Emergency Preparedness Booklet
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.
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
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
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
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.
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
Glossary
Explanation of Evacuation Assembly Area, and Safe Haven, Controlled Release Desk, and Controlled Release Process.
Evacuation Assembly Arealocation used when evacuation from campus buildings is necessary due to a threat (e.g., bomb threat).
Safe Havenduring a threat or crisis (e.g., presence of an active shooter, extreme weather) for the temporary holding,
Controlled Release DeskManaged by Assistant Principal and Executive Secretaries.
Controlled Releasea 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.
Controlled Release Form
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