Emergency Procedures Toolkit
Internal
Safety, Security and Transport Manager
Ext 3930 +91 11 2688 8854
Emergency Contacts: Emergency Procedures:
Health Services
Co-ordinator Ext 3700 +91 11 2688 8854
Division Heads:
ES Principal; Ext 3400 +91 11 2688 8854
MS Principal Ext 3300 +91 11 2688 8854
HS Principal Ext 3200 +91 11 2688 8854
Bomb Threat Procedure
“See something, say something—safety first”
Action: If a threat is received, listen carefully and write down details. Contact the Security Office or the ERT Lead’s office immediately and be prepared to evacuate or go into lockdown.
More Info: Page 3
Controlled Release Procedure
“Orderly release. Safe reunification.”
Action: Follow the systematic process to release students to authorized guardians at a designated reunion site.
More Info: Page 4
Earthquake Procedure
“Drop, Cover, Hold On—Stay Safe.”
Action: Immediately drop to the ground, move away from windows, and seek cover under desks or tables. After shaking stops, check for injuries and follow evacuation instructions. Anticipate aftershocks.
More Info: Page 6
Social Emotional Support
Evacuation Procedure
“Route to Location”
Action: Account for all students and follow the route to the assembly point.
More Info: Page 7
Lockdown Procedure
“Locks, Lights, Out of Sight”
Action: Account for all students. Secure your classroom. Lock doors, turn off lights, silence all phones, and stay away from windows.
More Info: Page 11
Safe Haven Procedure
“In your space. Keep the halls clear.”.
Action: Students and staff move to a designated secure area where the environment is controlled and supervised. The space provides protection, calm, and accountability until the all-clear is given or further instructions are received.
More Info: Page 17
The school's core social-emotional action during a crisis is establishing a calm, secure, and supportive environment to stabilize the community's emotional response. This includes counselor-led triage, one-onone support, and managing high-risk individuals requiring follow-up care.
Bomb Threat Procedure
“See
something, say something—safety first”
If a threat is received, listen carefully and write down details. Contact the Security Office or the ERT Lead’s office immediately and be prepared to evacuate or go into lockdown.
This procedure applies to all divisions.
1.Stay Calm & Take Action
Remain calm
Do not interrupt the caller, delete or forward any messages.
Gather Information:
Complete the Bomb Threat Checklist. Immediately notify the Security Office
• 98 111 562 93 / Ext: 3930, 3931 or the
• ERT Leader’s Office at Ext: 3500 and Contact a designated administrator to call the police (112)from a different phone.
Email/Social Media: Do not delete, reply to, or forward the message. Take a screenshot and save details, including sender’s username/email, date, and time.
Do not use portable radios, cell phones, or two-way radios. Radio signals can potentially detonate a device.
2.Await Instructions
Do not evacuate the building unless directed to do so by police or school administration. Follow all instructions from the authorities precisely.
“See something, say somethingsafety first”
Controlled Release Procedure
“Orderly release. Safe reunification.”
1.Move to Safe Haven
An administrator will designate a controlled release site (called a Safe Haven). This is typically a location separate from the school’s emergency assembly point to prevent parents from interfering with emergency operations.
• ES - Main Gym
• MS - Advisory Classroom
• HS - Advisory Classroom
2.Student & Staff Accountability
After teachers account for all classroom students, the red card (missing), green card (all accounted for) system is used to quickly communicate the status of the teachers’ classes.
Assistant Principals or teachers staffing the Safe Haven area will account for all students, select runners from each division, including first responders (PE teachers, lifeguards, and the Primary First Responder), to cycle through the First Aid station. These runners will receive a list of names of casualties (still receiving first aid) from the First Aid station, and escort any medically fit casualties to the appropriate Evacuation Assembly Area for inclusion in the standard reunification process.
3.Parent Check-In
Parents or guardians must report to the Parent/Guardian Check-In Area.
• ES - Gate 5
• MS - Gate 2
• HS - Gate 2
They will be required to present photo identification - parent, guardian, temporary caretaker, or a parentdesignated person (e.g. driver, nanny) and complete a controlled release form.
Only adults listed as the student’s parent, guardian, temporary caretaker, or designated person (e.g., driver, nanny) will be allowed to collect students from campus.
If parents have students in multiple divisions, they should report to the division of their youngest child.
