Early Childhood on Stafford Emergency Management Plan

LAST REVIEWED November 2024

NEXT REVIEW DUE November 2026

Key contact information for this plan

Address (physical) 89 Stafford St, Dunedin Central, Dunedin 9016 Phone 03470129

Incident Management Team leads / Key emergency contacts Name Russell Ballantyne Position / Role Director Name Tash Loder Position / Role Manager Name Sue Ballantyne Name Position / Role Director

Introduction This plan outlines how Early Childhood on Stafford will plan for and respond to an emergency event.

While every event is unique, there are some basic steps we will follow when responding to an emergency, as outlined below: Calendar Planned drills and other training

**Activity Jan **
Shelter-in place drill, January Lockdown drill January (Staff Only) Staff refresher training Review plan 1st Staff meeting January staff meeting review (eg, regular item at staff meetings) Parent and caregiver updates and reminders Plan sent out/location identified to whanau once reviewed Send reminder to update emergency contacts with newsletter February Fire Drill Feb Earthquake Drill Feb

**May ** Fire and Earthquake Drill

June Plan Review(eg, regular item at staff meetings) Parent and caregiver updates and reminders Plan sent out/location identified to whanau once reviewed

**August ** Fire and Earthquake Drill

Oct Fire and Earthquake Drill

Our role in a Civil Defence emergency • Our role in any Civil defence Emergency is to ensure the safety of children, students, staff and whanau. • Should a Civil Defence Emergency occur we have a responsibility to follow all guidance by the Civil Defence, including Evacuation of our premises if instructed. If this were to occur, we would proceed to our nearest Civil Defence Headquarters, which is Mornington School, located on Mornington Road. • If we ever had to evacuate to Mornington school, notices of our whereabouts will be posted at all entry points • As soon as possible, we will use every means possible to contact whanau and update them on our status and the well-being of their children. Communications plan – parents, caregivers and others

Planning Our proactive communications will include: • A beginning of year information newsletter sent to all parents and caregivers • Updating and sending our ‘Emergency Management Information for parents and caregivers’ out every second term, including a reminder to update their emergency contact information (who is approved to uplift their child) and • Summary of practice drills undertaken

**Response ** Our emergency response communications plan for parents, caregivers and others includes: • Parents/whanau will be informed of any situation as soon as practicably possible through face to face contact, Home App messaging, email and our Facebook page. • We will monitor the collection of children with our tablet app/manual lists included in our emergency kit. If unavailable we will keep the children with us until named whanau collect personally. All persons collecting children will be recorded.

External contact lists Radio - our local station for emergency information is: Radio Dunedin 95.4FM Emergency services Police, Fire, Ambulance 111 105 for Police, if needing non-urgent assistance Local Emergency Management office / group (Civil Defence) Point of contact: DUNEDIN EMERGENCY MANAGEMENT OFFICE Phone: 03 477 4000 National Poison centre Urgent line 0800 764 766 Non-urgent 03 479 7284 Essential agency / service Medical Officer of Health Public health South Phone 034769800 Ministry of Education Local office - Phone: +64 3 471 5200 Traumatic Incident Team - 0800 TI Team (0800 848 326) Contact Centre - 0800 225 580 National Office - (04) 463 8000 Ministry of Education media advice and assistance Point of contact Senior Media Advisor, Communications Group Phone 04 463 8000 / After Hours 027 560 5387 Mataara – the emergency contact system operated by the Ministry of Education 8707 Oranga Tamariki Ministry for Children 0508 326 459 Essential utility Power company Powershop Account number xxxxxxx Phone 0800462668 1for faults Gas company Rockgas Account number xxxxxxx Electrician Aotea Electrical 034551039 Plumber Foleys Plumbing 034788009 Essential security Alarm monitoring Alert 034550001 Fire alarm / equipment maintenance Aotea Electrical

Emergency Response Types Evacuation Evacuation from ECOS may be required to ensure the safety of staff and children in an emergency event. In all cases, evacuations need to be planned and practiced. Whilst final decisions rest with the Directors, our Manager/Person Responsible is responsible for all decisions in real time. When possible, Directors will be informed of events and actions taken.

