DEVELOPING PRE-CRISIS MINDSET ........................................................................ 5 COMMUNICATION ............................................................................................... 6 Tools 6 Communication plan .......................................................................................................................................................................................................................... 6 Chaperone Communication....................................................................................................................................................................................................... 6 EMERGENCY PROCEDURES ................................................................................... 7 Fire 7 Earthquake ...................................................................................................................................................................................................................................................... 7 Bomb threat 8 Shooting 9 Missing child ................................................................................................................................................................................................................................................. 9 Severe Weather-related emergencies 10 Loss of communication availability ................................................................................................................................................................................ 10 Shelter in place 11 CONTENTS Table of
STUDENT PHYSICAL ...........................................................................................12 Sickness 12 Hospital visit ................................................................................................................................................................................................................................................ 12 Overnight hospital stays 13 Communicable disease ................................................................................................................................................................................................................13 Covid procedure .........................................................................................................................................................................................................................................................13 Sexual assault 14 Accident ............................................................................................................................................................................................................................................................ 14 Student injuries 15 Lost medications ................................................................................................................................................................................................................................... 16 Allergic reactions 16 Asthma attack .......................................................................................................................................................................................................................................... 16 Diabetic reaction 16 Drugs and alcohol 16 STUDENT PSYCHOLOGICAL ..................................................................................18 Witnessing a dramatic event.................................................................................................................................................................................................. 18 Death 18 Chaperone 18 Students 18 Students conflict (e.g. persistent bullying) 19 Student mental need ........................................................................................................................................................................................................................ 19 Chaperone mental need ............................................................................................................................................................................................................... 19 Sexual assault 19
TRIP DISRUPTIONS .............................................................................................20 Need to go home unexpectedly (Group or individual) 20 Flight issues (missing connection, cancellation) .......................................................................................................................................... 20 Passport lost. 20 Immigration paperwork missing / lost. .................................................................................................................................................................... 20 Unsafe environment (strike, unease with onsite team, local unrest) 21 Theft/Crime ................................................................................................................................................................................................................................................... 21 School credit card lost.................................................................................................................................................................................................................... 21 Cancellation (host, visit, transportation) 21 Communication device failure ............................................................................................................................................................................................... 21 Issues with local authorities: police, transportation agent 21 EMERGENCY CONTACTS ......................................................................................22 School contacts 22 Chaperone contacts ........................................................................................................................................................................................................................ 22 Local emergencies contacts 23 For France 23 For China 24
DEVELOPING PRE-CRISIS MINDSET
The best way to be ready for a crisis is to be mentally and physically prepared to respond to unforeseen situations. The purpose of this guide is to provide procedures in the event of an emergency. Due to the unpredictable nature of emergencies, all chaperones need to be ready and willing to adapt to the crisis they are facing.
5 DEVELOPING PRE-CRISIS MINDSET
COMMUNICATION
TOOLS
Cellphones will be the primary form of communication for emergencies and email and chat as a backup way to communicate. A group will be created to be used in major emergencies to reach all needed parties easily.
Phone numbers for school designee and chaperone will be exchanged and entered at the end of this booklet.
COMMUNICATION PLAN
The school will be available 24/7 to the trip leader using an on-call system with appropriate staff.
Calling tree to quickly disseminate emergency information or activate emergency procedures as needed.
CHAPERONE COMMUNICATION
Trip leader or designee will keep School phone on them at all times and will be reachable 24/7 with the school. If getting to an event when communication cannot be on or may cut, a text message or call will be sent to the school before and after.
6 COMMUNICATION
01
EMERGENCY PROCEDURES
FIRE
When arriving to a building or new destination, always check all the area evacuation plans. Repeat on each floor.
Line up students
A chaperone will be at the front to lead the students.
A chaperone will be at the end of the line to make sure all students follow.
Following the evacuation plan for the site and the situation, exit the building.
