Emergency Response Guidelines December 2023 Final

E ME R GE NCY R E S P ONS E GUIDE LINE S December 2023

EMERGENCY RESPONSE GUIDELINES Reference Guide December 2023

TABLE OF CONTENTS Contact Numbers

1

Emergency Response Levels

3

On-Campus Threats Lockdown Fire Hazardous Material Hold & Secure, Shelter in Place Trespasser/Unauthorized Visitor Vandalism/Theft Assault Bomb Threat Threatening Phone Call Suspicious Mail or Package Lost or Missing Student

4 4 5 6 7 7 8 8 10 11 12

Medical & Health Concerns Red-Flag Behaviours Injury Allergic Reaction Suicide Attempt Communicable Disease Drug/Alcohol Overdose Death

13 13 13 14 14 15 16

Off-Campus Emergency Field Trip Accident/Emergency Reporting of Children Suspected to be in Need of Protection

16 17

School Evacuation Safe Locations Reunite Site with Parents

17 18 18

CONTACT NUMBERS Key Contact Numbers Campus Security Shift Operator (24 hours a day) Health Centre Pager (24 hours a day) Direct line to Health Centre

416-526-7424 905-713-4480 416-331-5808 905-727-9843

School Emergency Response Team (ERT) Contact Numbers *Leadership Team Members *Adams, Kylah – Executive Assistant to the Head of School *Fleming, Nicolette – Director of Communications Greaves, Dave – Head of Campus Security Griese, Klaus – Director of Property & Facilities *Hollett, Janice – Chief Financial Officer *Humphreys, Erin – Director of Health & Wellness *Kelly, Shannon – Director of Human Resources *McHenry, Kevin – Head of School *Paluch, Michael – Deputy Head of School Ramon, Keith – Director of Boarding *Reid, Greg – Deputy Head of School *Roy, Michael – Executive Director, Enrolment Management *Rush, Steve – Director of IT Stewart, Dave – Associate Director, Upper School & Student Affairs *Weedon, Nicholas – Executive Director of Advancement

289-221-4448 647-290-7523 905-758-0347 905-841-5149 416-540-5234 647-409-8522 905-251-2954 905-717-6595 905-751-9284 905-717-8763 905-717-6880 416-528-3802 905-751-6779 905-716-9470 416-951-0517

Boarding Heads of House Contact Numbers Sifton House – Marcello Lio Sifton House – Deanna Harris (Asst.)

Sifton House – Jacinta Sarfo (Asst.)

Flavelle House – Emily Keating Flavelle House – Mark Burton (Asst.)

Flavelle House – Ryan Turley (Asst.)

Memorial House – Chris Papalia Memorial House – Jess Auger (Asst.)

Memorial House – Kevin Gate (Asst.)

Macdonald House – Keith Ramon Macdonald House – Meera Balendran (Asst.)

Macdonald House – Kyle Fraser-Shoemaker (Asst.)

Macdonald House – Michael Knox Macdonald House – Tomika McIntosh Macdonald House – Jared Brown (Associate Faculty)

416-670-8615 289-208-3314 905-952-9970 613-552-0680 905-751-9741 647-324-9495 905-751-8777 647-824-7311 519-216-5818 905-717-8763 905-758-1602 905-758-1344 416-660-5433 905-751-9732 647-680-5766

York Region Emergency Contact Numbers Children’s Aid Society of York Region Community Crisis Line (someone there to talk and give advice) Crime Stoppers

905-895-2318 310-2673 1-800-222-8477 1

Emergency (Fire/Medical/Police) York Regional Police (non-emergency) Kids’ Help Phone (someone there to talk and give guidance) Ontario Poison Centre Ontario Provincial Police Telehealth

911 905-830-0303 1-800-668-6868 416-813-5900 1-888-310-1122 1-866-797-0000

2

EMERGENCY RESPONSE LEVELS Level 1 Isolated critical incident, e.g., minor lab accident or spill, theft, vandalism, accidents (minor vehicular or pedestrian) • • • •

Contact Campus Security, Courtenay Shrimpton, Deputy Head, and Nicolette Fleming, Director of Communications Above member to contact shift operator and other appropriate parties If the situation warrants, call 911 The appropriate school director will contact and inform students/parents if necessary Level 2 Localized critical incident, e.g., power outage, steam leak, flood or water main break on campus

