9.9.1 Emergency Planning Procedure

Reviewed by:

Maintain a well-stocked Civil Defence Kit and First Aid Kit in an easily accessible place.

• Our Civil Defence Kit is kept:
• Our First Aid Kit is kept:
• Our Quick Getaway Kit is kept:

Maintain these kits to ensure sufficient supplies should people be required to remain at Centre for up to 24hours/1 days.
A list of suggested supplies is included in the Emergency Plan (U9.9.7)
The Quick Getaway Kit is part of Civil Defence requirements and contains essential supplies for a quick getaway.
This should be maintained and stored in a transportable bag/container that is kept near an exit.
Review and refresh the kits every 6 months – in Term 1 and 3.

Track tamariki and adults present on each session and make plans for them to be reunited with their families in case of emergency by:
a) Ensuring everyone signs in and out when arriving at or leaving the Centre
b) Keeping records of emergency contact details for all adults and tamariki attending the Centre- Emergency contact details are collected at enrolment
– Visitors are requested to provide emergency contact details on arrival (as part of sign in process)
– Once a term an updated emergency contact list is printed and kept with the daily sign-in sheet
– Contact details are accessible via our Student Management System online.

c) Including on the Emergency Contact list an alternative Centre member who has parent authorisation to take their child home in the event that child’s whanau is unavailable.
d) Notifying parents/whanau who are not present on session with their child, and for whom contact details are held on the Student Management System, of the emergency situation.
Method of contact will be [suggestion – phone call or text, if speed is necessary – phone tree]

e) Recording on the roll who took each child home, the time they left and where they were going to.

All responsible for ensuring details are up-to-date, and to sign-in and out.

Centre Admin to monitor contact details and ensure are collected.

Person Responsible – or as allocated on the day.

Each Centre will ensure the following Emergency Drills are held;
a) One earthquake drill per term (every three months), minimum
b) One fire per term, minimum. One fire drill in each of Term 2 and Term 4 is required to be notified (unless different timing is required in the Centre evacuation scheme)
c) One sheltering-in place (or reverse evacuation/lockdown) drill per term/every three months
Notes
– Drills should be consistent with requirements of the Centre’s Fire and Emergency Approved Evacuation Scheme. These are arranged by the local Regional Office and a copy should be available in Centre files.
– The Emergency Drill Quick Reference Record template tracks the completion of drills.
– The person running the drill needs to sign and date the Roll/Register confirming the completion of the drill

Centre Health and Safety Officer In conjunction with Person Responsible on each session.

Centre Health and Safety Officer

Person Responsible – or as allocated on the day

Notified Fire Drills

Select which session will conduct the notified fire drill as outlined in 2.1:
a) Hold the fire drill
b) Note the time taken to evacuate the building.
c) Following the drill use the “FENZ – Fire Evacuation Report Form” or the FENZ online notification system to notify Fire Emergency NZ of the outcome.
d) Retain a copy of the completed form onsite at Centre (electronic or hard copy) for at least 2 years.