When outside the building take attendance to ensure all are accompted for and check for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance and leave the site with the group
Regroup in a safe area
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance, with the help of the team leader and local authorities, the next steps for the safety and well-being of the group
EARTHQUAKE
Instruct students to “Drop, Hold and Cover”
Avoid windows, glass, or heavy light fixtures
If no furniture is available to get protection, use a door frame or stay in the middle away from furniture or any potential risk
When it’s safe leave the building, line up students
A chaperone will be at the front to lead the students.
7 EMERGENCY PROCEDURES
02
A chaperone will be at the end of the line to make sure all students follow.
Stay alert of any potential risks: falling objects, electric wires, building damage…
When outside the building, take attendance to ensure all are accounted for and check for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance when present for potential needs such as shelter…
Make sure to keep the group together using the buddy method. Each student is paired with another student to prevent losing a student
Contact the school and inform of the situation
The school will decide the next steps to give guidance, with the help of the team leader and local authorities, the next steps for the safety and well-being of the group
BOMB THREAT
If a risk is reported or heard of an explosion, initiate an evacuation.
If in a building quickly regroup the students
Line up students
A chaperone will be at the front to lead the students.
A chaperone will be at the end of the line to make sure all students follow.
When outside, away from any risk, take attendance to ensure all are accompted for and check for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance, if present, to leave the site
Regroup in a safe area away from the potential explosion site
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
8 EMERGENCY PROCEDURES
SHOOTING
Find shelter if evacuation is unsafe:
Lock and barricade doors or all access
Stay away from windows and doors
Ask for total silence.
Prepare strategies to either evacuate or counter (counter is not fighting)
When safe, line up the students and evacuate
A chaperone will be at the end of the line to make sure all students follow.
When outside away from any risk, take a physical roll call and check for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance, if present, to leave the site
Regroup in a safe area away from any risk
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
MISSING CHILD
Set up a quick search where the student was last seen
If successful:
y just contact the school to alert of the incident
y Parent will be informed
If unsuccessful, time is of the essence:
y Have the team leader contact the local authorities immediately
y Assign chaperone to continue the search with communication until the local authorities arrive
y If available have a picture of the student(s) ready with all details possible: clothes, place last seen to share with the local authorities
Once the local authorities take over:
Contact immediately the school
The school will contact the parents with all the details collected
The team leader will stay with the local authorities to stay informed of the situation
The chaperones will care for the rest of the group
9 EMERGENCY PROCEDURES
The school will decide the next steps to provide help to the group’s mental well being
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
SEVERE WEATHER-RELATED EMERGENCIES
Regroup the students and staff and find shelter
Prepare strategies to either evacuate or shelter in place
Take attendance
Reassure the students
When safe to leave the shelter, line up the students and evacuate
A chaperone will be at the end of the line to make sure all students follow.
When outside away from any risk, take attendance and check for injuries
o Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
o Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance, if present, to leave the site and/or been directed to a safe area
Make sure to keep the group together using the buddy method. Each student is paired with another student to prevent losing a student
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
LOSS OF COMMUNICATION AVAILABILITY
The group will return to their accommodation if possible.
The team leader will go to authorities and/or the consulate to look for guidance
10 EMERGENCY PROCEDURES
SHELTER IN PLACE
Regroup the students and staff and find shelter
Prepare strategies to safely shelter in place
Secure water, food, medical, consider access to toilets.
Take attendance
Reassure the students
When safe to leave the shelter, line up the students and evacuate
A chaperone will be at the end of the line to make sure all students follow.
When outside away from any risk, take attendance and check for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance, if present, to leave the site and/or been directed to a safe area
Make sure to keep the group together using the buddy method. Each student is paired with another student to prevent losing a student
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
11 EMERGENCY PROCEDURES
STUDENT PHYSICAL
SICKNESS
Assess the student’s symptoms and take their temperature to determine the severity of the illness.
Isolate the student from the rest of the group if necessary. A chaperone is to always remain with the student. Mask wearing is strongly recommended for the chaperone and the student
Depending on the symptoms have the student take a covid test
Contact the school to get guidance if possible
The school will contact the parents to inform them of the situation and discuss the situation and the potential solutions
Provide applicable prescribed medicine if available.
