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Emergency Preparedness Plan

Common Ground

Emergency Preparedness Plan for Common Ground Childcare

Purpose

This Emergency Preparedness Plan ensures the safety and well-being of children, staff, and visitors at Common Ground Childcare. It complies with 8VAC20-780, the regulations set by the Virginia Department of Education for licensed child day centers, and follows requirements for responding to potential emergencies effectively.

Table of Contents

  1. Roles and Responsibilities

    • Director

    • Staff

    • Parents/Guardians

    • Emergency Services

  2. Emergency Types and Procedures

    • Evacuation

    • Shelter-in-Place

    • Lockdown

  3. Communication Plan

  4. Evacuation Routes and Assembly Areas

  5. Emergency Supplies and Equipment

  6. Reunification Plan

  7. Training and Drills

  8. Recordkeeping and Review

1. Roles and Responsibilities

Director

  • Ensure the implementation of the Emergency Preparedness Plan.

  • Train staff in emergency protocols, ensuring compliance with 8VAC20-780-550.

  • Keep updated emergency contact information for each child and staff member.

  • Notify parents and guardians during an emergency and maintain regular communication.

  • Contact emergency services if necessary and act as the primary point of contact during the emergency.

Staff

  • Execute emergency procedures as trained, ensuring the safety and well-being of all children.

  • Escort children to designated areas during evacuations or other emergencies.

  • Maintain calm and supervise children, ensuring proper headcounts and child safety measures.

  • Immediately report any injuries or missing children to the director.

Parents/Guardians

  • Provide up-to-date contact information, including alternate emergency contacts.

  • Follow the communication procedures outlined in this plan during emergencies.

  • Comply with the reunification procedures, including identification requirements.

Emergency Services

  • Local fire, police, and medical services will be contacted when required, and they will assist in emergency responses as needed.

2. Emergency Types and Procedures

Evacuation (Fire, Gas Leak, etc.)

  • Signal: Fire alarm or verbal directive from the director.

  • Procedure:

    1. All staff will escort children to the nearest exit, following posted evacuation routes.

    2. Staff take attendance to ensure all children are accounted for before exiting.

    3. Once at the assembly area (designated in Section 4), attendance is rechecked.

    4. The director contacts emergency services and ensures that all children and staff are safe.

    5. Parents/guardians will be notified once children are safely evacuated.

  • Regulatory Compliance: In accordance with 8VAC20-780-550, children must be evacuated immediately if there is a fire, explosion, or gas leak, with staff trained to handle such emergencies.

Shelter-in-Place (Severe Weather, Hazardous Materials)

  • Signal: Verbal alert from the director.

  • Procedure:

    1. Staff move children to interior locations away from windows and doors, using shelter-in-place locations identified in the emergency plan.

    2. Staff lock all doors and windows, turn off ventilation systems if necessary, and ensure all children remain inside.

    3. Director and staff take attendance to ensure all children are present.

    4. Remain in shelter until given the “all clear” by authorities.

    5. Parents/guardians are notified after the emergency situation has ended.

  • Regulatory Compliance: As per 8VAC20-780-560, this plan ensures the safety of children and staff during shelter-in-place emergencies.

Lockdown (Intruder, Active Threat)

  • Signal: Verbal alert or lockdown code.

  • Procedure:

    1. Staff secure the classroom by locking doors, turning off lights, and keeping children quiet and out of sight.

    2. Director contacts local law enforcement and follows guidance from law enforcement officials.

    3. Attendance is taken once the room is secure to ensure all children are present.

    4. Remain in lockdown until the situation is resolved by law enforcement, who will provide an “all clear.”

    5. Parents/guardians will be notified of the lockdown and informed once the situation has been resolved.

3. Communication Plan

  • During an Emergency:

    • The director will notify emergency services and parents as soon as it is safe to do so.

    • Parents/guardians will be contacted via phone, email, and/or text messaging with updates and instructions.

  • Post-Emergency:

    • Parents will be provided with detailed information about the emergency, including any injuries or situations involving their children, and any reunification instructions.

  • Regulatory Compliance: 8VAC20-780-490 requires child day centers to have policies in place for parental communication, especially during emergencies.

4. Evacuation Routes and Assembly Areas

Primary Evacuation Routes

  • Evacuation maps are clearly posted in all classrooms, common areas, and hallways as required by 8VAC20-780-550.

  • Children will be evacuated through the nearest and safest exit. Staff are trained to know all exit routes from the building.

Assembly Area

  • The assembly area is the blacktop area or the church parking lot as an alternative.

  • If this area is unsafe, an alternate assembly area will be communicated to staff and parents.

  • If an off-site assembly area is required, we will walk to United Christian Parrish.

5. Emergency Supplies and Equipment

Supplies

  • Each classroom is equipped with a first aid kit.

  • The center has emergency kits that include bottled water, non-perishable food, blankets, flashlights, batteries, and a battery-powered radio for communication during long shelter-in-place situations.

Equipment

  • Fire extinguishers are installed and inspected in compliance with fire safety regulations.

  • Smoke detectors and fire alarms are installed and maintained according to 8VAC20-780-560.

6. Reunification Plan

  • After an emergency or evacuation, children will be brought to the designated assembly area.

  • Parents/guardians must provide a photo ID to pick up their child.

  • Only individuals listed on the child’s emergency contact form, or with written communication from the parents (email or brightwheel) on the day of pick up, will be permitted to take the child home, as per 8VAC20-780-490.

7. Training and Drills

  • Staff Training:

    • All staff members are trained annually on emergency procedures, including evacuation, shelter-in-place, and lockdown procedures.

    • Staff are also trained in first aid and CPR, as required by 8VAC20-780-240.

  • Drills:

    • Fire Drills: Held monthly and documented.

    • Shelter-in-Place Drills: Held at least twice per year.

    • Lockdown Drills: Conducted at least once annually.

    • All drills are recorded with details of the date, time, and effectiveness of the response as required by 8VAC20-780-550.

8. Recordkeeping and Review

  • The director will maintain documentation of all training sessions, emergency drills, and actual emergency incidents.

  • The Emergency Preparedness Plan will be reviewed and updated annually, or more frequently as necessary, to ensure ongoing compliance with 8VAC20-780 regulations.

  • Any updates will be communicated to all staff and parents.

  • Regulatory Compliance: 8VAC20-780-550 requires an annual review of the emergency plan to ensure its relevance and accuracy.

Approval and Adoption:

This plan has been reviewed and approved by the Director of Common Ground Childcare and is in compliance with the emergency preparedness requirements outlined in 8VAC20-780, effective as of September 9, 2024. The last review of this plan took place as of the date of publishing of this post.

This plan aligns with 8VAC20-780-550 to ensure that Common Ground Childcare meets all Virginia licensing requirements for emergency preparedness, including evacuation, shelter-in-place, and lockdown procedures, as well as staff training and parental communication.