General evacuation plan Specific events Evacuation areas Fire Evacuation Plan / Point Should the fire alarm sound /adults warn of a fire, staff first ensure exits are safe to use and then escort children, students, visitors to the nearest marked safe exit immediately. Teachers in each playroom need to confirm with each other who will complete the check of areas including bathrooms and if upstairs, the offices/staffroom. Teachers in the over two-room must also take responsibility for securing the tablet for the head count. Upstairs :- after checking each space please close doors and evacuate down the stairwell and leave the building. If stairwell is blocked by fire then leave via staffroom windows and down back of building. Once outside of building help staff assemble children/visitors at assembly point located at Stafford St Boundary. From there roll call will take place and the Person Responsible will make decision on next actions such as withdrawal to safe space further away from building. Options include: The Market Reserve Playground (Princes St opposite Oval) Mornington Playground Skate Bowl (Eglinton Rd opposite Mornington Vet) Unity park lookout (Eglinton Rd Top of Stafford St) If evacuation from site occurs…. notices will be left informing which site above was chosen Parents/Whanau will be informed once children are at a safe distance of the situation and where they can be collected if needed.

Earthquake Evacuation Plan / Point Once shaking has ceased staff are asked to move any children, visiting adults and themselves to Ruma Rangimarie to assemble for a Roll check if possible. Please follow the directions of the Person Responsible. Once assembled further discussions will take place to assess the need to evacuate the premises.

Options include The Market Reserve Playground (Princes St opposite Oval) Mornington Playground Skate Bowl (Eglinton Rd opposite Mornington Vet) Unity Park Lookout (Eglinton Rd Top of Stafford St)Italic If evacuation from site occurs…. notices will be left informing which site above was chosen Parents/Whanau will be informed once children are at a safe distance of the situation and where they can be collected if needed.

Gas/Chemical Evacuation Plan / Point NB No Cell phones to be used in location until safely evacuated Once a Chemical Spill /Gas leak is identified/suspected, a verbal alert is to be given to all staff to evacuate. All children/staff/adults are to evacuate to the Fire Assembly Area where a roll call will be taken and then a decision will be made if there is a need to evacuate further away from premises.

Options include _The Market Reserve Playground (Princes St opposite Oval) Mornington Playground Skate Bowl (Eglinton Rd opposite Mornington Vet) Unity Park Lookout (Eglinton Rd Top of Stafford St)BoldItalic If evacuation from site occurs…. notices will be left informing which site above was chosen Parents/Whanau will be informed once children are at a safe distance of the situation and where they can be collected if needed.

Fire Response actions (as appropriate) Discovery of a fire Ring the fire alarm. Call 111 If safe to do so extinguish the fire. On hearing the alarm Initiate evacuation to planned location(s). Teachers / staff should collect the tablet in over two room and take children/visitors to the designated assembly point(s). Walk calmly and quickly. Ensure children / staff / visitors with disabilities are assisted by a responsible person. Ensure any visitors are included in the evacuation. Check all areas including bathrooms en route to the designated exit point. Ensure all adults and children remain at the evacuation point until clearance to leave is given. Returning to the building(s) Do not return to the building(s) until given the all clear by the Fire Service. Ongoing operations following a fire The decision to continue ECOS operations rests with the Directors. Contact the Ministry of Education regional office (they can provide support through the Traumatic Incident team if required).

Earthquake Response actions (as appropriate) During an earthquake If indoors: • Move no more than a few steps to a safe place and drop, cover and hold until the shaking stops. If you can, take cover under a desk or table • Keep away from shelves containing heavy objects and other large items of furniture • Keep away from windows • Stay indoors until the shaking stops and it’s safe to go outside. If outside: • Find a clear spot and drop to the ground and cover your head and neck • Adults/ children to stay in the ECOS grounds until a teacher comes to get them • Keep away from buildings and power lines. When the shaking stops Expect aftershocks. Ensure your personal safety first. Check those around you and offer help if necessary. If anyone requires medical assistance, call 111 and / or administer first aid. Evacuate if required. Get staff and pupils away from dangerous areas. Assemble in Ruma Rangimarie and complete the roll call. Listen to the radio for instructions from Civil Defence. If you smell gas or hear a blowing or hissing noise Turn off the gas at the bottles if safe to do so, using the outside main valve if you can. If you turn off the gas for any reason, it must ONLY be turned back on by a registered plumber or gas fitter. Ongoing operations following the earthquake The decision to continue ECOS operations rests with the Directors. Contact the Ministry of Education regional office (they can provide support through the Traumatic Incident team if required).

