EMERGENCY PROCEDURES POLICY

RATIONALE

In the event of an emergency at Curious Minds Early Learning, the safety and well-being of all children and team members is paramount. When an emergency arises, staff will be well prepared and will activate the Emergency Management Plans.

PURPOSE

The purpose of this policy is to ensure all Curious Minds Early Learning Centre’s are safe and that we have robust procedures in place to handle emergencies. This policy will outline these procedures ensuring all staff are aware of how to respond and manage any emergency effectively.

‘Emergency’ refers to the sudden or unforeseen occurrence of potential danger to persons or property requiring immediate action. These emergencies include but are not limited to civil defence emergencies such as fire, earthquake, tsunami, flooding, storms, volcanoes, chemical, gas emissions, etc. as well as crises including a missing child, food poisoning, pandemic etc.

REFERENCES AND REGULATIONS

• Te Whāriki (2017): Well-being/Mana Atua:

Children experience an environment where: Goal 3 - They are kept safe from harm.

• Education (Early Childhood Services) Regulations 2008: (45) Premises and Facilities, (46) Health and safety practices standard.
• Licensing Criteria for Education & Care Services 2008 and Early Childhood Education Curriculum Framework (amended 2022): HS4, HS5, HS6, HS7, HS8

PROCEDURES

• Curious Minds Early Learning Centre’s will have a current Fire Evacuation Scheme approved by Fire and Emergency New Zealand or Safety First which is prominently displayed for easy access.
• Curious Minds Early Learning Centre’s will have a designated assembly area for evacuation purposes outside the building to keep children and adults in the Centre safe from further risk.
• All heavy furniture, fixtures and equipment that could fall or topple and cause serious injury or damage are secured.
• Curious Minds Early Learning Centre’s will have a written ‘Emergency Management Plan’ with procedures for the Centre which apply in a variety of emergency situations, and which are consistent with the Fire Evacuation Scheme for the building. These emergency plans include procedures for relevant emergencies for the area/location of the Centres such as:

• Fires,
• Earthquakes,
• Tsunami,
• Flooding,
• Pandemics,
• Volcanic eruptions and ashfall
• Gas leaks,
• Chemical Spills,
• Suspicious packages,
• Bomb threats,
• Attacker on Site,
• Lockdowns,
• Serious injuries or death, and
• Missing child/children

• All staff will be trained on emergency and evacuation procedures during their induction into the Centre and as required.
• All teachers, and staff members are familiar with relevant emergency drills (fire, earthquake, lockdown, tsunami (applicable to Centre’s in the Wellington Tsunami zone)) and carry out each of these on an at least, 3 monthly basis. These drills are carried out with the children to normalise these procedures and must include all children and teachers present at the time. These drills are to be documented and kept in the Centre’s Health and Safety Folder.
• A fully accessible and transportable civil defence kit will be stored on the premises. This will include food and water supplies for everyone at the Centre for at least one day (but preferably three), a current phone list of all team members and families, and any other supplies required in accordance with the Civil Defence guidelines. See Emergency Management Plan for a full list of emergency supplies. This civil defence kit will be checked, updated and replenished every 6 months.
• In case of emergency, children will be collected by an authorised adult only. In the event where parents, caregivers or emergency contacts are unable to collect their child promptly, they may give verbal permission for that child to leave the Centre with a designated adult who is listed on their enrolment contacts list. Children who are not collected by their parents, caregivers or other authorised adults will remain under the supervision and care of Teachers.
• In circumstances where it is not possible for children to return home, alternative arrangements must be made in consultation with the Police or Oranga Tamariki.
• Teachers will follow a specific reunification procedure during emergencies, to record adults picking up children, the time, and the destination to which the child is being taken to.
• When possible, teachers will advise parents of the situation and about the well-being of children and the Centre as a bulk communication through email, Educa, Facebook or text. Families are also encouraged to contact the Centre if able.
• In an emergency, the Centre Manager, or the person responsible will become the Chief Warden.  The Chief Warden will focus solely on the emergency, whatever it may be. They will make decisions such as remaining at the premise by assessing if it is safe to remain and that there is no immediate danger to any child or team member who remain on site.
• In the event of an emergency, we will maintain legal ratios.
• In case of evacuation, Curious Minds Early Learning will relocate all children and team members to the nearest Community Emergency Hub, or practical shelter on the way. If possible, any change in location will be communicated via Educa, email, text, changing the phone message at the Centre and/or written message at the entrance of the Centre.

