staff not assigned to student care shall operate the Care facility under the direction of the Incident Commander.

(b) Outside School Hours

[1] The Incident Commander will report to the site to coordinate activities and to supervise disaster service workers.

[2] The Superintendent will alert appropriate personnel to operate the Center.

G. Activate Triage

The components necessary for an organized triage process at the disaster site include the following:

Adequate communication (visual and verbal) is necessary to determine where, when, and how to evacuate "sorted" cases. Handheld radios (walkie-talkies) or student runners should be used for communication between search & rescue personnel, site command, and first aid/triage. Communication by site personnel to Central Office Command via 2-way radio will clarify logistics relative to evacuation of injured. Amateur radio operators will also be a valuable resource in identifying overload at medical facilities, for example. Adequate communication also includes utilizing a system to tag and mark all casualties with their initial triage priority and with subsequent changes in the priority if changes occur. Signage (large placards) at the Command and Treatment areas, etc., and identification of response personnel with respect to labels on back of red vests will prove invaluable in coordinating efforts.

Triage teams. A rule of thumb that has proved helpful in assigning sufficient triage personnel is the following: one triage officer can see one to two patients every 3 to 5 minutes. The triage tag –in conjunction with the patient emergency identification tag– serves as a tool to record patient data and treatment in the first hour after the event occurs. The First Aid treatment log serves to record the disposition of the patient. It may be helpful to compose triage teams of two: one to evaluate victims and the other record information on tags.

Referral points – patient destinations, directly accessible from the site. (In mass casualty situations, the referral point may be a casualty collection point). Such referral points may be first at the site, then to an ambulance or other vehicle for transportation to a medical facility. In small-scale emergencies, a triage and evacuation process is usually simultaneous, and casualties are not sorted into sections to await evacuation. In larger disasters in which casualties must await transport, designation of holding areas based on priority is necessary.

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A rating or classification system. The District's system is a three-tier system with a fourth tier for "deceased."

3.6 The Incident Command System (ICS) The Incident Command System (ICS) is a national system and a California standard for organization of a particular site during an emergency. ICS supports efficient use of available resources and smoothly incorporating new resources as these become available. ICS is particularly effective at synchronizing the efforts of untrained, partly trained, and professional responders.

Use the information in this section when developing Site Plans.

Open issues: Improving this description of ICS for applicability to PAUSD needs, and/or adding references to external documents about ICS.

3.6.1 Theory: Organization and Operation

Lines of authority and communication can become chaotic in an emergency. While emergencies are ideally pre-announced from a central office, in practice emergencies occur unannounced without the formal declaration of a disaster. Incidents must be dealt with accordingly.

Hence, Incident Command System (ICS) guidelines should be followed at each site.

The Person in Charge Under the ICS, the Person in Charge (PIC) is the first person at the site of any incident. (This may be you!)

The PIC is in command. The PIC remains in charge unless and until relieved by a person of greater authority or experience, such as a teacher, principal, superintendent, site supervisor, fireman, paramedic, etc.

If –as required by District plans—an Incident Commander has been preselected, and if that person is available and able, then the Incident Commander becomes the PIC. Otherwise, the PIC is chosen and maintained as described in this section.

As required, the PIC does the entire job until relieved or it is possible to establish an organization to shoulder specific duties. Thus, the PIC may be required to assesses needs, render immediate first aid as needed, and do further tasks according to priority.

As more people become available, the PIC organizes others around to render first aid, to conduct rescues and to notify authorities for assistance. As needs are further established, the PIC divides tasks among available people into Command, Planning/Intelligence Operations, Logistics and Public Communications.

Your Site Emergency Plan should reflect ICS guidelines to the fullest extent possible.

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3.6.2 Basic Instructions for Emergency Situations

In any emergency, use common sense.

Be prepared to act independently in the event of a widespread disaster. Assess the situation and use existing resources wherever possible to deal with the situation. Locate aid, alarms, keys, tools, emergency shutoffs, and key site personnel with knowledge of these. Notify site supervisors, district personnel or emergency services as appropriate. Set up bulletin boards and leave notes and instructions for arriving aid. Set up guides and couriers. Recruit help, establish communications, and be prepared to give mutual aid. All will need and use any on-site two-way communications, from couriers to radios, to telephones, and will need some means of identification. Nametags and labels are most helpful. If a telephone tree is available or indicated by the situation, activate it. (PTA parents are a valuable resource as assistants to teachers, aides, staff, and administration.)

Where emergency information is to be disseminated from the district office, a telephone tree, radios or runners may all be used. In the meantime, monitor public and private radio and telephone channels for information and guidance.

3.6.3 Duties

Here are the 4 basic ICS duty divisions as applicable to school emergencies:

Command • Make all decisions, do or --if sufficient personnel are available, make sure the necessities

are done.

• Use a "shadow"' for communication, as needed.

Operations • Find out what's going on and tell someone who can get help.

• Render help and issue instructions as needed.

• Execute Site Checklist if available:

--Search & Rescue

-- First Aid

--Evacuation

-- Victim Management

-- � Check-Out

Resources • Locate Resources:

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-- First Aid Kits

-- Tools

-- Keys

-- Janitors

-- Staff

-- Food Supplies

• Recruit help and organize volunteers

• Give out name tags and labels

• Arrange for guides, couriers

• Set up communication

Public Communications • Tell visitors what is happening and where to go.

• Set-up bulletin boards.

• Direct arriving aid.

• Monitor public and private radio and two-way communications channels for information and guidance.

• Keep Command informed.

• Notify Site Supervisors, District personnel, and Emergency Services.

3.7 The Standardized Emergency Management System (SEMS) The Standardized Emergency Management System (SEMS) is a national system and a California standard for organization at a group of related sites during an emergency. SEMS a superset of Incident Command System (ICS); SEMS requires the use of ICS at any site within the scope of the SEMS implementation, and adds capabilities required for managing an arbitrarily large organization composed of multiple physical locations.

Open issues: SEMS is primarily applicable to the District and may have applicability to school sites mainly as background information; additional information to be added here in this light and/or references to external documents.

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4.0 Maintaining Preparedness

This chapter describes mandatory procedures for maintaining preparedness: Checklists, Surveys, Drills, and Drill Evaluations. In addition, this chapter gives optional classroom exercises and supplementary resources for educators.

4.1 Introduction Maintaining Emergency Preparedness requires attention to numerous details over the entire year. This chapter describes the components.

4.1.1 Annual Review

Each Site Council shall directly, or through a designated body, review and revise the Site Emergency Plan annually or more often as required. The review shall include, but not be limited to:

1. Updating staff assignments

2. Verifying status and location of supplies and equipment

3. Modifying site procedures

4. Planning for staff in-service activities

5. Reviewing emergency communications

6. Identify students with special needs, and review appropriate preparations and procedures for emergencies.

This annual review will be completed by September 30th and the

• Principal's Checklist

• Site Hazard Survey

• Classroom Hazard Surveys (for each classroom)

for each site shall be submitted to the District School Safety Planning Committee Chair by October 17th of each year.

In addition, the inventory procedure described in Section 4.5 shall be completed by October 17,

and replenishment supplies shall be placed into storage by 15 November. An inventory shall be taken at any time if there is reason to believe supplies have been disturbed or consumed. Inventory reports are made directly to the Principal, who is responsible for directing replenishment orders.

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4.1.2 Staff Awareness

By September 30 each year, each site shall devote one complete staff meeting to Emergency Preparedness planning including Staff Team assignments, evacuation procedures and basic District policies during emergencies. The Site Plan or an appropriate excerpt of the Plan is to be given to each staff member by this date.

4.1.3 Community Awareness

Each Principal shall include in the first school packet sent home in the fall a letter from the Superintendent on Emergency Preparedness policies with emphasis on the need for student emergency release information. Primary schools require an Emergency ID Tag (“Yellow Card”). The tag must be properly filled out, returned to school, and placed in the classroom teacher's emergency kit. The tag will authorize persons to pick up students other than their own.

4.1.4 Site Drill Requirements

There are four different kinds of drills:

A. Duck, Cover, and Evacuation: In which everybody gets under a table or desk for 60 seconds, then evacuates to a pre-determined area.

B. Walk-Through: Above plus a walk-through in which actions and responsibilities of each team are discussed by all and coordinated.

C. Full-Scale: Actual field test of a complete plan during a simulated earthquake.

D. Radio Communication: Check of equipment; school personnel will call Control A (administration) at same day and time, monthly basis.

E. Fire Drill: Students and district employees shall leave the building as directed by the principal.

Drill Requirements for Elementary Sites Each elementary school shall schedule three disaster drills during the regular school year. (Legal authority: Assembly Bill 2796; see Section 5.2.4). Each elementary school shall hold a fire drill at least once each month. (Legal authority: 5CCR; see Section 5.2.5).

Site drill scheduling is per site. Suggested schedule:

1. One during September, October, or November

2. One during December, January, or February

3. One during March, April (Earthquake Month is April), or May

4. Summer School - one drill during June or July

Figure 4.1.4a summarizes these requirements.

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Drill Requirement Actual Schedule

Duck, Cover, and Evacuation October

Walk-Through April

Full-Scale - District-wide

Radio Communications Monthly

Fire Twice Monthly

Figure 4.1.4a: Sample Elementary Site Drill Schedule

A reproducible copy of this schedule form is available in Appendix 1.

Drill Requirements for Secondary Sites Each secondary school shall schedule three disaster drills during each regular school semester. (Legal authority: Assembly Bill 2796; see Section 5.2.4 below.) Each secondary school shall hold a fire drill at least twice a year. (Legal authority: 5CCR; see Section 5.2.5).

Site drill scheduling is done per site. Figure 4.1.4b summarizes the requirements:

Figure 4.1.4b: Sample Secondary Site Drill Schedule

A reproducible copy of this schedule form is available in Appendix 1.

4.1.5 Personal Liability during Drills

Personal liability of District personal for personal injury or death during drills is limited by law. See Section 5.2.3 below.

Drill Requirement Actual Schedule

Walk-Through Drill October

Full-Scale - District-wide April

Radio Communications Monthly

Fire Twice Yearly*

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4.2 Preparedness Maintenance Schedule Figures 4.2.1 through 4.2.12 give parallel schedules for District, Site Principals, Site Office Staffs and teachers.

Period Month Date District Section Ref

Fall August Send Fall Packet Preparedness Materials to sites 3.4.3 September Distribute Current Telephone Tree to sites 2.1.11 October 17 City Childcare Coordinator: Submit Form 610's 3.2.2 November

Table 4.2.1 District Office Preparedness Schedule, Fall

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Period Month Date District Section Ref

Winter December January February March

Table 4.2.2. District Office Preparedness Schedule, Winter

Period Month Date District Section Ref

Spring April Earthquake Awareness Month 4.7.2 District-Wide Full Scale Drill 4.1.4 Submit Drill Evaluation [2] 4.5.5 May June July

Table 4.2.3 District Office Preparedness Schedule, Spring

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Period Month Date Principal Section Ref

Fall August Start Site Hazard Survey 3.4.5 September Start Principal's Checklist 3.4.3 Start Inventory Procedures 4.5 Start Update of Site Map 3.4.8 "Meet for Preparedness orientation, review" 4.1.2 Start Team Training [3] 3.4.10 30 Complete Site Emergency Plan Review 4.1.1 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Fire Drill (Elementary) 4.1.4 October 3.4.8 17 Submit Principal's Checklist 3.4.3 17 Submit Site Hazard Survey 3.4.5 17 Submit Classroom Hazard Surveys 3.4.6 17 Complete Inventory and order replenishment 4.5 Complete 1st Walk-Thru Drill (Secondary) 4.5.5 Submit Drill Evaluation (Secondary) [1] 4.5.5 Complete Team Training [2] 3.4.10 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 November Complete 1st Site Drill (Elementary) 4.1.4 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 Complete Supply replenishment 4.5

Table 4.2.4 Principal’s Preparedness Schedule, Fall

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Period Month Date District Section Ref

Winter December Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 January Complete 1st annual fire drill (Secondary) 5.25 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 February Complete 1st annual fire drill (Secondary) 4.1.4 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 5.25 Complete 1st annual fire drill (Secondary) 4.1.4 March Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.5 Principal’s Preparedness Schedule, Winter

