Emergency Preparedness Plan

Evacuation Plan

Purpose: To provide a comprehensive and coordinated response to an emergency that requires the evacuation of students, staff, and visitors from the institution.

I. Evacuation Procedures

Triggers: The need for an evacuation may arise from a variety of events, including fire, severe weather, an active shooter, or other hazardous situations.

Activation: The decision to evacuate will be made by the College Dean and/or the highest-ranking school official, in consultation with local emergency management officials.

Communication: The school’s emergency alert system will be activated to inform students, staff, and visitors of the evacuation. The alert system may include alarms, intercom announcements, Microsoft Teams messages, and text/email alerts.

Route and Assembly Areas:

1. Evacuation routes will be posted throughout all AIMS Education buildings.
2. Evacuation routes will be designed to ensure that students, staff, and visitors can evacuate the building quickly and safely.
3. Assembly areas will be located a safe distance from the building.

Procedure:

1. Evacuate the building using the closest stairway and move at least 100 feet from the building.
2. Faculty and staff will direct students and visitors to the nearest exit.
3. Once a safe distance from the building, faculty must count their students and confirm all are present. If any are missing, a school administrator must be notified.
4. A school administrator, or administrators, will be assigned the responsibility of checking the building to confirm it has been fully evacuated.

Special Needs Evacuation: The school will make arrangements for students, staff, and visitors with special needs to evacuate safely.

Reentry: The highest-ranking school official, in consultation with local authorities, will determine when it is safe to re-enter the building.

II. Training and Drills

Regular evacuation drills will be conducted to ensure that everyone is familiar with the evacuation procedures and to identify areas for improvement.

III. Conclusion

These evacuation procedures are designed to provide a safe and orderly response to emergencies that require evacuation. Regular training and drills will ensure that all faculty and staff are prepared to respond quickly and effectively in the event of an emergency.

Lockdown Procedure

An emergency lockdown of the AIMS Education campus will occur when there is an immediate threat to the school community, in or around the school. In the case of a lockdown, you must act immediately and follow the lockdown procedure listed below:

• Immediately seek shelter in the nearest secure room, and avoid any areas with direct access to the outside or open spaces.
• Block any windows or openings that could expose your location to a potential threat.
• Close the blinds or shades and turn off any sources of light to create the impression that the room is unoccupied.
• Remain hidden by crouching under desks or behind bookshelves, and avoid making any noise.
• Set your phone to silent mode, and only make calls or send texts to the police if there is specific information about the intruder's location or behavior, or if the situation changes.
• Do not respond to anyone knocking or calling out until you receive an "all clear" message or are certain that it is safe to do so (such as when police are present).
• Assist others in evacuating the area quietly and quickly if directed to do so by the police.
• Do not leave the building until instructed to do so by the authorities.
• Do not activate the fire alarm unless there is an actual fire, as it could put you and others at risk of harm during evacuation.
• Be aware of alternative escape routes in case fleeing becomes necessary.
• If caught outside during a lockdown, quickly seek shelter in a nearby building, hide behind objects, and avoid being seen or heard by the intruder.

Shelter-in-Place Procedure

The shelter-in-place plan is a crucial emergency response plan designed to protect individuals from harm during a sudden and unforeseen event such as severe weather, environmental hazards, or violent intruders. It involves finding a safe place indoors, away from potential dangers, and staying there until it is safe to leave or evacuate the area. This plan helps to keep people safe and informed during an emergency situation, and ensures that everyone knows what to do to minimize the risk of harm.

• Immediately seek shelter indoors and move away from any potential outside dangers, such as severe weather or environmental hazards.
• Find a safe area inside the building to shelter in place, away from any hazards such as chemicals or loose materials.
• If possible, warn anyone outside the building to seek shelter immediately.
• Determine if there is a threat of violence and lock internal and access doors accordingly.
• Follow any directions provided by authorities to shelter-in-place in your immediate location. Do not attempt to move to another location by driving or walking outdoors.
• Ensure that there is at least one telephone available in the designated shelter area, with a designated person to answer calls and provide information to concerned parents.
• If sheltering due to severe weather, move to the lowest level of the building, stay in interior hallways, and away from glass doors and windows.
• If sheltering due to an outside chemical or hazardous material, move everyone to the 2nd or 3rd floors of the building. Close all exterior doors and windows, and shut down the building's air system.
• Continue to monitor the news and follow instructions from authorities until it is safe to leave or evacuate the area.