• • • •

Contact Campus Security, Klaus Griese, Director of Property & Facilities, Steve Rush, Director of IT (power outage), Nicolette Fleming, Director of Communications Above member to contact shift operator and other appropriate parties If the situation warrants, call 911 The appropriate school director will contact and inform students and parents if necessary Level 3 Major critical incident, e.g., bomb or weapon threat, environmental threat (e.g., ice storm, tornado), evacuation (e.g., due to power outage, gas leak, or flood), fire, series injury, death

• • • • • •

Contact Campus Security, Kevin McHenry, Head of School, Nicolette Fleming, Director of Communications, Angus Murray, Incident Responder The Head of School and Leadership team are notified of the incident Command Centre established Board Chair may be notified of the crisis by the Head of School Due to the varying nature and requirements of emergencies, the exact makeup of the ERT may vary as determined by the Head of School or Crisis Management Director Follow emergency response guidelines

If you come across an event that requires a lockdown, hold and secure, or shelter in place, use the Activator app on your phone to activate the emergency communication and notify Nicolette Fleming and Kevin McHenry immediately.

In the event of a campus emergency, alerts will be posted to Edsby, the SAC website, and social channels. DO NOT CALL RECEPTION. 3

LOCKDOWN EMERGENCY PROCEDURES (i.e., armed individual) • • • • •

Activate LOCKDOWN message via mobile phone or push the button in Rogers Hall Reception or Upper School Administration Office.

Call 911 (stay on the line, and if possible, document events and times).

Activate ERT by calling Campus Security at 416-526-7424.

Disregard fire alarm systems (unless there is a clear indication of fire), school bells, or allclear announcements.

The LOCKDOWN is in effect until cancelled by a school administrator or police. This will be done in person in a room-to-room clear-out.

Your options in a LOCKDOWN are as follows: RUN to the outdoor SAC assembly areas if it is safe to do so or seek shelter. DO NOT enter the school. Meet at the following outdoor designated areas: St. Andrew’s Plaza, back of school past the high ropes course, outside the north Willow Farm gate.

HIDE if unable to run.

• • • • • •

Lock doors (barricade doors) Turn off lights, computers, and cell phones Close blinds Remain quiet and monitor the welfare of students Take attendance (if possible) Remain in a secure location (you may be there for hours), including outdoor assembly areas, until collected

ACTION – be prepared to act if necessary. Take and follow directions from the police.

DO NOT: Panic, use cell phones or your computer unless communicating vital information with police (i.e., medical emergency, location of suspect), leave the room unless it is safe to do so, evacuate rooms unless instructed by police, or leave students unattended.

IN THE EVENT OF A FIRE • • • • • • •

Activate the fire alarm.

Call 911.

Evacuate school buildings, closing doors and windows behind you.

Go to your designated assembly area and take attendance.

If unable to leave via the nearest exit in a boarding house, gather in the set staging areas (boarding houses) and pull the alarm outside the staging door.

Inform emergency responders about people who have not been evacuated or if you know someone who is trapped or in the staging area.

Call security at 416-526-7424.

DO NOT: Use the elevator, leave windows and doors open, leave students unattended, or try to fight the fire yourself.

4

IN THE EVENT OF RELEASE OF HAZARDOUS MATERIAL (i.e., Gas Leak, Chemical Spill, etc.)

Location, quantity, concentration, and other factors affect how a spill will be handled. Unless you are familiar with the materials, risks, and specific clean-up procedures, do not try to clean up the spill. Consult the MSDS for information on the type of material.

In the case of a major or dangerous chemical spill/hazard or the smell of natural gas: • • • • • • • • • • • • •

Evacuate as needed – keep students together and move to the receiving assembly area (e.g., Cole Hall, La Brier Family Arena) as directed by the administration.

Call 911 Call Campus Security 416-526-7424 Call Shift Operator 905-713-4480 If 911 emergency assistance is not required, the Shift Operator and/or Campus Security will deal with a minor chemical spill.

Identify material and location and report details of the incident, including fire, fumes, or other unusual conditions.

If materials are in the Science Department, contact the Science Department Head, Michael Carroll, at 905-751-9732.

See the science classroom information below.

If there are victims, check for adverse medical symptoms (e.g., loss of breath, fainting, etc.) and inform the Director of Health & Wellness, Erin Humphreys, at 647409-8522.