Contact the school to keep them informed of the situation
Always be comfortable bringing a student to see a physician if the situation doesn’t get worth or doesn’t improve. It could be a sign that the student is having a bigger issue that what the symptoms could have indicated
HOSPITAL VISIT
The school will be contacted to help give guidance
The chaperone most comfortable with the language of the country will bring and stay with the students.
The school will keep been informed of the situation
The parent will be contacted by the school
A chain of communication will be established so that the school and the parents are aware of the situation
12 STUDENT PHYSICAL 03
OVERNIGHT HOSPITAL STAYS
The chaperone will stay with the students. If the chaperone or the student is more comfortable having an adult with a different gender it will need to be accommodated.
If the chaperone cannot stay, then depending on the situation:
o They will return with the group and return to the hospital as soon as the visiting hours are reopened. The phone will be left on at high volume to be reachable
o If the accommodation is too far from the hospital, a hotel can be booked closest to the hospital in case of a call
The school will be kept informed regularly as well as the parents
COMMUNICABLE DISEASE
COVID
If an individual tested positive to an antigen test
Isolate the individual and ask them to wear a mask
The shared room arrangement will need to be modified
All students and staff will take an antigen immediately
Students and staff will monitor for symptoms and test every two days after exposure until five days have passed.
The school will be contacted, and the situation will be monitor with the guidance of the covid team
The parents of the student(s) who tested positive will be contacted
An email communication will be sent to the rest of the parent group by the school
COVID PROCEDURE
The isolation period is a minimum of 5 days from either the first onset of symptoms or if asymptomatic from the positive test result
On the 5th day of isolation, the individual may be able to rejoin the group as long as they:
Stayed symptoms free
Have their symptoms greatly improved and have been fever free for 24h without the help of fever reducing medicine
The individual will continue to wear a mask for the reminder of the 10-day isolation period
13 STUDENT PHYSICAL
If a student or chaperone seem to exhibit symptoms that could be aligned with a communicable disease or in doubt, follow those steps:
Isolate the individual and ask them to wear a mask
y The shared room arrangement will need to be modified
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
SEXUAL ASSAULT
Contact immediately the authorities and follow their guidance
A chaperone will always stay with the student(s)
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
ACCIDENT
VEHICULAR
Contact immediately the authorities and follow their guidance
Assess the situation to mitigate risks
Assess the students for potential injuries
Reassure the students
Look for safe evacuation route
When safe to leave, line up the students and evacuate
Do not move any students with injuries except if there is a safety concern. A chaperone will stay with injured student(s) and wait for authorities to care for the student(s)
A chaperone will be at the end of the line to make sure all students follow.
When outside away from any risk, take attendance and check again for injuries
Report any missing student(s) to the local authorities a chaperone will stay until been reunited with the student(s)
Report any injured student(s) to the local authorities, a chaperone will stay with the student(s) to provide a comforting support
Follow the authority guidance, if present, to leave the site and/or been directed to a safe area
Make sure to keep the group together using the buddy method. Each student is paired
14 STUDENT PHYSICAL OTHER
with another student to prevent losing a student
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
MINOR ACCIDENT
Assess the gravity of the situation
If necessary contact the authorities and follow their guidance
If the situation needs medical attention, then contact the authorities and follow their guidance
If the situation doesn’t warrant for authorities to be contacted, attend to the student(s) needs
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
Continue to monitor the situation for any potential changes
A STUDENT INJURES ANOTHER PERSON
Contact immediately the authorities and follow their guidance
Attend to any injuries until the authorities arrive
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
STUDENT INJURIES
Assess the gravity of the situation
If necessary contact the authorities and follow their guidance
If the situation needs medical attention then contact the authorities and follow their guidance
If the situation doesn’t warrant for authorities to be contacted, attend to the student(s) needs
Contact the school and inform them of the situation.
The school will decide the next steps to give guidance with the help of the team leader for the safety and well-being of the group
Continue to monitor the situation for any potential changes
15 STUDENT PHYSICAL
LOST MEDICATIONS
Contact the school and inform them of the situation.
