Emergency Operations Manual
enCompass Academy
1300 Foster Drive
Reno, NV 89509
775-322-5566
775-322-5509 (fax)
www.encompassacademy.org
Principal (Incident Commander): Toby Wiedenmayer
Board Approved on November 16, 2016
Table of Contents
Emergency Operations Manual 1
Core Planning Team Members 4
Worksheet 2: Threats and Hazards 6
Function Tabulation 8
Basic Plan 9
2. Purpose, Scope, Situation Overview, and Assumptions 15
3. Concept of Operations (CONOPS) 18
4. Organization and Assignment of Responsibilities 19
5. Direction, Control, and Coordination 23
ICS Diagram 23
6. Information Collection, Analysis, and Dissemination 25
7. Training and Exercises 26
8. Administration, Finance, and Logistics 28
9. Plan Development and Maintenance 29
10. Authorities and References 30
Functional Annexes 31
Evacuation 31
Lockdown 33
Shelter-in-Place 35
Accounting for All Persons 37
Communications and Warning 39
Family Reunification 41
Continuity of Operations (COOP) 43
Recovery 45
Public Health, Medical, and Mental Health 48
Security 51
Bomb Threat 55
Earthquake/Tornado 57
Civil Unrest or Disturbance 59
Weapons 61
Death in the Community 63
Disease Outbreak 65
Chemical Spill 67
Student Abduction/Missing Child 69
19 | Page
Core Planning Team Members
Name / Title / Organization / Email / Phone / Stakeholder Group /Toby Wiedenmayer / Principal / enCompass Academy / / 775-322-5566
775-722-2033 (cell) / enCompass Academy
Alissa Wilmet / Dean of Students / enCompass Academy / / 775-322-5566
775-229-0446 (cell) / enCompass Academy
Laure Turner / Adminstrative Assistant / enCompass Academy / / 775-322-5566 / enCompass Academy
Larry Adams / Dean of Curriculum / enCompass Academy / / 775-322-5566 / enCompass Academy
Victoria Velazquez / Lead Teacher / enCompass Academy / / 775-322-5566 / Teachers, enCompass Academy
Shaenci Cossio / Facilities Director / Boys and Girls Club / / 775-360-2418 / Boys and Girls Club of Truckee Meadows
Kenneth Greene / School Board President / enCompass Academy / / 775-422-2087 / Board Member
Jay Johnson / School Board Vice President / enCompass Academy / / 415-254-3887 / Board Member
Kathy King / School Board Secretary, parent / enCompass Academy / / 775-384-3948 / Parent
Worksheet 2: Threats and Hazards
All Possible Threats and Hazards / Probability4. Highly likely
3. Likely
2. Possible
1. Unlikely / Magnitude
4. Catastrophic
3. Critical
2. Limited
1. Negligible / Warning
4. Minimal
3. 6-12 hrs.
2. 12-24 hrs.
1. 24+ hrs. / Duration
4. 12+ hrs.
3. 6-12 hrs.
2. 3-6 hrs.
1. < 3 hrs. / Risk Priority
High
Medium
Low / Address in the School EOP?