Isolate, identify, and get names of students and staff who may have been exposed or contaminated by the substance.

Document details after the incident.

If the material is a radioisotope, please refer to the SAC Radiation Safety Manual here or in Appendix A of the Emergency Response Guidelines.

Do not leave students unattended or release students unless cleared by the Health & Wellness Centre staff.

DO NOT: Panic, leave students unattended, or release students unless cleared by the Health & Wellness Centre.

FYI – Science Classrooms: MSDS sheets are located in yellow binders on the counters in M204 (General Science), M206 (Biology lab), M303 (Chemistry lab), and M306 (Chemistry lab).

Chemical spill and first aid kits are mounted on the wall in M204, M206, M303, and M306.

Eyewash stations and emergency showers are located in the M204, M303, and M305.

Fire extinguishers are located at the west end of the second-floor hallway, the north end of the third-floor hallway, and in M308.

5

HOLD & SECURE AND SHELTER-IN-PLACE EMERGENCY PROCEDURES Hold & Secure: The goal is to secure all individuals inside the school and restrict access to others. Typically, this will be initiated under the direction of the YRP or other emergency agencies.

A hold and secure should be used when it is desirable to secure the school due to an ongoing situation outside and not related to the school (e.g., typically some criminal activity in the neighbourhood).

In the event of a hold and secure: • • • • • • •

A PA announcement and Alertus will announce the Hold & Secure.

All students and staff working outside or participating in outdoor activities should move into a school building.

Staff should cover classroom windows and draw blinds until the situation near the school is resolved. Classroom or boarding doors should be locked.

All exterior doors are locked.

The school can function normally with appropriate adjustments – there is no restriction on internal movement.

Students and staff may enter the school, but not leave the school – no one else is permitted to enter the school unless identified.

The Hold & Secure will be cancelled by the YRP and announced via the PA ‘all-clear’ message and Alertus.

Shelter-in-Place: The goal is to secure all individuals inside a building and maintain a safe environment. Typically, this will be initiated under the direction of the YRP or other emergency agencies.

A Shelter-in-place will be used for an environmental or weather-related situation where it is necessary to keep all occupants within the school and protect them from an external situation.

In the event of a Shelter-in-Place: • • • • • • • • •

A PA announcement and Alertus will announce the Shelter-in-Place.

Maintenance will turn off all fans and heating and air conditioning units in the buildings.

All exterior doors are locked.

People can enter the school but not leave.

Staff should cover classroom windows and draw blinds – stay away from windows.

Normal school operations continue within the building – there is no restriction on movement within the school.

Collect students from gyms and outside areas – move to safe interior rooms and away from windows (e.g., hallways with lots of windows).

If you are outside of a building (on school grounds), move immediately to the nearest school building.

The Shelter-in-Place will be cancelled via PA with the ‘all-clear’ message and Alertus.

Staying Safe in Hazardous Weather Conditions When it comes to hurricanes, tornados, or any type of severe weather, remember: “Don’t be scared. Just be prepared.” – Environment Canada’s Meteorological Service (ECMS) 6

There are myriad risks associated with severe weather. ECMS issues watches, alerts, and warnings on an escalating scale as hazardous weather or an environmental event poses a possible, imminent, or certain threat to public safety and property.

The SAC/SAS Crisis team tracks information on www.weather.gc.ca. When severe weather is forecasted, the SAC/SAS Crisis team will issue warnings and the appropriate action to take via PA announcement and the school’s emergency notification system, Alertus.

If there is a significant threat of a tornado or hurricane, proceed to the basement of the building you are in and keep away from windows.

TRESPASSER/UNAUTHORIZED VISITOR • • • • • • •

Identify the person as an unauthorized visitor.

If you are comfortable with approaching the visitor, communicate in a non-threatening manner and ask if assistance is needed.

Walk the unauthorized visitor to Reception or Campus Security to sign in.

If the person refuses to report to Reception or Campus Security or if you feel unsafe o Call Campus Security at 416-526-7424 o Call a member of the Leadership Team Document description and location of individual(s) (e.g., license plate number and type of car).

Campus Security will assess the situation and call 911 if necessary.

Campus Security will report the incident in the report log.

DO NOT: Confront the unauthorized visitor(s) if they appear armed or agitated.

VANDALISM/THEFT • • • •

Call Campus Security at 416-526-7424.

