Emergency Response Procedures

  • On-Site Evacuation Process

    When it is unsafe for students, staff and visitors to remain inside the school building the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

    • Call 111 and inform emergency services of the nature of the emergency.
    • Evacuate students, staff and visitors out of the building to on-site evacuation assembly point/s: Field area behind the Tech Rooms.
    • Take the student attendance list, Vistab tablet (which shows staff/visitors), your Emergency Kit/First Aid Kit and this Plan.
    • Once at your primary and/or secondary assembly point/s, check all students, staff and visitors are accounted for.

    Actions after on-site evacuation procedure

    • Determine whether to activate your parent reunification process.
    • Determine if there is any specific information students, staff and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
    • Print and issue pre-prepared parent letters and give these to students to take home.
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Ensure all staff are made aware of Employee Assistance Program contact details.
    • Seek support from your region (Gisborne District Council).
    • Undertake operational debrief with staff and Incident Management Team to review the on-site evacuation and procedural changes that may be required.
    • Complete your Post Emergency Record (refer to Appendix 4 of the Guide).
  • Off-Site Evacuation Process

    If it is unsafe for students, staff and visitors to remain on the school grounds the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

    • Call 111 and inform emergency services of the nature of the emergency.
    • Report the emergency and evacuation to Gisborne District Council or local authority.
    • Identify which off-site assembly Point you will evacuate staff, students and visitors to.
    • Evacuate staff, students and visitors to off-site evacuation assembly points - YMCA Car Park.
    • Take the students attendance list, Vistab tablet, your Emergency Kit/First Aid Kit and this Plan.
    • Once at primary and/or secondary assembly point/s, check all students, staff and visitors are accounted for.
    • Ensure communications with emergency services is maintained. Wait for emergency services to arrive or provide further information.
    • Contact parents if required.
    • Maintain a record of actions/decisions undertaken and times.
    • Confirm with Emergency Service personnel that it is safe to return to normal operations.

    Actions after off-site evacuation procedure

    • Determine whether to activate the parent reunification process.
    • Determine if there is any specific information students, staff and visitors need to know (e.g. areas of the facility to avoid or parent reunification process).
    • Print and issue pre-prepared parent letters and give these to students to take home.
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Undertake operational debrief with staff and Incident Management Team to review the off-site and procedural changes that may be required.
    • Complete your Post Emergency Record (refer to Appendix 4 of the Guide).
  • Lock-Down Procedure

    When an external and immediate danger is identified and it is determined that the students should be secured inside the building for their own safety the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

    • Call 111 and inform emergency services of the nature of the emergency.
    • Announce the lock-down and provide instructions to staff e.g. close internal doors and windows, sit below window level or move into corridors. Continuous short burst of bell.
    • Check that all external doors (and windows if appropriate) are locked.
    • If available, allocate staff to be posted at locked doors to allow students, staff and visitors to enter if locked out.
    • Notify your region and seek advice from Bruce at the MOE on 869 1520, Operations and Emergency Management if required.
    • Divert parents and returning groups from the school if required.
    • Ensure a telephone line is kept free.
    • Keep main entrance as the only entry point. It must be constantly monitored and no unauthorised people allowed access.
    • If safe to do so, have a staff member wait at the main entry to the school to guide emergency services personnel.
    • Ascertain (as possible) if all students, staff and visitors are accounted for.
    • Maintain a record of actions/decisions undertaken and times.
    • Where appropriate, confirm with emergency service personnel that it is safe to return to normal operations.
    • Contact parents as required.

    Actions after lock-down procedure

    • Advise the Security Services Unit and the region (Regional Manager, Operations and Emergency Management) that the lock-down is over.
    • Determine whether to activate the parent reunification process.
    • Determine if there is any specific information students, staff and visitors need to know (e.g. areas of the facility to avoid or parent reunification process).
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Print and issue pre-prepared parent letters and give these to students to take home.
    • Advise MOE/Bruce that the lock-down is over.
    • Follow up with any students, staff or visitors who need support.
    • Ensure all staff are made aware of Employee Assistance Program contact details.
    • Seek support from your region ( Regional Manager, Operations and Emergency Management) if required.
    • Undertake operational debrief to review the lock-down and procedural changes that may be required.
    • Complete your Post Emergency Record (refer to Appendix 4 of the Guide).
  • Lock-Out Procedure

    When an internal immediate danger is identified and it is determined that students should be excluded from buildings for their safety the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

    • Call 111 and inform emergency services of the nature of the emergency.
    • Announce lock-out with instructions about what is required. Instructions may include nominating staff to:
      - lock doors to prevent entry
      - check the premises for anyone left inside
      - obtain Emergency Kit
    • Go to the designated assembly point/s off-site: Turf
    • Check that students, staff and visitors are all accounted for.
    • Where appropriate, confirm with emergency service personnel that it is safe to return to normal operations.
    • Maintain a record of actions/decisions undertaken and times.

