Procedure 2.1.32 EMERGENCY PREPAREDNESS

Approved: April 6, 2010

Revised: March 2026

1.0 Roles and Responsibilities

Clearly defined roles, responsibilities and expectations are critical in emergency situations. At a minimum, plans should include expectations of staff, students, parents and emergency responders.

Principal - The principal or designate is responsible for over-all planning, final content of the plan, scheduling of drills, training of students and overall safety of staff and students. The principal is also required to meet police, fire and Emergency Medical Services (EMS) so they are aware of the Emergency Preparedness Plan. Details such as response time, crowd control, evacuation sites, family communication and staging area, etc. will be discussed at these meetings. The contact information for the Board Communications Manager will also be shared with local services. The principal or designate shall cooperate fully with police in case of an emergency. The principal will share the emergency preparedness plan with families annually.

Staff -School staff must be familiar with the school’s emergency preparedness plan to ensure student safety and well-being.

Students - Students have a responsibility to be familiar with the plan and to respond quickly to the direction of staff during an emergency situation. Any student with information or prior knowledge of an individual or a potential situation which may result in a violent incident is expected to come forward with that information as soon as possible. In the event of an evacuation, students must report to the evacuation site.

Police - Police are responsible to respond to and investigate violent and criminal incidents. During a violent incident, police will assume command and control of the response and investigation, but will work closely with school administration and other emergency services, throughout the process.

Families - Families must be aware of the school’s emergency preparedness plan, and their role in the plan. Families will reinforce with their children the student responsibilities to follow directions during an emergency and disclose any information they may have prior to or during an emergency situation. Families should not report to the school or evacuation site, but await instructions, as per school plan.

Lockdown Practices: Such practices will be in addition to any fire drills or other related types of school evacuation procedures. The lockdown practice session will be logged, as a permanent record. All schools will hold two (2) lockdown practices in each school year. Schools are encouraged to hold one lockdown practice during transition time or non-instructional time. Students and staff should be given advance notice of these practices.

Communication Manager:

The Board Communications Manager will provide communication support to schools, including messaging for staff, families and the broader community. The Communications Manager will manage all media inquiries.

2.0 Building Requirements

Some emergency situations may prevent the safe evacuation of a school building and may require steps to isolate students and staff from danger by instituting a school lockdown. The school lockdown procedure includes specific plans to keep students, teachers and other school personnel safe in the event of a major incident or threat of violence within or in relation to the school.

Schools must include licensed child care centres, other tenants and community groups using school premises in the development and implementation of their Emergency Preparedness Plan.

Schools that are occupied by more than one Board must jointly develop and implement their plan and procedures.

Building Identification: If there is more than one building or portable, all buildings must be individually labeled on the outside of the building for easy identification. All exterior doors shall be clearly identified (e.g A, B, C. ect.)

Floor Plans: Accurate floor plans are a key component of emergency preparedness plans. Floor plans should be posted throughout the school, in every classroom and at every entry point to the school. In multi-level buildings, it is suggested that only the floor plans relevant to a specific level be posted on each level. All exits must be clearly identified.

Lockdown Procedures: Procedures will take into account site specific special needs, such as mechanisms to communicate messages to those who do not adequately hear verbal communications and to those who may not be readily mobile without assistance.

Emergency Preparedness Plan: Plan will be printed and posted in each classroom and common spaces throughout the school. All occasional staff to the school/site are to be made aware of the contents and location of such plans. The Emergency Codes and Procedures Plan for each classroom should ideally be written in a checklist format (See Appendix A).

3.0 Responsibilities During a Lockdown

3.1 Office Responsibilities:

For a lockdown, always call the Police at 911 immediately – this will ensure a line of communication is established with police;
Contact your Supervisory Officer immediately due to potential danger;
Lock all office doors, if safe to do so;
Lock all exterior doors, if safe to do so;
Lifting the Lockdown - In the event of a lockdown, once school officials receive word from emergency personnel that the danger has passed, the lock down would be lifted. Final word on lifting the lockdown will be given by the school administration and by emergency personnel only.