4.Student Retrieval
Once the parent or guardians’ identity is verified, a runner will collect the controlled release form from the Gate Manager and present it to the controlled release desk (located next to Safe Haven location) to retrieve the student from their class group. Controlled Release Desks:
• ES - Outside Main Gym
• MS - Outside Tiger’s Den
• HS - Outside Breezeway
5.Documentation & Release
Our controlled release protocols, like the Standard Reunification Method, use a paper-based system (called a Controlled Release Form). It is used as a critical transaction record to track the hand-off. This is done because digital systems (Wi-Fi, cell service) often fail or become overwhelmed during a major incident.
Gate Managers will collect the Controlled Release Form from parents, guardians, temporary caretakers, or a parent-designated person (e.g., driver, nanny), passing them on to the divisional runners who will escort students to the gates.
Controlled Release Procedure
Important Considerations
• Patience is key: The process is designed for safety, not speed. Parents must understand that any delay is to ensure every child is released to the correct person.
• Communication: Use multiple communication channels (website, text alerts, official social media) to inform parents about the controlled release process and the location of the Controlled Release site (student/parent/ guardian reunification site). Do not release a student without proper documentation.
• Special Cases: Have a plan for students with special needs, those with medical conditions, or those whose emergency contacts are unreachable.
• Divisions: Each Division will create class lists that identify the parent-authorized individuals to whom the kids can be handed over in case of a controlled release.
• First Aid: The primary First Aid Station is the PreK cafe (Neem ground floor). The secondary location, if required, is the Board Conference Room.
• The Medical Chief gives reports to the Incident Commander regarding the number and severity of victims.
“Orderly
Earthquake Procedure
“Drop, Cover, Hold On—Stay Safe.”
1.Drop, Cover, and Hold On
Drop: Immediately drop to the ground on your hands and knees. If you are using a wheelchair, ensure your wheels are locked and remain seated until shaking stops.
Cover: Cover your head and neck with your arms. If you are near a sturdy desk or table, crawl underneath it for shelter. If not, crouch next to an interior wall away from windows and heavy objects.
Hold On: Hold On to your shelter (e.g., the legs of a desk) to move with it as it shakes.
2.Await All Clear
Stay in Place: Remain in your protective position until the shaking stops completely. Be prepared for aftershocks.
Be Silent: Listen for instructions from a school administrator or emergency personnel. Do not move or attempt to leave the building unless instructed to do so.
3.Account & Evacuate
Assess: After the shaking stops, calmly assess the situation. Check yourself and others for injuries.
Gather: Teachers should collect their class roster and emergency kit.
Evacuate: Follow your designated evacuation route to the assembly point. Move quickly, but do not run. Be aware of new hazards, such as broken glass or debris. Do not re-enter the building until an official “all clear” is announced.
Important Considerations
Stay alert for Aftershocks!
• Outdoors: If an earthquake strikes when you are outdoors, immediately move to an open area away from buildings, power lines, and trees. Drop to the ground and cover your head until the shaking stops.
• Fire Alarm: Do not exit the building if a fire alarm sounds during an earthquake. This could be a false alarm caused by the shaking.
• Elevators: Never use an elevator during or after an earthquake. Use the stairs for evacuation.
• First Aid: The primary First Aid Station is the PreK cafe (Neem ground floor). The secondary location is the Board Conference Room.
• The Medical Chief gives reports to the Incident Commander regarding number and severity of victims.
“Drop,
Cover, Hold OnStay Safe.”
Evacuation Procedure
“Route
to Location”
1.Announce & Initiate
A continuous fire alarm will sound, or an administrator will announce a clear, non-coded message like, “Evacuation. This is a real evacuation. Please proceed to the designated Evacuation Assembly Area (EAA) and wait for further instructions.”
Everyone must stop what they are doing and immediately begin the evacuation.
2.Leave the Room
Take Emergency Items: Teachers should grab their class roster, using the red green cards, emergency packet, and any student medication or essential items (e.g., inhalers, EpiPens).
Leave Belongings: Students should leave all personal belongings (backpacks, books, etc.).
Close Doors: The last person to leave the classroom should close the door to help contain any fire or smoke. Do not lock the door.
3.Move to Assembly Point
Follow Route: Follow the pre-determined evacuation route to the designated assembly point.
Walk, Don’t Run: Walk quickly and calmly in a single file line. No pushing or crowding. Use handrails on stairwells.
