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Guilford County Schools

Emergency Action Plan

POLICY

In accordance with the regulations established by the United States Department of Labor pursuant to

the Occupational Safety and Health Act and the North Carolina Safety and Health Administration Fire

Prevention Standard, 1910.38, Guilford County Schools shall have in effect an Emergency Action

Plan. It is the policy of Guilford County Schools to provide a safe work place for all employees,

students and visitors. This Emergency Action Plan has been developed to provide procedures dealing

with emergencies such as Fires, Chemical Leaks and Spills, Propane and Natural Gas Leaks,

Hurricanes, Tornados, Severe Thunder Storms, Floods, and Bomb Threats. It is the intent of this

Emergency Action Plan to assure that there is a means of reporting emergencies, types of

emergencies, employee alarm systems and alternate emergency signals, evacuation routes, and

procedures to account for all persons after evacuation.

For purposes of clarification, all references to Guilford County Schools in this document shall mean

the same as, and apply to, the activities at all Guilford County Schools sites. Additionally, the

Principal or Site Manager shall be the supervisor for purposes of this plan. He/she may delegate those

responsibilities by making the assignment and attaching an Appendix A to this plan stating the name

of the person and the responsibilities delegated.

The Emergency Action Plan should be reviewed at least annually and updated as appropriate both to

maintain compliance with changing regulations by the Program Administrator Health and Safety.

This plan will be kept in the workplace and made accessible for review by Guilford County School

System employees. All contractors and subcontractors are to be familiar with this Emergency Action

Plan and have access to this plan prior to performing work at Guilford County School System.

MEANS OF REPORTING EMERGENCIES

In all types of emergencies, the Principal or Site Managers office should be notified by Telephone,

Nextel, Walkie Talkie or Public Address System as to the location and type of emergency. Guilford

County School System buildings are equipped with automatic and manually operated fire alarm

systems. In the event of a fire emergency, if the automatic fire alarm system has not been activated,

the fire alarm system should be manually activated by pulling the handle on a fire pull station.

TYPES OF EMERGENCIES AND PROCEDURES FOR EVACUATIONS

Fires ……………………………………………………………………… Appendix B

Chemical Leaks or Spills (including gasoline and fuel oil) …………….. Appendix C

Propane and Natural Gas Leaks …………………………………………… Appendix D

Hurricanes, Tornados, Severe Thunder Storms …………………………… Appendix E

Floods ……………………………………………………………………… Appendix F

Bomb Threats ……………………………………………………………… Appendix G

EMPLOYEE ALARM SYSTEMS and ALTERNATE EMERGENCY SIGNALS

Guilford County School System buildings are equipped with both automatic and manually operated

Employee Alarm Systems. When activated, these systems will sound alarms that can be heard above

the ambient noise of the workplace. Additionally, Guilford County Schools System Buildings are

equipped with a bell/horn and public address systems. These will serve as an Alternate Emergency

Signals to any automatic or manual Employee Alarm System. Alternate Emergency Signals are listed

in Appendix H. In the event that the manual or automatic Employee Alarm System, bell/horn system

and/ or the public address system do not function, all sites will use a portable megaphone to relay

emergency instructions. Guilford County Schools shall assure that all Employee Alarm Systems are

maintained in operating condition except when undergoing repairs or maintenance. Guilford County

Schools shall assure that test of the reliability of the Employee Alarm System is made on a monthly

basis. Guilford County Schools shall assure that the servicing, maintenance and testing of Employee

Alarm Systems are done by person trained in the designed operation and functions necessary for

reliable and safe operation of the system.

EMERGENCY EVACUATION ROUTES

The number of emergency evacuation routes and exits must be adequate to permit prompt evacuation

of employees and other building occupants during an emergency. Exit routes must be located as far

away as practical from each other so that if one exit route is blocked by fire or smoke, employees and

other building occupants can evacuate using a second exit route. A single exit route is permitted

where the number of employees and other building occupants and the arrangement of the workplace

are such that all employees and building occupants can evacuate safely during an emergency.

Each exit discharge must lead directly outside or to a street, walkway, or open space large enough to

accommodate the building occupants. Exit doors must be unlocked and employees and other building

occupants must be able to open an exit route door from the inside at all times without keys or tools.

Panic bars that lock only from the outside is permitted.