Campus Security will assess the situation and call 911 if necessary.

Document description and location of individual(s) (e.g., license plate number and type of car).

Campus Security will report the incident in the report log.

DO NOT: Confront the unauthorized visitor(s) if they appear armed or agitated.

7

ASSAULT Any incident of physical assault, including sexual assault, must be immediately reported to Campus Security and the Head of School or their designate, who will arrange for appropriate notification of authorities, including local law enforcement.

• • • • • • • •

Gather all facts regarding the situation.

Call 911.

Call Campus Security at 416-526-7424.

Call the Director of Health & Wellness at 647-409-8522 or the Health Centre pager at 416-331-5808.

Depending on the situation, remove everyone from the scene and keep the scene secure until the police arrive.

Afterwards, document everything, including key witnesses.

Stay with students and provide assistance.

Follow Heath Centre guidelines for necessary counselling or other trauma-reduction activities.

DO NOT: leave students alone.

BOMB THREAT • • • • • • • • •

Listen carefully to the caller (use the checklist provided).

Ask questions and check for caller ID number.

Call 911.

If the threat is sent by email/mail, print it and forward it to Campus Security and the Head of School or their designate.

Take and follow directions from the police.

The Head of School or designate may decide whether or not to evacuate the building, depending on the immediacy or seriousness of the threat.

With the announcement to evacuate, employees will open classroom windows and doors and evacuate as per fire drill procedures.

Buildings and grounds will be searched by police, and re-entry to buildings will be made only after consultation with police/fire departments.

Teachers must take attendance, and supervisors should document their teams’ presence.

DO NOT: handle a suspicious object, activate the fire alarm, panic, evacuate unless instructed by police/SAC administration, re-enter the building, or leave students unattended.

8

BOMB THREAT CHECKLIST Questions to Ask 1. When is the bomb going to explode? ______________________________________________________________________ 2. Where is the bomb right now? ______________________________________________________________________ 3. What does the bomb look like? ______________________________________________________________________ 4. What kind of bomb is it? ______________________________________________________________________ 5. What will cause it to explode? ______________________________________________________________________ 6. Did you place the bomb? ______________________________________________________________________ 7. Why? ______________________________________________________________________ 8. What is your name? ______________________________________________________________________ Caller’s Voice Calm Excited Raspy Nasal Lisp Rapid Angry Slow

Deep Crying Soft Disguised Normal Deep breathing Loud Accent

Familiar Whispering Slurred Clearing throat Distinct Cracking voice Male Female

Music Airplanes Static Party Radio

Street noises Office machine Clear

Background Noises Quiet Bedlam Voices Animals Factory

9

Threat Language Well-spoken Incoherent

Foul Irrational

Message Read by the threat-makers?

THREATENING PHONE CALL • • • • •

Do not hesitate to call the police if there has been a threatening phone call.

Listen carefully and write down what is said on a sheet of paper (see checklist below).

Check for caller ID number.

Stay in control.

Be polite.

DO NOT: raise your voice, make fun of a threatening caller, or engage in personal attacks.

Caller’s Voice Calm Excited Raspy

Nasal Lisp Rapid

Angry Slow Deep

Slow Crying Disguised

Soft Normal Deep breathing

Loud Accent

Familiar Whispering

Slurred Clearing throat

Distinct

Cracking voice

Male

Female

Animals Factory Music

Airplanes Static Party

Background Noises Quiet Bedlam Voices Radio Street noises

Office machine Clear

Threat Language Well-spoken Incoherent

Foul Irrational

Message read by threat-maker?

10

SUSPICIOUS MAIL OR PACKAGE

If you suspect mail or a package contains a bomb, radiological, biological, or chemical threat, call 911 and leave the area immediately. Contact Campus Security at 416-526-7424. Wash your hands with soap and water.

11

LOST OR MISSING STUDENT The Missing Student Protocol outlines the steps to follow when dealing with a missing student, with a particular focus on the unique features of our school, such as an extensive 126-acre campus, forested areas, and athletic facilities, including a pool.

Search & Investigation • • • • • • •

Initial quick find: PA announcement and washroom, Staunton Gallery, breakout room, and Cole Hall search. Call the student’s cellphone if known.

Identify the last person who saw the student and the time and place last seen. Ask the person to recall the clothing the student was wearing.