Stay Quiet: Keep noise to a minimum to ensure everyone can hear the instructions.
Assist Others: Assist students with disabilities or
those who may require additional support.
4.Account for Everyone
Take Roll: Upon arrival at the assembly point, teachers must immediately take roll call using their student roster.
Report Status: The teacher will report the status of their class to the designated administrator or emergency personnel, indicating if all students are present or if any are missing.
Stay Together: Everyone must remain with their class group until an official “all clear” or further instructions are given for controlled release or relocation.
Important Considerations
• First Responders must pick up their First Responder bags and radios from the First Aid station when evacuating and report to the designated meeting point. This is done once they have found another staff member to account for their students.
• Alternative Routes: Be aware of at least one alternative evacuation route in case your primary route is blocked.
• Fire Alarm during Lockdown: If a fire alarm sounds during a lockdown, do not evacuate the area. This may be a tactic to draw people out. Await instructions from verified emergency personnel.
• Re-Entry: Do not re-enter the building for any reason until a confirmed “all clear” is announced by authorized personnel.
• First Aid: The primary First Aid Station is the PreK cafe (Neem ground floor). The secondary location is the Board Conference Room.
• The Medical Chief gives reports to the Incident Commander regarding number and severity of
ES Evacuation Roles & Responsibilities
victims.
If you identify a fire, please activate the fire alarm and inform the Security Control Room (3921), as well as the ES Principal (x3400), or the ES Assistant Principal (x3410).
In the event of an evacuation,
• EVERYONE must exit the building and go to the Grass Field (ES) Evacuation Assembly Area (EAA).
• Students and teachers should line up according to their grade level.
• Teachers must take attendance and account for everyone.
• Red and green cards are used to indicate whether everyone from the grade level is present (green) or if there might be a student or TA missing (red). Grade-level lead teachers will display this card.
• Specialist teachers, Learning Support, EAL faculty, and non-teaching staff should gather next to the fence between the Grass Field and the ES playground and report to the ES Executive Secretary.
• First Responders go to the field and check in directly with an Administrator before departing for duty.
• Assigned Floor Wardens will check buildings, close doors, and report to the Administration.
• Students and teachers should be quiet and await further instructions.
“Route to Location”
MS Evacuation Roles & Responsibilities
If you identify a fire, please activate the fire alarm and inform the Security Control Room (3921), as well as MS Principal (x3300) or MS Assistant Principal (x3306).
In the event of an evacuation,
• Everyone must exit the building and proceed to the Turf Field (MS) Evacuation Assembly Area (EAA).
•Students and teachers should line up according to their advisory. Your class may sit down if the ground is dry.
• Teachers must take attendance and account for everyone.
•Red and green cards are used to indicate whether everyone from the grade level is present (green) or if there might be a student or TA missing (red). Grade-level home room teachers will display this card.
• Specialist teachers, Learning Support staff, EAL faculty, and non-teaching staff will be assigned an advisory to join.
• First Responders (PE staff and lifeguards) are to go straight to the first responders meeting point (with response bag and/or radio) and wait for further instructions. If they have students at the time of the alarm; they should hand them over to another teaching staff member known to the student at the earliest opportunity.
•Assigned Inspectors will check buildings, close doors, and report to the Administration.
• Students and teachers should be quiet and await further instructions.
“Route to Location”
HS Evacuation Roles & Responsibilities
If you identify a fire, please activate the fire alarm and inform the Security Control Room (3921), as well as the HS Principal, (x3200), or the HS Assistant Principal (x3229).
In the event of an evacuation,
• Everyone must exit the building and proceed to the Outdoor Basketball Courts (HS) Evacuation Assembly Area (EAA), located between Gate 1 and Gate 2.
• Students and teachers should line up according to their grade level. Your class may sit down if the ground is dry.
• Teachers must take attendance and account for everyone.
• Red and green cards are used to indicate whether everyone from the grade level is present (green) or if there might be a student or TA missing (red). Grade-level lead teachers will display this card.
• Specialist teachers, Learning Support staff, EAL faculty, and non-teaching staff should gather near the pond outside S-001.
• First Responders go to the field and check in directly with an Administrator before departing for duty.
• Assigned Inspectors will check buildings, close doors, and report to the Administration.
• Students and teachers should be quiet and await further instructions.