(Check/Uncheck) /
Fire / 2 / 3 / 4 / 4 / Medium / Yes
Earthquake/Tornado / 2 / 2 / 4 / 1 / Low / Yes
Weapons / 2 / 2 / 4 / 1 / Medium / Yes
Shooter in Area / 3 / 2 / 4 / 1 / High / Yes
Shooter in Building / 1 / 3 / 4 / 1 / Low / Yes
Flood / 2 / 3 / 2 / 2 / Low / Yes
Chemical Spill/Explosion / 1 / 3 / 3 / 2 / Low / Yes
Civil Unrest/ Disturbance / 2 / 3 / 3 / 2 / Medium / Yes
Bomb Threat / 2 / 3 / 4 / 2 / Low / Yes
Student Abduction/ Missing Child / 2 / 3 / 4 / 3 / Low / Yes
Mental Health/ Mental Illness / 3 / 2 / 4 / 2 / High / Yes
Disease Outbreak / 2 / 2 / 1 / 4 / Medium / Yes
19 | Page
Readiness and Emergency Management for Schools (REMS)
enCompass Academy Emergency Operations Procedures
Function Tabulation
Functions Addressed in Threat- and Hazard-Specific Annexes /☒ Evacuation / ☒ Family Reunification / ☒ Other: Bomb Threat
☒ Lockdown / ☒ Continuity of Operations (COOP) / ☒ Other: Earthquake/ Tornado
☒ Shelter-in-Place / ☒ Recovery / ☒ Other: Civil Unrest
☒ Accounting for All Persons / ☒ Public Health, Medical, and Mental health / ☒ Other: Weapons/ Active Shooter
☒ Communications and Warning / ☒ Security / ☒ Other: Death in the Community
☒ Other: Disease Outbreak / ☒ Other: Chemical Spill / ☒ Other: Student Abduction/ Missing Child
Basic Plan
Emergency Operations Procedures
October 1, 2016
enCompass Academy
1300 Foster Drive
Reno, NV 89509
1.1 Promulgation Document and Signatures
______Toby Wiedenmayer
Principal / ______
Alissa Wilmet
Dean of Students
______
Laure Turner
Administrative Assistant / ______
Larry Adams
Dean of Academics
______
Kristen Quintana
Teacher / ______
Victoria Velazquez
Teacher
______
Adam Khan
Teacher / ______
Stacey Cooper
WCSD Charter Liaison
______
Kenneth Greene
Board President / ______
Kathy King
Board Member, Parent
______
Shaenci Cossio
Area Director, BGCTM Pennington / ______
[Insert Name]
Reno Police Department
1.2 Approval and Implementation
Final emergency operations program was accepted at the November 16, 2016 board meeting.
______
Signature of Board President Date
______
Signature of Principal Date
1.3 Record of Changes
Change Number / Date of Change / Name / Summary of Change /1.4 Record of Distribution (Worksheet 8)
Title and name of person receiving the plan / Agency (school office, government agency, or private-sector entity) / Date of delivery / Number of copies delivered /Shaenci Cossio, Area Director / Boys and Girls Club Truckee Meadows / 11/17/16 / 1, Digital
Rick Stevens, Director of Operations / Boys and Girls Club Truckee Meadows / 11/17/16 / 1, Digital
Mike Wurm, Executive Director / Boys and Girls Club Truckee Meadows / 11/17/16 / 1, Digital
Stacey Cooper, Charter School Liaison / Washoe County School District / 11/17/16 / 1, Digital
James F. Hendrickson, Emergency Manager / Washoe County School District / 11/17/16 / 1, Digital
Kenneth Greene, Board President / enCompass Academy / 11/17/16 / 1, Digital
Dianna Hollander / Nevada State Board of Education / 11/17/16 / 1, Digital
Lori DeGristina / Nevada Department of Emergency Management / 11/17/16 / 1, Digital
Reno Police Department / 11/17/16 / 1, Digital
Reno Fire Department / 11/17/16 / 1, Digital
2. Purpose, Scope, Situation Overview, and Assumptions
2.1 Purpose
We can no longer assume that disasters will not occur in our schools. It is important to consider the security and safety of our students and staff and make the preparations necessary. Thinking about and planning for various crises, difficulties, and disasters increases our ability to be prepared for potential emergencies.
Security
Good security is a positive approach to a negative problem. Security is a cooperative function and requires full commitment from the school and community. enCompass Academy has emergency plans in place to address the possible crises that may occur. These plans are meant to address the following concerns:
· Protect students, staff, and the facility from outside persons who do not belong on this campus
· Prevent needless accidents and reduce substantially the frequency and severity of injuries at all levels
· Provide the organizational structure for managing resources used to minimize loss from disaster or peril and to provide general procedures for protecting the welfare of students, staff, and citizens during an emergency
· In the case of a shelter-in-place, protect students and staff in a situation when a timely means of evacuation is not possible.
· In the case of a drill, protect students and staff in the event of a fire or other emergency that requires immediate and efficient evacuation of the building.