Period Month Date District Section Ref

Spring April Earthquake Awareness Month 4.7.2 District-Wide Full Scale Drill 4.1.4 Submit Drill Evaluation [2] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill May Complete 2nd Fire Drill (Secondary) 5.25 Complete 3rd Site Drill (Elementary) 4.1.4 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Radio Drill 4.5.5 June Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 July Complete Summer Walk-thru Drill (Elementary) 4.5.5 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.6 Principal’s Preparedness Schedule, Spring

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Period Month Date School Staff Section Ref

Fall August Send Fall Packet to Parents 3.4.4 September Start Site Emergency Plan Review 4.1.1 Start Update of Site Map 3.4.8 "Meet for Preparedness orientation, review" 4.1.2 Start Team Training [3] 3.4.10 30 Complete Site Emergency Plan Review 4.1.1 Compete Update of Site Map 3.4.8 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 October 1 15 Distribute updated Site Emergency Plan 3.4.6 15 Distribute updated Site Map 3.4.8 17 Post Staff Emergency Team Roster 3.4.9 Complete 1st Walk-Thru Drill (Secondary) 4.5.5 Submit Drill Evaluation (Secondary) [1] 4.5.5 Complete Team Training [2] 3.4.10 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 November Complete 1st Site Drill (Elementary) 4.1.4 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.7 School Staff’s Preparedness Schedule, Fall

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Period Month Date District Section Ref

Winter December Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 January Complete 1st annual fire drill (Secondary) 5.25 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 February Complete 1st annual fire drill (Secondary) 4.1.4 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 5.25 Complete 1st annual fire drill (Secondary) 4.1.4 March Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.8 School Staff’s Preparedness Schedule, Winter

Period Month Date District Section Ref

Spring April Earthquake Awareness Month 4.7.2 District-Wide Full Scale Drill 4.1.4 Submit Drill Evaluation [2] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill May Complete 2nd Fire Drill (Secondary) 5.25 Complete 3rd Site Drill (Elementary) 4.1.4 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Radio Drill 4.5.5 June Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 July Complete Summer Walk-thru Drill (Elementary) 4.5.5 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

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Table 4.2.9 School Staff’s Preparedness Schedule, Spring

Period Month Date Teachers Section Ref

Fall August September Start Classroom Hazard Survey 3.4.6 Start Site Emergency Plan Review 4.1.1 Start Update of Site Map 3.4.8 "Meet for Preparedness orientation, review" 4.1.2 Start Team Training [3] 3.4.10 30 Complete Site Emergency Plan Review 4.1.1 3.4.8 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Fire Drill (Elementary) 4.1.4 October 1 Submit Classroom Hazard Survey 3.4.6 Complete 1st Walk-Thru Drill (Secondary) 4.5.5 Submit Drill Evaluation (Secondary) [1] 4.5.5 Complete Team Training [2] 3.4.10 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 November Complete 1st Site Drill (Elementary) 4.1.4 Winter Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.10 Teacher’s Preparedness Schedule, Fall

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Period Month Date District Section Ref

Winter December Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 January Complete 1st annual fire drill (Secondary) 5.25 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 February Complete 1st annual fire drill (Secondary) 4.1.4 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 5.25 Complete 1st annual fire drill (Secondary) 4.1.4 March Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.11 Teacher’s Preparedness Schedule, Winter

Period Month Date District Section Ref

Spring April Earthquake Awareness Month 4.7.2 District-Wide Full Scale Drill 4.1.4 Submit Drill Evaluation [2] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill May Complete 2nd Fire Drill (Secondary) 5.25 Complete 3rd Site Drill (Elementary) 4.1.4 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Radio Drill 4.5.5 June Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4 July Complete Summer Walk-thru Drill (Elementary) 4.5.5 Submit Drill Evaluation (Elementary) [1] 4.5.5 Complete Monthly Fire Drill (Elementary) 5.25 Complete Monthly Radio Drill 4.1.4

Table 4.2.12 Teacher’s Preparedness Schedule, Spring

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[1] to be done within 72 hours of drill

[2] See Table 4.2.13 for details:

Training Task Teams View Palo Alto Fire Department Search and Rescue training video

Site Search and Rescue Team Members

Update First Aid Certification Site First Aid Team Members and others as applicable

Review Triage Procedures First Aid Team Members Review primary and alternate locations for First Aid Center and Morgue

First Aid Team Members

Table 4.2.13 Team Training Tasks

Open issue: some of these resources may no longer be available.

4.3 Checklists A checklist is a convenient summary of duties for a particular job position.

4.3.1 Principal's checklist

Due by: October 17 each year

Submit to: District School Safety Planning Committee Chair and PTA unit

This is a checklist to help Principals organize and meet the site requirements mandated by the Palo Alto Unified School District Emergency Preparedness Plan.

Figure 4.3.1 is an illustration of the Principal’s Checklist. A reproducible copy of this may be found in Appendix 1.

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Figure 4.3.1 The Principal’s Checklist

4.4 Surveys A survey is a detailed study of conditions at a particular time in a particular place.

4.4.1 Site Hazard Survey

Principals are required to conduct an annual Site Hazard Survey. The survey should be completed early each fall, signed, and submitted to the District School Safety Planning Committee Chair by October 17.

The purpose of the Site Hazard Survey is to check for safety hazards outside of the classroom. The survey shall include evaluation of interior and exterior portions of buildings as well as school grounds. A qualified structural and/or civil engineer could be consulted where appropriate.

Figure 4.3.1 is an illustration of the Site Hazard Survey. A reproducible copy of this may be found in Appendix 1.

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Figure 4.4.1 The Site Hazard Survey

4.4.2 Classroom Hazard Survey

In September, each teacher shall assess his/her area for hazards. The Classroom Hazard Survey shall then be submitted to the Principal by September 30. The Principal shall submit to the District School Safety Planning Committee Chair Maintenance requisitions to have the work completed.

Figure 4.4.2 is an illustration of the Site Hazard Survey. A reproducible copy of this may be found in Appendix 1.

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Figure 4.4.2 The Classroom Hazard Survey

4.5 Inventories Regular inventories of supplies and other items are essential to maintaining preparedness. Inventories shall be completed once each fall, and shall be repeated if supplies have been consumed or damaged.

4.5.1 Emergency Supplies

Figure 4.5.1 summaries key and alternate terms, locations, and descriptions of site Emergency Supplies.

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Term Alternate Term

Applicability Location Description

Team Kit Cargo Container A pre-packed container of supplies, ready for quick pick-up by an emergency team. Kits should be clearly marked with the name of the applicable team.

Team Stores

Cargo Container Additional supplies applicable to the task of a particular team, for replenishment of the Team Kit and to supplement the materials in the team kit. Kits should be clearly marked with the name of the applicable team.

Cargo Container

“Ark” “Shed”

Primary Schools

Preferably: adjacent to student assembly area on school grounds.

A locked metal shipping container used for storing Team Kits and Team Stores. Cargo containers will survive almost any foreseeable disaster.

Red Backpack

“Classroom Backpack”

Primary Schools

Stored for immediate access near the main exit of each classroom and other instructional areas.

A first aid kit To accompany students at evacuations and during off-site field trips.

Emergency Cart

“Crash Cart”

“Radio Cart”

In or near the site’s Main Office, for easy access by Command Center team.

A rolling cart containing District radio, documents, and other supplies, to be used as a control center during any emergency.

Figure 4.5.1 About Emergency Supplies

Items used routinely during school operation are not part of the emergency supply inventory; only items held in reserve for emergencies are included.

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4.6 Drills Drill exercises are essential to maintaining preparedness. To be effective, each drill should be evaluated for effectiveness within a short time after completion of the exercise.

This section describe the following aspects of drill exercises

• Objectives

• Team Task Checklist

• Duck-and-Cover Scenario

• Reminders for Duck-and-Cover drill

• Suggested Activities and Drills for Teachers

There are two kinds of drills: Walk-Through and Full-scale.

4.6.1 Drill Exercise Objectives

The primary objective: To test the various elements of your response plan in order to evaluate it and revise it if necessary.

During and after a damaging earthquake, life-protecting actions must be taken immediately. There will not be time to decide what to do next; you must already know how to react appropriately.

Earthquake drills and exercises are an extremely important part of your preparedness plan because they 1) teach students, staff, and parents how to respond to the complications of an actual earthquake, and 2) help you evaluate how well all parts of your emergency plan work together.

4.6.2 Key Issues

A. Plans are of absolutely no use if they are not known to everyone: students, staff, parents, and community.

B. Plans must be exercised periodically to refresh memories and educate newcomers.

C. The preliminaries to, and components of, earthquake drills are:

1. Illustrations of possible damages--structural and nonstructural (glass, bookcases, ceiling tiles, light fixtures)

2. Demonstrations of ways to:

a. protect head and body

b. find shelter

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c. mitigate resultant hazards (fire, injury to self or others)

d. evacuate the building

3. Discussions of plan goals and design

4. Tests of parts of the plan

5. Full-scale earthquake response drill

6. Evaluation of the drills

You must construct your own drills to take into account the particular circumstances in your school with your students and personnel.

4.6.3 Activities

1. Teachers--Plan and carry out drills in your own classroom. Those presented in Duck- and-Cover Scenario and Suggested Activities and Drills are good examples of the kinds of activities that are helpful.

2. Administrators--Use the suggestions in Drill Preparations to determine what steps need to be taken and in what order as useful drills are developed.

3. Following the suggestions in Drill Preparations, develop a scenario that will test the various parts of your response plan. Utilize aspects presented in the attached Duck- and-Cover Scenario, Suggested Activities and Drills, and the Evacuation Checklist.

4. Test the total emergency response plan as a "walk-through" exercise, with each team discussing its individual responsibilities. Use the Team Tasks Checklist and Drill Evaluation Form to assess the drill and adjust it as necessary.

5. Test-your plan in a total simulation drill using the scenario you have developed. Request. evaluation assistance from your local Fire Department, Office of Emergency Services, or School District Office.

4.6.4 Drill Preparations for Planners and/or Administrators

1. After constituting special teams to deal with emergency response and preparations, hold a special meeting with each team to discuss its respective responsibilities and recommended preparations.

2. Discuss with all teams the plan's overall goals and purposes.

3. Discuss and determine procedures for evacuating building.

4. Plan for the unexpected: generate alternative procedures for each of your steps:

a. Power fails

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b. Routes can be blocked

c. Aftershocks can rearrange things

d. There could be fire

e. Injured people can't move

5. Practice the drill

See the Duck-and-Cover Scenario and Suggested Activities and Drills.

6. Evaluate the result and change whatever is indicated

See the Team Tasks Checklist.

4.6.5 Procedures for Walk-Through Drill

1. To signal the start of the drill, announce commencement of drill over public address system. If PA does not extend to portables, send student runners or pre-arrange with teachers. Using the fire alarm to announce start of a duck/cover drill may confuse students.

2. Students and staff are to execute action Duck & Cover (See Section 3.6.2) for approximately 15 seconds.

3. Teacher gives signal to evacuate to pre-designated area. Elementary Teachers leave with red backpack.

4. Teacher takes roll. Elementary Teacher places name tags on students (Paired teacher takes roll for the teacher who has a team responsibility; names of "missing/absent" students are relayed to site command by student runner. At the evacuation location, individual classrooms may be identified with a numbered sign facing "command" location.

All response team members should be familiar with supply/equipment inventory and location of these in the cargo container. This may be done during the drill or outside of the drill as is practicable. Consider identifying student assistants to help set up Central Treatment Area and Command Center areas during an actual emergency or full-scale drill to be held in April. Should student assistants be included on response teams, they should participate in cargo container examination exercise. Look for laminated "Student Release" signs which were distributed to all sites and triage-colored card stakes. These would be hung to direct arriving parents/medical personnel during a full-scale drill or actual emergency.

5. Principal/ Incident Commander signals that drill is finished and directs students to return to class.

6. Staff person designated as radio operator reports via 2-way radio to Central Command Dispatch. Dispatch is staffed by Transportation Dept. personnel. Central Office personnel will monitor calls from District Office.

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In a real emergency, any site requesting direct communication with Central Command Center will be patched through. On signal given by Dispatch, School Site will switch to protocol.

Call on Channel One (Transportation Primary) as follows:

Sequence Site Radio Operator (SRO) Control T (CT)

1 Control T, this is (identity your school and your name) calling. How do you receive? OVER

Receiving O.K. or poorly, as appropriate. OVER

2 We have just completed our walk-through drill. Students are returning to their classrooms. OVER

10-4 [name of school]

Radio Test is concluded.