“Route
Lockdown Procedure
“Locks, Lights, Out of Sight”
1. Announce & Initiate
An administrator or designated staff member will announce “Lockdown!” over the public address system. The message should be clear and repeated. “On hearing this announcement, please take shelter, lock the doors, pull the shutters down, turn the lights off, and remain silent until further directions.”
Teachers and staff will immediately initiate the lockdown procedure in their area.
2. Secure the Room
Clear the Hallways: All students and staff must immediately enter the nearest classroom or secure space.
Lock Doors: Lock all classroom and office doors.
Turn Off Lights: Turn off all lights and projectors to make the room appear empty.
Out of Sight: Have everyone move away from windows and doors. Students and staff should sit on the floor, out of sight from the hallway.
3. Maintain Concealment & Silence
Be Quiet: Everyone must remain silent. Silence all phones and electronic devices.
Do Not Open the Door: Under no circumstances should the door be opened for anyone. The only exception is for law enforcement or school officials who provide clear, verifiable identification.
Stay in Place: Do not move from your secure location until an official “all clear” is announced.
4. Account for Students
Take a quick, discreet roll call to account for all students in the room. Note any students who are missing or any extra students who entered from the hallway.
Report this information to the front office or designated communication channel as soon as it is safe to do so.
Important Considerations
• Outside: If students are outside (e.g., at recess or PE), the immediate protocol is to run to a designated safe location or evacuation point away from the building, not to re-enter.
• Fire Alarm: If a fire alarm sounds during a lockdown, do not evacuate. It may be a tactic to draw people out of classrooms. Stay in lockdown position and await instructions from a verified source.
• Emergency Personnel: Law enforcement will have keys to enter classrooms. Do not respond to knocks on the door. You should only open the door when you have a clear, confirmed signal that it is an authorized person.
• First Aid: The primary First Aid Station is the PreK cafe (Neem ground floor). The secondary location is the Board Conference Room.
• The Medical Chief gives reports to the Incident Commander regarding number and severity of victims.
ES Lockdown Roles & Responsibilities
A Lockdown is conducted in the event of an outside danger that requires students and adults to remain indoors. In advance of each Lockdown drill, please read this script to your students.
In case of a Lockdown,
• An administrator or designated staff member will announce “Lockdown!” over the public address system. The message should be clear and repeated. “On hearing this announcement, please take shelter, lock the doors, pull the shutters down, turn the lights off, and remain silent until further directions.”
• Teachers and staff will immediately initiate the lockdown procedure in their area.
• Students and adults go to the nearest indoor enclosed area. It may or may not be your classroom pod/floor.
• Stay in Place: Do not move from your secure location until an official “all clear” is announced.
• Library and Maker Space occupants take shelter in the secure work area at the back of the Library.
• Ensure U-bolts are in place, covering the door handles, and that the door shutters are pulled down and secured.
• Please check outside in the hallway before pulling the shutters, in case teachers or students are on their way to you. Use your best judgment, especially in cases of real emergencies.
• Turn off the lights and close the window blinds.
• Students and staff should sit on the floor, away from windows, doors, and remain silent.
• Mobile phones should be set to silent mode and their use should be limited to essential calls to minimize the load on the local network.
• Please be patient and use common sense to shelter students from an external threat and await further directions.
U-bolt and Shutter Responsibilities
The responsible persons listed below must place the U-bolts and/or pull down and lock the shutters. If the person responsible is unavailable to secure the doors or install the U-bolt, someone in the area must act on their behalf.