Report the missing student to Campus Security at 416-526-7424 and the Head of School or their designate.

Obtain CCTV footage from Campus Security.

Contact York Regional Police if warranted.

Begin a ground search.

Contact the parents to confirm if they have their student. If not, share as much information as possible without compromising the investigation. If you are notified by the parent that they cannot locate their student, skip this step.

The following steps should be taken after notifying Campus Security and the Head of School or their designate and the parents/guardians: • •

Put the school in a Hold & Secure through Alertus, so movement is limited during the search.

Gather the Crisis Response Team and the Emergency Response Team to perform a systematic search of school buildings and grounds. Team A will start at the back of the campus and Team B at the gates, eventually meeting in the middle. One person should always remain at the reception area to receive parents, students, and emergency services. Areas that provide a higher level of risk should be searched first – forested areas, pool, high ropes, and makerspace. If necessary and available, York Regional Police should assist in the search.

Documentation Maintain a detailed log of all search efforts, including names of search teams, areas searched, and any pertinent findings. Document all actions taken.

Communication Maintain regular communication with search members, local authorities, parents, and relevant staff throughout the search process. Ensure that any vital information is shared promptly.

Recovery & Resolution Once the missing student has been located or the situation has been resolved, contact the parents or guardians to inform them of the student’s status and location, providing any necessary information regarding their well-being.

DO NOT: panic or delay in calling the police if you feel the situation is warranted or suspicious.

12

MEDICAL & HEALTH CONCERNS Student/Employee Red-Flag Behaviours Be aware of the below red-flag behaviours.

Take notice if the individual has shared information indicating they may harm themselves or someone else and/or if you have concerns about their mental or physical health.

Report immediately to the Health Centre with the individual.

If you cannot get the individual to the Health Centre, send a note to the Circle of Care email address (circleofcare@sac.on.ca).

If the Health Centre is closed, call 911.

Call Campus Security at 416-526-7424.

Call the Director of Health Services at 647-409-8522, page Health Centre at 416-3315808, or call the Health Centre at 905-727-9843.

Remain with the individual.

If a boarding student, contact the Head of House.

If the student is talking about a possible suicide attempt, they should be taken to emergency at Southlake Hospital in Newmarket (call an ambulance).

• • • • • • • • • •

DO NOT: ignore the behaviours as they may be part of a bigger picture of issues, and do not leave the student unattended if you are concerned about his behaviour and actions.

RED-FLAG BEHAVIOURS • • • • • • • • • • • •

Sudden or drastic changes in mood or behaviour Expressions of hopelessness or helplessness Withdrawal from social activities A decline in personal hygiene Increased substance abuse Giving away personal belonging Expressing feeling of being a burden to others Not working productively during study or in class/work Lying Irritable or on edge Spaced out Odd or bizarre ideas and thoughts

IN THE EVENT OF AN INJURY/ALLERGIC REACTION (The person being either conscious or unconscious) • • • • •

Page Health Centre at 416-331-5808.

Call 911 (if unconscious or having difficulty breathing).

Call the Director of Health & Wellness at 647-409-8522.

Call Campus Security at 416-526-7424.

Restore calm, remove everyone away from the scene, and keep the site secure until EMS arrives.

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• • • • •

If the site is safe, provide medical assistance.

Determine if the individual is conscious, breathing, wearing a medical alert identifier, has allergies/diabetes, or other conditions.

AED and Epipen should be brought to the scene.

Stay with students and take attendance if possible.

Document everything, including key witnesses.

DO NOT: move the person or leave the person unattended.

Epipen Locations Cole Hall, Health Centre, Rogers Hall Reception, Upper School Administration Office, every boarding house

AED Locations Health Centre, Alcove between Staunton Gallery and McLaughlin Hall, Squash Courts, Maintenance building, Athletic Therapy Department, La Brier Family Arena, Willow Farm

NOTE: EpiPens are also located at all AED locations SUICIDE OR ATTEMPTED SUICIDE • • • • • • • • • • •

Call 911.

Call the Director of Health & Wellness at 647-409-8522.

Call Campus Security at 416-526-7424.

Call the Head of School.

Activate Crisis Protocol.

Identify student.

Restore calm, remove everyone away from the scene, and keep the site secure until the police arrive.

Document everything, including key witnesses.

Stay with students, take attendance, and provide assistance.

Follow Health Centre Guidelines for Crisis Aftermath.