Communications

I. Emergency Notification

Activation: In case of an emergency, the designated person in charge will activate the emergency notification system to alert students and employees.

Methods: The emergency notification system will use a combination of the following methods to reach students and employees:

1. Institution-wide intercom system
2. Microsoft Teams Messenger
3. Mass text feature in Campus Café student information system
4. 911 text feature in STARS student information system

Content: The emergency notification will include information on the type of emergency, location, and any necessary instructions.

Responsibility: The following employees are responsible for sending emergency notifications.

1. HR Manager – Institution-wide intercom system and Microsoft Teams Messenger
2. Compliance Officer – Mass text to active students using Campus Café
3. Sr. Academic Success Coordinator & Registrar– STARS 911 text
4. Senior-level administrators – Any emergency notification when the designated person is not available or able to send the notification

II. Post-Emergency Communication with Emergency Contacts

Method: The school will communicate with the emergency contacts of students through phone calls, text messages, and/or email.

Content: The communication will provide information on the student's safety and well-being, as well as any necessary instructions or updates on the emergency situation.

Responsibility: The Sr. Academic Success Coordinator & Registrar will be responsible for coordinating and managing the communication with emergency contacts.

Note: It is important for all students to provide updated emergency contact information to the school.

III. Media Communications Policy

Spokesperson: The HR Manager will act as the official spokesperson for AIMS Education in all media communications related to the emergency. No other employees are authorized to speak with any media personnel.

Information Release: Only verified and approved information will be released to the media to ensure accuracy and prevent misinformation.

Timing: Media communications will be released as soon as practical after the emergency situation has stabilized, but no later than 48 hours after the emergency has ended.

Content: The content of media communications will include information on the type of emergency, location, and any necessary instructions or updates on the situation.

Contact: Media inquiries should be directed to the HR Manager.

Note: The media communications policy is subject to change based on the evolving nature of the emergency situation.

Tracking Students and Employees

1. All faculty, students, and staff will be provided with identification badges that include their name, photo, and other relevant information.
2. In the event of an emergency:

• Faculty members will lead their classes to a safe location away from the building. They will then conduct a role call to ensure all students are accounted for.
• The HR Manager will utilize a variety of tools to track employees during and after an emergency. These tools may include email, mobile text messages, and Microsoft Teams messages.
• School officials will establish a designated assembly area where faculty, students, and staff will report to ensure accountability and safety. A log of all individuals present in the designated assembly area will be maintained.

3. In the event of a crisis situation, school officials will coordinate with local first responders to establish a unified command center to track the location and status of all individuals.
4. The school will conduct regular drills and training sessions to ensure that faculty, students, and staff are familiar with the tracking procedures and understand their role in reporting their whereabouts during an emergency.

Emergency Procedures

A. Fire

I. Fire Prevention

1. Keep the fire and exit doors closed and unobstructed
2. Keep doorways and corridors unobstructed.
3. Report immediately all fire hazards that come to your attention.
4. Keep your working area safe for you and the students.
5. Take 10 seconds at the beginning of your shift and think:

• Do I know the location of fire alarms and fire extinguishers in my area?
• Do I know what to do if a fire occurs?

II. Upon discovery of smoke and/or fire:

RACE system to be followed:

1. (R) Rescue - remove all Students from area of immediate danger of fire. Assign personnel to stay with the Students to keep them calm.
2. (A) Alarm - Pull alarm on the nearest fire alarm box.
3. (C) Contain - Close doors and/or windows of fire room to isolate and contain the spread of smoke and flames.
4. (E) Extinguish - Attempt to extinguish the fire and if needed, enlist the aid of the nearest person.

III. Upon start of fire alarm: When a fire alarm box or smoke detector is activated, an alarm will be sounded throughout the building. Start evacuations while designated personnel go to the fire alarm panel to identify the source of the alarm.

Evacuation Procedures:

Upon sounding of the alarm, evacuation procedures should commence as follows:

1. Evacuate all students and visitors to protected area. 
2. Instruct students and visitors to follow a staff member to a protected area.
3. Assign one person to count the students and visitors as they leave the building, and then to recount the students and visitors in the refuge area. 
4. Carry small children (up to three years old) to a protected area. 
5. Students/visitors in wheelchairs should also be assisted in relocating to the refuge area.
6. Assign one person to check each room in the facility, including the storage room, etc., for verification of a complete evacuation. 