ES Lockdown Roles & Responsibilities
Library
U-bolt library main door
U-bolt emergency exit facing Neem
U-bolt Classroom
Shutter library work area
U-bolt emergency exit facing theatre
Ground Floor
Maker Lab
First Floor
Second Floor
Third Floor
Rishi Pal
Rishi Pal
Komal
Wendy Guyer
Komal
Shutter main entrance doors facing the pool - Automated Ursula
U-bolt doors facing Theater
U-bolt side facing ES Greens
Bathroom Hallway
two sets of doors facing turf
Shutter facing Neem
Shutter in hall facing Neem
Shutter in hall facing Neem
Shutter in hall facing MS
Shutter in hall facing Neem Building Floor
Ground Floor No one locks down in the Ground Floor of Banyan
First Floor
Second Floor
Third Floor
Shutter facing pool
Shutter facing back stairwell
Shutter facing pool
Shutter facing back stairwell
Shutter facing pool
Shutter facing back stairwell
Ground Floor No one locks down in the Ground Floor of Neem
First Floor
Second Floor
Third Floor
Shutter facing pool
Shutterfacing the banyan tree
Shutter facing pool
Shutter facing the banyan tree
Shutter facing pool
Shutter facing the banyan tree Building
Ground Floor No one locks down in the Ground Floor of Ashoka
First Floor
Second Floor
Third Floor
Ryan
Sharda
Baro
Baro
Since these floors are used by multiple people at different times, whoever is on the floor at the time the alarm sounds should place the U-bolt on the doors and pull down the metal shutters
Brenda Moore
Paresh Govane
Lindy Coberly
Ismael Guajardo
Tarini Nalwa
Manisha Syal
Swamy Raj
Courtney Cook
Letycja T
Stacey Stoltz
Shutter facing pool
Shutter facing the banyan tree
Shutter facing pool
Shutter facing the banyan tree
Shutter facing pool
Shutter facing the banyan tree
Evan Guyer
Jesika Hawley
Nira Naik
Anne Dwinell
Bhawna Anand
BANYAN
NEEM
ASHOKA
MS Lockdown Roles & Responsibilities
Locks, Lights, Out of Sight”
• Seek a secure place in the room to hide and/or deny access
• Bring people inside the room
• Lock doors & windows
• Close blinds & curtains
• Turn off all lights
• Barricade the doors with heavy furniture (don’t practice this in the drill)
• Hide behind large items (e.g., cabinets & desks)
• Remain silent
• Silence all phones and electronic devices
• Prepare for other strategies to protect yourself
• Remain in place until the PA Announcement that all is clear
Classes on the ground floor
• Use the Green Stairs and hide in MS Studio
• If you are moved to a different classroom during the school day, your teacher will notify your regular teacher to confirm that you are safe.
• If you get locked out of ALL rooms
• Hide in the bathroom
• Lock all the doors and hide in the cubicle/stall with your feet raised
• Lockdown during a break, find the closest room where you can hide
• Once the door is locked, teachers will not let anyone else enter
Administrators
• ERT Leader will immediately announce a Lockdown via PA or Messenger system.
• Notify emergency services:
• ® RSO, U.S. Embassy Switchboard: 2419-8000
• ® Chanakyapuri Police Station: 2301-2003
• ® Police Emergency: 112 or 100
• Administrators should move to pre-designated safe rooms with office staff and await further instructions.
• Ensure all mobile devices and walkie-talkies are on silent mode.
Security staff
• Lock all gates using padlocks if it is safe to do so, then shelter indoors.
• Assist in securing buildings
• Pull down and lock shutters.
• Lock stairwell doors from inside.
• Move elevators to the uppermost floors and keep doors open.
• Await instructions from ERT Leader.
HS Lockdown Roles & Responsibilities
Administrators
• ERT Leader will immediately announce a Lockdown via PA or Messenger system.
• Notify emergency services:
• ® RSO, U.S. Embassy Switchboard: 2419-8000
• ® Chanakyapuri Police Station: 2301-2003
• ® Police Emergency: 112 or 100
• Administrators should move to pre-designated safe rooms with office staff and await further instructions.
• Ensure all mobile devices and walkie-talkies are on silent mode.
Security staff
• Lock all gates using padlocks if it is safe to do so, then shelter indoors.
• Assist in securing buildings
• Pull down and lock shutters.
• Lock stairwell doors from inside.
• Move elevators to the uppermost floors and keep doors open.
• Await instructions from ERT Leader.
Classrooms on the Ground and 1st Floor in the High School Atrium:
• All staff and students must move to the 2nd and/or 3rd floor of the HS Atrium.
• Support staff to prevent the elevator from being accessed from lower levels by placing an object in them and keeping the doors open.
Safe Haven Procedure
“In your space. Keep the halls clear.”.
1.Announce & Initiate
• A continuous alarm will sound, or an administrator will announce a clear, noncoded message, like, “Please proceed to your designated Safe Haven and wait for further instructions.”
• ES Faculty, staff & students, proceed to the Main Gym
• MS Faculty, staff & students, proceed to the Advisory Classrooms.
• HS Faculty, staff & students, proceed to the Advisory Classrooms.
• Other staff to remain in your office until further directions.