Employees and building occupants should be evacuated at least 1000 feet away from the structure and

proceed to a Designated Assembly Area so that attendance can be taken by a designated individual

who will report to the Principal of Site Manager of any unaccounted for person(s).

Emergency Evacuation Routes and Tornado Shelter Diagrams are to be posted in each classroom and

all other occupied spaces such as gyms, auditoriums, and cafeterias. A Master Copy of the

Emergency Evacuation Routes and Tornado Shelter Diagrams should be inserted in this Emergency

Evacuation Plan and a copy forwarded to Guilford County Schools Maintenance Department by

August 30th

of each school year.

ACCOUNTING FOR PERSONS AFTER EVACUATIONS

Principals and Site Based Managers are to designate a central location so that staff members, such as

Teachers, Department Heads or Supervisors who are responsible for obtaining attendance after an

Emergency Evacuation or Tornado Drill, can report if any person is missing. The Principal or Site

Manager must immediately notify the Fire Chief or On-scene Commander if any person is missing.

The Fire Chief or On-scene Commander will orchestrate a search of the buildings for the missing

person. At no time should any Staff Member or Student, re-enter the buildings once they have

reached the Designated Assembly Area or Shelter.

TRAINING

All employees of Guilford County School System shall be instructed as to how to operate the

building's fire alarm system and to be familiar with evacuation routes. The training of all employees

shall include and shall also emphasize the following:

1. Procedures for reporting fires, chemical leaks or spills, propane and natural gas

leaks, hurricanes, tornados, severe thunderstorms, floods, or bomb threats.

2. Procedures for emergency evacuation, including types of evacuation, exit routes and

designated assembly area.

3. Procedures to account for all persons after evacuation or movement to shelters.

Training on the Emergency Action Plan shall be provided annually, documented on the attached

training form, Appendix I, and kept on file by the Principal or Site Manager.

A monthly Emergency Evacuation Drill shall be conducted and documented on the Principals

Monthly Fire Drill and Inspection Report Form, Appendix, J, and kept on file by the Principal or Site

Manager with a copy sent to the Guilford County Schools Maintenance Department.

A quarterly Tornado Drill shall be conducted and documented on the Principals Tornado Drill Report,

Appendix K, and kept on file by the Principal or Site Manager with a copy sent to the Guilford

County Schools Maintenance Department.

Appendix A

The Emergency Action Plan for ________________ will be administered by

________________________________.

Appendix B

Fire

Procedure

1. When a fire is discovered by a student or staff member, the fire alarm system should be

activated by manually pulling the handle on a fire pull station. If the fire is discovered by

an automatic fire of smoke detector system, the fire alarm system will sound

automatically. In either case, a staff member should notify the Principal's office as to the

extent and location of the fire either by telephone, Nextel, walkie talkie or public address

system.

2. If the automatic and/or manual fire alarm systems fail to operate:

A. The Principal is to sound the alternate evacuation signal immediately. The

evacuation signal consists of three short rings on the bell/horn system.

B. The Principal is to use the megaphone if all electrical/mechanical systems fail to

operate.

C. Notify classes outside the main building, such as mobile classrooms, physical

education areas and cafeterias.

3. Contact fire/emergency services by dialing 9-1-1. Tell operator where point of contact

will be located to meet responding Fire Department Commander.

4. If properly trained, staff members should use portable fire extinguishers to control and possibly

extinguish incipient stage fires.

5. All students and staff members will evacuate the buildings and proceed to the designated

assembly areas in accordance with the Emergency Evacuation Routes posted in each classroom.

6. Teachers will close all windows and doors in classrooms and turn off the lights when

leaving the room. Teachers will ensure that all students and staff members have left the

classroom.

7. School personnel will ensure that all buildings are vacated.

8. Office Support will close all vaults and secure all records.

9. The Principal will insure that the occupants are evacuated at least 1000 feet from the

structure and confined to the designated assembly areas.

10. The Principal will designate a central location where staff members can bring and receive

information.

11. All teachers will take roll and notify the Principal immediately if someone is missing.

12. Principal will immediately notify Fire Commander if someone is missing. The Fire

Commander, will orchestrate the search for missing persons. Under no circumstances should

any staff member re-enter any building once the evacuation is completed.

13. Principal will alert school nurse and first responders to provide medical assistance if

needed.