Pandemic The Ministry of Health leads the Government’s response to a pandemic. It is the responsibility of other agencies to plan for and respond to a pandemic in their respective sectors and settings, based on the direction set out by the Ministry of Health. At all times updates and latest information should be accessed from the Ministry of Health. Pre-response and Response actions (as appropriate) Planning annual vaccinations for staff will be reimbursed on supply of receipt. A supply of Personal Protective Equipment (PPE) gloves, face masks, antiseptic hand wash is available at all times Develop a communications plan for staff, students, children, families and other interested members of the community. Identify an appropriate space to be used as an isolation area. Know who the local Medical Officer of Health is and maintain regular contact. Response - when a pandemic has been advised or declared ECOS will regularly check for updates on the Ministry of Health website (Ministry of Health NZ). Posters available from Ministry of Health re cough / sneeze etiquette, handwashing. will be displayed Physical distancing strategies will be implemented based on advice from Ministry of health and Ministry of Education. Enhanced cleaning routines of touch points, common spaces and equipment used by children will be initiated as a precaution. Establish the isolation area (as required). Liaise with the local Medical Officer of Health as needed (see Essential agency / service contact list for details). The Ministry of Education website has further guidance for schools and early learning services to plan for a pandemic

Gas leak Response actions (as appropriate) If gas leak is suspected We will consider evacuating ECOS if we believe the gas is a risk. No-one will re-enter the building or outside area until cleared by authorised personnel. If possible we will turn off the gas valve at the cylinder station. If possible and safe to do so open windows to allow the gas to dissipate. Rescue any person in immediate danger but only if safe to do so. Do not: • Operate any electrical switches, including lights or alarms • Use cell phone in area where leak is occurring – even if outside of building • Allow anyone to smoke in the vicinity. Warn others in the immediate area. Call emergency services (111) if required. Call local gas company: Company Rockgas Phone 0800 762 542 Our account number 110 097741 4 Contact the Ministry of Education regional office if further support is needed.

Chemical spill All chemical spills must be treated as toxic and dangerous. They can be in liquid form, solids, powder or gas. Response actions (as appropriate) Become aware of chemical spill Move all people in the vicinity to a safe area. Consider: • Shelter in place – move / stay indoors and seal doors, windows, other openings and switch off any air intake units • Evacuation of ECOS if required and safe to do so. If required, contact emergency services on 111 Give appropriate first aid to anyone in contact with the spill. Notify the Director/Person Responsible Consideration may have to be given to how children will be collected if the spill has not been made safe by then. Contact the Ministry of Education regional office if further support is needed.

Dealing with a suspicious letter or package When dealing with suspicious packages the utmost caution must be exercised and no attempts must be made to touch, move or examine the package. Note: If a suspected bomb - do not use a cell phone or other radio device anywhere near the package. Response actions (as appropriate) In general Note the location of the package and a description of it (markings etc). Do not touch, shake or attempt to move the package. Check with the addressee to see if they are expecting the package. Isolate the item. Call the police (111) and advise them of the circumstances, the description of the package and its location. As appropriate, position staff at a safe distance to direct people away from the area where package / letter is. Consider evacuating the area or the school / early learning service (take police advice). If you open a letter/package and discover powder Put on gloves and place opened letter / package in a plastic bag. If hands or any part of the body may have come into contact with the envelope or package then wash with soap and water. If contents spilled: • Do not clean up or wipe spilt contents • Avoid breathing the powder or spores • Clear all people from the area and isolate the area (close doors & prevent access) • Switch off air conditioning • Wash hands with soap and hot water. If contents are spilt on clothing: • Select a room for changing • Remove clothing and place in plastic bag • Shower with soap and hot water • Change into other clothes. See New Zealand Police Suspicious letter or package for further information.