2.Identify the Safe Haven Location
(see above)
An administrator will designate the Safe Haven site. This should be a secure, easily accessible space within the school where students and staff can shelter during an emergency (e.g., lockdown, severe weather).
3. Movement to Safe Haven
Teachers and staff will calmly guide students to the Safe Haven location. Attendance will be taken immediately to ensure all students are accounted for.
4. Secure the Area (Floor Warden
Inspect all areas, including classrooms, offices, restrooms, hallways, and storage rooms. Ensure that all doors and windows are closed, and lights are
turned off. Be prepared to act as messengers if the PA system cannot be used during the emergency. Once inspections are complete, report to the Administrator.
5. All-Clear & Release
When the emergency has passed, the crisis team or local authorities will issue an “all-clear” Teachers will again check attendance before releasing students back to regular activities or to the controlled release process, if required.
Important Considerations
• Calm Communication: Staff should reassure students and minimize panic by providing clear and concise instructions.
• Attention to student needs: Staff will maintain order, provide reassurance, and keep students seated quietly. First aid will be administered if necessary, and basic needs (such as water, tissues, and comfort items) will be addressed as available.
• Accessibility: The Safe Haven must be accessible to students with disabilities or special needs.
• Preparedness: Each Safe Haven location should have basic supplies (first aid, water, flashlights, communication tools).
• First Aid: The primary First Aid Station is the PreK cafe (Neem ground floor). The secondary location is the Board Conference Room.
• The Medical Chief gives reports to the Incident Commander regarding number and severity of victims.
ES Safe Haven Procedure
Safe Haven
Safe Haven procedures will be implemented when a situation outside of our campus requires us to gather all students and adults in one designated area.
• In the event of a safe haven,
• A messenger/or a loudspeaker announcement will alert you.
Exit your learning space and go to the Main Gym. If we are going to do a controlled release of students, it would be during a Safe Haven.
Please see the seating map of the Main Gym.
Evacuation & Safe Haven Inspectors
• INSPECT each room, including bathrooms, in the designated building and floor in the Elementary School.
• Direct any adult to exit the building immediately.
•
• Accompany any child you find to the Grass Field. Report to the ES Assistant Principal when the inspection is complete.
Elementary School INSPECTORS
“In your space. Keep the halls clear.”
2nd Floor Joe Mani
Meet Kaur/Deepa Seema S./Niti Gujral Swamy Raj
3rd Floor Joe Mani
Meet Kaur/Deepa Renu Singh Seema S./Niti Gujral Swamy Raj
MS Safe Haven Procedure
Safe Haven
Safe Haven procedures will be implemented when a situation outside of our campus requires us to gather all students and adults in one designated area.
In the event of a safe haven,
• A messenger/or a loudspeaker announcement will alert you.
• Close the doors and windows.
• Exit your learning space and go to Advisory classroom. (ES in the Main Gym; HS in Advisory classroom) If we are going to do a controlled release of students, it would be during a Safe Haven.
Evacuation & Safe Haven Inspectors
• INSPECT each room, including bathrooms, in the designated building and floor in the Middle School.
• Direct any adult to exit the building immediately.
• Accompany any child you find to the Grass Field.
• Report to MS Assistant Principal when the inspection is complete.
“In your space. Keep the halls clear.”
HS Safe Haven Procedure
Safe Haven
Safe Haven procedures will be implemented when a situation outside of our campus requires us to gather all students and adults into one area.
In the event of a safe haven,
• A messenger/or a loudspeaker announcement will alert you.
• Close the doors and windows.
• Exit your learning space and go to your Mentor Group classroom. If we are going to do a controlled release of students, it would be during a Safe Haven.
• The Administrator will use rosters and class schedules to identify all persons present.
Evacuation & Safe Haven Inspectors
• INSPECT each room, including bathrooms, in the High School.
• Direct any adult to exit the building immediately.
• Accompany any child you find to the Grass Field. Report to the Assistant Principal when the inspection is complete.
Role of Administrators (Division Principal and Asst. Principals):
• Proceed to The Breezeway:
• Before evacuating, reach out for the emergency folder, including:
• Class lists
• Attendance report
• Teacher schedule
• Contact numbers for AES phone tree
• Cell/mobile phone & two-way radio (use Channel 2 - Crisis)
• Take attendance/absence reports from each teacher and status report from each Floor Warden (Inspector).
