After School Hours Use of Facilities Training

Presenters:

Russ Randazzo, Director of School Facilities, and OperationsCraig S. Tupot, Director of Safety and Security

Baldwin Union Free School District

Let’s look at two different scenarios:

Number 1• It is 9:00 am during a school day.• School occupants are students and staff.• The fire alarm sounds.• There is no odor of smoke and no visible signs of

fire.• Students and staff immediately evacuate the

school using a planned route.• They report to a pre-determined location outside

the school and await instruction.• Administration and support staff report to a

command center.• Immediately all are accounted for.• Fire Department arrives at the command center.• Advised that all are accounted for and the

location of problem.

Number 2• It is 8:00 pm on a Thursday night.• School occupants are a Girl Scout group of 20 supervised by an

adult whose children go to a private school; an Adult Education class made up of senior citizens; and an adult basketball league.

• The fire alarm sounds.• There is no odor of smoke and no visible signs of fire.• The Girl Scouts tell their leader they have to leave the school.

They are a little confused, but find their way out.• The Adult Ed class debates what to do for a few minutes, then

decide to leave and, not knowing the best way out, take the long way and stay by the exterior doors.

• The basketball players are in the middle of a good game and decide to ignore the alarm and continue playing. The custodian sticks his head in the gym and yells “you have to leave the building.” The players respond “we’re coming” but never leave.

• The Fire Department arrives and finds the custodians outside, having only a rough idea of who left the building and where they are.

Why did things go so well in Scenario #1?

• Schools conduct 12 drills per year• Students are trained since Kindergarten• Occupants know their surroundings

• Occupants know the distinct sound of the fire alarm

• Good adult supervision

• Fire Department knows who the Incident Commander is (bright vest)

• Fire Department participates in various drills

Why did things go so wrong in Scenario #2?

• No drills and no training for any of these groups and the night custodians never participate in drills.

• Occupants typically do not know the surroundings. They only know the way out is the way they came in.

• Group leaders have no way of accounting for their participants.• Group leaders have no idea of the quickest way out.• Adults typically ignore fire alarms, especially when they smell

no smoke and see no fire, i.e., when in malls, hotels and movie theaters.

• Some are confused by the sound of a fire alarm as it is not the bell tone we all remember from when we were kids.

• Group leaders have no idea of what to do, where or what a command center is, and what to expect when the Fire Department arrives.

It is pretty amazing we have five year olds who know what to do and yet adults typically ignore or take their time reacting to a fire alarm.

This is just one example of what can go wrong after school hours in your school buildings. During our presentation we will discuss this and other cases of after-hour groups using our schools and really not understanding what is expected of them while they are in our house.

We have trained over 800 people from over 75 different groups since 2005. They each go through a 45-minute training session, and upon completion receive a certificate that is good for five years. In order to receive a Use of Facilities Permit, the group leader must have taken and completed this course. This is part of our Board-approved policy for use of facilities after hours.

The Baldwin Fire Department has conducted numerous drills in the Baldwin School Community for the past 25 years.

One example is Operation SPEED

(School Proper Emergency Evacuation Drill)

The Baldwin School District, in conjunction with the Baldwin Fire Department Chief’s Office and the Bureau of Fire Inspection and Prevention, for the reasons of testing and enhancing the Emergency Evacuation Protocol, will implement an incident Command System Drill (SPEED).

In today’s world, educators are faced with concerns never dreamed of a few years ago:

Terrorism School shootings Anthrax Hostage situations Hazardous materials

The SPEED Drill is a full-blown incident response that tests the reaction of the school district, the fire department and the police department.

Some examples of our drills include:Mass casualtyFireHazardous chemical releaseOil spillPlane crashNoxious odor

Use of Facilities Course Outline

Part I

Escape Route

Group supervisors must announce, at

the beginning of the first session, the

directions on how to evacuate the

building in case of an emergency.

How to Apply

An “Application for Use of School Facilities or Grounds” may be obtained in the Principal’s office at each of the District’s nine schools and in the Office of Facilities located at the District Office. All requests should be made a minimum of 15 days in advance of the planned event.

I.A.Q.

The District has an Indoor Air Quality Policy in place and the use of certain cleaning, paint, and related chemicals are prohibited. Should you have any concerns, please report them to the custodian on duty.

I.P.M.

The District has an Integrated Pest Management program in place which restricts the use of all pesticides. Under no circumstances are refreshments to be sold or served unless written permission has been granted.

Smoking/Alcohol

Smoking and the consumption of alcohol on school property are strictly forbidden. There are no exceptions.