7. Complete drill evaluation and return within 72 hours of drill.

4.6.6 Walk-Through Drill Evaluation

The form illustrated in Figure 4.5.6 is to be photocopied (from a version for this purpose found in Appendix 1) and completed by Incident Commander with input from Emergency Response Teams and/or Planning Committee and returned to Emergency Preparedness Coordinator within 72 hours of drill.

Figure 4.6.6 First page, Walk-Through Drill Evaluation Form

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4.6.7 Procedures for Full -Scale Drill

Before the Drill Date 1. Review radio operational procedures. Check battery.

2. 2-way radio operator designated? This is a recently established position and is warranted due to concerns that site personnel, including those in the Command Center, may be pre-occupied and unaware that Central Command is calling with a directive. The sole function of the designated radio operator will be to monitor the radio. He/she may also transfer and set-up the radio at the Command Center evacuation area.

3. Provide for at least three "injuries" and what the nature of the injuries will be (cosmetics are optional). Consider that a staff person could sustain an injury of a life-threatening nature, a heart attack for example. Transport injured to Central Treatment area. When using a stretcher, plan that the transporters are those who are more physically capable to handle a stretcher - use four transporters if necessary. One of these "injured" persons is to be reported to Command as "missing" following roll call. This will serve to enhance search and rescue skills.

4. Prepare to Activate Central Treatment Area: Practice techniques demonstrated in video Simple Triage and Rapid, Treatment Plan (START). Review Site Lay Out for Central Treatment Area; Locate Triage Gate Log, etc.

5. Provide for Student Release Practice using parent or staff volunteers.

6. Check equipment. All response team members should familiarize themselves with equipment layout in the cargo container. Consider identifying student assistants to help set up First Aid and Command Center areas.

7. Prepare for Activation of Response Teams during Drill (Consider a dry-run)

8. Anticipate a Radio Communication Message: Midway into the Drill, Incident Commanders are expected to report site conditions to Command T - Channel 1

Overall, the full-scale drill should provide site personnel with opportunities to test their flexibility and judgment - particularly at an elementary site where the student population is less mature. Site personnel shall consider how they may respond to this or any emergency situation as a team rather than as a collection of individuals.

During The Drill Assumptions: Minimum of (3) Injuries; Time Approx. 45 minutes

The following outlines what typically might occur. Of course, the whole point of this drill is to test the response effectiveness of your particular site plan; procedural details will also vary with school level.

• Phase 1 1. Principal/Incident Commander announces commencement of drill over P.A. system or

activates alarm bell

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2. Students/Staff assume "Duck/Cover/Hold" Position

3. Teacher gives signal to evacuate to predetermined area

Elementary teachers take backpack w/student roster;

Red flag classroom door if a person is knowingly left inside.

4. Take roll and place I.D. tags on elementary students

5. Runners are used to deliver rosters to Site Command Center & relay names of missing and/or injured persons. At the evacuation location, clusters of students may be identified with a numbered sign facing "Command."

6. Principal/Incident Commander determines whether to continue with Disaster Plan Procedures: Yes

• Phase II 7. Command Center is activated. Radio is turned on and set to Ch. 1 (Control

T/Transportation Primary) At any time during the drill, should you want to talk directly to Command (Control A-Ch. 2), refer to Radio Book P. 12, Ex. 3 to learn how to effect change in radio frequency.

8. Central Treat Area is activated: Supplies, blankets are removed from cargo container. Triage plan is implemented. First Aid is administered and disposition of students is logged. (Note: Team shall have pre-determined who will serve as "transport" personnel and who will serve as triage personnel.)

During the course of the Drill, parent volunteers present themselves for student release exercise.

9. Teachers with team responsibilities report to their stations.

"Buddy System" goes into effect for following areas: Search & Rescue, First Aid, Utilities & Hazards.

Priority # 1 is to deal with the people who are safely out of the building - search & rescue is secondary. Flexibility in response and working as a team rather than a collection of individuals will optimize our efforts!)

Search & Rescue should know for whom they are looking and last known location, if possible. In a real event, Search & Rescue should not commence if there were visible signs that the integrity of the building may be suspect: partial collapse; significant leaning; shifting off foundation; cracks in masonry or gaps between plywood sheets larger than 1/8 inch; buckling or bending of beans or cracked welds.

10. Teams activated in #8 and #9 report findings to Site Command using walkie-talkies.

Site Command may dispatch student escorts to assist "walking-wounded" to triage; or advise Central Command Dispatch - Ch. 1 that paramedics or bus transport is needed)

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11. Incident Commander reports emergency -status (Ch. 1 / Control T) Suggested format:

Sequence Site Radio Operator (SRO) Control T (CT)

1 Control T, this is [school name], [operator name] speaking. How do you receive? OVER

Receiving O.K. [or poorly, as appropriate] OVER

2 The drill was conducted according to procedure; parents participated in..." OVER

10-4. [Name of school]

In a real emergency, the Incident Commander would fill out a status report such as the one found in Appendix 1. All Principals/Incident Commanders are advised to have a copy of this form on a clipboard in their own emergency backpack.

Remember that a call made on "Ch. 1 / Control T" will put you through to Transportation. In a real emergency, Transportation or Control T/CH 1 will be your first radio contact with Central Command. The Associate Superintendent for Ed Services will monitor 2way radio messages for status and needs identification purposes.

During the April Drill, "Control T" may patch some of you through to Administration or "Control A/CH 2 " to further test our facility to communicate using the radio. We are interested in testing how the traffic will be handled when sixteen of you will be trying to call in at the same time.

After the Drill 12. Principal/Incident Commander & staff prepare evaluation of drill and to Emergency

Preparedness Coordinator within 72 hours of drill. Written commentary and suggestions are encouraged.

4.6.8 Full-scale drill evaluation

This form is be photocopied (from the pages provided in Appendix 1 for this purpose) and completed by Principals/ Incident Commanders with input from Emergency Response Teams and/or Planning Committee and returned to Emergency Preparedness Coordinator within 72 hours of drill.

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Figure 4.6.8: First page of Full-Scale Drill Evaluation Form

4.6.9 Team Task Checklist for Drill Evaluation

Following a Full-Scale Drill, make a copy of the “Team Task Checklist for Drill Evaluation” (in Appendix 1) for the Principal/ Incident Commander, each of the Emergency Response Teams, and the Planning Committee for use in evaluating the Drill. An example of this form is given in Figure 4.5.9.

Figure 4.6.9: First page of Team Task Checklist Form

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4.7 Exercises Exercises are unscheduled, optional activities.

4.7.1 Duck-and-Cover Scenario

Imagine that you hear a low, rumbling, roaring sound. The noise builds, getting louder and louder, for about ten seconds. Then, Wham! There's a terrific jolt. You feel like someone suddenly slammed on the brakes in the car, or like a truck just rammed into the side of the building.

The floor seems to be moving beneath you. It's hard to stand up, or even to stay in your seat. If you do stand up, you might feel like you're riding a raft down a fast river. When you walk, it's like trying to walk on a trampoline or a waterbed. You hear someone say, "Earthquake! Duck and cover!"

I want all of you at your desks to take cover as quickly and quietly as you can, right now. Please listen very carefully.

The shaking and commotion may last about 60 seconds or a little longer. We'll have our timer count off seconds for as long as this earthquake lasts. (The timer may begin counting softly now.)

The building is creaking and rattling. Books are falling from the bookcase. Hanging lamps and plants are swaying. Suddenly a pot falls to the floor and smashes, and the plant spills. A windowpane just shattered, and glass is falling to the floor. The table is sliding, too.

Be sure to stay in the duck-and-cover position under your desk. If your desk is moving, grab the legs and move with it.

You hear noises outside. Dogs are barking. Cats are meowing. A baby is crying. People are shouting and screaming. The shaking is making church bells ring. You hear crashing sounds, from brick chimneys and other loose parts of the building falling to the ground. Trees outside are swaying and scraping against the walls.

Inside the room, pictures are moving on their nails. Oh! That one just fell off the wall and crashed to the floor. The desk drawers are sliding open. The lights begin to flicker on and off ...they just went out! Now the door swings back and forth on its hinges. Bang! It slams shut. There's silence now. Just as suddenly as the noise and shaking began, the room grows quiet. (The timer can stop counting now.)

Please, everyone, get back in your seats. It is important to remain very quiet and wait for instructions. When it is safe to leave the building, I am going to lead you outside to an open space. Stay together, and be ready to take cover again at any moment, because the shaking may start again. Sometimes other quakes, called aftershocks, begin after the first earthquake has stopped.

4.7.2 Follow-up Reminders for Duck-and-Cover Drill

Reminders for the Teacher

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• Take cover

• Talk calmly to students

• Give instructions for evacuation or other emergency

Earthquake Safety Reminders for Students If you are outside:

• Stay outside.

• Go to an open area away from hazards.

• Keep quiet and listen for instructions.

If you are inside:

• Stay inside.

• Take cover immediately under a table, desk, or counter.

• Keep quiet and listen for instructions.

• Remain in safe position for at least 60 seconds, or until the shaking has stopped and your teacher tells you to leave your shelter.

When no shelter is available Move to an inside wall. Kneel next to the wall, facing away from windows. Bend head close to knees, cover sides of head with elbows, and clasp hands behind neck. If a coat is available, hold it over your head for protection from flying glass, and ceiling debris.

If you are in a school bus or a car when the quake starts shaking The driver should stop as soon as possible away from buildings, power lines, bridges, and highway overpasses and underpasses.

Passengers should stay in the vehicle and hold on (cars and buses have shock absorbers)

4.8 Suggested Activities and Drills for Teachers

4.8.1 Procedure

Review classroom earthquake drill procedures with students and have them practice the Duck-and-Cover procedure in Section 3.6.2. You may choose to do the drill without using the simulation script this time.

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Walk the class through your regular fire drill route to an open area outdoors that you have chosen in advance. Ask students to make mental notes as they go along of things that might become hazards during an earthquake, and share their ideas when you reach your designated site. Write each appropriate suggestion on an index card. The list of possible hazards may include:

• power failure (Is there emergency lighting available?)

• halls or stairways cluttered with debris (Are there lockers or trophy cabinets along hallways that could fall and block your path?

• smoke in the hallway

• an exit door that jams and will not open

• an aftershock (Students should stop walking immediately and begin Duck-and-Cover)

• bricks, glass, and debris outside the doorway

• electrical wires fallen on the ground

Return to the classroom. Hand one of the students an index card with a description of a hazard. Discuss this hazard and its impact on evacuation. Continue handing out the cards, one at a time, until all the hazards have been discussed. Give students an opportunity to express ideas about how they can cope with the hazards and evacuate safely.

Explain to the class that if there is a strong earthquake, each student's first responsibility is his or her own safety. However, every student can learn what to do to help if someone else is injured. Present some "What if" questions for discussion. What would you do if:

• A student or teacher were injured? (Response: If someone is injured and can't walk, don't move the person unless there is immediate danger of fire or flooding. Instead, place a sturdy table carefully above the person to prevent further injury. Then go for help.)

• Someone was cut by shattered glass and is bleeding? (Response: Even the youngest child can learn to apply pressure to the wound.)

• Someone is hit by a falling lamp or a brick? (Response: If the person is conscious and able to walk, take him or her to an individual in charge of first aid. Even if the person appears to be unhurt, have someone stay nearby to report signs of dizziness or nausea.)

Lead a discussion with students which includes the following questions and considerations:

Our class is together in the schoolyard. How do we feel? It is normal to feel scared, worried, or physically sick, and to feel like crying or laughing. It helps to talk about how we feel.

What could we do for ourselves and for each other to help us feel better? Take a couple of deep breaths to help ourselves stay calm. Hold hands or hug to comfort each other. Talk softly until we're asked to listen to instructions.

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Because we experienced a strong earthquake, we know there must be a lot of damage within our community. We can hear sirens from police cars, fire trucks, and ambulances. We can also hear horns honking, and imagine traffic jammed up all over town.

It may take a long time for parents to get to school. How would you feel if you had to stay at school for many hours, or even for two or three days? (Children in emergency situations worry about being separated from parents. They are concerned about their parents' safety and that of their friends and pets. Allow students to discuss these concerns.)

What are some things we can do to help care for each other and keep busy? (Older students might want to help take care of younger ones from other classes. Perhaps they can think of appropriate activities.)

When you get home, what are some jobs you can do to help clean up and get things back to normal? (Discuss some of the dangers and how to work safely. Specifics will be up to parents.)