The nearest Community Emergency Hubs are:

• Island Bay: Island Bay School, 6 Thames St, Island Bay
• Johnsonville: West Park School, 97 Broderick Road, Johnsonville
• Miramar: Te Tūhunga Rau - Strathmore Park Community Centre, 108 Strathmore Ave, Strathmore Park‍
• Queenstown: City Impact Church, 3 Hansen Rd, Frankton

• If an emergency occurs outside of opening hours Curious Minds Early Learning management will assess each Centre. Families will be notified accordingly.
• Curious Minds Early Learning reserves the right to close the Centre in the Event of a flu pandemic or other public health emergency or public health hazard ie. Chemical spills, gas leak, loss of power or water.

Evacuation Plan:

This plan is aimed at evacuation procedures for civil emergencies such as fire, earthquake, flooding, storms, volcanoes, chemical, gas emissions, etc. This plan should be used in conjunction with the approved Evacuation Scheme and the Emergency Management Plan.

The plan covers the process of closing down the operation of the Centre, vacating it and moving children and staff to an alternative place and their subsequent care.  The Centre’s plan includes the criteria or conditions under which evacuation is necessary, the process of evacuation and the transportation/relocation and the choice(s) of alternative places of care and the alternative care procedures.

All teachers are to read and sign the ‘Emergency Evacuation Duties’ list.

Decision to Evacuate:

Assemble as per the approved Evacuation Scheme.

i. There are four conditions under which evacuation of the Centre will be necessary:

a. If ordered or advised to do so by officials,

b. If the building becomes structurally or environmentally unsafe (e.g.: fire, earthquake, flood),

c. If the area or environment becomes unsafe (e.g.: gas or chemical leak or local fire),

d.     If a potential threat is likely to make continued occupation of the premises unsafe (Civil Defence warning).

ii. The Centre Manager or Room Leader of the Centre (or person responsible on duty), will make the decision to evacuate (i.e., implement the evacuation plan), taking into account the immediate and longer-term safety of children and staff.

iii. Where possible the decision will be made before the Centre environment becomes unsafe or before options to move safely to the alternative location become unsafe.

iv. The Manager or Room Leader of the Centre (or person responsible on duty), or person delegated by them, will become the Chief Warden for the purposes of the evacuation procedure and will ensure this plan is followed/carried out.

v. All procedures are subject to there being enough time and resources to safely carry them out and that priority has been given to the application of first aid.

Evacuation Preparation:

i. Check to see whether the alternative location and movement to it, is still possible, safe and usable.

ii. Where possible, advise all parents of the preparations/new location, by phone/text/email/Educa/notice on the door.

iii. Collect up all rolls and sign in records and emergency supplies/civil defence kit.

Prior to Evacuation:

i. When applicable, leave a notice securely attached to the front entrance of the building/or property to advise and describe where the staff and children have relocated to. Detail how to get there and if possible, advise of the new contact mobile/phone number.

ii. Leave a voice message on the Centre phone for parents/officials, and staff.

iii. Take the emergency Centre cell phone.

iv. Advise Police and Civil Defence officials and neighbours.

v. Take first aid supplies, food, drink, and bedding (and toys/books) if required.

vi. Ask for, or arrange assistance in relocation/evacuation from neighbours, passersby, or officials.

vii. If time, and if appropriate, turn off gas, water and electricity at mains supply.

Evacuate to Assembly Point:

i. Move all staff and children to an assembly point, which may be outside (or if too wet or dangerous in a room near the exit).

ii. Take a roll, record, and count/tick off names from the roll (include adults/staff).  

iii. Check all parts of the building, including in and around furniture, to ensure all children are out and at the assembly point.

iv. Secure the premise. Turn gas and electricity off, close and lock windows and doors.

v. Ensure emergency supplies are taken with children.