Bomb threats Keep calm. Do not hang up. A dialogue with the caller is important as information that may be gleaned from the caller can help assess the current situation and help police with further inquiries. During the call: • Let the caller talk • Ask the questions on the checklist below as the opportunity arises • Try and record as much information about the caller as you can • Avoid being confrontational Following the Call: • Call 111 and explain the situation to the police. It is likely that they will advise you on what to do next. • The decision to evacuate or stay within a building will depend on the circumstances of the threat. • More information from New Zealand Police can be found here: Suspicious mail and bomb threats | New Zealand Police Questions Answers When is the bomb going to explode? Where is the bomb? What does the bomb look like? What kind of bomb is it? What will make the Bomb explode? What is the explosive type and quantity? Why did you place the bomb? What is your name? Where are you? What is your address? Exact wording of the threat: Caller details Gender: Male Female Estimated age: Any speech impediment (specify): Accent (specify): Voice – loud, soft etc: Speech – fast, slow etc: Diction – clear, muffled etc Manner, calm, emotional etc: Did you recognise the voice? If so who do you think it was? Was the caller familiar with the area? Threat Language Background noises Call taken Well spoken Incoherent Irrational Taped Message read by caller Abusive Other: Street noise House noise Aircraft Voices Music Machinery Vehicle Other: Time: Length of call: Number called: Details of person taking the call Name Phone number Signature Date

Trespasser on ECOS grounds Only follow this process if it is obvious that the trespasser does not come under the category of an attacker (see ‘Attacker on-site’). Trespassing is where a person enters an early learning service or school and either: • Has been requested to leave, or • Their behaviour is such that the early learning service / school would not give permission for them to be there. Note: There is no authority under the Trespass Act 1980 for the occupier to physically eject the person from the premises. If a trespasser refuses to leave when requested, he or she should be told that the police will be called. The police have the option to arrest and charge the person with an offence, however they will assess each incident and take what they think is appropriate action. As well as the process under the Trespass Act, the Education and Training Act 2020 sections 30 and 241 make it an offence to intentionally insult, abuse, or intimidate a teacher or staff member on school or early learning service premises (within the presence or hearing of any child / student of the service / school). Incident type Response actions (as appropriate) You become aware of a person on the ECOS grounds that does not have permission to be there. Assess the nature of the trespasser: non-threatening or aggressive (if aggressive – follow the attacker process, next page). If appropriate, greet the trespasser, advise them who you are, and ask them why they are there. Whenever possible, ensure that you have a colleague with you. If the reason for the visit appears legitimate, take the person to the Director/Person Responsible where the reasons for the visit can be dealt with. Become aware that there is a trespasser on the property. If the reason for the visit is not legitimate, explain that they have to leave the premises. Notify the Director/Person Responsible and other staff members of the description, location and activity of the trespasser. Ensure the children and staff are safe – evacuate all inside and ensure the playrooms rooms are kept secure. If the person leaves when requested they are no longer considered a trespasser. If the trespasser refuses to leave when requested Explain that staff will have to call the police. If the trespasser still refuses to leave ask a colleague to call the police. If it is safe, stay with the trespasser until the police arrive. If the trespasser gives any indication of violence walk away (if possible, keep the trespasser under observation from a safe distance until police arrive). When police arrive update them on the situation. Follow-up actions Ensure the incident is documented and filed (including providing a report to police). Contact the Ministry of Education regional office (which can help you access the Traumatic Incident team if required). Consider: • Debriefing staff on the incident and assess if the Emergency Management process worked correctly or needs amendments • Debriefing children and students if the incident was a public one to prevent rumours and speculation.

Attacker on-site When responding to an attacker consider: • Escape - Move quickly and quietly away from danger, but only if it is safe to do so • Hide - Stay out of sight and silence your mobile phone • Tell - Call the Police by dialling 111 when it is safe. Response actions (as appropriate) Shots are heard or an attacker is believed to be on the premises Call 111 when it is safe to do so: • Identify yourself and early learning service, including address • Details of situation • Details of any casualties • Description of weapons, number of shots etc • Description and location and identity of offender if known • Identify the ‘target’ of aggression if known. If safe to do so, move to predetermined safe position to await Police arrival. Alert staff / children / students (avoid using the fire alarm). Our alert system: eg Silent alarm Move everyone inside and into rooms. Lock and / or barricade doors / windows. Keep quiet and do not leave the over two room unless it is safe to do so. Put mobile phones on silent mode and instruct others with phones to do the same. Should the event occur while children / students are outside, instruct children / students to move to nearest room. Once police arrive, liaise with them to secure the scene(s). Following the incident Directors will liaise with the media and consider whether to temporarily close or continue operating. Continue to monitor the wellbeing of children, students and staff. The Ministry of Education Traumatic Incident Teams can provide support (see contact list for phone number).