Instructions for use of the fire alarms and extinguishers:

i. Fire alarm box: follow procedures clearly marked on each box. “Pull handle all the way down and release.”

ii. Types and uses of extinguishers : When you report to work, make a mental note of the location of each fire extinguisher in your work area and determine the type of extinguisher that it is. Each type of fire extinguisher has a specific use and the use of the wrong kind of extinguisher may do harm. Become familiar with the proper use of each type.

Class A extinguishers are for ordinary combustible materials such as paper, wood, cardboard, and most plastics. The numerical rating on these types of extinguishers indicates the amount of water it holds and the amount of fire it can extinguish. Geometric symbol (green triangle)

Class B fire extinguishers are for flammable or combustible liquids such as gasoline, kerosene, grease and oil. The numerical rating for class B extinguishers indicates the approximate number of square feet of fire it can extinguish. Geometric symbol (red square)

Class C fire extinguishers are for electrical equipment, such as appliances, wiring, circuit breakers and outlets. Never use water to extinguish class C fires - the risk of electrical shock is far too great! Class C extinguishers do not have a numerical rating. The C classification means the extinguishing agent is non-conductive. Geometric symbol (blue circle)

Class D fire extinguishers are commonly found in a chemical laboratory. They are for fires that involve combustible metals, such as magnesium, titanium, potassium and sodium. These types of extinguishers also have no numerical rating, nor are they given a multi-purpose rating - they are designed for class D fires only. Geometric symbol (Yellow Decagon)

IV. Fire emergency when alarm system is inoperable: The following procedures to be followed in the event of a fire emergency when the alarm system is inoperable:

1. If the smell of smoke is present or heat is felt or there is a remote suspicion of fire and there is no person in immediate danger, report it to the College Dean. If there is a person in immediate danger, evacuate that person before reporting to the College Dean.
2. The College Dean will respond by telephoning the Emergency/Police/Fire Dispatcher at 911 and reporting exact details.
3. The remainder of the evacuation procedures will be as stated in the normal fire procedure.

Notes:

• In the event AIMS Education cannot function, the facility will be closed.
• The authorities will determine when reentry into the school is allowed. 
• The removal and return of records, medications, supplies, and equipment after evacuation will be determined by the school administration.
• Students will receive necessary services during the evacuation or other emergency.
• A written evacuation diagram that includes evacuation procedure, location of fire exits, alarm boxes, and fire extinguishers is conspicuously posted throughout the facility. 
• Safety officers are trained in procedures to be followed in the event of a fire and instructed in the use of fire-fighting equipment and student evacuation at least annually.

Drills, tests and inspections

1. Fire drills are conducted on each shift at least semi-annually. These drills are documented indicating the date, hour, and description of the drill, participating staff and signature of the person in charge. 
2. The facility performs annual tests of the building’s manual pull stations and maintains documentation of test dates, locations of manual pull alarms tested, person testing the alarms and results of the test 
3. Fire extinguishers are examined annually by the service agency, and maintained in accordance with manufacturer’s requirements, National Fire Protection Association and the New Jersey Uniform Fire Code
4. AIMS Education requests, annually, that a fire inspection be performed by the local fire code authority and requests that they be documented. The date of inspection, the results, and the inspector or agent conducting the inspection will be documented. 
5. The school has service contracts for heating and cooling systems. Approved vendors perform this service/inspection a minimum of two times per year. Any repairs and modifications are exercised immediately.

B. Emergency Medical Services

1. In case of medical emergencies dial 911. 
2. Provide CPR if needed
3. Defibrillators are available in both buildings of the main campus.
4. Students are provided information about nearby emergency clinics by campus posting at various locations.

C. Bomb Threat

In the event of a bomb threat, faculty, students, and staff may be required to evacuate the building. Follow the standard evacuation plan provided in this document. After the emergency incident is resolved, a report should be created that documents the details of the incident.

 Procedure:

1. If a bomb threat is received by mail, the individual receiving the communication is to notify the College Dean immediately. The letter should be handled as little as possible and discussed only with the College Dean, and persons immediately involved in the facility’s emergency preparedness plan.

2. If a bomb threat is received by email, notify the College Dean. Do not delete the message. 

3. If a bomb threat is received by phone, the person receiving the call should remain calm and make every effort to keep the caller on the phone and, if possible, have another employee listen in and take notes. DO NOT HANG UP. Ask the caller:

• Where is the bomb?
• When will it go off? 
• What does it look like? 
• What will make it explode? 
• Note the exact words of threat. 
• What kind of bomb is it?
• Did you place the bomb?
• Why?
• What is your name?