Adult to accompany the student to the hospital.

DO NOT: leave the person unattended, disturb possible evidence, or give out any information other than a prepared statement to the media.

IN THE EVENT OF A COMMUNICABLE DISEASE • • •

Call the Director of Health & Wellness at 647-409-8522.

Segregate infected student(s).

Activate Crisis Protocols.

14

• • • •

Inform the Head of School (Kevin McHenry) or their designate.

Call Campus Security at 416-526-7424.

Follow York Region Public Health directives.

Protect other students.

DO NOT: give out any information other than a prepared statement to the media.

IN THE EVENT OF A DRUG OR ALCOHOL OVERDOSE Ontario Poison Control Centre: 1-800-268-9017 Health Centre pager: 416-331-5808 If the person is UNCONSCIOUS • • • • • •

Call 911.

Begin emergency lifesaving procedures.

Call for backup (activate Crisis Response Team).

Place the person on their side or stomach if safe to do so after you assess (e.g., spinal/neck injury).

Adult to accompany to the hospital.

Document everything, including key witnesses and information at the scene.

DO NOT: leave the person unattended or place the person on their back.

If the person is CONSCIOUS • •

• • •

Call the Director of Health & Wellness at 647-409-8522.

Ask: o What was taken? o How much? o How was it taken? o When was it taken?

If necessary, call 911 or transport the person to Health Centre.

Document everything, including key witnesses and information at the scene.

Call Campus Security at 416-526-7424.

DO NOT: leave the person unattended.

15

IN THE EVENT OF A DEATH (Death on or off campus) • • • • • • • •

Call 911.

Call the Head of School (Kevin McHenry).

Call Campus Security at 416-526-7424.

Activate Crisis Protocol.

Restore calm, remove everyone away from the scene, and keep the site secure until the police arrive.

Document everything, including key witnesses.

Stay with students, take attendance, and provide assistance.

Afterwards, follow the Health Centre Guidelines for Crisis Aftermath Plan.

DO NOT: disturb possible evidence or give out any information other than a prepared statement to the media.

SCHOOL BUS OR FIELD TRIP ACCIDENT/EMERGENCY • • • • • • • •

Notify Reception of any changes to the attendance list before departing SAC. Stay with students.

Evaluate first-aid needs.

Call 911 (if necessary).

Inform the Head of School (Kevin McHenry).

Call Campus Security at 416-526-7424.

Call the Director of Health & Wellness at 647-409-8522.

During the phone conversation, the following information should be relayed (if students are injured): o o o o

• • • • •

Names of injured students Extent of injuries Were injured taken to hospital, and if so, which one?

Details of the incident (e.g., time, place, circumstances, etc.)

Activate Crisis Protocols.

Adult/teacher to accompany student(s) to hospital.

Assess the situation and call a Crisis Response Team member to determine a plan to return the students to the school or, if overnight, the hotel.

Document everything, including key witnesses, and provide an incident report to Campus Security.

Follow Health Centre Guidelines for necessary counselling or other trauma-reduction activities.

DO NOT: • Forget to leave your attendance list with Reception before departing for your trip.

• Forget important health information if you are going on the bus, including special medical needs of students (e.g., allergies, etc.).

• Leave students unattended.

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•

Give out any information other than a prepared statement to the media.

REPORTING OF CHILDREN SUSPECTED TO BE IN NEED OF PROTECTION Duty to Report (Child and Family Services Act): Any person who performs professional or official duties with respect to children who has reasonable grounds to suspect child protection concerns should report the suspicion and the information on which it is based to the York Region Children’s Aid Society. Proof is not required to report a concern to CAS and/or to the police that a child might have been abused or neglected. Procedures for reporting suspicion of child abuse apply to students who are under 16 years of age. In those cases in which a student is 16 or older, the case should be referred to police and treated as an assault.

• • • • • •

Gather all the facts regarding the situation (this may include speaking to the Head of House, homeroom teacher, or advisor).

Call CAS at 905-895-2318 if you have concerns that a child may have been abused or neglected.

Notes of the interview and phone call to CAS should be kept on file.

The referral to CAS should be made immediately in all cases.

The phone call should be made in the presence of a witness.

CAS and police will determine their respective roles in the matter.

DO NOT: wait to refer the student if you have reasonable grounds to suspect child protection concerns or conduct a formal investigation but simply obtain enough information that a referral can be made.