Serious injury or death Response actions (as appropriate) Death / serious injury occurs at school or early learning service Ensure your own safety. Assess area for danger (eg: live wires, poisonous substances etc). Give immediate first aid. Call emergency services on 111. Notify Director/Person Responsible; isolate and contain the area. Ensure access for emergency services. Action after medical personnel have taken over Director/Person Responsible to advise (as soon as possible): • staff Consider accompanying Police to advise parents or caregivers. Ensure cultural supports are contacted so appropriate processes can be enabled. Advise the Ministry of Education Traumatic Incident Team on 0800 84 83 26 or contact your local Ministry office. The TI team can help guide you on managing the response (including how to advise students, arrange counselling etc). Complete incident form with all known details. Ensure the designated media person, if you have one, is fully briefed. If the death or serious injury occurs outside of school / early learning service, follow the appropriate steps noted above. Traumatic Incident Team Contact the Ministry of Education Traumatic Incident team on 0800-TI TEAM / 0800 84 83 26.

Missing child or student All instances of a child going missing have to be treated urgently and steps taken to find the missing person or confirm their safe whereabouts. There can be many reasons and associated dangers for a missing child or student including: • The proximity of dangerous hazards to the early learning service • The possibility of an abduction • The possibility that the child or student has been picked up by a parent or caregiver • The child has left the facility Until the child has been found or confirmed in a safe location, action must be taken to locate them. Response actions (as appropriate) Information or notification that a child / student is missing Confirm: • That the person had been present at ECOS at some time during the day, and if so; • When they were last seen. Notify Director/Person Responsible and staff. Search ECOS. If child is found If child is found injured or ill, call for medical assistance if required. Notify Director/Person Responsible and other searchers. Establish what happened and complete incident report. Arrange for the child parents or caregivers to be advised. If child or student is not found Notify the police immediately. Notify the parents/caregivers immediately. Contact the Ministry of Education regional office for support.

Shelter in Place/Lockdown Shelter in Place (incident nearby but not directed at ECOS) or Lockdown (incident directed at ECOS) is used to prevent harm to the people at ECOS. They are activated when a serious threat exists that requires children, staff and visitors to remain inside the building for safety. They may be initiated by one of the following: » NZ Police » Director/Manager or person responsible » Other emergency services » Ministry of Education (at the direction of NZ Police or other emergency service) When a lockdown or shelter in place instruction is given, staff should activate their emergency management plan. It is the Manager’s or Person Responsible’s role to alert everyone on site of the situation, including visitors and contractors. If parents and caregivers are also on-site, they will be required to follow staff instructions. Both shelter in place and lockdown require everyone to quickly move inside. Police will usually direct us to lockdown rather than use the term shelter in place. The nature of the situation described to us by Police (or other emergency services) will determine whether we move to a lockdown or shelter in place. The Ministry of Education may also be asked by Police or other emergency services to direct us to lockdown in a certain area, and will provide further information as soon as it becomes available. If we don’t have sufficient information at the time we are advised of an incident/event, implementing a lockdown is advised until further information becomes available from Police or other emergency services.

Shelter in Place A shelter in place directive is issued when the threat is external and not directed at specifically at ECOS. For example, if there is a report of a swarm of wasps, toxic smoke from a nearby fire, a chemical spill nearby, or active armed offender incident in the community (but not in or near ECOS grounds). When a shelter in place is activated, everyone should move quickly inside to Over Two Room. The entries and exits to the buildings should be restricted, however normal instructional activities continue as much as possible. No one should be allowed in or out of the grounds and buildings until the authorities give an all-clear signal. Heating, ventilation and air conditioning systems could be shut down (to prevent spread of harmful air) and doors and windows could be closed.

Lockdown A lockdown instruction will be less commonly used and is only likely to be issued if the threat is directly to ECOS. This will generally be an attacker on our grounds or in the buildings, or on instruction from Police. Staff will move children and visitors into the Over Two room and lock the doors immediately. The staff will take attendance and prepare a list of any missing children/visitors adults. Everyone will remain in the room until further instruction is received from NZ Police or until a formal announcement is made signifying the end of the lockdown. Children will be able to go to the bathroom if permitted by the Person Responsible and will be supervised by an adult. Adults will use children’s toilets if required and if moving to adults toilets is considered too risky. Lifting a shelter in place or lockdown directive If ECOS has made the decision to lockdown/shelter in place, we will lift the directive ourselves. NZ Police will provide advice on lifting the shelter in place or lockdown directive through Person responsible directly or through the Ministry of Education. Staff are to follow the steps set out in their emergency management plan