4. Try to ascertain the caller’s voice:

• calm
• angry
• excited
• slow
• rapid
• soft
• loud 
• laughter
• crying
• normal
• distinct
• blurred
• nasal
• stutter
• lisp
• raspy
• deep
• ragged
• clearing throat
• deep breathing
• cracking voice
• discussed 
• accent
• familiar
• whispered

5. Listen to background noises:

• street noises
• crockery
• voices
• PA system
• music
• house noises
• motor
• office
• machinery 
• clear
• static
• factory machinery
• local
• booth
• animal noises
• long distance 

6. Listen to the threat language:

• well spoken (educated)
• incoherent 
• profane 
• message read by threat maker
• irrational 
• taped

7. Other information:

• Gender of caller - Male/Female               
• Estimated age
• Date
• Time 
• Length of call
• Telephone number where call was received

8. The College Dean, or highest-ranking school official, will notify the police/bomb squad.

9. The College Dean, or highest-ranking school official, will notify all other supervisors.

10. Administrators are to quietly notify staff of the possibility of evacuation.

DO NOT:

• Use two-way radios or cellular phone; radio signals have the potential to detonate a bomb. 
• Evacuate the building until police arrive and evaluate the threat. 
• Activate the fire alarm. 
• Touch or move a suspicious package.

D. Active Shooter

1. Be aware of your environment and any possible dangers. 
2. Take note of the two nearest exits in the facilities you work or visit. If there is an accessible path, evacuate the premises.
3. If you are in an office and evacuation is not possible, find a place to hide where the active shooter is less likely to find you. Stay there and secure the door. 
4. If you are in a hallway, get into a room and secure the door.
5. CALL 911 WHEN IT IS SAFE TO DO SO! If you cannot speak, leave the line open and allow the dispatcher to listen.
6. As a last resort, attempt to take the active shooter down. 
7. When law enforcement arrives, stay calm and follow the officer’s instructions. 

E. Power Failure

1. If an emergency exists, activate the building alarm. 

2. The College Dean, or the highest-ranking school official, will notify the power company.

3. Staff may instruct students to move to an area with emergency lighting.

4. In case the fire alarm system has been affected by the power failure, the safety officer shall call the fire department in the event of fire, and the staff will alert all building occupants of the evacuation.

5. If an evacuation is necessary:

• Walk, do not run to the nearest stairway exit. If you are disabled, yell for help to go downstairs. 
• Do not use the elevator. It may become inoperative, and you may become trapped.
• Assist disabled persons in exiting the building. If these persons are unable to use the stairs, notify the safety officers to assist them in evacuating the building.
• Evacuate to a distance of at least 100 feet from the building and out of the way of emergency personnel. Do not return to the building until instructed to do so by safety personnel.

6. Staff members must be alert so that matches, cigarette lighters, candles, etc., are not being used by students for light.

F. Water Emergency

1.  In the event of the loss of water supply, the safety officer will notify:

• The College Dean.
• The building landlord.
• The water department

2.  The following steps will be taken immediately:

• The building maintenance department will check for internal pipe bursts, leaks, etc.
• Fresh water will be conserved for drinking. Fill sinks, etc.; there will be water in the line.
• Do not flush toilets.

G. Heat/Cold Emergency

When one or more air conditioning or heating unit is not operable for an extended period of time during sustained heat waves or cold weather. 

Procedure:

1. Preventative maintenance is provided by a contractor two times per year.
2. The College Dean is to be notified of loss of service.
3. Dial 911 if any student/staff is feeling extremely hot, sweating profusely, feeling drained, or shivering to the extent of collapsing.

H. Public Health Emergency

In the case of a public health emergency, AIMS Education will follow the guidance of federal, state, and local authorities, including but not limited to the NJ Department of Health and the Centers for Disease Control and Prevention (CDC). All efforts will be taken to protect the health and wellbeing of the school population, including all students, faculty, staff, and visitors.

The College Dean will be responsible for making any decisions regarding the cancellation or rescheduling of any classes. In the event of an extended school closure, the AIMS leadership team will prepare a plan to ensure the continuity of education for our students.