SCHOOL-WIDE EVACUATION PROCEDURE If an evacuation is required on campus, proceed to the La Brier Family Arena. If an evacuation is required off-campus, proceed to the Aurora Community Centre. The following should take place: • • • • • •

Upper School students should gather in their houses with their Head of House taking attendance.

Middle School students should gather in their homerooms with core teachers taking attendance.

Middle School faculty should work with their Middle School team, while Upper School faculty should go with their designated houses. Extra Upper School faculty will be assigned to day houses.

After attendance has been taken, students/employees should travel either to the La Brier Family Arena (on-campus) or the Aurora Community Centre (off-campus) via the pathway through Machell Park in their designated group unless a bus is available.

Students should remain in their houses within the ACC and wait for instructions.

Once the all-clear is announced, Upper and Middle School students will travel back to SAC in their houses/homeroom groups.

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SAFE LOCATIONS In an emergency, your goal is to run and hide. In a practice drill, please consider the following outdoor designated assembly areas: • • •

St. Andrew’s Plaza High ropes course Outside Willow Farm Lane gates

DAY HOUSES Refer to “Day House Evacuation Procedures.”

REUNITE SITE WITH PARENTS This is the location for parents to reunite with their child: • •

On-campus – La Brier Family Arena Off-campus – Aurora Community Centre

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Appendix A

St. Andrew’s College Radiation Safety Manual

Revision 2023-1

PURPOSE OF THIS DOCUMENT This manual will be used to ensure that all members of the St. Andrew’s College community, as well as the general public, are kept as safe as possible while still allowing our students to enjoy the educational benefits of working with radioisotopes. All sources used are for teaching purposes and have an activity of less than 50 MBq. This manual is also part of the compliance requirements for St. Andrew’s College Health and Safety policies and CNSC License 04862-1-23.1.

CONTACT INFORMATION Any questions or contact regarding this manual or its policies shall be made to: Radiation Safety Officer: Jon Butcher Phone: 905-727-3178 x268, cell 905-751-8748 Email: jon.butcher@sac.on.ca Canadian Nuclear Safety Commission (CNSC) – Emergency Reporting Duty Officer 613-995-0479 or 1-844-879-0805 GENERAL PRINCIPLES These principles form the underlying rationale for this manual. Wherever this manual is unclear or does not directly address a particular situation, these principles shall be used to determine the appropriate course of action: 1. The principles of ALARA (As Low As Reasonably Achievable) will be applied to all activities involving radioisotopes: a. External exposures are minimized by reducing the TIME, increasing the DISTANCE, and using appropriate SHIELDING. b. Internal exposures are minimized by preventing INGESTION, INHALATION, and ABSORPTION through the skin.

2. Training and monitoring are essential to the safe use of radioisotopes. Only trained persons shall handle radioisotopes. All activities, including storage, shall be monitored.

RULES AND PROCEDURES 1. Storage and Access (i) All radioisotopes must be stored in the fire-safe, locked inside the McLaughlin Hall M308 storage room unless a person trained and authorized to work with radioactive material is present. (ii) The fire-safe must remain clearly labelled as containing radioactive materials, and radiation warning signs must remain posted on the door of the M308 storage room. (iii) Only teachers and the school science lab technician are permitted to enter the M308 storage room. The room has a unique key and is to be kept locked at all times. (iv) Upon completion of a lab using any radioisotopes, the source materials must be immediately returned to the fire-safe in the M308 storage room.