14. If students or staff members are transported to hospital(s):

A. Keep list by name of what students or staff members are transported to hospital and to which

hospital they are being transported to.

B. Direct staff members to each hospital where students or staff member are transported.

C. Notify parents, guardians or spouses of incident. Notify same as to which hospital students or

staff members are transported.

15. Keep access roads open for fire/emergency vehicle

16. Students and staff members will not return to the building until area is declared safe by Fire

Department Officials. If school is to be dismissed, have attendance roster available to use as a

checklist when releasing students. Instruct teachers to remain with students until they are released

to parents or guardians or transported to a prearranged evacuation location.

17. In conjunction with Fire Commander, prepare a fact sheet regarding the incident.

18. In conjunction with Fire Commander, prepare a media statement.

19. Ask media outlets to assist with notifying parents, guardians, and spouses on the time

and location where their students and staff members will be released.

Appendix C

Chemical Leaks or Spills (including gasoline and fuel oil)

Procedure

1. When a chemical leak or spill is discovered by a staff member, notify the Principal's

office as to the extent and location of the chemical leak or spill either by telephone,

Nextel, walkie talkie or intercom.

2. Principal will verify information and determine if evacuation is appropriate.

A. If the evacuation is determined necessary, the Principal is to sound the alternate

evacuation signal immediately. The evacuation signal consists of four long

rings on the bell/horn system.


operate.






assembly area in accordance with the Emergency Evacuation Routes posted in each classroom.

5. Teacher will close all windows and doors in classrooms and turn off the lights when

leaving the room. Teachers will ensure that all students and staff members have left the

classroom.




structure and confined to the designate assembly area.


information.





12. Principal will alert school nurse and first responders to provide medical assistance if

needed.
















Appendix D

Propane and Natural Gas Leaks

Procedure

1. When a propane or natural gas leak is discovered by a staff member, notify the Principal's

office as to the extent and location of the propane or natural gas leak either by telephone,

Nextel, walkie talkie or intercom.

2. Principal will verify information and proceed with evacuation.

A. The Principal is to sound the alternate evacuation signal immediately. The

evacuation signal consists of four long rings on the bell/horn system.


operate.






assembly area in accordance with the Emergency Evacuation Routes posted in each classroom.

5. Teachers will close all windows and doors in classrooms and turn off the lights

when leaving the room. Teachers will ensure that all students and staff members have

left the classroom.




structure and confined to the designated assembly area.


information.


11.Principal will immediately notify Fire Commander if someone is missing. The Fire



12. Alert school nurse and first responders to provide medical assistance if needed.
















Appendix E

Hurricanes, Tornados, Severe Thunder Storms

General

Hurricanes are normally forecasted sufficiently in advance for emergency action to be initiated before

the winds or rain affects the school district. It is not anticipated that wind or flooding associated with

a hurricane will affect any school buildings.

Tornados can occur with little warning and are usually associated with the onset of Severe

Thunderstorms. .A Tornado Watch indicates that weather conditions are favorable for the formation

of tornadoes. A Tornado Warning indicates that a tornado has been sighted in the general

geographic vicinity.

Procedures when a TORNADO WATCH is issued by the National Weather Service

1. The Superintendent or the School Safety Office will notify the Cabinet (Chief Officers) and then

the Principals by Nextel Direct or e-mail that a Tornado Watch is in effect for the area.

2. Principal will activate the battery-operated NOAA Weather Radio and listen for local weather

advisory. In addition, any local FM radio station that participates in the Emergency Alert

System (EAS) will be broadcasting weather related information.

3. The Principal will notify all staff members in school by personally visiting them or by

announcing a coded message on the public address system all-call.

4. The Principal will send staff to notify teachers with classes outside the main building, such

as mobile classrooms physical education areas and cafeterias.

5. Teachers will continue regular classroom activities.

6. The Principal will designate persons to serve as lookouts on all fours sides of the building.

7. Principals with transportation sites will notify the bus supervisor of the Tornado Watch.

8. School will be dismissed at the normal hour, and bus drivers will follow regular routes using due

caution.

Procedures when a TORNADO WARNING is issued by the National Weather Service

1. The Superintendent or the School Safety Office will notify The Principals by Nextel Direct

Connect or by e-mail that a Tornado Warning is in effect for the area.