How can we prepare for aftershocks? (Stress the Duck-and-Cover procedure once again.)

Note for teacher: Physical reactions to an actual earthquake may well include nausea and vomiting, or bladder and bowel incontinence. Even the simulation may trigger physical reactions in a few children. You may want to make discreet preparations to deal with this possibility.

There is no guarantee that emergency medical or fire personnel will be available to your school immediately after an earthquake. Local emergency teams will be severely overtaxed. It may be 24 to 48 hours before assistance arrives. Anticipating a delay in being reunited with their families and discussing ways of coping will help students deal with their feelings of separation and isolation.

Since we never know until the shaking has stopped which quakes are foreshocks or aftershocks and which is the main event, it is essential to begin Duck-and-Cover at the first sign of a quake.

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5.0 Statutory Authority for Preparedness and Response

This chapter describes requirements for emergency preparedness and response under law, starting at the top, Federal level, and proceeding to specifics of PAUSD.

It is worth noting that this Plan has been prepared in compliance with Section 560, Title 5 of the California Administrative Code, which requires for all public schools to have a written emergency plan. The Katz Emergency Procedures Bill of 1984 added the requirement that earthquake preparedness plans be developed in all public and private schools.

5.1 Federal Statutes Federal statues are the broad authority and guidance for California’s emergency preparedness and response.

The Federal Civil Defense Act of 1950, Public Law 920, 81st Congress, is the basic civil defense law.

The Federal Disaster Relief Act of 1974, Public Law 93-288 (previously P.L. 875, 81st Congress, (9-30-50), authorizes federal assistance to states and local governments in major natural disasters.

Public Law 4, 58th Congress, January 5, 1905 (33 statute 599), authorizes the American National Red Cross to undertake activities for the relief of persons suffering from disaster.

5.2 California Statutes California statutes are the most extensive legal basis for preparedness and response. The statues are spread out over several areas.

Open issue: documenting specific requirements for emergency preparedness under the Safe Schools Initiative.

5.2.1 California Administrative Code

The California Administrative Code, Title 5, Education, Chapter 3 sets out the broadest goal for district planning:

Section 560. The governing board shall adopt a written policy for use by schools of the district in formulating individual civil defense and disaster preparedness plans.

5.2.2 California Government Code

The California Government Code, Title 1, Division 4, Chapter 8, covers many aspects of preparedness and response.

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Section 3100. It is hereby declared that the protection of the health and safety and preservation of the lives and property of the people of the State from the effects of natural, man-made, or war-caused emergencies which result in conditions of disaster or in extreme peril to life, property, and resources is of paramount State importance requiring the responsible efforts of public and private agencies and individual citizens. In furtherance of the exercise of the police powers of the State in protection of its citizens and resources, all public employees are hereby declared to be disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law. [Emphasis in the original].

Section 3101. For the purpose of this chapter the term "disaster service worker" includes all public employees and all volunteers in any disaster council or emergency organization accredited by the California Emergency Council. The term "public employee" includes all persons employed by the State or any county, city, city and county, State agency or public district, excluding aliens legally employed.

Section 3102. All disaster service workers shall, before they enter upon all duties of their employment take and subscribe to the oath or affirmation required by this chapter. In the case of intermittent, temporary, emergency or successive employments, then in the discretion of the employing agency, an oath taken and subscribed as required by this chapter shall be effective for the purposes of this chapter for all successive periods of employment which commence within one calendar year from the date of such subscription.

Section 3103. The oath or affirmation required by this chapter is the oath or affirmation set forth in Section 3 of Article 20 of the Constitution of California.

Section 3104. The oath or affirmation may be taken before any officer authorized to administer oaths. The oath or affirmation of any disaster service worker may be taken before his appointing power or before any person authorized in writing by his appointing power.

Section 3105. The oath or affirmation of any disaster service worker of any other agency or district shall be filed with such officer or employee of the agency or district as may be designated by such agency or district.

Section 3107. No compensation nor reimbursement for expenses incurred shall be paid to any disaster service worker by any public agency unless such disaster service worker has taken and subscribed to the oath or affirmation required by this chapter. The governing body of a city or county or school district may designate and make it the duty of a local disaster service officer to ascertain and certify that each volunteer disaster service worker has taken such oath or affirmation.

5.2.3 California Education Code

The California Education Code controls multiple aspects of preparedness and response:

Section 32200. No school district employee shall be held personally liable for civil damages on account of personal injury to or death of any person resulting from civil defense and fire drills.

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Section 40047. The governing boar of any school district may grant the use of schools, buildings, grounds and equipment to public agencies, including the American Red Cross, for mass care and welfare shelters during disasters or other emergencies affecting the public health and welfare, and may cooperate with such agencies in furnishing and maintaining such services as the governing board may deem necessary to meet the needs of the community.

Article 10.5 Earthquake Emergency Procedures

Section 35295. The Legislature finds and declares the following:

a. Because of the generally acknowledged fact that California will experience moderate to severe earthquakes in the foreseeable future, increased efforts to reduce earthquake hazards should be encouraged and supported.

b. In order to minimize loss of life and disruption, it is necessary for all public or private elementary schools and high schools to develop school disaster plans and specifically an earthquake emergency procedure system so that students and staff will act instinctively and correctly when an earthquake disaster strikes.

c. It is therefore the intent of the Legislature in enacting this article to authorize the establishment of earthquake emergency procedure systems in kindergarten and grades 1 through 12 in all the public or private schools in California.

Section 35296. The governing board of each private school and school district and the county superintendent of schools of each county shall establish an earthquake emergency procedure system in every public or private school building under its jurisdiction having an occupant capacity of 50 or more students or more than one classroom. Governing boards and county superintendents may work with the Office of Emergency Services and the Seismic Safety Commission to develop and establish the earthquake emergency procedure systems.

Section 35297. The earthquake emergency procedure system shall include, but not be limited to, all of-the following:

a A school building disaster plan, ready for implementation at any time, for maintaining the safety and care of students and staffs.

b. A drop procedure. As used in this article, "drop procedure" means an activity whereby each student and staff member takes cover under a table or desk, dropping to his or her knees, with the head protected by the arms, and the back to the windows. A drop procedure practice shall be held at least once each school quarter in elementary schools and at least once a semester in secondary schools. [Emphasis in the original]

c. Protective measures to be taken before, during, and following an earthquake.

d. A program to ensure that the students and staff are aware of, and properly trained in, the earthquake emergency procedure system.

5.2.4 California Labor Code

The California Labor Code controls compensation benefits for Disaster Service Workers:

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Chapter 10. Disaster Service Workers Sections 4351 - 4368 provides procedures pertaining to worker's Compensation Benefits.

5.2.5 California Code of Regulations

Chapter 5, Section 550 (5CCR). A fire drill shall be conducted in each elementary and intermediate school at least once each month and in each secondary school not less than twice every school year. The fire drill shall be conducted in accordance with either (a) or (b).

(a) The governing board may arrange for a fire department to conduct fire drills for the school.

(b) The principal of each school shall conduct the fire drills. In this case, all pupils, teachers, and other employees shall be required to leave the building.

5.2.6 Other California Legislation

The following bills are cited in this document:

Assembly Bill 2786, Chapter 1659, Katz, 9/30/1984. (Education Code 35295, 35296, 35287 Each elementary school must hold one disaster drill per quarter, a total of three during the regular school year.

5.3 County and City Statutes Emergency preparedness and response are governed at the county and city level by:

a. Local government ordinances pertaining to civil defense.

b. County and City emergency operations plans.

5.4 School District Policies Emergency preparedness and response are governed at the district level by policies.

5.4.1 Command Responsibility

The fundamental PAUSD policy is:

Each school principal is authorized and directed to implement plans as described herein: or take such other action as may, in his or her judgment, be necessary to save lives and mitigate the effects of disasters.

As soon as possible thereafter, the principal shall notify the office of the district superintendent.

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Appendix 1: Forms

All paperwork with blanks to be filled out --“forms”, “checklists” and so on-- are collected in this Appendix and presented in a format suitable for direct photocopying and use. Even better, obtain an electronic version of this document and extract the forms you need from that.

Some of these forms are referenced in more than one place in this document. Labeling may not be consecutive due to on-going changes in the form line-up.

Open issue: Some of the forms may be redundant due to the recent addition of a new set of checklists. Still others may now be covered by materials in the Crisis Response Manual.

Appendix 1: Principal’s Checklist -94-

Principal's Checklist Done by: Site Principal Due by: October 17 each year Submit to: District School Safety Planning Committee Chair and PTA unit

Done

❑ 1. Read the District Disaster plan, and understand the responsibilities of Incident Commander

❑ 2. Designate a second-in-command and a backup

❑ 3. Orient staff to District Disaster Plan, review site procedures (staff meeting)

❑ 4. Update site plan, assign staff responsibilities (complete staff roster sheet)

❑ 5. Schedule necessary training (First Aid, CPR, Search and Rescue)

❑ 6. Schedule drills. (Elementary: one per quarter. Secondary: one per semester)

❑ 7. Complete Site Map

❑ 8. Complete Site Hazard Survey

❑ 9. Collect Classroom Hazard Surveys

❑ 10. Requisition necessary hazard mitigation

❑ 11. Participate in test of District 2-way Business/Emergency Radio Network (if installed)

❑ 12. Check battery-operated radios

❑ 13. Check location and condition of amateur radio set-up

❑ 14. Complete supplies and equipment inventory to include classroom emergency kits

❑ 15. Order supplies and equipment as necessary

❑ 16. Evacuation areas / Alternates identified for all classes

❑ 17. Communications to parents and students about disaster procedures a. District Student Release Policy b. Emergency ID Tag and cover letter

❑ 18. Completed Emergency I.D. Tags collected and put into classroom Emergency Kits (Elementary schools only)

❑ 19. Renew stored water supplies, food if stored

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Site Hazard Survey” -95-

Site Hazard Survey Done by: Site Principal Due by: October 17 each year Submit to: District School Safety Planning Committee Chair

Done Check…

❑ 1. Proximity of toxic, flammable, corrosive, chemically reactive, or radioactive material

❑ 2. Proximity of high voltage power lines

❑ 3. Likelihood and possible effects of flooding, soil liquefaction, and landslides

❑ 4. Probable safety of evacuation areas after an earthquake; proximity of gas, water, sewer lines

❑ 5. Stability of water heaters (should be strapped)

❑ 6. Condition of safety coating on window glass

❑ 7. In offices, multipurpose rooms, lounges, etc., check for tie-down of bookcases and shelving, heavy objects on high shelves, safety of interior hanging fixtures, tie-down and latches on file cabinets

❑ 8. Objects that restrict people from moving to a safe place (tables and desks in hallways)

❑ 9. Janitorial areas: storage of tools and cleaning chemicals

❑ 10. Storerooms: heavy items stored on high shelves, shelving secured

❑ 11. Suspended ceiling tiles and runners: check with maintenance (runners should be secured to structural ceiling with heavy gauge wire attached diagonally)

❑ 12. Machine shop and woodshop: equipment should be bolted down

❑ 13. Cooking and serving area: refrigerators and ranges restrained, flexible gas connections

❑ 14. Large and heavy office machines: restrained and located where they will not slide, fall off counters or block exits

❑ 15. Sound system speakers and spotlights: secure

❑ 16. Furnaces or boilers: should be restrained

❑ 17. Trees: large trees leaning or in poor health should be supported or removed

❑ 18. Compressed gas cylinders: secured top and bottom with a safety chain

❑ 19. Weight room equipment: racks anchored and weights properly stored

❑ 20. Laboratory chemicals on shelves: restrained

The Site Hazard Survey has been completed, and measures have been taken to allow for removal or correction of hazards insofar as practicable. A qualified structural and/or civil engineer has been consulted when structural problems are observed or suspected.