3.2 Staff Responsibilities:

Note: schools will modify/adjust based on type of emergency and school specific lockdown procedures.

Remain calm and reassure students that the emergency is under control;
If possible, direct students in hallways to seek shelter in the nearest safe area;
If possible, direct students in outdoor areas to immediately take cover wherever it is safe to do so (nearby house, culvert, evacuation site). If the threat is outdoors on school grounds, all outdoor activities will be cancelled and students must report to the evacuation site, if and when it is safe to do so.
Keep everyone facing away from the glass and doors where possible. Stay away from open or exposed situations;
Pull shades or drapes and turn off classroom lights (it is acceptable to leave on partial lighting); Cover the window on the door if there is one (have materials readily available);
Take attendance in each room and note any additional students who have entered their room;
Do not release anyone, except by the direction of the principal or designate or the police;
Do not allow students or staff to use restrooms or lockers;
Turn off all electronic devices, including radios, televisions and cell phones. However, if you have vital information or need to report a medical emergency, call 9-1-1. During emergency drills, emphasize with students and staff the importance of turning off all devices in an emergency situation;
Ensure that everyone lies on the floor if gunshots are heard;
Do not call the office for general information – you will be advised;
Prepare students for staying in a “lockdown” mode for an extensive period of time;
Only open the doors when an “all clear” or “release code” is given;
Ensure that lunchroom supervisors and monitors follow these procedures in the cafeteria or lunch room space if the lockdown occurs during the lunch hour;
If possible, report to previously designated areas (e.g. Main Office, Library) if they are support staff (including Head Caretaker or designate).

3.3 Student Responsibilities

Follow the directions of school staff and emergency personnel;
Remain calm and quiet;
Students in the halls should seek cover wherever it is safe to do so or immediately leave the building and proceed to the evacuation location. Students will not be admitted into a room once the door is locked. If outside the school, do not enter. Proceed to evacuation location.
Turn off all electronic devices including cell phones;
Relay any pertinent information to school staff.

3.4 Communications Manager Responsibilities

Manage media inquiries, in consultation with appropriate emergency response team members;
Notify the transportation consortium;
Notify nearby schools;
Notify maintenance;
Call the evacuation site to advise of pending evacuation;
Draft messages to families;
In case of a lockdown, post updates on the school website and email families.

4.0 Emergency Alerts

5.0 Communications

Families will be informed when the school is placed in a hold and secure, in lockdown or evacuated.

Hold and Secure:

Families will be informed during a hold and secure if the issue is prolonged or if it occurs near dismissal time.
Families will be informed once a hold and secure is complete and regular school activities resume.
Families will be informed by email and/or notification from a board-approved messaging platform.

Lockdown:

Families will be informed during a lockdown.
Families will be informed by email and/or notification from a board-approved messaging platform.
Updates will be posted to the school’s website, social media pages when possible.

Evacuation:

Families will be informed of all unplanned evacuations.
Families will be informed by email and/or notification from a board-approved messaging platform.
Updates will be posted to the school’s website, social media pages when possible.

Appendices

Appendix A: Emergency Codes & Procedures

Appendix B: Administrative Responsibilities For Hold & Secure/ Shelter in Place Procedures

Appendix C: Administrative Responsibilities Leading to an Evacuation

Appendix D: Administrative Responsibilities for lockdown Procedures

Appendix E: Board Responsibilities for Lockdown, Hold and Secure

Appendix F: Bomb Threat Reference Card

Appendix G: Emergency Plan for Students With Special Needs

Appendix H: Staff Duties: Hold and Secure/ Evacuation

Appendix I: Staff Duties: Evacuation

Appendix J: Custodian's Responsibilities During an Emergency

Appendix K: Flowchart for Emergency Codes and Procedures