These procedures do not cover every condition that may develop and it may not always be possible to follow every procedural step. Often the situation only provides an opportunity for instinctive actions. The purpose of this plan is to identify, guide and support the actions of this charter school and its employees when responding to incidents as outlined in this document. These guidelines are meant to be flexible, revised and expanded to meet the needs of each school and situation. The contents of this plan must be regularly practiced with training provided to faculty and staff who will carry out the responsibilities of this plan. In addition, an after-action review and improvement plan should be completed following each drill/incident.
Command Center
The command center is a necessary component of an effective intervention and prevention plan. Information, directions, and strategies will be disseminated from this point. The command center consists of the front office staff and administration:
· Principal/Incident Commander: Toby Wiedenmayer
· Dean of Curriculum/Liaison Officer: Larry Adams
· Dean of Students/Operations Chief: Alissa Wilmet
· Executive Administrative Assistant/Scribe/Overall Support: Laure Turner
In the case of an emergency, crisis, or disaster, instructors and their classes will be informed through the command center personnel. The command center will be the point of contact for all outside agencies and persons to ensure information is being disseminated appropriately and in a timely manner. In all cases, it is important to remember that safety is the priority and individuals in the crisis should not communicate with outside individuals until all students and staff are safely accounted for.
2.2 Scope
This charter school plan will become active when conditions are present or have the potential to disrupt normal school operations. This may range from a school-confined emergency to a wide scale community disaster. This plan uses the four phases of emergency management as its foundational guide. These phases are:
1. Mitigation/Prevention - Ongoing activities aimed at eliminating or reducing the risk of hazards and vulnerabilities.
2. Preparedness/Planning - Activity that improves the coordination and develops the capacity of response actions
3. Response - Period of time shortly before, during and after an incident when activities are conducted in order to save lives, minimize property damage and protect the environment
4. Recovery – Actions taken when the immediate threat to life and property has passed that allows the return to normal operations. These actions are both short term and long term in nature.
2.3 Situation Overview
enCompass Academy is a charter high school serving students in grades 9-12. The school is located at 1300 Foster Drive Reno, NV 89509 inside the Pennington Boys and Girls Club. The school serves a maximum of 125 students, with an average of 10 employees working with students at any given time. The school is a regular public school, servicing a predominantly at-risk population. Students with special needs are limited to mild to moderate disabilities. The location at Foster Drive is the only location that the school currently operates. In addition to the school, the Boys and Girls Club operate programming and have additional staff and students on site.
Schedule
Time / enCompass Academy / Boys and Girls Club / Big Brothers Big Sisters / Solace Tree / Wiegand Early Learning Center Kindergarten7-9:30 a.m. / Students and staff in Teen and Youth Centers of BGCTM / Before school care in Multipurpose Room, Gymnasium, and playground / Staff in office space upstairs / Staff in office space upstairs / No students or staff.
9:30-2:10 / Students and staff in Teen and Youth Centers, Gymnasium, and Multipurpose Room at BGCTM / Staff in office space upstairs / Staff in office space upstairs / Kindergarten students and one teacher in classroom in Youth Center.
2:10-3:30 / Staff in office space upstairs. / After school programming using the whole building. / Staff in office space upstairs. / Staff in office space upstairs. / Kindergarten students and one teacher in classroom in Youth Center.
After 3:30 / Flexible programming as scheduled. / No students.
2.4 Planning Assumptions
1. This charter school will continue to be exposed to threats, hazards and disasters which have the potential to impact normal school operations and cascade into an emergency or disaster situation
2. An emergency or disaster may occur at any time with little or no warning
3. Following a major or catastrophic incident, emergency response agencies may become overwhelmed and schools may be dependent upon their own resources for up to 3 days.
4. Proper implementation of this EOP can prevent or reduce emergency related losses
5. A spirit of volunteerism among the employees of this school, its relationships within the facility, and other citizens will result in a better response supporting emergency response efforts
Limitations
a) There is no guarantee that this plan provides a perfect management response to an emergency.
b) This plan adopts the all-hazard approach, yet is not expected to address every scenario that might occur.