2. The Principal is to sound the tornado signal immediately. The tornado signal consists of one long

ring followed by one short ring on the bell/horn system.

3. The Principal is to use the megaphone if all electrical/mechanical systems fail to operate.

4. The Principal will send staff to notify teachers with classes outside the main building, such as

mobile classrooms, physical education areas, and cafeterias.

5. All students and staff members will immediately proceed to the designated tornado shelter in

accordance with the tornado shelter plan posted in each classroom.

6. The office support staff will close all vaults and secure all records.

7. Once in the designated tornado shelter, all students and staff members will assume a kneeling

position and cover the back of their head/neck with hands or coats so as to protect head and

eyes. Face away from the area with greatest potential for injury from flying glass.

8. All teachers will take roll and notify the Principal if someone is missing.

9. The Principal will immediately organize a search if someone is missing.

10. Students and staff member will not return to their classroom until the Tornado Warning has

expired and the Principal declares the building safe.

11. Principal will notify School Bus Drivers not to leave any school site or run a bus route as

long as a Tornado Warning is in effect.

Procedures to follow if a Tornado is sighted approaching the School but No Official Warning

Has Been Issued by the National Weather Service

1. If time permits, go to the basement or interior hallway or interior room on the lowest floor level

Avoid staging near exterior walls, doors and windows.

2. If time does not permit, stage near the safest area of a classroom which is the inside wall farthest

away from doors and windows.

3. The Principal will instruct students and staff members to avoid windows, doors, auditoriums,

gymnasiums, or other structures with wide, free-span roofs.

4. The Principal will instruct students and staff members to position under heavy furniture, such as

large desks, if available.

5. The Principal will instruct students and staff members to assume a kneeling position and cover

head with arms to protect head and eyes from flying debris.

6. If students or staff members are injured or if the school receives damages due to tornadic

winds, lightening as so forth the Principal or designee will contact fire/emergency services by

dialing 9-1-1. Tell operator where point of contact will be located to meeting responding Fire

Department Commander.

7. The Principal will alert school nurse and first responders to provide medical assistance as

necessary.

8. The Principal will designate a central location where staff members can bring and

receive information.



Commander, will orchestrate the search for missing persons.


C. Keep list by name of what students or staff members are transported to hospital and to which


D. Direct staff members to each hospital where students or staff member are transported.






checklist when releasing students. Instruct teachers to remain with students until they are

released to parents or guardians or transported to a prearranged evacuation location.



16. Ask media outlets to assist with notifying parents, guardians, and spouses on the time and

location where their students and staff members will be released.

Procedures to follow if a Tornado is sighted approaching the School Bus but No Official

Warning Has Been Issued by the National Weather Service

1. Bus Drivers should not try to outrun the tornado. Bus Driver will look for a ditch, or other low

lying area and have students immediately evacuate the bus and lie down in the selected area.

Students should move away from the bus.

2. The Bus Driver will instruct the students should lie face down. Legs should be extended, arms

drawn in next to the torso, and head face down.

3. The Bus Driver will determine when it is safe for students to return to the bus.

Appendix F

Floods

General

Except for flash floods, floods are normally forecast sufficiently in advance for emergency action to

be initiated before floodwaters affect the school district. It is not anticipated that flooding will affect

any school buildings.

However, some bus routes could be affected by flood waters. In such an event, proceed according to

the following plan:

1. The Transportation Office will contact the appropriate law enforcement agency and request

information about flooding or possible flooding on roads used as bus routes.

2. The Superintendent will decide whether to close school early.

3. If a decision is made to close school early:

a) Section Chiefs will be notified.

b) Principals will be notified.

c) Contact media to inform general public of school closing. Post notice on district's web site and

cable television channel.

4. Bus drivers will follow regular routes unless notified otherwise by the Principal.

5. If an emergency should occur such as a flooded bridge or a stalled bus, the Bus Driver will call

the Transportation Office. The Transportation Office will notify the Principal of the affected

school, the immediate bus supervisor and the respective route operations supervisor.

6. If the road to a student's home is flooded and no alternate route is available or if the area

between the bus route and the student's home is flooded, the bus driver will call his supervisor.

The supervisor will contact the principal to decide whether the student should be returned to

school.

