Emergency Planning and Procedure

Why?

• To ensure the safety of all staff, students, and visitors in the event of an emergency.

• To minimise stress for staff, students, and visitors during an emergency.

• To ensure appropriate consideration, support, and consultation.

What and How?

At all times, a teacher’s first responsibility is the safety of the children until the all clear is given.

1. Emergency Information and Signage

• Signs for Fire, Earthquake, Lockdown, and Ash Cloud procedures, as well as a school map, are displayed in every room near the front entrance.

2. Drills and Preparedness

• Emergency drills will be organised and practised regularly (at least once per term).

• Records will be kept to assess effectiveness and outline next steps.

• Students will have emergency procedures explained to them regularly.

• Normal routines will be disrupted during drills, and all staff and students must respond as if it is a real emergency.

• Prior to lockdown drills, communication will be sent to whānau and police to avoid any misunderstandings.

3. Emergency Procedures as per signage

4. Roles and Responsibilities

• Teachers:

  • Lead students to the Courts with attendance registers (found at the door).

  • Take a roll call and report any absences (via a student) immediately to the Warden.

  • If outdoors, use Helxix (accessible via phones) for roll calls.

• Learning Assistants:

  • Sign in with the Warden on the Court.

• Visitors:

  • Proceed to the Court to be checked off the visitors’ list.

  • Admin staff will check sign in/out sheets.

5. After-Hours Evacuation

• Applies to group activities, meetings, or facility use outside normal school hours (before 7:30am or after 3:30pm on school days).

• Groups assume responsibility for following evacuation procedures as part of their use/hiring agreements.

Additional Information

• Details of all Evacuation Procedures and Emergency Actions can be found in the:

  • MOE Emergency Planning Guidance Booklet

  • CTS SchoolDocs Policies

Communicating with Whānau During an Emergency

In the event of an emergency, disaster, or crisis, the school will contact parents/caregivers/whānau as soon as possible using the emergency contact details provided. Information will be released to the school community as appropriate. Communication methods may include:

• Text messaging parents/caregivers

• Emailing parents/caregivers

• Posting signs at the school

• Informing local media outlets

Parental Instructions

Parents/caregivers must follow all instructions issued by the school. This includes refraining from coming to the school to see or collect their children if advised not to do so.

This is especially critical during a lockdown under police instruction. Our communications will provide clear guidance on how and when parents/caregivers can be reunited with their children in the event of a school closure.

• Student Pick-Up Procedure:

  • Teachers will monitor and record who collects each student.

  • Students will only be released to parents/caregivers or other approved individuals where prior permission has been given.

  • Teachers will inform the Team Leader once all students have been collected.

• Staff Protocol:

  • Teachers will check in with the Leadership Team before leaving the school.

  • Priority for leaving will be given in the following order:

    1. Staff with young or school-aged children to collect

    2. Staff who need to travel a significant distance to get home

    3. Remaining staff members

Other Communications

The school’s communication plan includes procedures for:

• Notifying and liaising with emergency services and other relevant organisations for advice, support, and logistical discussions.

• Managing media enquiries:

  • The designated media contacts are the Board of Trustees’ Presiding Member and/or the Principal.

  • The Presiding Member and Principal will work closely to prepare a media response and determine who speaks to the media.