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Classroom Hazard Survey” -96-

Classroom Hazard Survey Person: Teacher Due by: October 30 each year Submit to: Site Principal

Yes No n/a (n/a = not applicable) ❑ ❑ ❑ Free-standing or wall shelves secured to a structural support? ❑ ❑ ❑ File cabinets bolted to a stud and do the drawers have latches? ❑ ❑ ❑ Or, is the file cabinet in a closet? ❑ ❑ ❑ Are heavy objects removed from high shelves ❑ ❑ ❑ Are paints and chemicals on shelves restrained? ❑ ❑ ❑ Are aquariums located on a low counter or the floor away from seating

areas and with heavy-duty angle clips bolted to the counter or floor? ❑ ❑ ❑ Are computers fastened to work station? ❑ ❑ ❑ Are wall-mounted objects secured (maps, bulletin boards, clocks,

chalkboards)? ❑ ❑ ❑ Are desks and tables located such that they will not slide and block exits? ❑ ❑ ❑ Are sound system speakers in elevated locations anchored to structure? ❑ ❑ ❑ Is the TV monitor securely fastened to a securely fastened platform? OR ❑ ❑ ❑ Is the TV monitor securely attached to a portable (rolling) cart with

lockable wheels? ❑ ❑ ❑ Is the classroom piano secured against rolling during an earthquake? ❑ I have read my school site plan and understand my responsibilities as

teacher.

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Walk-thru Drill Evaluation” -97-

Walk-Through Drill Evaluation Type of Drill: "Walk-Through" and "Radio Communication"

Done by: Principal/Incident Commander, Emergency Response Teams Due by: Within 72 hours of drill Submit to: Emergency Preparedness Coordinator

A. Planning Committee Yes No ❑ ❑ noted areas for change and improvement at the bottom of this form.

B. Principal/Incident Commander Yes No ❑ ❑ were all students and staff familiar with Duck-and-Cover? ❑ ❑ were all students and staff and students accounted for? ❑ ❑ did teachers and aides take cover during the drill? ❑ ❑ did teachers evacuate taking backpacks, class rosters and response checklists

with them (as applicable)? ❑ ❑ were supplies attached to the Command Center on hand?

C. Instructional Staff Yes No ❑ ❑ did all students Duck-and-Cover? ❑ ❑ did students remain in quake-safe position for 15 seconds? ❑ ❑ if there is no shelter under desks/tables, do students know how to protect

themselves? ❑ ❑ were elementary classroom back packs checked for completeness? Following actions may be undertaken or discussed outside the allotted drill time:

D. First Aid Team Yes No ❑ ❑ was current inventory of first aid supplies posted in the cargo container and

complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

E. Search and Rescue Team Yes No ❑ ❑ was current inventory of search and rescue supplies posted in the cargo

container and complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

(continued on next page)

Appendix 1: “Walk-thru Drill Evaluation” -98-

F. Utilities And Hazards Team Yes No ❑ ❑ was current inventory of Utilities/Hazards supplies posted in the cargo container

and complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

G. Traffic Control/Security Team Yes No ❑ ❑ was current inventory Traffic Control/Security supplies posted in the cargo

container and complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

H. Student Release Team Yes No ❑ ❑ was current inventory of student release supplies posted in the cargo container

and complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

I. Sanitation Team Yes No ❑ ❑ was current inventory of sanitation supplies posted in the cargo container and

complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

J. Food and Water Use Team Yes No ❑ ❑ was current inventory of food and water supplies posted in the cargo container

and complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

K. Shelter Team Yes No ❑ ❑ was current inventory of shelter supplies posted in the cargo container and

complete? ❑ ❑ did each member of the team have a clear understanding as regards his/her

responsibilities?

L. Student Helpers/Messengers (if used) Yes No ❑ ❑ did assigned students report to teams? ❑ ❑ did each student have a clear understanding as regards his/her responsibilities?

(continued on next page)

Appendix 1: “Walk-thru Drill Evaluation” -99-

M. Radio Communication Yes No ❑ ❑ did designated radio operator report to command center'? ❑ ❑ did radio operator demonstrate facility in operating radio? ❑ ❑ did radio operator encounter any mechanical malfunctioning of radio?

N. Request For Assistance In Emergency Preparedness Plan Development

Please state your request with as much specificity as possible:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Full-Scale Drill Evaluation” -100-

Full-scale drill evaluation Type of Drill: Full-Scale

Done by: Principal/Incident Commander, Emergency Response Teams Due by: Within 72 hours of drill Submit to: Emergency Preparedness Coordinator

A. Planning Committee Yes No ❑ ❑ monitored work of other teams? ❑ ❑ noted areas for change and improvement?

B. Principal/Incident Commander Yes No ❑ ❑ were all students and staff familiar with Duck-and-Cover? ❑ ❑ were all teachers, staff and students accounted for? ❑ ❑ were internal and external communications controlled? ❑ ❑ did teachers take cover during the drill? ❑ ❑ did teachers remain calm and reassure students? ❑ ❑ were students and teachers evacuated to a safe outdoor area? ❑ ❑ does the evacuation procedure consider the possibility of strong aftershocks? ❑ ❑ did teachers remember to take class rosters and response checklists with them

when they evacuated?

C. Instructional Staff Yes No ❑ ❑ did all students Duck-and-Cover? ❑ ❑ did all students demonstrate their ability to take immediate, correct actions? ❑ ❑ is there shelter space under desks and tables for all students? ❑ ❑ if there is no shelter available, do students know how to protect themselves? ❑ ❑ did everyone remain in quake-safe position for 60 seconds?

❑ ❑ did students remain quiet during evacuation? ❑ ❑ did students demonstrate their ability to help each other? ❑ ❑ were plans for designated emergency assembly area current? ❑ ❑ determined that the emergency assembly area was accessible and safe? ❑ ❑ communicated findings to the Command Center.

D. First Aid Team Yes No ❑ ❑ were first aid supplies up-to-date and complete? ❑ ❑ did the team report immediately and regularly to the Command Center? ❑ ❑ was a record kept of every treatment administered? ❑ ❑ were needs for further medical assistance determined and reported? ❑ ❑ was central treatment area activated?

(continued on next page)

Appendix 1: “Full-Scale Drill Evaluation” -101-

E. Search And Rescue Team Yes No ❑ ❑ were supplies and equipment complete and easily located? ❑ ❑ was every room in the building checked (visually, vocally, and physically)? ❑ ❑ were locations of injured reported to the First Aid Team? ❑ ❑ were the locations of other problems reported to the Command Center?

F. Traffic Control/Security Team Yes No ❑ ❑ were all external gates and doors locked? ❑ ❑ was one team member stationed at the main gate/front door to deal with

parents/community? ❑ ❑ were fire, police, medical, and rescue sent to areas where they were needed? ❑ ❑ was the Command Center constantly informed about what was going on?

G. Utilities and Hazard Team Yes No ❑ ❑ was equipment ready and easily located? ❑ ❑ checked utilities immediately and minimized any danger'? ❑ ❑ was a systematic search for fires undertaken? ❑ ❑ were fires reported to the Command Center? ❑ ❑ all fires were controlled? ❑ ❑ staff or students at risk were rescued? ❑ ❑ dangerous areas were secured?

H. Sanitation Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ checked sanitation system and determined damages? ❑ ❑ reported all findings to the Command Center? ❑ ❑ took whatever steps necessary to establish alternate sanitation provisions?

1. Food and Water Use Team Yes No ❑ ❑ inventoried supplies available to feed students and staff? ❑ ❑ began planning for the distribution of food and water?

J. Shelter Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ were all teams requiring shelter located? ❑ ❑ was the First Aid Team shelter the first priority?

(continued on next page)

Appendix 1: “Full-Scale Drill Evaluation” -102-

K. Student Release Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ were all records in order and all forms available? ❑ ❑ were student release procedures implemented? ❑ ❑ was a Master Roster posted?

L. Student Helpers/Messengers (If used) Yes No ❑ ❑ did assigned students report to teams? ❑ ❑ were students utilized?

M. Radio Communication Yes No ❑ ❑ did radio operator report to command center and demonstrate facility in

operating radio?

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Team Task Checklist for Drill Evaluation” -103-

Team Task Checklist for Drill Evaluation Type of Drill: Full-Scale

Person: Principal/Incident Commander, Emergency Response Teams Due by: Within 72 hours of drill Submit to: Emergency Preparedness Coordinator

A. Planning Committee Yes No ❑ ❑ monitored work of other teams? ❑ ❑ noted areas for change and improvement?

B. Principal/Incident Commander Yes No ❑ ❑ were all students and staff familiar with Duck-and-Cover? ❑ ❑ were all teachers, staff, and students accounted for? ❑ ❑ were internal and external communications controlled? ❑ ❑ was a record of events and decisions kept? ❑ ❑ did teachers take cover during the drill? ❑ ❑ did teachers remain calm and reassure students? ❑ ❑ were students and teachers evacuated to a safe outdoor area? ❑ ❑ does the evacuation procedure consider the possibility of strong aftershocks? ❑ ❑ did teachers remember to take class rosters and response checklists with them

when they evacuated?

C. Instructional Staff Yes No ❑ ❑ did all students duck Duck-and-Cover? ❑ ❑ did all students demonstrate their ability to take immediate, correct actions? ❑ ❑ is there sufficient shelter space under the desks and tables for all the students? ❑ ❑ if there is no shelter available, do students know how to protect themselves? ❑ ❑ did everyone remain in the quake-safe position for 60 seconds? ❑ ❑ did students remain quiet during evacuation? ❑ ❑ did students demonstrate their ability to help each other? ❑ ❑ were plans for designated emergency assembly area current? ❑ ❑ determined that the emergency assembly area was accessible and safe? ❑ ❑ communicated findings to the Command Center?

D. First Aid Team Yes No ❑ ❑ were first aid supplies up-to-date and complete? ❑ ❑ did the team report immediately and regularly to the Command Center? ❑ ❑ was a record kept of every treatment administered? ❑ ❑ were needs for further medical assistance determined and reported?

(continued on next page)

Appendix 1: “Team Task Checklist for Drill Evaluation” -104-

E. Search and Rescue Team Yes No ❑ ❑ were supplies and equipment complete and easily located? ❑ ❑ was every room in the building checked (visually, vocally, and physically)? ❑ ❑ were locations of injured reported to the First Aid Team? ❑ ❑ were the locations of other problems reported to the Command Center?

F. Traffic Control/ Security Team Yes No ❑ ❑ were all external gates and doors locked? ❑ ❑ was one team member stationed at the main gate/front door to deal with parents/

community? ❑ ❑ were fire, police, medical, and rescue sent to areas where they were needed? ❑ ❑ was the Command Center constantly informed about what was going on?

G. Utilities And Hazard Team Yes No ❑ ❑ was equipment ready and easily located? ❑ ❑ checked utilities immediately and minimized any danger? ❑ ❑ was a systematic search for fires undertaken? ❑ ❑ were fires reported to the Command Center? ❑ ❑ all fires were controlled? ❑ ❑ staff or students at risk were rescued? ❑ ❑ dangerous areas were secured?

H. Sanitation Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ checked sanitation system and determined damages? ❑ ❑ reported all findings to the Command Center? ❑ ❑ took whatever steps necessary to establish alternate sanitation provisions?

I. Food and Water Use Team Yes No ❑ ❑ inventoried supplies available to feed students and staff? ❑ ❑ began planning for the distribution of food and water?

J. Shelter Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ were all teams requiring shelter located? ❑ ❑ was the First Aid Team shelter the first priority?

K. Student Release Team Yes No ❑ ❑ was all equipment complete and easily located? ❑ ❑ were all records in order and all forms available? ❑ ❑ were student release procedures implemented? ❑ ❑ was a Master Roster posted?

Appendix 1: “Team Task Checklist for Drill Evaluation” -105-

(continued on next page)

L. Student Helpers/ Messengers (If Used) Yes No ❑ ❑ did assigned students report to teams? ❑ ❑ were students utilized?

M. Radio Communication Yes No ❑ ❑ did radio operator report to command center and demonstrate facility in

operating radio? School: _______________________________ Date: ______________________ Signature: ____________________________________________

Appendix 1: “Earthquake Curriculum Material Checkout” -106-

Earthquake Curriculum Materials Checkout Enter dates for items you wish to check out, give your name and school. Open issue: At present, these materials may not exist, and there is no one to whom such a form might be submitted.