7. If the student is returned to school, the Principal will then make appropriate transportation

arrangements.

8. Under no circumstances should a Bus Driver attempt to cross a flooded road/area.

Appendix G

Bomb Threats

General

A bomb threat may be received by various means, but will usually be by telephone.

Recommended Steps to Follow

1. The recipient of the call will attempt to obtain information from the caller using the Bomb Threat

Checklist. The recipient of the call will immediately notify the Principal. DO NOT USE

WALKIE-TALKIES.

2. Immediately notify the following officials as appropriate

POLICE DEPARTMENT: 9-1-1

SHERIFF'S DEPARTMENT: 9-1-1

FIRE DEPARTMENT, COUNTY: 9-1-1

FIRE DEPARTMENT, CITY: 9-1-1

SCHOOL SAFETY OFFICE: Nextel Direct Connect

BELL SOUTH ANNOYANCE CENTER: 780-2969

(If caller ID is not available)

3. If Principal determines that evacuation is appropriate,

a) The Principal is to sound the bomb threat code immediately. The bomb threat code

consists of the announcement “CODE BLACK” on the public address system.

b) The Principal is to use the megaphone if all electrical/mechanical systems fail to

operate.

c) Notify classes outside the main building, such as mobile classrooms, physical


4. All students and staff members will evacuate the buildings and proceed to the designated assembly

area in accordance with the Emergency Evacuation Routes posted in each classroom.

5. Teachers will arrange for two or three windows to be opened if weather permits and for the

classroom door to be unlocked and propped open when leaving the room. Prior to leaving

their classrooms, teachers, the most knowledgeable of what is in their room, should conduct a

quick check of their area. Be alert for suspicious items such as articles/packages. Any

suspicious items should be reported ASAP to administration. DO NOT TOUCH ANY

SUSPICIOUS ITEMS.


7. The Principal will insure that the occupants are evacuated at least 1000 feet, or as far as is

practical, from the structure and confined to the designated assembly area.

8. If inclement weather is a factor, the Principal may allow students and staff members to occupy

empty buses after the buses are searched and cleared by authorized personnel. The gymnasium

and mobile classrooms may be cleared after the buses to allow access for additional personnel.

Insure clearance of at least 500 feet around the mobile classrooms, cafeteria or gymnasium if

using this procedure.

9. All teachers will take roll and notify the principal if someone is missing.

10. The Principal will designate a location for faculty and staff to report suspicious items or missing

students.

11. The Principal will immediately organize a search if someone is missing.

12. Principals will designate a staff member to meet responding Fire, EMS and Law

Enforcement personnel to bring them to the principal, or designated alternate, to brief them

on the circumstances of the bomb threat.

13. Students will not return to the building until it has been declared "clear" by the Principal. The

Principal should organize search teams using school personnel to clear the area. Law Enforcement

and Fire Department personnel are not required to assist with the search. Bomb threat and search

procedures are best executed with an established plan of operation. Normally teachers make a

cursory search of their classroom as they are leaving the room. Support staff is used to cover

common areas (hallways, bathrooms, exteriors, etc.). IN ALL CASES, IF A SUSPICIOUS

ITEM IS FOUND, DO NOT HANDLE IT. REPORT IT IMMEDIATELY TO

ADMINISTRATION.

BOMB THREAT CHECKLIST

School: Date:

1. What NOT to do:

panic (sudden, excessive, unreasoning, infectious terror),

hang up on the caller,

fail to get as much information from the caller as possible,

use walkie talkie, or

fail to inform employees located in remote parts of the building.

2. Questions to ask:

When is the bomb going to explode?

Where is the bomb right now? ____

What kind of bomb is it? ________

What does it look like? __________

Why did you place the bomb?

Where are you calling from?

3. What SHOULD be done:

Hang up. Then, using the phone line the call was received on, pick up and dial *57, if

applicable, to activate call tracing.

Immediately report the threat to law enforcement and the Office of School Safety.

Record time threat was reported: _______________________________________________

How reported-

Exact words of caller. ________________________________________________________

4. Description of callers voice:

Male _____ Female ____

Young _____ Middle Aged _____ Old ____

Any accent?

