2026 Emergency Procedures Toolkit - Live Staff

2026

2026

Emergency Preparedness Booklet

Index

Incident Levels ....................................................3 Emergency Procedures .................................4 Communication Flow ..................................... 6 Students on Trips ...............................................7 Glossary ................................................................. 8

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This Emergency Preparedness Booklet is for parents and guardians of AES students to understand our safety procedures and the role you can play in the event of an emergency. You may access this booklet at any time from the MyAES portal.

CRISIS MAJOR INCIDENT MINOR INCIDENT Incident levels based on assessment criteria (across ERM and CMP) Level 1 – Minor Incidents People – No injury or hospitalization & no threat to life.

Operations Reputation – No external exposure & concerns limited to those directly involved.

Example

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 Example – Bus accident with multiple injuries etc.

Level 3 – Crisis People – Fatality, acute risk of life or multiple casualties.

Operations – Sustained disruption (>3 days), school closure, critical data compromised.

Reputation – National or international scrutiny. Widespread loss of trust.

Example

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Emergency Procedures Emergency Contacts: Security: Pawan Kumar, Ext 3930; +91 11 2688 8854 Pippa White Ext 3700; +91 11 2688 8854 Division Heads: ES Charles Bellomy Ext 3400; +91 11 2688 8854 MS Anthea Clifton Ext 3300; +91 11 2688 8854 HS Iftekhar Syed Ext 3200; +91 11 2688 8854

Bomb Threat Procedure The school’s Security Team and Emergency Response Team immediately assess the situation, including preparation for a rapid evacuation or lockdown to ensure everyone’s safety. Parents will be informed as soon as it is safe to communicate, and updates will be

Earthquake Procedure Everyone on campus should immediately drop to the ground, move away from windows, and seek cover under desks, tables, or archways. If you’re outside, move away from structures. After shaking stops, check for injuries and follow evacuation instructions.

Controlled Release Procedure Controlled Release is designed as an orderly, secure process that prioritizes safety over where students are released systematically—and only to authorized guardians—after

appreciate your patience as these steps take time to complete safely. Continue to monitor

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Emergency Procedures Evacuation Procedure

They lead an orderly evacuation along pre-planned routes to a designated assembly point

communication channels for updates.

Lockdown Procedure

barriers. Students will be moved away from windows, blinds will be drawn, doors will be

communication channels for updates

Safe Haven Procedure

(often internal to the building) to protect them from external threats (e.g., severe weather or civil disturbance). We establish a controlled, calm, and supervised environment to ensure channels for updates.

Please note

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Communication Flow How We Communicate With Families A key element in our detailed emergency response plans is timely communication with parents and other as quickly and often as it is safe to do so. We strongly recommend parents frequently check for updates via the following AES-approved communication channels:

1.

PowerSchool Contact Information Accurate contact details are essential for timely communication.

Please ensure your mobile number and email address in PowerSchool are always up to date.

If you need any assistance, please contact maintech@aes.ac.in

2.

SMS, WhatsApp Alerts, or MobileApp

3.

Email Updates Email provides more detailed information during and after an incident.

4.

School Website Key updates and status alerts are posted on the homepage during major events.

5.

Social & Emotional Support

6. How You Can Help

•

Do not come to campus this keeps emergency routes clear and students safe.

•

Keep phone lines open to receive updates promptly.

•

Follow all instructions provided by the school during and after the event.

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Students on Trips AES prioritizes the safety of our students above all else. There is an inherent uncertainty around travel, and with it, travel to any destination may be called into question. For this reason, all travel is approved by our local US

For communications regarding Division-led travel, please direct them to the following Assistant Principals: •

ES - (Ranthambore) Scott White

Ext 3410; +91 11 2688 8854

•

MS

•

HS - (Mini Course), Derwin Kitch

Ext 3229; +91 11 2688 8854

Teresa Hjellming

Ext 3233; +91 11 2688 8854

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Glossary Explanation of Evacuation Assembly Area, and Safe Haven, Controlled Release Desk, and Controlled Release Process.

Evacuation Assembly Area location used when evacuation from campus buildings is necessary due to a threat (e.g., bomb threat).

Safe Haven during a threat or crisis (e.g., presence of an active shooter, extreme weather) for the temporary holding,

Controlled Release Desk Managed by Assistant Principal and Executive Secretaries.

Controlled Release 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 must understand that the process may take some time to ensure every child is safe and released to the correct parent or designated guardian.

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Controlled Release Form

Student Name ...................................................................................................................................................................................................

Student Grade ..............................................................................Student Cell Phone Number .......................................................

Name of person picking up student .......................................................................................................................................................

Signature .............................................................................................................................................................................................................

Phone number of person picking up student ....................................................................................................................................

SCHOOL PERSONNEL COMPLETES of the person picking up student?

Relationship to student being picked up ............................................................................................................................................

Yes or No

Parent/Guardian completes: Print Student Name Again ..........................................................................................................................................................................

Student Grade .................................................................................................................................................................................................

Teacher ................................................................................................................................................................................................................

SCHOOL PERSONNEL COMPLETES UPON RELEASE OF STUDENT

Student Birthday ............................................................................................................................................................................................

TIME INITIALS OTHER

Signature .... .........................................................................................................................................................................................................

Print Your Name ........................................................................................... Date ........................................................................................

7.

6.

5.

If there has been injury or other concerns, you may be asked to meet with a counselor.

4.

3.

Select the check-in line based on either student last name or student grade.

2.

1.

Please complete the information on the other side of this card.

Instructions First, AES wants to thank you for your patience during this controlled release process. Please recognize this process is designed for safety, not speed. Parents must understand that any delay is to ensure every child is released to the correct person. We share the same goal: Getting you & your student back together as quickly as possible. The reason we’re going through this is that an event has occurred at school that mandates we personally reunite you & your child. First, AES wants to thank you for your patience during this controlled release process. Please recognize this process is designed for safety, not speed. Parents must understand that any delay is to ensure every child is released to the correct person. We share the same goal: Getting you & your student back together as quickly as possible. The reason we’re going through this is that an event has occurred at school that mandates we personally reunite you & your child.

Controlled Release

Parent Check in & Retrieval Explanation of Evacuation Assembly Area, and Safe Haven, Controlled Release Desk, and Controlled Release Process.

Parents or guardians must report to the Parent/Guardian Check-In Area.

Families who have siblings in more than one division should report to Gate 5.

•

ES - Gate 5

•

MS - Gate 2

•

HS - Gate 2

(parent, guardian, temporary caretaker, or a parentdesignated person (e.g., driver, nanny) and complete a controlled release form.

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.

2. Student Retrieval 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

•

MS

•

HS

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