    Actions After Lock-Out Procedure

    • Advise the Security Services Unit and the region (Regional Manager, Operations and Emergency Management) that the lock-out is over.
    • Determine whether to activate the parent re-unification process.
    • Determine if there is any specific information students, staff and visitors need to know (e.g. areas of the facility to avoid or parent reunification process).
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Print and issue pre-prepared parent letters and give these to students to take home.
    • Advise the Security Services Unit that the lock-out is over.
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Ensure all staff are made aware of Employee Assistance Program contact details.
    • Contact the SSSO Network Coordinator if required.
    • Seek support from your region (Regional Manager, Operations and Emergency Management) as required.
    • Prepare and maintain records and documentation.
    • Undertake operational debrief to review the lock-out and procedural changes that may be required.
    • Complete your Post Emergency Record (refer to Appendix 4 of the Guide).
  • Shelter-In-Place Procedure

    When an incident occurs outside the school and emergency services or the Incident Controller (Chief Warden) determines the safest course of action is to keep students and staff inside a designated building in the school (as evacuation might reasonably expose people to a greater level of danger until the external event is handled), the Incident Controller on-site will take charge and activate the Incident Management Team if necessary.

    • Call 111 and inform emergency services of the nature of the emergency.
    • Incident Controller activates the Incident Management Team.
    • Move all students, staff and visitors to the pre-determined shelter-in-place area.
    • Take the students attendance list, staff attendance list, your Emergency Kit/First Aid Kit and this Plan.
    • Ascertain (as possible) if all students, staff and visitors are accounted for.
    • Ensure communications with emergency services is maintained. Wait for emergency services to arrive or provide further information.
    • Maintain a record of actions/decisions undertaken and times.
    • Contact parents as required; provide notification if the shelter-in-place is to extend beyond the school day.
    • Where appropriate, confirm with emergency service personnel that it is safe to return to normal operations.

    Actions after shelter-in-place procedure

    • Advise the Security Services Unit and the region (Regional Manager, Operations and Emergency Management) that the shelter-in-place is over.
    • Determine whether to activate the parent reunification process.
    • Determine if there is any specific information students, staff and visitors need to know (e.g. areas of the facility to avoid or parent reunification process).
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Print and issue pre-prepared parent letters and give these to students to take home.
    • Advise the Security Services Unit that the shelter-in-place is over.
    • Ensure any students, staff or visitors with medical or other needs are supported.
    • Ensure all staff are made aware of Employee Assistance Program contact details.
    • Prepare and maintain records and documentation.
    • Undertake operational debrief to review the shelter-in-place and procedural changes that may be required.
    • Complete your Post Emergency Record (refer to Appendix 4 of the Guide).
  • Building Fire

    • Phone 111 to notify the emergency services and seek advice.
    • Activate the fire alarm.
    • If appropriate, follow the procedure for On-site Evacuation.
    • Report the emergency immediately to the Incident Controller (Chief Warden) who will convene the IMT if necessary.
    • Extinguish the fire (only if safe to do so).
    • Evacuate to the Field behind the tech block closing all doors and windows.
    • Check that all areas have been cleared and notify the Incident Controller.
    • Check that all students, staff, visitors and contractors are accounted for.
    • Notify your region and seek advice from your Regional Manager, Operations and Emergency Management if required.
  • Earthquake

    • Phone 111 to notify the emergency services and seek advice.
    • The Incident Controller (Chief Warden) will convene the IMT if necessary.

    If Outside

    • Instruct staff and students to:
    • Stay outside and move away from buildings, streetlights and utility wires.
    • DROP, COVER and HOLD
      - DROP to the ground
      - Take COVER by covering your head and neck with their arms and hands
      - HOLD on until the shaking stops.

    If Inside

    • Instruct staff and students to:
    • Move away from windows, heavy objects, shelves etc.
    • DROP, COVER and HOLD
    • DROP to the ground.
    • Take COVER by getting under a sturdy table or other piece of furniture or go into the corner of the building covering their faces and head in their arms.
    • HOLD on until the shaking stops.