• Report status to the Director.
“In your space. Keep the halls clear.”
Incident Report Template
This report is to be completed by the incident lead, depending on the following incident levels.
Level 1 - Senior School Administrator
Level 2 - (ERT) Lead (Director of Business Operations)
Level 3 - (CRT) Lead (School Director)
Name and Position (of individual completing this report) ...............................................................................................................................................................................................................
Date: Contact Phone: Location
Incident type: (Select one box only)
Fire
Flood
IT / Cyber
Facilities
Medical
Athletics
Student Services
Activities
Incident details
Other
Specify: ..................................................................................................
Date occurred: .............................................................. Time occurred (am/pm): .................................................
Exact location of incident:
Department impacted
Brief description of the incident: ..................................................................................................................................
Incident Report Template
Initial impact assessment: (Provide as much detail as possible)
☐ People
☐ Operations
☐ Facilities
☐ Legal
☐ Financial
☐ Reputational
Witnesses (name and contact.
See (“Witness Incident Statement”)
Name Contact
Incident Assessment:
Response Activities:
What action has been taken after the incident occurred?
What action can be taken to prevent the incident from occurring again? .....................................
Proposed corrective action, including roles, responsibilities, and timeframes:
Completed by:
Name/signature ........................................................................................................................................................................
Date
Witness Incident Statement
Incident facts:
To be completed by the primary witness of the incident (person reporting to management)
Date: Time: Location (HS, MS, ES):
Deatail (Library, Room# Gym) ...................................................................................................................................................................
Person(s) Involved:..........................................................................................................................................................................................
Role (Student, Staff, Parent, Visitor):
Name of Reporting Staff:
Incident Description:
Before the incident
Grade/Department (if applicable):
●What happened? (before, during, and after the incident?)
During the incident ........................................................................................................................................................................................
After the incident ...........................................................................................................................................................................................
How did this happen? ...................................................................................................................................................................................
●Why did this happen? ...................................................................................................................................................................................
●How did the administration find out?....................................................................................................................................................
Could the crisis have been prevented, and what actions did the school take to prevent it? ..................................... .................................................................................................................................................................................................................................
Witness Information
Name (First and Last)
Position/Role (teaching assistant, teacher, parent, other)
Email Telephone ............................................................................................................................................................................................
Ensure documentation of all possible details:
What happened?
When did it happen? .....................................................................................................................................................................................
●Where did the incident take place?
●Who is involved? .............................................................................................................................................................................................
●How did this happen?
●Why did this occur? .......................................................................................................................................................................................
●How did the school find out?
●What actions has the school taken and what actions does it intend to take in response to the event?
●How will the school express concern or condolences for what happened? ......................................................................
When will more information be available? ........................................................................................................................................
●Could the crisis have been prevented, and what actions did the school take to prevent it?
.................................................................................................................................................................................................................................
Who should be contacted for more information?...........................................................................................................................
Incident Levels
Incident levels based on assessment criteria (across ERM and CMP)
Level 1 – Minor Incidents
People – No injury or hospitalization & no threat to life.
Operations – Minimal disruption, no closure, asset unaffected.
Reputation – No external exposure & concerns limited to those directly involved.
Example – Isolated student injury treated on campus or a small fire contained etc.
Level 2 – Major Incidents
People – Serious injury or distress, hospitalization required.
Operations – Disruption for 1–3 days, partial asset damage, limited data/security issues.
Reputation – Regional/social media exposure, parent complaints, declining board confidence.
Example – Bus accident with multiple injuries etc.
Level 3 – Crisis
People – Fatality, acute risk of life or multiple causalities.
Operations – Sustained disruption (>3 days), school closure, critical data compromised.
Reputation – National or international scrutiny. Widespread loss of trust.
Example – Fatality on campus, several natural disaster affecting school etc.
Escalation Flowchart
1. Core CRT activated via WhatsApp/pre-arranged group and meets at crisis room / incident command center or online
2. Core CRT directs all crisis e orts and decisions.
3. Crisis Communications Plan activated.
1. On ERT Leader’s instructions, ERT Coordinator to involve School Director (CRT Leader)
2. CRT Leader, DBO or Security Manager inform RSO (potentially as a decision-maker) ASAP.
3. DBO and Security, Safety and Transport Manager continue to keep ERT engaged.
4. Director - Communications & Comms Specialist involved for all crisis comms.
Use
1. Engage ancillary CRT team members depending on the nature of the crisis
2. Engage external service providers (if reqd.)
1. Crisis communications (internal and external) continue
2. Core CRT (and ancillary) members meet until crisis is brought under control
3. Crisis logging continues
Use major incident or potential crisis template (annex E)
ERT Leader to assess if situation is escalating?