Parking All persons using school facilities are

expected to park in marked stalls only. All posted speed limits and parking rules are to be followed. Failure to do so may result in tickets issued by the Nassau County Police Department. Please be courteous to our neighbors and follow all parking regulations. There is no parking or driving on unpaved areas.

Cancellations When school is closed due to inclement

weather or an emergency, your activity is also cancelled. It is your responsibility to contact your participants of such cancellation. Also, if you cancel your activity, you must provide 24-hour notice to the main office of the school involved. School activities will take precedence over all requests. Permits may be cancelled at any time for this purpose.

Kitchen

Should you request use of a school kitchen, a member of the cafeteria staff must be on duty (with your group) during such time. All costs will be charged to your group.

Security

The District may deem it necessary to assign school security staff to your event. If deemed necessary, all costs will be charged to your group.

Police/Fire Departments

If, for any reason, you find it necessary to contact the police or fire departments, you are to notify the Facilities Department at (516) 377-9312 as soon as possible and Summit Security at (516) 850-0484.

Insurance

Your group must have appropriate insurance coverage prior to use of school facilities.

A.E.D.s

At least one Automated External Defibrillator is placed in each school building. Appropriately trained staff is on duty during your function. If you require use of this medical equipment, contact the nearest school employee on duty.

Evacuation

It is the responsibility of the group leader to inform all participants on the emergency escape route out of the area your group is in. Please see the custodian on duty for exact escape routes prior to the start of your function.

Residency

Baldwin residents must represent fifty percent or more of the group’s enrollment. A Baldwin resident must make requests for use of school grounds and/or facilities.

Raffles

Games of chance and the selling of chances will not be permitted.

Supervision

It will be the responsibility of the group leader to make sure all participants behave appropriately. Lack of supervision may result in revocation of the group’s permit to use the grounds and/or facilities.

Permit

When using school facilities/grounds, the group leader must carry a copy of the “Use of Facilities” permit. Any staff member may request to view this permit at any time.

School Personnel

All school personnel are issued I.D. cards and carry these cards while working. You may ask to view these cards when on school grounds.

Gym Folding Doors

Only properly trained staff are allowed to operate electrically operated folding doors. Under no circumstances are you to attempt to operate these devices.

B.B.Q./Open Flames

Under NO circumstances are barbeques to be used on school grounds. Also, no open flames inside the school are allowed, e.g. candles, sternos, etc.

Fields

When using school fields, the school

buildings are not open for use of

bathrooms.

Course Requirements

You (the group leader) will be

responsible to attach a copy of your

Certificate of Completion to all future

Use of Facility Applications. Use of

Facility Applications will not be accepted

without a Certificate of Completion

attached.

Dogs

Dogs are not allowed in a school building or on school grounds, regardless if they are leashed or not. Exceptions include dogs used to aide disabled individuals as defined by the NYS Department of Health.

Golfing

Golfing is strictly prohibited on school grounds.

Use of Facilities Course Outline

Part II

Accountability

The adult leader must maintain a roster

of the group. Attendance must be taken

upon evacuation of the building.

Plan an Escape Route

It is imperative that any emergencyescape route is pre-planned. If in aclassroom, use the escape routesposted. Plan a second means ofegress. When using the gym or otherareas, such as cafeterias or commons,set a pre-planned exit route for yourgroup and announce it to all present.

Sound the Alarm

If smoke, fire, hazardous materials, or any other dangerous type situation arises, you must first sound the alarm. “Get help on its way.” If a medical emergency arises, first send for help and then begin immediate first aid.

Fight or Flight

After sounding the alarm or beginning assistance, your decision to stay and fight a fire can only be evaluated after such time you have sounded the alarm, evacuated all personnel from the building, and completed accountability practices at your pre-designated meeting place. By this time, the fire or condition has probably passed the incipient stages and will be no longer safe to fight. We advocate leaving the building and staying out.

The Command Post Each campus has a pre-designated

command post or meeting place to relay information and accountability to arriving emergency services. Know the location of the meeting place and make attempts to have a responsible adult at that location with needed information and directions to the location of the fire, medical emergency, or incident.

Operation S.P.E.E.D.

Conduct overview of Operation

S.P.E.E.D.

Fire Pull Station

Know your nearest location for school fire alarm pull station. Review how to activate the system.

Relocation of Students

All groups using the campus should establish a parent notification list. In the event you cannot return to the building, a notification list should be established to relocate students from the scene and protect all from the elements and exposure.

Terrorism

Review the threats of terrorism and appropriate action to be taken. Review biological, chemical, and explosive devices and how to react to threats. Remind all of the secondary device terror tactics.

In closing, remind all that properly planned evacuation practices can be used for all emergency situations and not just for fires.