    After the Earthquake

    • Evaluate the need to evacuate if there are uncontrolled fires, gas leaks or structural damage to the building you are in.
    • If you evacuate, watch out for fallen trees, power lines, and stay clear of any structures that may collapse.
    • Arrange medical assistance where required.
    • Help others if you can.
    • Report any matter concerning the safety and well being of students, staff and visitors to the Incident Controller (Chief Warden).
    • Tune in to the local radio station if you can and follow any emergency instructions.
    • If the school property is damaged and it is OK to do so, take notes and photographs for insurance purposes.
  • Severe Weather / Storms & Flooding / Tsunami

    • Phone 111 to notify the emergency services and seek advice if necessary.
    • Store or secure loose items external to the building, such as outdoor furniture.
    • Secure windows (close curtains & blinds) and external doors. If necessary, tape windows and glass entrances. Utilise boards and sandbags if required.
    • Protect valuables and disconnect electrical equipment – cover and/or move this equipment away from windows.
    • During a severe storm, remain in the building and keep away from windows.
    • Restrict the use of telephone landlines to emergency calls only, particularly during a thunderstorm.
    • After storm passes, evaluate the need to evacuate if uncontrolled fires, gas leaks, or structural damage has occurred as a result of the storm.
    • Report any matter concerning the safety and well being of students, staff and visitors to the Incident Controller (Chief Warden).
    • Listen to local radio or TV on battery-powered sets for weather warnings and advice.
    • Flooding – We will have warning, send students home or evacuate to high ground or hospital areas.
    • Tsunami – Get students out to high ground or hospital areas - YMCA Car Park.
  • Bus Emergency While En Route

    Use this procedure for an emergency that arises involving a government school bus en route.

    The Bus Coordinator will:

    • Contact emergency services agencies to ascertain local information on status of any notified emergency.
    • Advise emergency services of the status and location of bus services and seek assistance if required.
    • Confirm/provide instruction to driver with regard to destination.
    • Notify students school principals and any other facility with passengers on the affected service, use principals network.
    • Consult to ensure client school principals notify parents/guardians of all affected students of actions taken and other relevant information (such as where to collect their children).
    • Keep an accurate log of all communication in relation to the event.
    • Receive confirmation of bus arrival at destination from driver.
    • Where possible keep an accurate record of the event.
    • Direct all Media enquiries to MOE.

    Client School Principals will:

    • Receive instruction from the bus coordinator.
    • Consult with the bus coordinator to confirm parents/guardians of affected students have been notified, and provided with other relevant information (such as where to collect their children).
    • Keep an accurate log of all communication in relation to the event.
  • Major External Emissions/Spills (including gas leaks)

    • Phone 111 to notify the emergency services and seek advice.
    • Report the emergency immediately to the Incident Controller (Chief Warden) who will convene the IMT if necessary.
    • Turn off gas supply.
    • If the gas leak is on-site, call the fire service and notify your gas provider in Gisborne.
    • If safe to do so, evacuate staff, students, visitors, including contractors to the back field?
    • Check students, staff and visitors are accounted for.
    • Await ‘all clear’ advice from emergency services or further advice before resuming normal school activities.
  • Intruder / Personal Thread

    • Phone111 to notify the emergency services and seek advice.
    • Report the emergency immediately to the Incident Controller (Chief Warden) who will convene the IMT if necessary.
    • Do not do or say anything to the person to encourage irrational behaviour.
    • Initiate action to restrict entry to the building if possible and confine or isolate the threat from building occupants.
    • Determine if evacuation or lock-down is required. Evacuation should only be considered if safe to do so.
  • Bomb Chemical Threat

    • Phone 111 to notify the emergency services and seek advice.
    • Report the emergency immediately to the Incident Controller (Chief Warden) who will convene the IMT if necessary.
    • If a bomb/chemical threat is received by telephone:
    • do not hang up
    • refer to the bomb threat checklist.

    If a bomb/chemical threat is received by mail:

    • avoid handling of the letter or envelope
    • place the letter in a clear bag or sleeve
    • inform the Police immediately.

    If a bomb/chemical threat is received electronically or through the schools website:

    • do not delete the message.
    • contact police immediately.

     

    • Ensure the school’s doors are left open.
    • Do not touch any suspicious objects found.
    • If a suspicious object is found or if the threat specifically identified a given area, then evacuation may be considered.

    Chief Warden

    Upon hearing the alarm:

    • Put on Chief Warden identification – Yellow hi-vis vest and white hardhat.
    • Go to the assembly point – behind tech arts block.
    • Confirm 111 has been called, if not or in doubt make the call.
    • Confirm all staff/students are accounted for by coordinating with team leaders the checking off against the printed staff/room list.
    • Liaise with Emergency Service.
    • Provide Emergency Services with MSDS.
    • Do not allow anyone to leave without your permission.
    • Do not allow anyone to re-enter until the Emergency Service has given you the all-clear.

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Gisborne Intermediate School

156 Roebuck Road, Gisborne 4010

PO Box 1252, Gisborne 4040

06 867 2246

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