I. Earthquake

During an Earthquake:

• If Indoors:

  • Drop : Get down on your hands and knees to prevent being knocked over.
  • Cover : Protect your head and neck with your arms and seek shelter under a sturdy table or desk. If no shelter is available, move next to an interior wall or low-lying furniture, and continue to cover your head and neck with your arms and hands.
  • Hold On : Hold on to your shelter (if under a table or desk) until the shaking stops. If not under shelter, use your arms to protect your head and neck.
  • Stay away from windows, glass, outside doors, and anything that could fall, such as lighting fixtures or furniture.
  • Do not exit the building until the shaking has stopped and it is safe to do so.

• If Outdoors:

  • Move to a clear area away from buildings, streetlights, and utility wires.
  • Drop to the ground and stay there until the shaking stops.

After an Earthquake:

• Immediate Actions:

  • Check yourself and others for injuries. Provide first aid if trained to do so.
  • Be prepared for aftershocks. Each aftershock could cause further damage.
  • Do not use elevators.
  • If you smell gas or hear a hissing noise, quickly leave the building. Report the leak to emergency responders.

• Evacuation:

  • Once it is safe, evacuate the building and move to the designated assembly area.
  • Use stairs instead of elevators in case of power outages or structural damage.
  • Report to the assembly area leader and provide information about any missing or injured persons.

• Communication:

  • Limit phone use to emergency communication. Use text messages to reduce network congestion.
  • Monitor official communications from AIMS Education for further instructions.

• Additional Safety Measures:

  • If the electricity goes out, use phones, flashlights, or battery-powered lanterns. Do not use candles, matches, or open flames indoors after the earthquake because of possible gas leaks.
  • If you become trapped, do not light a match or lighter. Cover your mouth with a cloth, tap on a pipe or wall to signal rescuers, and use a whistle if available. Shout only as a last resort to avoid inhaling dust.
  • Wait for clearance from emergency responders and AIMS officials before re-entering buildings.
  • Open cabinets cautiously to avoid falling objects.

Notification to State Authorities

In the event of a fire, disaster, or death due to an accident or incident within the facility, or any other interruption or cessation of facility services, the administration shall notify the College Dean, or the highest-ranking school official, by phone immediately.

Within 72 hours a written confirmation of injuries to students and/or personnel, description of services, and the extent of incurred damages will be notified to state authorities. 

Training Plan

Creating an emergency preparedness training plan for AIMS Education is an essential step in ensuring the safety of all faculty, staff, and students. Below is a comprehensive training plan that can be used to prepare all individuals in the event of an emergency:

Introduction to Emergency Preparedness:

Provide an overview of the emergency preparedness plan and its importance. This should be included in the onboarding process for new employees and as part of the orientation for new students.

Roles and Responsibilities:

Outline the roles and responsibilities of faculty, staff, and students during an emergency. This should include specific actions and procedures for each individual, such as evacuation procedures and communication protocols.

Emergency Communication:

Train all faculty, staff, and students on how to effectively communicate during an emergency. This should include the use of emergency communication tools, such as intercom systems, phones, and text messaging.

Emergency Response Procedures:

Provide detailed training on the specific emergency response procedures that are outlined in the emergency preparedness plan. This includes fire drills, lockdowns, and evacuation procedures.

Resource Management:

Train all employees on the proper use of emergency resources, such as first aid kits and fire extinguishers.

Hazard Identification and Mitigation:

Provide training on how to identify and mitigate potential hazards in the workplace or classroom environment.

Crisis Management:

Provide training on how to manage and respond to crisis situations, including natural disasters, active shooter incidents, and other types of emergencies.

Conduct Semi-Annual Drills:

Conduct semi-annual drills to ensure that all individuals are familiar with emergency response procedures and can effectively respond during an actual emergency.

Review and Update Plan:

Review and update the emergency preparedness plan annually or as needed to ensure that it remains current and effective.

By following this comprehensive training plan, AIMS Education can ensure that all faculty, staff, and students are adequately prepared for emergencies and can respond effectively in the event of an emergency.

Risk Assessment

I. Possible Threats/Hazards:

• Natural disaster
• Fire
• Power outage
• Active shooter
• Public Health Emergency
• Chemical or hazardous material spill
• Bomb threat
• Extreme weather conditions (such as blizzards or heatwaves)
• Animal attack
• Gas leak
• Structural collapse or building failure
• Water main break

II. Risk Assessment Chart

The final risk priority level will be determined by combining the scores for probability, impact, and warning time. 

Risk Priority Score Range

0 – 4 Low Risk
5 – 6 Medium Risk
7 – 9 High Risk

Any threat/hazard that is implausible, or would have no impact, will be considered “low” in risk priority. regardless of the composite risk priority score.