Blue Box - Plate Globe & Hemisphere

Plate Globe -- Acrylic Tube Globe Stands -- Hemisphere Model -- World Seismicity Model Checkout: ___________________ to ___________________

Blue Nylon Stuff Sack - Plate Rug

Rower of Time scroll -- Time Line -- Plate Rug -- Basalt Rock Sample -- Plexiglas arrow (13) -- Plexiglas nameplates (9) -- Small stuff sack: slinky, silly putty, compasses

Checkout: ___________________ to ___________________

Brown Box - Volcano

Volcano model-- Sample of Mt. St. Helens ash -- Container of ammonium dichromate

Red-Brown Box - Shaking Table

Doll house with furnishings -- Water tower, pyramid building, blocks, houses,

buildings, -- electrical power cord Checkout: ___________________ to ___________________

Yellow Box - Magnitude and Graphics

Magnitude -- Plate Puzzle -- California map -- Africa and So. America cutouts --Flip chart – Graphics Checkout: ___________________ to ___________________

Green Box - Misc. Materials

Foam fault stress-release model -- Markers for Geo-Timeline -- Wooden blocks for fault/plate action -- Sea-floor spreading box-- 16mm Continental Drift film

Checkout: ___________________ to ___________________

Teacher's Manual

Checkout: ___________________ to ___________________

Video

Checkout: ___________________ to ___________________

Teacher's Name: ______________________________________

School:______________________________________________

Appendix 1: “Elementary Site Drill Schedule” -107-

Elementary Site Drill Schedule

Drill Requirement Actual Schedule

Duck, Cover, and Evacuation October

Walk-Through April

Full-Scale - District-wide

Radio Communications Monthly

Fire Twice Monthly

Appendix 1: “Secondary Site Drill Schedule” -108-

Secondary Site Drill Schedule

Drill Requirement Actual Schedule

Walk-Through Drill October

Full-Scale - District-wide April

Radio Communications Monthly

Fire Twice Yearly*

Appendix 1: “Site Procedure for a Declared Emergency” -109-

All Staff Reports to Command CenterSite ManagerActivates

Sound Alarm & Notify Staff

Establish Command Center

Office Staff Reports with:Site Manager's Checklist

Campus secure

Utilities off or secure

Phone/radio links operating

Traffic controlled

First Aid Center running

Buildings searched

Student release program

Master Keys

Current staff and student rosters

Emergency forms and documents

Emergency radio equipment

Emergency office supplies

Site Procedure for a Declared Emergency

ShelterFood & WaterSanitation

Student HelpersStudent Supervision

Student Release

Search & RescueFirst Aid Utilities & Hazards Traffic Security

Site Manager assesses total school situation

Site Manager reassigns resources as required

Site Manager Reports to District (DECC)and / or

Site manager Requests Help from 911

Teams Report Situation/Results

Site Manager dispatches teams to response tasks

rev 5/2003

Activate & Equip Emergency Teams

repeat as necessary

start

Appendix 1: “Site Staffing During a Declared Emergency” -110-

Site Manger

Site Nurse

Site Team Staffing During a Declared Emergency

Alternate Site Manager

ShelterFood & WaterSanitationStudent Release

Search & RescueFirst Aid

In the absence of the Site Manager and Alternate,

the most qualified person available becomes Site Manager.

Student HelpersStudent Supervision

Utilities & Hazards Traffic Security

rev 5/2003

Appendix 1: “Required Inventory: First Aid Supplies” -111-

Required Inventory: First Aid Supplies Location: Cargo Container stock shelves/containers Kit _______ of _________

Item Description pkg units # req'd On hand To replenish

First Aid Supplies current inventory n/a 1 Emergency care Booklet each 2 Triage gate log each 1 Coping booklet each 2 Band-Aids 1in x 3in 100/box 100 Gauze sponge pad 2in x 2in 1/env, 100/box 100 Gauze sponge pad 4in x 4in 2/env, 40/box 400 Elastic gauze bandage 2in x 4 yd. 12/bag 24 Surgical tape 1in x 10 yd. roll 6 Ace bandage 3in x 5 yd. each 12 Irrigating eye solution 1/2 oz. bottle 4 Cold pack (“Kwick Kold”) each 10 Tweezers each 2 Safety pins, assorted 50/box 50 Hydrogen peroxide 16 oz. bottle 2 Brush, camel hair each 1 Splint, wood 18in x 3 1/2in each 12 Splint, wood 10 1/2in x 3 1/2in each 12 Triangular bandage 40in (sling) each 10 Latex gloves, disposable 100/box 100 Kleenex 100/box 2 Scissors, 5in each 2 Ivory soap, 42 oz bottles each 2 Rubbing alcohol, 16 fl oz bottles bottle 4 Stretcher each 1 Pens, ball point each 4 Tablet, legal ruled, 50 page each 1 Rescue blanket 50in x 86in each 100 Triage tag, green each 135 Triage bag, yellow each 90 Triage tag, red each 45

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: General Supplies 1” -112-

Required Inventory: General Supplies 1 Location: Cargo Container stock shelves/containers

Item Description pkg units # req'd On hand To replenish

Inventory, General Supplies 1 each 1 District Disaster Plan each 1 Emergency Site Map each 2 Site disaster Plan each 1 Staff directory each 1 Student release forms each 1/student Battery tester each 1 Flashlight, 2 D cell type each 6 Lanterns, camping, fluorescent each 10 Megaphone each 1 Transistor radio, AM each 1 Walkie-talkies each 8 Batteries for AM radio 4 AA/set 2 Batteries for megaphone 6 C/set 4 Batteries, 6V, for lanterns, 2 each req'd each 20 Batteries, for Walkie-talkies, 9V sets, 1/set 2 Flashlight batteries, D size each 24 Legal pad each 1 Paper clips, 100/box 1 Pencils 3 Pens 3

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: General Supplies 2” -113-

Required Inventory: General Supplies 2 Location: Cargo Container stock shelves/containers

Item Description pkg units # req'd On hand To replenish

Inventory, General Supplies 2 each 1 Container, plastic 18-gallon w/tops each 6 Pails, 10 quart each 2 Caution tape, black on yellow, 3in x 200'

roll 2

Dust masks, disposable 10/pack 10 Gloves, leather pair 3 Goggles pair 3 Hard hats, polyguard each 3 Masking Tape roll 2 Rope, nylon, 100 ft x 1/4india coil (hank) 1 String, heavy twine, 675in ball ball 1 Tape roll 1 Tape, light-reflective roll 2 Traffic vests, mesh, orange each 5 Garbage containers, 32 gallon each 2 Heavy duty plastic bags (pail liners)10 gal

120/box 5

Paper towels, folded packs, 100/pack 600 Plastic garbage bag each 400 Sanitary napkins 20 Toilet tissue rolls 6 Wet-Wipe, individual packets each 1000 Dining canopies, 12' x 12', w/hardware each 3 Plastic sheeting .004 mil x 8ft x 100 ft. roll 1 Bolt cutters each 1 Crescent wrench, adjustable (8 or 12in) each 1 Haligan tool (pry tool) each 1 Hammer, 16 oz, carpenter type each 1 Hand saw, carpenter type each 1 Pliers, combination, 6in each 1 Quake wrench each 1 Screwdrivers, assorted flathead & Phillips

each 4

Shovel, common digging, full handle each 2 Wrench, water each 1 School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: Emergency Cart” -114-

Required Inventory: Emergency Cart Location: School Office

Item Description pkg units # req'd On hand To replenish

Emergency Cart Inventory List each 1

radio each 1

cart each 1

spare batteries for radio each 4

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: Classroom Backpack” -115-

Required Inventory: Classroom Backpack Location: Classrooms Kit _______ of _________ Room ______

Item Description pkg units # req'd On hand To replenish

Red Backpack each 1 Class roster each 1 Red backpack current inventory list each 1 Student Emergency ID tags each Per class School Site Emergency Plan each 1 Emergency Care Booklet, Spring, 1997 each 1 Red Flag, emergency signal each 1 Flashlight, 2 iDcell type each 1 Flashlight batteries, inDin size each 4 Trauma bandage, 10in x 30in, sterile each 1 Bandages 3/4in x 3in (Bandaids), sterile box, 100/box 100 Sling (Triangular Bandage) each 1 Gauze bandage, elastic, 2in x 5 yd. Each 1 Bandage, elastic (ACE), 3in x 5 yd each 1 Adhesive tape 1in x 10 yd each 1 Gauze pads, 2in x 3in *typ), sterile box, 100/box 100 Latex gloves each 10 Wet wipes/Moist Towlettes 40 Drinking cups, 3.5 oz box, 100/box 100 Cleansing tissues, 2 ply 200 Gloves, leather pair 1 Safety pins, assorted box, 50/box 50 Tweezers, 3 1/2in each 1 Scissors each 1 Notepad 4in x 6in or similar each 1 Pens each 2 Pencils each 2

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: Search and Rescue Kit” -116-

Required Inventory: Search and Rescue Kit Location: Cargo Container stock shelves Kit _______ of _________

Item Description pkg units # req'd On hand To replenish

Backpack/Carrier/Duffel each 1 Team kit current inventory list Hard Hat each 1 Rescue blanket each 3 Caution Tape roll 1 Walkie-Talkie each 1 Orange Vest each 1 Water bottle, .5 liter (apx 1 pint) each 1 Nylon rope each 1 Leather gloves pair 1 Goggles pair 1 Dust masks each 2 Flashlight, 2 D cell type each 1 Flashlight batteries, D size set, 2/set 2 Whistle, with lanyard each 1 Chalk, triple size 1 Trauma bandage, 30in x 10in each 3 Ace bandage (2in x 5 yds) each 3 Latex Gloves each 12 Triage tag, green each 6 Triage tag, yellow each 6 Triage tag, red each 6

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: First Aid Kit” -117-

Required Inventory: First Aid Kit Location: Cargo Container stock shelves Kit _______ of _________

Item Description pkg units # req'd On hand To replenish

Red Backpack/Carrier/Duffel each 1 Team kit current inventory list Trauma bandage, 30in x 10in each 2 Band-Aids, 1in x 3in each 15 Gauze sponge pad, 4in x 4in each 15 Gauze bandage, elastic, 2in x 5 yds rolls 3 Surgical tape, 1in x 10 yds rolls 2 Ace Bandage, 2in x 5 yds each 1 Triangular bandage 40in (sling) each 2 Irrigating eye solution 1/2 oz. bottle 1 Cold pack (Kwick Kold) each 2 Tweezers each 1 Safety pins., assorted each 10 Hydrogen peroxide, 16 oz. bottle 1 Antiseptic Wipes each 15 Antibiotic ointment tube 1 Splint (10 1/2in x 3 1/2in) each 1 Tongue depressors 6 Surgical gloves single 10 Surgical scissors each 1 CPR mouth barrier each 1 Plastic bags with closure tie each 2 Flashlight, 2 D cell type each 1 Flashlight batteries, D size each, 2/set 2

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ____________________

Appendix 1: “Required Inventory: Food Supplies” -118-

Required Inventory: Food Supplies Location: Cargo Container Food Cabinet

Item Description pkg units # req'd On hand To replenish

Crackers, 4in x 4in pieces case, 250 per case

500

SOS rations, bars case, 180 per case

900

Tang, cans case, 6 per case 6 KoolAide/Punch, cans case, 6 per case 6 Peanut butter, 4 lb jars case, 6 per case 6 Grape jelly, 64 oz jars case, 6 per case Tongue depressors bag, 36/bag 12 Can Opener, heavy-duty, manual each 1 Ladles each 1 Brown bags, lunch size each 100 Beverage pitchers, 1 gallon each 2 Paper cups boxes,100/box 1000 Plastic Spoons or “Sporks” bulk 1000 Paper Plates 100/package 1000 Pump, for 55 gal water barrels each 1 Siphon, hose each 1 Water barrels, 55 gal, sanitary plastic each 4

School: _________________________________________________

Inventoried by: _______________________________ Date: ____________________

Restocked by: ________________________________ Date: ___________________

Appendix 1: “Staff Emergency Team Roster” -119-

Staff Emergency Team Roster

Role Assigned to Role Paired Teacher

Incident Commander

Incident Commander Alternate

First Aid

Search And Rescue

Utilities And Hazards

Traffic Control/Security

Student Release

Sanitation

Food and Water

Shelter

Student Helpers

Ham Operator,

call sign

Appendix 1: “Incident Commander’s Emergency Status Report” -120-

Incident Commander’s Emergency Status Report Date and Time Filed: _________________________________________________ Report Filed by: _________________________________________________

1. Immediate Assistance Required ❑ None � Medica l ❑ Fire ❑ Search And Rescue ❑ Support Personnel

2. Condition Of Students ❑ All accounted for ❑ No Injuries ❑ No Immediate Help Required ❑ Trapped in building: _______ ❑ Injured: _______ ❑ Missing: _______ ❑ Require immediate Outside Medical Attention: _______

Name Status

3. Condition Of Staff

❑ All accounted for ❑ No Injuries ❑ No Immediate Help Required ❑ Trapped in building: _______ ❑ Insured: _______ ❑ Missing: _______ ❑ Require Immediate Outside Medical Attention_______ Name Status

(continued on next page)

Appendix 1: “Incident Commander’s Emergency Status Report” -121-

4. Condition Of School Buildings and Grounds

❑ No apparent damage ❑ Light to Moderate Damage ❑ Damage requiring evacuation ❑ Require immediate Outside Resources Summary:

5. Condition Of Neighborhood

Summary:

Appendix 1: “First Aid Station Log Sheet” -122-

First Aid Station Log Sheet Ref#

Name Grade/ Room

Injury

Disposition+Time

* Disposition Codes: TR = Treated and released to Assembly Area (note time/treatment) H = Transported to hospital (note hospital name/time taken) R = Released to parent/guardian (person's name/time of release) D = Deceased (note time/action taken to morgue, etc.)