Transport and/or relocation movement arrangements:

i. When walking to the new location/Community Emergency Hub, ensure all children stay together in a line or group as they move to the evacuation destination.

ii. Ensure non mobile children are placed and transported in the emergency cot and/or slings.

iii. Ensure staff/adults take care of a specified group (known number) during relocation.

iv. On arrival check all children and adults against the roll.

v. Register, if appropriate with officials or advise Police and Civil Defence officials, neighbours of arrival.

Options for care and release of children:

i. If previously not possible, parents will be contacted to advise of the new location and to pick up their children as soon as possible.

ii. Staff will be required to stay and care for children, until released by the Chief Warden (advise location officials of this policy).  Staff members who are also parents to young children (under 18) will be released first and staff members who are also parents to children attending childcare.  All remaining staff will be released in order of their shift times.

iii. Staff will ensure children are comforted, basic needs met, kept warm, provided with drink, food, and shelter, and kept occupied and safe.

iv. Where possible all regulations and service features will be continued as if the children/staff were at the licensed Centre.

v. Children will be released to parents/caregivers (or an authorised person who is on the child’s contact list if they have been given written or verbal consent) and marked off on the roll as per normal procedure unless confirmation received from parent.

vi. The Chief Warden should make diary notes of significant events and contacts.

vii. Chief Warden duties and responsibilities will end when the last child has been released.

This plan will be copied and displayed prominently in the premises.

Isolated Emergencies/Crises

• In an isolated emergency/crisis the Senior Management team including, the Director and Licensee’s will be notified. The Centre Manager may also choose to consult with outside specialist agencies such as Public Relations, Legal Management, Human Resources, Security, the Early Childhood Council, Work safe etc.

• The Centre Manager will establish as many of the facts as they can and assess the situation.

• Outside agencies such as the Police, Regional Public Health and/or Ministry of Education will be notified if required.

• The Centre Manager and/or Administrator will contact all families of the Centre to inform them of the situation. The way parents are notified will be decided by the Centre Manager. This may be done via email, phone calls or a face-to-face meeting held as soon as possible.

• Only staff members, listed family members and authorised personnel are to be allowed onto the premises. All others will be asked to leave or escorted off the premises immediately.

Communicating with Families and Media:

• The Centre Manager will deal directly and communicate with the families – expressing empathy, and sympathy for children and their families. They will be required to listen to the logical questions asked and respond to those. They will also listen to how families are feeling.
• Only the Centre Manager or an authorised spokesperson specifically assigned to the role will communicate with families, the media or other organisations. Staff members are not permitted to speak or comment. This is to ensure messaging is clearly and factually communicated. This spokesperson will be required to have a professional understanding of the media’s needs and will make themselves available to the media.
• Answers should be short and to the point, be honest and factual. Questions will be answered as directly and briefly as possible, in a positive manner. Supplementary information will be provided as fact sheets. Do not ever mislead, lie or say, “no comment”.
• If the Centre chooses to run a media conference, it will be located away from the Centre. The designated media spokesperson will answer all questions. They will: Outline what has happened, outline the actions being undertaken, express concern and empathy for children and families, outline what we are doing to help them, express confidence in those responding to the emergency/crisis and then take questions.
• The spokesperson will keep communicating, even if there is little new information.

Examples of Questions for Media Fact Sheet:

• What happened?
• When did this happen and when did you find out?
• Why the delay in responding?
• What is the damage/injury estimate?
• How many are affected?
• Who is responsible for managing the situation now?
• With the situation as serious as it is, why are you not moving faster/doing more?
• Has this happened before?
• What have you done to prepare for this situation?
• What are you going to do to put things right/fix the problem?
• How can you assure parents/other affected parties that you are in control of the situation?
• When will things return to normal?
• Are other Centres vulnerable to this same situation?
• How do you explain the contradictory statements coming from yourself and some other person commenting to journalists?
• Do you think you could have handled this situation better?
• Will there be an investigation?

Pandemic Planning

Curious Minds Early Learning will be guided by the Ministry of Health during a pandemic. The Ministry of Health can declare a pandemic event and will provide advice and guidance about this. The Ministry of Health’s Medical Officers of Health will be our key external contact in a pandemic event. They work as part of the region’s response co-ordination team. They will provide leadership, direction and guidance on whether to remain open, close or re-open, in association with the Ministry of Education.

