<a href="http://berchman.net/irelandstapleton/wp-content/uploads/2013/12/special-districts.jpg"><img src="http://berchman.net/irelandstapleton/wp-content/uploads/2013/12/special-districts-300x86.jpg" alt="special-districts" width="300" height="86" class="alignright size-medium wp-image-971" /></a>

<a href="http://berchman.net/irelandstapleton/wp-content/uploads/2013/11/bert-head.jpg"><img src="http://berchman.net/irelandstapleton/wp-content/uploads/2013/11/bert-head.jpg" alt="bert-head" width="800" height="800" class="alignright size-full wp-image-1248" /></a>Are you prepared for an emergency?  No one wants to talk about disasters striking our center or our children, but to ignore the possibility is to discount the horrific reality faced recently with the shooting in Sparks, Nevada, then only months ago by our friends in Lyons and surrounding areas during the recent floods and the experience of educators in Colorado Springs, when faced with fires this past year.  I suggest that none of us are truly prepared for everything, and even those among us, who have taken the time to articulate a plan, could benefit from a review to identify gaps in an existing plan.  Below is a sample list of questions to ask yourself in a safety audit.

<strong>Who are we?</strong>

1. What do we do? What services do we provide?  Consider both administrative functions and direct services.

2. Who do we need in order to perform those services?
<ul>
	<li>What are our “must have” positions?</li>
	<li>What staff is “non-essential”?</li>
	<li>Is there redundancy in our “must have”?  If not, how can we create it in the event of unavailability?</li>
</ul>
3. Where do we provide them?  In urban areas and offices?  In rural locations?
<ul>
	<li>Where will we operate if we cannot access our current location?</li>
	<li>Where will we evacuate to, if we must?</li>
	<li>What forms of transportation must we have access to?</li>
</ul>
<b>4. What</b> licenses do we need to do what we do, in each different location, considering all duties?

5. What tools do we need to do what we do, in each, different, locations, considering all duties?
<ul>
	<li>What equipment?</li>
	<li>Licenses?</li>
	<li>Supplies?</li>
	<li>Paperwork?</li>
	<li>Phone numbers?</li>
	<li>Vendors/vendor information?</li>
	<li>Emergency contact information?</li>
	<li>Medical information?</li>
	<li>Technology?</li>
	<li>Utilities – phone, Internet, electricity?</li>
</ul>
6. How will we bring or acquire those tools if we must evacuate or relocate for an extended amount of time?

7. Who do we need to physically have in our possession, or what do we need to have access to in order to do what we do?

8. What policies, procedures and trainings do we need to ensure that we know what to do?  How often must we practice?

9. What does our internal communication policy look like?
<ul>
	<li>How will our people communicate to a central location the fact of an emergency at the outset?</li>
	<li>How will employees be notified, internally?</li>
</ul>
10. <b>What are we preparing for?  What are our risks?</b>
<ul>
	<li>Natural disaster: Flood, fire, tornado</li>
	<li>Emergency related to provision of utilities: gas leak, failed water supply or sanitation failure</li>
	<li>Emergency because of our location: overturned semi-truck (if near a highway), neighborhood shooting (if in a troubled neighborhood, across from a bank)</li>
	<li>Gun violence: single shooter</li>
	<li>Physical or sexual assault: by or of third party, parent, participant, employee</li>
	<li>Sexual predators: third party, parent, participant, employee</li>
	<li>Pandemic</li>
</ul>
For each of the identified emergencies, how will we function?

For each of the identified emergencies, which first responders need to be consulted now, in preparation for emergencies we hope never occur?

Can the emergencies be categorized into groups?  For example, emergencies that relate to administrative headquarters could be categorized into emergencies requiring evacuation and relocation, lock down (locking doors, turning off lights, and hiding out of sight) or lock out (locking doors and proceeding business as usual)?  Or into categories or emergencies requiring immediate action – within minutes – or emergencies for which we have notice of hours, or days?

Next, identify a plan for each emergency, making the plans as simple as possible.  Coordinate with first responders, utility providers and any other necessary third parties to ensure that everyone is using the same language, not creating unnecessary miscommunications.
<p style="text-align: left;">This is just a start, but it is a good start.  In my experience as a drafter of policies, the best way to start crafting a plan is to, well, start.  Sometimes you don’t know what you need until you sit down and start drafting it.  Only then will you be able to have productive discussions with your stakeholders and find the holes in what you prepared.</p>
<strong> Sample list of emergency supplies:</strong>
<ul>
	<li>Cell phone with extra charged batteries</li>
	<li>First aid kit</li>
	<li>Water, formula, bottles</li>
	<li>Food</li>
	<li>Blankets</li>
	<li>Activities (crayons, paper)</li>
	<li>Diapers, toilet paper</li>
	<li>Pacifiers</li>
	<li>Batteries, flashlights, candles, matches</li>
	<li>Phone numbers
<ul>
	<li>Licensing (to call for an emergency waiver)</li>
	<li>Fire</li>
	<li>Police</li>
	<li>County</li>
</ul>
</li>
	<li>Paperwork
<ul>
	<li>Parent contact information</li>
	<li>Class lists, with names and photos</li>
	<li>Medical information – allergies, etc.</li>
</ul>
</li>
	<li>Maps
<ul>
	<li>Reunification supplies</li>
</ul>
</li>
</ul>
<em>This article is intended as a general discussion and information on the topic covered, and is not to be construed as rendering legal advice.  If legal advice is needed, you should consult an attorney.  This article may not be reprinted or reproduced in any manner without prior written permission of the author.</em>

<em><a href="http://www.irelandstapleton.com/people/attorneys/bio?id=43&amp;name=Laura%20J.%20Hazen">Laura J. Hazen</a> is a Director at Ireland Stapleton Pryor &amp; Pascoe, PC.  In her employment practice, Hazen provides day-to-day employment and regulatory advice and coaching to ECE providers, schools, camps and community organizations.  She also has an active litigation practice where she concentrates on representing business in all aspects of complex business and employment disputes.  You can contact her by email at <span style="text-decoration: underline;">lhazen@irelandstapleton.com</span> or by phone at (303) 628-3618. </em>

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