Appendix 1: “Food Meal Allocation” -123-

Food Meal Allocation

Elementary Food Inventory/Meal Allocation

100% Student/Staff Retention = 500

Date Issued: Sept 1998 Estimated Replacement Date: 9/2003 (except Peanut Butter)

Estimated #

Meal Served Meal Contents

Open issue: Food replenishment due 9/2003; meals depend on actual supplies obtained.

Appendix 1: “Public Area and Grounds Safety Check List” -124-

Public Area and Grounds Safety Check List Lawn areas, fields, athletic fields, paved areas, etc. (Area Safety Check List, Ref: IIPP – FORM 5-I.)

Done by: Inspector Due by: 1 November each yea Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Are blacktops and walkways free of holes and tripping hazards? ❏ ❏ ❏ Are there no exposed roots, gopher holes, glass or other debris? ❏ ❏ ❏ Is security lighting in good condition with no exposed tubes or bulbs,

broken wire, or conduit? ❏ ❏ ❏ Are blacktops and walkways free of holes and tripping hazards? ❏ ❏ ❏ Are sprinklers in good repair and not protruding? ❏ ❏ ❏ When work is in progress, are areas coned off or demarcated with caution

tape to keep others at a safe distance? ❏ ❏ ❏ Is tubing attached to sprayers inspected before use and replaced rather

than repaired? ❏ ❏ ❏ Is appropriate personal protective clothing, including proper footwear,

being worn? ❏ ❏ ❏ Is there a regular program of safety inspection of equipment and is the

need for repair reported in a timely manner to supervisor? ❏ ❏ ❏ Is all machinery and equipment kept clean and properly maintained? ❏ ❏ ❏ Are employees instructed in using the right equipment for the job? ❏ ❏ ❏ Are employees instructed in safe methods of machine operation prior to

use? ❏ ❏ ❏ When work is in progress, are areas coned off or demarcated with caution

tape to keep others at a safe distance? ❏ ❏ ❏ Are proper procedures used to operate fueling equipment? ❏ ❏ ❏ Are materials and equipment safely racked or stored? ❏ ❏ ❏ Are employees trained in the safe handling practices of hazardous

chemicals, especially pesticides and herbicides? ❏ ❏ ❏ Is appropriate personal protective clothing, including proper footwear,

being worn? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Public Area and Grounds Safety Check List” -125-

Appendix 1: “Auto Shop and Garage Safety Check List” -126-

Auto Shop and Garage Safety Check List (Area Safety Check List, Ref: IIPP – FORM 5-A.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Are shops and worksites kept clean and orderly and free of trip hazards? ❏ ❏ ❏ Are work surfaces, including floors, kept dry? Have appropriate surfaces

been made slip-resistant? ❏ ❏ ❏ Are spills contained and cleaned up immediately? ❏ ❏ ❏ Are combustible scrap, debris or waste properly stored and safely

removed from the work area as soon as practicable. ❏ ❏ ❏ Are covered metal waste cans provided and used for oily or paint-soaked

waste? ❏ ❏ ❏ Are pits and floor openings covered or adequately guarded? ❏ ❏ ❏ Is personal protective equipment worn as is necessary? ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed? ❏ ❏ ❏ Are hazardous materials properly identified with hazard identification

labels? ❏ ❏ ❏ Are quantities of any hazardous chemical (toxic, flammable or corrosive)

kept to the minimum amount consistent with use? ❏ ❏ ❏ Are compressed gas cylinders chained to the wall and separated from fuel

and oxygen by at least 20 feet? ❏ ❏ ❏ Is equipment, such as jacks and lifts, in good working condition and

adequate for the job? ❏ ❏ ❏ Is there adequate ventilation while the engine is running or when welding,

flame cutting or soldering? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Ceramics & Photography Safety Check List” -127-

Ceramics & Photography Safety Check List (Area Safety Check List, Ref: IIPP – FORM 5-B.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is the general housekeeping of area clean and orderly and free of trip

hazards? ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed? ❏ ❏ ❏ Are evacuation routes posted? ❏ ❏ ❏ Are file cabinets bolted to a stud and do the drawers have latches, or is the

file cabinet in a closet ❏ ❏ ❏ Are heavy objects removed from high shelves? ❏ ❏ ❏ Has staff read the school site emergency plan and understand their

responsibilities as teachers? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are staff trained in the safe handling/disposal practices of hazardous

chemicals? ❏ ❏ ❏ Are hazardous materials properly identified with hazard identification

labels? ❏ ❏ ❏ Are quantities of any hazardous chemical (toxic, flammable or corrosive)

kept to the minimum amount consistent with use? ❏ ❏ ❏ Are paints and chemicals on shelves restrained? ❏ ❏ ❏ Are only non-carcinogenic materials used? ❏ ❏ ❏ Is the pug mill motor interlocked so that it does not operate when the

screen is open for loading? ❏ ❏ ❏ Are employees instructed in safe methods of equipment operation prior to

use? ❏ ❏ ❏ Is there a regular program of safety inspection of equipment and is the

need for repair reported in a timely manner to supervisor? ❏ ❏ ❏ Are grinders, saws and similar equipment provided with appropriate

guards and work rests? ❏ ❏ ❏ Is personal protective equipment worn as is necessary? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Classroom Safety Check List” -128-

Classroom Safety Check List (Area Safety Check List, Ref: IIPP – FORM 5-C.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Are evacuation routes posted? ❏ ❏ ❏ Are file cabinets bolted to a stud and do the drawers have latches, or is the

file cabinet in a closet ❏ ❏ ❏ Are heavy objects removed from high shelves? ❏ ❏ ❏ Are paints and chemicals on shelves restrained? ❏ ❏ ❏ Are aquariums located on a low counter or the floor away from seating

areas and restrained with heavy-duty angle clips bolted to the counter or floor?

❏ ❏ ❏ Are computers fastened to work station? ❏ ❏ ❏ Are wall-mounted objects secured (maps, bulletin boards, clocks,

chalkboards)? ❏ ❏ ❏ Are desks and tables located such that they will not slide and block exits? ❏ ❏ ❏ Are sound system speakers in elevated locations anchored to structure? ❏ ❏ ❏ Is the TV monitor securely fastened to a securely fastened platform?

OR ❏ ❏ ❏ Is the TV monitor securely attached to a portable (rolling) cart with

lockable wheels? ❏ ❏ ❏ Is the classroom piano secured against rolling during an earthquake? ❏ ❏ ❏ Have I read my school site emergency plan and understand my

responsibilities as teacher? ❏ ❏ ❏ Are fire extinguisher in place, properly tagged, inspected and initialed?

Is pressure okay? ❏ ❏ ❏ Are floors and aisles clear and free of trip hazards and debris? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Is general housekeeping in good order? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Kitchen and Snack Bars Safety Check List” -129-

Kitchen and Snack Bar Safety Check List (Area Safety Check List, Ref: IIPP – FORM 5-D.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Are spills cleaned up immediately? ❏ ❏ ❏ Do employees wear non-slip footwear? ❏ ❏ ❏ Are good preparation areas kept free of excessive debris? ❏ ❏ ❏ Are there proper fire extinguishers? ❏ ❏ ❏ Are hoods and vents cleaned regularly to prevent build-up of grease? ❏ ❏ ❏ Are outlets covered and are outlets near water/liquid sources of the

Ground Fault Circuit Interrupter (GFCI) type? ❏ ❏ ❏ Are cleansers and chemicals stored in marked containers and separate

from food area? ❏ ❏ ❏ Are potentially hazardous foods left on self-service bars discarded after

the meal period? ❏ ❏ ❏ Are clearly labeled sanitizers of the proper concentration available at all

work stations and used to sanitize all food contact surfaces (counters, utensils, etc.)?

❏ ❏ ❏ Are washing, rinsing and sanitizing procedures posted and adhered to at all dish washing stations?

❏ ❏ ❏ Is an effective and safe pest control program in place? ❏ ❏ ❏ Is a self-inspection program relating to food safety regularly completed

every 30 days with results and follow-up action recorded and kept on file for 12 months?

❏ I have read my school’s Emergency Preparedness Site Plan and understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Laboratory Safety Check List” -130-

Laboratory Safety Check List (Area Safety Check List, Ref IIPP – FORM 5-E.) Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed?

Is pressure okay? ❏ ❏ ❏ Are exits clearly marked and accessible? Are illuminated exit signs in

working order? ❏ ❏ ❏ Are floors and aisles clear and free of trip hazards and debris? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Are evacuation routes current and posted? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are shelves, bookcases and other free-standing storage stable and present

no tip-over hazard? ❏ ❏ ❏ Is general housekeeping in good order? ❏ ❏ ❏ Are chemicals properly stored? ❏ ❏ ❏ Is there a current inventory of chemicals and waste? ❏ ❏ ❏ Is waste properly stored? ❏ ❏ ❏ Are there emergency drench showers and eyewash stations and are they

operating properly? ❏ ❏ ❏ Are natural gas valves and connections operating properly? Are they

marked and is the tightness correct? ❏ ❏ ❏ Is the laboratory in compliance with the district's Chemical Hygiene Plan? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Library Safety Check List” -131-

Library Safety Check List (Area Safety Check List, Ref IIPP – FORM 5-F.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed?

Is pressure okay? ❏ ❏ ❏ Are exits clearly marked and accessible? Are illuminated exit signs in

working order? ❏ ❏ ❏ Are floors and aisles clear and free of trip hazards and debris? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Are evacuation routes current and posted? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are shelves, bookcases and other free-standing storage stable and present

no tip-over hazard? ❏ ❏ ❏ Is general housekeeping in good order? ❏ ❏ ❏ Are carts pushed rather than pulled? ❏ ❏ ❏ Are lifting and other body mechanics properly executed? ❏ ❏ ❏ Are appropriate stools and step ladders used instead of chairs for

reaching? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Maintenance and Industrial Arts Safety Check List” -132-

Maintenance and Industrial Arts Safety Check List (Area Safety Check List, Ref IIPP – FORM 5-G.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed? ❏ ❏ ❏ Are first aid kits conveniently located? ❏ ❏ ❏ Is general housekeeping in good order; floors and aisles clear and free of

trip hazards and debris; materials safely racked or stored? ❏ ❏ ❏ Are employees trained in the safe handling practices of hazardous

chemicals? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are extension cords and cables secured? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Is there a regular program of safety inspection of equipment and is the

need for repair/replacement reported in a timely manner to supervisor? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are ladders maintained in good condition? ❏ ❏ ❏ Are grinders, saws and similar equipment provided with appropriate

guards and work rests? ❏ ❏ ❏ Are all rotating or moving belts, pulleys, chains and sprockets guarded to

prevent personal contact? ❏ ❏ ❏ Are all cord-connected portable tools properly grounded or of the

approved double-insulated type? ❏ ❏ ❏ Are goggles, face shields, hearing protection and other appropriate

personal protective equipment and clothing provided and used? ❏ ❏ ❏ Are compressed gas and oxygen cylinders properly chained or otherwise

protected and legibly marked for contents? Are they separated by a minimum of 20 feet or a one hour noncombustible fire wall.

❏ ❏ ❏ Are combustible scrap, debris and waste materials stored in covered metal containers?

❏ ❏ ❏ Is school asbestos management plan checked for location of any asbestos that may be disturbed during performance of the job?

❏ I have read my school’s Emergency Preparedness Site Plan and understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Office Safety Check List”

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Office Safety Check List (Area Safety Check List, Ref IIPP – FORM 5-H.)

Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed?

Is pressure okay? ❏ ❏ ❏ Are exits clearly marked and accessible? Are illuminated exit signs in

working order? ❏ ❏ ❏ Are floors and aisles clear and free of trip hazards and debris? ❏ ❏ ❏ Are electrical outlets properly covered and not overloaded? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? ❏ ❏ ❏ Are evacuation routes current and posted? ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are shelves, bookcases and other free-standing storage stable and present

no tip-over hazard? ❏ ❏ ❏ Is general housekeeping in good order? ❏ ❏ ❏ Are paper cutters guarded? ❏ ❏ ❏ Are only U.L. approved appliances (coffee makers, etc) used? ❏ ❏ ❏ Have adjustments (proper positioning of keyboard and chair) been made

at the work station to minimize repetitive motion injuries? ❏ ❏ ❏ Are ladders or step stools used to reach high items rather than chairs? ❏ ❏ ❏ Are tread guards used across walk ways where it is not possible to re-

route cords? ❏ ❏ ❏ Is custodian called to assist when rearranging furniture or other heavy

items? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

Appendix 1: “Public Area Safety Check List”

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Public Area Safety Check List Public areas, interiors: Auditoriums, Gymnasia, Multi-use rooms, Cafeteria (not kitchen), rest rooms, etc. (Area Safety Check List, Ref IIPP – FORM 5-J.) Done by: Inspector Due by: 1 November each year Submit to: District School Safety Planning Committee Chair

Yes No n/a (n/a = not applicable) ❏ ❏ ❏ Is fire extinguisher in place, properly tagged, inspected and initialed?

Is pressure okay? ❏ ❏ ❏ Are exits clearly marked and accessible? Are illuminated exit signs in

working order? ❏ ❏ ❏ Are floors and aisles clear and free of trip hazards and debris? ❏ ❏ ❏ Is emergency lighting operable and in good condition? ❏ ❏ ❏ Are doors, door closers, windows and hardware in good condition and

operable without use of excessive force? (< 15 pounds) ❏ ❏ ❏ Are light fixtures secure and in good condition, with diffusers or other

lamp guards in place? ❏ ❏ ❏ Are maximum occupancy signs posted? ❏ ❏ ❏ Are evacuation routes current and posted? ❏ ❏ ❏ Is general housekeeping, especially rest rooms, in good order and

sanitary? ❏ ❏ ❏ Do unusual conditions such as extra high or low steps, low ceilings, or

unclear exiting have special signs and/or are they highlighted with paint to draw attention to the conditions?

❏ ❏ ❏ Are folding chairs and tables properly stacked to prevent sliding? ❏ ❏ ❏ Are bleacher seats and steps tight and in good condition? ❏ ❏ ❏ In the athletic facility, are weights and equipment properly racked and

stored and gymnastics equipment in good condition? ❏ ❏ ❏ Are stage rigging, ropes, blocks and tackles in good repair? ❏ ❏ ❏ Are seats free of splinters, torn upholstery or loose hardware? ❏ ❏ ❏ Are stairs equipped with handrails? ❏ ❏ ❏ Are pool ladders anchored and free of rust and corrosion? ❏ I have read my school’s Emergency Preparedness Site Plan and

understand my responsibilities as an employee of the Palo Alto Unified School District.

Comments:

School: _______________________________ Date: ______________________

Signature: ____________________________________________

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Appendix 2: Communications Reference

This Appendix is designed for quick reference during emergencies, as well as for easy update.

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A2.1 Primary Communications Reference

City of Palo Alto Emergency Operations Center 853-9106

American Red Cross Director of Emergency Services 322-2143

PAUSD Emergency Line 329-8736

A2.1 Direct Telephone Numbers at School Sites

Elementary Schools

Addison 322-5935

Baron Park 858-0508

Juana Briones 856-0877

Duveneck 322-5946

El Carmelo 856-0960

Escondido 856-1337

Fairmeadow 856-0845

Greendell 856-0833

Walter Hays 322-5956

Hoover 320-8106

Nixon 856-1622

Ohlone 856-1726

Palo Verde 856-1672

Middle Schools

Jane Lathrop Stanford 856-5188

Jordan 494-8120

Terman 856-9810

High Schools

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Gunn High School 854-8288

Palo Alto High School 329-3701

A2.2 Facsimile Numbers

District Headquarters at 25 Churchill has fax machines and all school sites have fax machines. This means of communication will become a useful resource for emergency communication. Although fax machines do require electric power, for which back-up may be available, the telephone lines used by fax machines are do not rely on regular electric utility power.

City of Palo Alto E.O.C. (fax) 327-6951

District Headquarters (Business Services) (fax) 329-3803

Central Office Printing Services (fax) 321-5927

Elementary Schools

Addison (fax) 322-3306

Barron Park (fax) 813-1031

Briones (fax) 856-3750

Duveneck (fax) 322-4837

El Carmelo (fax) 856-4817

Escondido (fax) 424-1079

Fairmeadow (fax) 852-9436

Greendell (fax) 493-8371

Hays (fax) 329-8713

Hoover (fax) 493-8130

Nixon (fax) 813-1417

Ohlone (fax) 852-9447

Palo Verde (fax) 856-6316

Middle Schools

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J. L. Stanford (fax) 856-3248

Jordan (fax) 858-1310

Terman (fax) 858-9878

High Schools

Gunn (fax) 493-7801

Palo Alto (fax) 329-3753

Adult Education (fax) 329-8515

Santa Clara County

Office of Education, Superintendent (fax) (408) 453-6601

Office of Education, Student Services (fax) (408) 453-6548

Office of Education, Personnel (fax) (408) 453-6811

Office of Education, Bus Dispatch Center (fax) (408) 371-0695

County EOC (fax) (408) 279-2666

San Mateo County

Office of Education (fax) (650) 573-4056

A2.3 Radio Resources

A.2.3.1 Emergency Broadcast Stations

The major AM radio stations, which are part of the Emergency Broadcast System, are typically monitored by a large portion of the community in an emergency.

Local officials (e.g., the Superintendent's or the Fire Chief's designee as Public information Officer) should advise AM broadcast stations of general emergency situations through new releases and bulletins and should further request than an announcement be made that local-interest bulletins are to be heard on local FM stations (KZSU-FM 90.1 and KCEA-FM 89.1).

The local radio and cable stations should be kept informed through bulletins, news releases, and announcements via telephone, radio, reporters, or couriers during any local emergency. In addition, monitor the AM radio stations for special telephone numbers.

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KGO (810 kHz AM) San Francisco (415) 956-0810

KGO (fax) (415) 954-8686

KGO Newsroom (415) 954-8142

KCBS (74OkHz) Newsroom (415) 765-4112

KNBR (680kHz AM) San Francisco (415) 995-6800

KZSU (90.1 MHz FM) Stanford-Memorial Hall 725-4868

The following is a sample news bulletin:

Bulletin - For Immediate Release

Palo Alto, California, February 3, 1999, 9:30 AM local time.

The Palo Alto Unified School District announces closure of all Palo Alto Public Schools due to the earthquake this morning.

All students have been evacuated from structures and are awaiting release. Parents wishing to pick up children may do so immediately. Gunn High school has been designated a Community Shelter for Displaced Students.

Buses will operate on a normal schedule. However, buses will deliver displaced students to Gunn High School on Arastradero Road in Palo Alto at the end of the regular school day where they will remain under school supervision until released.

For further local information and bulletins, Palo Alto residents should tune to Stanford Public Radio KZSU-FM, 90.1 Mhz.

Open Issue: Will the local cable franchise be used for emergency information?

A.2.3.2 Emergency Broadcast System/Siren Alert

Upon notification from a central authority of any local or national alert, the Emergency Broadcast System (EBS) is activated in connection with radio broadcasts and a siren warning system. The EBS automatically connects to a broadcast radio network and to the local police/fire dispatch center.

The siren warning system, activated through the local police/fire headquarters, is an alert to warn people of a pending or imminent emergency. The details about the emergency may come through the Civil Defense (FEMA) public address system (EBS).

A. Attack Warning

A three- to five-minute wailing or warbling or series of short blasts of sirens, horns, etc.

B. Attention/Alert

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A steady three- to five-minute blast of sirens, horns, etc.

A.2.3.3 Emergency Radio Frequencies

These two-way radio frequencies will be used by local government agencies, school district facilities, or amateur radio emergency services (ARES) for emergency, priority, health and welfare and routine messages and dispatch.

Transmission on these frequencies requires prior authorization. However, these frequencies may be legally monitored at any time so long as the information is treated with appropriate confidentiality to avoid creation of alarm or rumors.

School Frequencies

Department/Function Telephone Radio Channel Frequency

PAUSD Bus Dispatch (Transportation Dept.)

329-3747 or 853-9889

Channel 1 151.715 MHz

Channel 2 151.745 MHz

PAUSD Maintenance Paging System: 329-3726 or 853-9889

151.865 MHz

Palo Alto High School Maintenance

Admin. 329-3710 or 327-8422

Channel 1 461.7125 MHz

Channel 2 461.1375 MHz

Gunn High School Maintenance

Admin. 354-8200 or 493-9748 or 493-3522

153.390 MHz

J. L. Stanford Midde School

Admin. 856-1995 or 494-9897

Channel 1 466.8625 MHz

Santa Clara County Schools Bus Dispatch

Repeater Output 155.985 MHz

Repeater Input 158.955 MHz

Tone burst access Channel 1 1800Hz

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Channe1 2 2000 Hz

Channel 3 2200 Hz

A.2.3.4 Government Agency Frequencies

City of Palo Alto/Stanford Fire Channel (911) 153.770 MHz

Mutual Aid Fire Channel (Stanford/Menlo Park)

154.280 MHz

Mutual Aid Fire Channel (Menlo Park/Atherton/EPA)

154.370 MHz

County Sheriff (Stanford) 154.740 MHz

City of Palo Alto/Stanford Police Channel 1 4.82.6125 MHz

City of Palo Alto/Stanford Police Channel 2 482.8125 MHz

City of Palo Alto Maintenance 453.7000 MHz

City of Mountain View Police Channel 1 482.5125 MHz

Countywide Tactical 482.3375 MHz

Emergency Operations Center Radio (Countywide EOC to EOC frequency)

37.080 MHz

A.2.3.5 Amateur Radio Frequencies

These frequencies are used by the Amateur Radio Emergency Service (ARES) system for backup communications throughout the Peninsula. Designated locations for ARES operation in Palo Alto are each school site, District Headquarters, Palo Alto Emergency Operations Center (EOC) (Basement of City Hall), each Palo Alto Fire Station, and American Red Cross-Palo Alto.

Any of these sites has contact with Red Cross-San Jose, Santa Clara County Communications Center, County Emergency Operations Center, Mountain View EOC, Sunnyvale EOC, Menlo Park EOC, and some of the private school sites and churches in the community.

For a complete listing of assigned amateur operators and designated frequencies, see Amateur Radio Emergency Service Emergency Plan For Palo Alto, California.

Open Issue: This document, as well as all ARES support described here, is not current. The amateur radio support program is currently in revision as of 8/2003.

Palo Alto ARES/Emergency Frequencies

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SPECS Emergency 145.270 MHz R output -600 kHz input

224.360 MHz R output -1600kHz input

Palo Alto Backup 145.230 MHz R output -600 kHz input

Palo Alto Simplex

(Shared with Palo Alto Red Cross)

147.540 MHz

Nearby ARES/Emergency Frequencies:

Stanford 1291-500 MHz or 1292.550 MHz w/88.5 Hz PL

South San Mateo Co. Simplex 147.450 MHz

Countywide Emergency Alerting Frequency

145.695 MHz

Central Co. (SVECS) Emergency

146.115 MHz R output + 600 kHz input

Santa Clara Countywide 145.450 MHz R output - 600 kHz input

San Mateo Countywide 146.925 MHz R output - 600 kHz input

MARA (LDS Church) 147-285 MHz R output + 600 kHz input

A2.4 Telephone Tree

A2.4.1 Emergency Plan for Telephone Communication

This emergency communication plan will be utilized for all emergencies communicated by ordinary telephone or district-issued cell service.

If you cannot reach your designated contact, leave a message, if possible, and then call the next person in line. Inform the person who started your branch of the tree if there is someone you couldn’t reach.

Sites and departments shall develop their own phone trees to contact personnel whose names are not on this tree.

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--End of Document--