Wellington District Health Board is:

• Capital and Coast District Health Board: Phone - 04 385 5999
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Queenstown District Health Board is:

• Southern District Health Board: Phone - 03 441 0499
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In the event of a pandemic, a Pandemic Manager/Mangers will be appointed. This will be the Centre Manager and/or Room Leaders. The Pandemic Manager will be responsible for:

Protecting Children, Families and Staff:

• To minimise illness among children, families, staff and visitors, Curious Minds Early Learning will promote good hand washing, cough and sneeze etiquette, and follow health advice about keeping any specific individuals away.
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Recommended technique for good hand hygiene practice:

• Wet hands, preferably with warm water and apply liquid soap.
• Rub hands vigorously together and rub all areas.
• Wash for 20 seconds (about the same time as it takes to sing Happy Birthday).
• Rinse well and dry hands thoroughly:
• 20 seconds by paper towel (2 towels 10 seconds on each towel)
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• To ensure the safety of all children and staff, anyone presenting with symptoms will be sent home immediately. A designated area will be assigned to safely isolate children until they have been collected by a parent or family member.
• Children and staff returning after being absent due to the pandemic must return only after all requirements are met and they have fully recovered. To effectively manage the pandemic all affected children and staff members will be recorded on a register.
• Pandemic Managers will regularly check for updates on the Ministry of Health website.
• Curious Minds Early Learning will ensure there is adequate supplies of tissues, gloves, aprons, medical and hand hygiene products, cleaning supplies and masks. Stock levels will be monitored to ensure availability as products may be difficult to purchase once a pandemic begins.
• Health and safety training and advice will be provided to staff, keeping all staff regularly informed of the response plan, ensuring information on illness prevention, how to treat children and staff that become ill at work and how ill children and staff will be supported is communicated.
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Ensuring a Clean Environment:

Curious Minds Early Learning will maintain a clean environment to prevent the spread of illness. Ventilation and regular cleaning practices will be increased in frequency following an outbreak. Teachers will carry out extra cleaning during a pandemic and the Centre cleaners will be asked to use a diluted bleach solution for all cleaning. Surfaces and handles that are frequently touched with hands will be cleaned often, preferably several times day.
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Communicating with Children, Families and Staff:

• Curious Minds Early Learning Centres will keep our communities regularly informed about what we are doing, any expectations we may have. For example: keeping unwell children at home, leave cover for staff, good hygiene practices, regular and thorough hand washing and/or hand sanitising, safest cough and sneeze practices/ habits etc.
• We will immediately cease all non-essential activities that are likely to expose children or staff to greater risk. This includes excursions when public health measures cannot be maintained (i.e. physical distancing etc).
• All non-essential visitors should be politely asked to stay away. This includes relatives other than those doing drop offs and pick-ups.
• Email and Educa will be our main means for communicating with and updating parents and staff throughout a pandemic.
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Making Sure Key Information is Accessible:

Pandemic Managers will ensure we have up to date contact information for:

• Parents/caregivers,
• An emergency contacts list for staff members,
• The different media that the public can access to receive situation updates.
• Regular reports will be provided to Management.
• Along with the Administrator, Pandemic Managers will ensure the completion of all necessary forms to advise outside agencies such as Ministries of Health and Education.
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Managing Staff Absences:

• Pandemic mangers will establish a system to monitor staff who are ill or suspected of being ill, including contacting staff who are unexpectedly absent from work.
• Scenarios must be considered where up to 50% of staff are absent at the height of a severe pandemic.
• Recovery time/mandated quarantine period must be considered as well as the ability to staff accordingly to meet required teacher to child ratios.
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Plan For Closure:

Curious Minds Early Learning will take direction to remain open, close or re-open by their local Ministry of Education branch. Pandemic Managers will make choices/ decisions about opening hours, attendances and related matters based on staffing and supervision concerns due to staff absences.

Plan For Return:

Curious Minds Early Learning’s pandemic managers will plan to facilitate and encourage the return of children, families and staff once they are better or at the end of their exclusion period. All individuals who are no longer ill will be welcomed back and supported with their return to the service.

LINKS TO RELATED POLICIES/PROCEDURES

• Emergency Management Plan
• Fire Evacuation Scheme
• Health & Safety Policy