Basis inputs from ERT coordinator & ER Action team - ERT Leader (DBO) to make decisions on lockdown / shelter-in-place, evacuation or to continue BAU.
1. ERT Coordinator to notify DBO (ERT Leader) and ERT Action team members via walkie-talkie/phone.
2. ERT Leader to activate ERT.
Situation assessment to be done by SSA and ERT coordinator
SSA to assess if the incident is escalating?
ERT Coordinator: To inform rst responders (Police / Fire Brigade / Ambulance), external providers (as needed) and take directions from ERT Leader.
Use incident report template (annex D)
Incident ends, issue stand down orders, bring situation back to normalcy NO
1. Closest Senior School Administrator (SSA) informed, leads triage.
2. SSA responds to level 1 incident.
Preliminary incident intimation (call / text / email)
1. Security, Safety and Transport Manager / ERT coordinator is informed as an FYI, if incident is agreed to be contained & remains at Level 1.
2. Director - Communications & Comms Specialist to be noti ed immediately if SSA assesses there may be external awareness of the incident.
Perform an after action review within 1 week of incident
Emergency Evacuation Route Maps
High School
Emergency Evacuation Route Maps
Middle School 1st Floor Building Evactuion Route
Exit and Proceed to Turf Field
Middle School 2nd Floor Building Evactuion Route
Exit and Proceed to Turf Field
Emergency Evacuation Route Maps
Middle School 3rd Floor Building Evactuion Route Exit and Proceed to Turf Field
Middle School 1st Floor Fire and Evacution Plan
Emergency Evacuation Route Maps
Middle School 2nd Floor Fire and Evacution Plan
Middle School 3rd Floor Fire and Evacution Plan
Emergency Evacuation Route Maps
Elementary School - Ashoka
Elementary School - Neem
Emergency Evacuation Route Maps
Elementary School - Banyan
Elementary School - Peepal
Controlled Release Form
Glossary
(in alphabetical order)
BAU - Business As Usual
CCP - Crisis Communications Plan
CMP - Crisis Management Plan
CRT - Crisis Response Team
DBO - Director of Business and Operations
ERM - Emergency Response Manual
ERT - Emergency Response Team
ERT Coordinator - Emergency Response Team Coordinator
ERT Leader - Emergency Response Team Leader
ERT Action Team - Emergency Response Action Team
RSO - Regional Security Officer
SSA - Senior School Administrator
Explanation of Evacuation Assembly Area, and Safe Haven, Controlled Release Desk, and Controlled Release Process.
Evacuation Assembly Area - Move to after evacuation and before Controlled Release. This is a pre-identified, division-specific, outdoor location used when evacuation from campus buildings is necessary due to a threat (e.g., bomb threat).
Safe Haven - Activated during imminent threats, this is a pre-identified, division-specific, indoor, secured location used during a threat or crisis (e.g., presence of an active shooter, extreme weather) for the temporary holding, safe relocation, or controlled release of students and staff before reunification.
Controlled Release Desk - Division-specific desk set up near a Safe Haven for coordination of the reunification process. Managed by Assistant Principal and Executive Secretaries.
Controlled Release - This process is initiated if the situation remains unsafe and students need to be taken off-campus. It involves a systematic approach to ensure safety while allowing for a controlled return to normalcy, and can be carried out from a Safe Haven or an Evacuation Assembly Area.
NOTE: This process is designed for safety, not speed. Patience is key, as parents should understand that the process may take some time to ensure every child is safe and released to the correct parent or designated guardian.
Who is part of the CRT and ERT Team, see below;
CRT Team:
• School Director
• Director of Business and Operations
• Division Principals
• Director of Communications
• Log Keeper
• Risk Committee Chair
• Board Chair
ERT Team:
• Level 1 - Senior School Administrator
•Level 2: Director of Business and Operations
•Safety, Security and Transport Manager
• Director of Communications
•Director of Technology
•Health Services Coordinator
•Division Principals
•Assistant Principals