Tone of Voice

Background Noise

Is voice familiar? If so, who did it sound like? Other voice characteristics:

5. Time caller hung up: Remarks:

6. Name, address, and telephone number of recipient:

APPENDIX H

ALTERNATE EVACUATION SIGNALS and CODES

These alarms will be sounded on the bell/horn system when school evacuation is

ordered:

Three short rings — Fire Alarm/Evacuation

Four long rings — Hazardous Chemical Spill or Leak, Gas

Leak/Evacuation

One long ring followed by one short ring — Tornado Signal

This code will be announced on the public address system when this particular

situation occurs:

Code Black ---- Bomb Threat

Use of Megaphone:

If the bell/horn system and/or public address system fail to operate, a megaphone

should be used to alert the students and staff members.

Appendix I

Sign In Sheet

Emergency Action Plan Training

DATE TIME

NAME EMPLOYEE

NUMBER

SCHOOL NAME_______________________________

TRAINER’S SIGNATURE_______________________ DATE______________

PRINCIPAL’S MONTHLY FIRE DRILL AND INSPECTION REPORT

INSTRUCTIONS: G.S. 115C-288(d) requires each principal “to conduct a fire drill during the first week after

the opening of school and thereafter at least one fire drill each school month, in each building in his charge

where children are assembled.” It further requires each principal “to inspect each of the buildings in his charge

at least twice each month during the regular school session” and to file a written report on this form once each

month with the school officials indicated. Failure to perform these duties is considered a misdemeanor (G.S.

115C-525(c).

Month

School Administrative Unit

A.

Last fire drill held on

at

o’clock

(Month) (Day)

Time consumed in evacuation of building

min

.

sec

.

If time varies measurably from previous evacuation, explain

B. Inspection for the purpose of keeping all buildings on this school site safe from accumulation of trash and other fire hazards has been

made twice this month in accordance with law, as follows:

(The two inspections shall be made not less than 10 days apart.) Inspections this month

First Second

Insert day of month

Yes No Yes No

1. All corridors, halls, and tower stairways are clear of obstructions ....................

2.

All doors used for exits are plainly marked, in good working order, and are unlocked and

unobstructed when building is in use ..................................................................

3.

All fire doors and smoke doors are not restricted or blocked open by wedges, chains, or

other props and are in good working order .........................................................

4.

Fire alarm detection equipment is in proper working order so that all occupants can

hear/see audible alarm or visual signal and is utilized in fire drills ...................

5. Emergency numbers are posted by telephones...................................................

6. Evacuation plan is posted in all areas ..................................................................

7. Emergency exit lights are illuminated and exit signs are visible........................

8. Emergency lighting is in operable condition .......................................................

9.

Chemicals used for both instructional purposes and maintenance are labeled and stored

in proper containers and location. Material Safety Data Sheets are available on campus

for review of any hazardous material stored on premises ..................................

10.

Supplies such as oily rags, mops, etc. are stored in safe and orderly manner in a well-

ventilated place or in an approved metal container with self-closing lid ...........

11.

Combustible liquids are stored in approved containers with vapor-tight covers in proper

locations

Gasoline, kerosene

Laboratory supplies

Paints, oils, cleaners

12.

All accumulations of trash and rubbish have been removed daily from all the buildings

on the premises..............................................................................................

13.

Portable fire extinguishers have been checked within past year by competent technician

......................................................................................................................... Yes No

14. Comments Attached....................................................................................... Yes No

15. Date last Principal’s Monthly Fire Drill and Inspection Report was made as prescribed by G.S. 115C-525(b)

16 Last fire safety inspection as prescribed by 115C-525(b) was conducted by

17 Last electrical inspection as prescribed by 115C-525(b) was conducted by

C. I certify that pursuant to G.S. 115C-525(b)(4), I have removed or corrected all fire hazards known to me and/or that I have notified the

superintendent in writing of those hazards that I could not remove or correct. (copy attached)

Signed

Principal Date

Appendix K

G U I L F O R D C O U N T Y S C H O O L S

Principal's Tornado Drill Report

School

Date of Tornado Drill

Quarter

Time

Time consumed in moving to designated safety areas:

minutes seconds

Principal's Signature __________________ Date __________________

A TORNADO DRILL SHOULD BE CONDUCTED DURING SEVERE WEATHER

AWARENESS WEEK.

Please forward to the Maintenance Department within ten (10) days of the drill.

Original - Maintenance Dept. Copy - School

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