The school will decide the next steps with the help of the parents and the team leader for the safety of the student.
It may require seeking medical support to get new medication if necessary.
ALLERGIC REACTIONS
Contact emergency services if reaction is severe.
Supervise or help the student take or administer prescribed medication such as Epi-Pen for example.
Contact the school and inform them of the situation.
Accompany student to hospital if further treatment is required.
ASTHMA ATTACK
Contact emergency services if attack is severe.
Supervise or help the student use inhaler.
Contact the school and inform them of the situation.
Accompany student to hospital if further treatment is required.
DIABETIC REACTION
Refer to the Diabetic plan for the students.
Assess if it is Hyperglycemia or Hypoglycemia.
Supervise or help the student actions: medication, eating.
Contact emergency services if attack is severe.
Contact the school and inform them of the situation.
Accompany student to hospital if further treatment is required.
DRUGS AND ALCOHOL
STUDENTS
Confiscate any remaining drugs/alcohol.
Remove student(s) from group and return to hotel.
Contact school to inform them of situation.
Coordinate with school for early return of the student(s) and further disciplinary actions.
16 STUDENT PHYSICAL
CHAPERONE
Contact school to inform them of the situation.
Coordinate with the school of next steps.
Keep students away from the chaperone(s) if acting in an unsafe manner.
17 STUDENT PHYSICAL
STUDENT PSYCHOLOGICAL
WITNESSING A DRAMATIC EVENT
Contact local authorities.
Contact the school.
Follow local authorities’ instructions.
Coordinate with school on next steps.
DEATH
CHAPERONE
Contact local authorities.
Contact the school.
Follow local authorities’ instructions.
Coordinate with school on next steps.
STUDENTS
Contact local authorities.
Contact the school.
Follow local authorities’ instructions.
Coordinate with school on next steps.
18 STUDENT PSYCHOLOGICAL 04
STUDENTS CONFLICT (E.G. PERSISTENT BULLYING)
Separate and supervise the students.
Contact the school.
Coordinate with school on next steps.
STUDENT MENTAL NEED
Seek guidance from the school.
Contact emergency services if necessary.
CHAPERONE MENTAL NEED
Seek guidance from the school.
Contact emergency services if necessary.
SEXUAL ASSAULT
Contact local authorities.
Contact the school.
Follow local authorities’ instructions.
Coordinate with school on next steps.
19 STUDENT PSYCHOLOGICAL
05 TRIP DISRUPTIONS
NEED TO GO HOME UNEXPECTEDLY (GROUP OR INDIVIDUAL)
Contact school to inform them of the situation.
Coordinate with the school to arrange for travel.
If only one student, a chaperone will handover the student to a travelling companion provided by the airline. travel.
If the whole group, all chaperones must return with the group.
FLIGHT ISSUES (MISSING CONNECTION, CANCELLATION)
Call school to inform them of situation.
Coordinate with school to rebook flights and arrange for temporary accommodations if necessary.
Contact any host/vendor to inform them of impact travel changes will have on trip itinerary. Reschedule reservations/tours/rides/etc…as needed.
PASSPORT LOST.
Call school to inform them of situation.
Contact local embassy or consulate to receive temporary passport for travel.
Coordinate with school on next steps and travel changes if necessary.
IMMIGRATION PAPERWORK MISSING / LOST.
Call school to inform them of situation.
If possible, school will mail missing paperwork to the group/individual.
Contact local embassy or consulate to receive temporary travel papers if possible.
20 TRIP DISRUPTIONS
UNSAFE ENVIRONMENT (STRIKE, UNEASE WITH ONSITE TEAM, LOCAL UNREST)
Return to and remain in the hotel if safe.
Relocate to the nearest embassy if the hotel is not accessible
THEFT/CRIME
Contact local authorities.
Contact the school.
Replace items if possible.
SCHOOL CREDIT CARD LOST
Call school to inform them of the situation.
School will work on providing funds or other arrangements.
Coordinate with school on next steps and travel changes if necessary.
STUDENT LOSES MONEY
Chaperones should not front funds to students unless preapproved by parents and school.