3. Concept of Operations (CONOPS)
1. Initial Response. School personnel will be the first responders during the initial phases of an incident. Staff is expected to take charge and manage the incident until someone more qualified with legal authority can assume responsibility. On District level situations, the Superintendent or their designee will activate the EOP. On building level situations, the building administrator or their designee will activate the EOP.
2. Coordination. This charter school will coordinate with all responding agencies (local, state & federal). The development of this plan and its contents will be in coordination with the proper responding agencies. The charter school will also coordinate with other organizations utilizing the building.
3. Implement the Incident Command System (ICS). The incident command system is a standardized on scene emergency management system designed to provide an integrated organizational structure to the scene. ICS is used for all kinds of emergencies and is applicable to all size incidents
4. Organization and Assignment of Responsibilities
Incident Commander (person in charge) / Activates the school’s emergency response plan; assesses the threat, orders protective measures such as lockdowns, evacuation or shelter-in-place; notifies authorities and provides situation updates; requests resources. / Principal / Toby Wiedenmayer / 775-722-2033 (cell)775-322-5566 (school)
775-360-2463 (BGCTM)
Safety Officer / Responsible for safety and security of the site; stops operations if conditions become unsafe. / Principal / Toby Wiedenmayer
Victoria Velazquez / 775-722-2033 (cell)
775-220-1822 (cell)
775-322-5566 (school)
Public Information / May be designated site spokesperson; cooperates with agencies on news releases; coordinates media briefings as necessary. / Principal / Toby Wiedenmayer
Adam Khan / 775-722-2033 (cell)
775-815-3103 (cell)
775-322-5566 (school)
Liaison Officer / Contact person for outside agencies; may represent school at city emergency operations center or at emergency responders on-scene command post. / Principal / Toby Wiedenmayer
Larry Adams / 775-722-2033 (cell)
619-201-5077 (cell)
775-322-5566 (school)
Operations Chief / Directs actions, i.e. lockdown, evacuation, site security, release of students to parents/guardians, first aid or medical care, cleanup, control of utilities. / Principal, Dean of Students / Toby Wiedenmayer
Alissa Wilmet / 775-722-2033 (cell)
775-229-0446 (cell)
775-322-5566 (school)
Medical / Provides for first aid or other medical care; coordinates with emergency medical services personnel as necessary. / Dean of Students, Administrative Assistant / Toby Wiedenmayer
Laure Turner / 775-722-2033 (cell)
775-287-7479 (cell)
775-322-5566 (school)
Site Security/Facility Check / Responsible for seeing that the school building and grounds are visually inspected and secured. / Principal, Facilities Manager / Toby Wiedenmayer
Rick Favre / 775-722-2033 (cell)
775-527-6114 (cell)
775-322-5566 (school)
775-360-2463 (BGCTM)
Student Release Coordinator / Responsible for implementing the school’s plan for release of students to parents/guardians from relocation site; takes necessary documents to relocation site. / Dean of Academics, Administrative Assistant / Alissa Wilmet
Laure Turner / 775-229-0446 (cell)
775-287-7479 (cell)
Planning Chief and Crisis Support / Assists in assessing emergencies, establishes priorities, identifies key issues and prepares and action plan with the incident commander. Provides support to students and staff after crisis. / Dean of Academics, Dean of Students, Administrative Assistant / Alissa Wilmet
Larry Adams
Laure Turner
Kristen Quintana / 775-229-0446 (cell)
619-201-5077 (cell)
775-287-7479 (cell)
775-815-8436 (cell)
Scribe / Documents important information during the emergency such as: the time of the emergency, the duration of the emergency, the location of the emergency, and any other pertinent information that could support emergency personnel or the incident commander after the emergency is over. / Teacher / Kristen Quintana
Victoria Velazquez / 775-815-8436 (cell)
775-220-1822 (cell)
Financial/ Recordkeeping / Manages financial aspects of an emergency; compiles a record of expenditures; tracks injuries and lost or damaged property; coordinates with insurance; initiates business recovery efforts. / Bookkeeper / Cheryl Miller-Mintz / 775-636-0819 (cell)
Please note the Situation Overview on page 16 for additional organizations, and scheduled times. The following information is contact information for those organizations.