LOSS OF SOMETHING IN A LOCAL TRANSPORT / ACCOMMODATION
Contact the transportation agency (airline, bus, train etc…) to check for lost items.
If items cannot be retrieved, contract the school for next steps.
CANCELLATION (HOST, VISIT, TRANSPORTATION)
Contact the venue to see if reschedule is possible.
Contact the school to coordinate alternative arrangements.
COMMUNICATION DEVICE FAILURE
Use alternative communication means to arrange for a replacement device.
ISSUES WITH LOCAL AUTHORITIES: POLICE, TRANSPORTATION AGENT
Comply with local authorities.
Contact school to coordinate next steps.
21 TRIP DISRUPTIONS
EMERGENCY CONTACTS
SCHOOL CONTACTS
In order of call please contact for:
EMERGENCIES (illness, injury, crime, etc.)
Victoria 206-697-7574
Stacy 510-778-5901
Susan 206-617-2473
Eric 206-617-1333
NON-EMERGENCIES
Stacy 510-778-5901
Victoria 206-697-7574
Susan 206-617-2473
Eric 206-617-1333
CHAPERONE CONTACTS
Grade 6
206-638-9316
Grade 7 206-638-0623
Grade 8
Grade 4 & 5
206-459-7768
206-586-7637
Only one phone call to the school needs to be made. These phones can be tracked if lost or misplaced.
22 EMERGENCY CONTACTS
06
LOCAL EMERGENCIES CONTACTS
LOCAL EMERGENCY CONTACTS
Universal emergency phone number: 112 FOR FRANCE
United States Embassy in Paris Phone: +(33)(1) 43-12-48-80
2 Avenue Gabriel Emergency phone after hours: +(33)(1) 43-12-22-22
75008 Paris
AEFE - L’Agence pour l’enseignement français à l’étranger (Association of French Schools Abroad)
23 place de Catalogne, 75014 Paris
Phone: +33 (0)1 53 69 30 90
FOR COSTA RICA
US Embassy San Jose
Telephone: (506) 2519-2000 | From the U.S.: 011-506-2519-2000
Embassy fax: (506) 2519-2305 | From the U.S.: 011-506-2519-2305
Consular fax: (506) 2220-2455 | From the U.S.: 011-506-2519-2455
Costa Rica Explorations
Molly Alden-Rabenau
US - (435) 729-9177
CR - 011-506-8705-1954
CR Office - 011-506-2556-1210
http://www.costaricaexplorations.org
23 EMERGENCY CONTACTS
Sister School AEFE
Lycée franco-costaricien
De la casa de José Figueres, 5.5 km noreste
674-2250 Tres Ríos, San José, Costa Rica
Tél 00 506 22 73 63 73
www.franco.ed.cr
FOR CHINA
US Embassy Beijing
No. 55 An Jia Lou Road
Chaoyang District, Beijing 100600, China
Tel +86 10 8531-4000
Emergency After-Hours Tel +86 10 8531-4000
Fax +86 10 8531-3300
BeijingACS@state.gov
US Consulate General Chengdu
No. 4 LIngshiguan Road, Section 4, Renmin Nanlu
Chendu 61004, China
Tel +86 28 8558-3992
Emergency After-Hours Tel +(86)(10) 8531-4000
Fax +86 28 8554 6229
AmCitChengdu@state.gov
24 EMERGENCY CONTACTS
Beijing
Ambassade de France en Chine
法国驻华大使馆
Faguo Zhuhua Dashiguan
60, Tianze Lu - 100600 Pékin (Beijing)
Tél +86 10 85 31 20 00
French Schools in China
Enseignement Français Chinois Phoenix
Wuyuan Lu 100
Shanghaï 201206, Chine
Tél +86 183 21 26 28 34
Lycée français international Charles-de-Gaulle de Pékin
Jingshundong Jie, Chaoyang district
Beijing 100015, China
Tél +86 10 65 32 34 98
60号 100600
25 EMERGENCY CONTACTS
北京市朝阳区天泽路