St. Andrew’s College Radiation Safety Manual

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2. Use of radioisotopes in teaching labs (i) Teachers and students will follow the guidelines for reducing exposure to radiation described in GENERAL PRINCIPLES above. (ii) Teachers must fully describe all safety procedures to students prior to beginning an experiment using any of the radiation sources at St. Andrew’s College. The instructions should be both written and verbal. Teachers must demonstrate safe lab techniques to the students. (iii) Students who are not acting in a safe manner will be requested to leave the lab immediately. (iv) Students and teachers working with radioactive materials must use barrier protection, including gloves and safety glasses, throughout the experiment. After the experiment, these materials must be left in the M308 lab and monitored before disposal or re-use. (v) Lab activities will be designed to maximize SHIELDING and DISTANCE and reduce TIME near radioisotopes. (vi) Tongs, pliers, or other appropriate tools shall be used wherever reasonable to increase distance and shielding. (vii) Never pipette radioactive solutions by mouth; use a hand or electric pump. (viii) Volatile, gaseous, or powdered radioisotopes must be used in a ventilated area such as a non-recirculating fume hood. (ix) Immediately upon leaving the lab, students will wash their hands thoroughly using soap and water. If skin contamination is suspected at any time, follow the Skin Decontamination instructions posted in M308. (x) Upon completion of any use of radioisotopes, the working areas will be monitored for radioactive contamination by the teacher. See APPENDIX A for procedures. (xi) If the work areas are contaminated, the supervising teacher must arrange for immediate decontamination of the area. See APPENDIX B for procedures. (xii)After each use, the supervising teacher will record the event and readings taken in the log sheet displayed in M308 storage.

SPILL or LOSS PROCEDURES 1. Spills or damage to sources must be reported to the Radiation Safety Officer immediately.

Spills must cleaned up so that there is no contamination remaining in the area. Follow the instructions in APPENDIX B. If skin contamination is suspected, also follow the Skin Decontamination Instructions posted in the M308 Storage room. Any damage to a sealed source will require immediate notification to the CNSC and the submission of a 21-day report.

2. In the event of any damage, loss, theft, or accident/fire involving sources, immediately notify the Radiation Safety Officer and the CNSC (using the Duty Officer at 613-995-0479 or 1-844-879-0805). This applies regardless of whether the incident was reported to the police. After a suspected theft or loss, the amount of material that may be missing must be determined from inventory records. All particulars involving the material should be reported. The Radiation Safety Officer will act to ensure compliance with CNSC regulations and in the best interests of safety, submitting a written report within 21 days that outlines the event, what immediate steps were taken to correct the problem, and what changes have been made to prevent the event from happening in the future.

3. In the event of a fire or explosion where radioactive material is known or suspected to be present, the Radiation Safety Officer must be notified immediately. Emergency personnel St. Andrew’s College Radiation Safety Manual

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responding to the scene should be advised that radioactive materials may be present. The location, amounts involved, and necessary precautions should be provided. The Radiation Safety Officer will act to ensure compliance with CNSC regulations and, in the best interests of safety, contact the CNSC Duty Officer at 613-995-0479 in the case of loss or emergency.

See http://nuclearsafety.gc.ca/eng/contact-us/report-a-nuclear-incident.cfm for further information.

APPENDICES ON THE FOLLOWING PAGES: APPENDIX A: LABORATORY MONITORING APPENDIX B: PROCEDURE IN THE EVENT OF A SPILL OR OTHER CONTAMINATION

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APPENDIX A: LABORATORY MONITORING After each use of radioisotopes, the supervising teacher will ensure that the areas used are free of significant contamination by using a portable GM survey meter in the following manner:

(i) The meter battery level will be checked. (ii) To verify function, the meter is used on a known source that produces a mid-scale reading on the lowest or “x1” scale.

(iii) A background reading is then taken in an area where radioisotopes have not been used. (iv) The survey meter is moved slowly in an “S” shaped pattern 1 cm above surfaces, clothing,

etc., where isotopes have been used. Any sustained reading of more than 3 times background shall be considered to indicate a contaminated surface, and the procedures in APPENDIX B must be followed. (v) When monitoring is completed, the date of use, the type of isotopes used, and the monitoring results must be recorded in the log displayed in M308 Storage.

APPENDIX B: PROCEDURE IN THE EVENT OF A SPILL OR OTHER CONTAMINATION The most likely scenarios for a spill or contamination event for each radioisotope are described below, along with actions to follow for each event. More general decontamination procedures follow.

Ba-137m (t1/2 = 2.6 min Total Activity < 400 kBq ) - Elute solvent is spilled during use Spills on clothing or gloves: remove the affected article(s) while avoiding further contamination. Leave and secure the affected area for 20 minutes or until the affected area returns to below 3 times background level readings.

Th-232 (t1/2 = 1.4 x 1010 y Total Activity < 500 kBq uncalibrated is primarily from decay chain products) - Powder is released due to valve or container failure Wear a mask during the use of thorium powder bottles and transfer in a ventilated fume hood. In the event of a suspected or known leak, follow the general decontamination procedures below.

Rn-220 (t1/2 = 55 s Total Activity dependent on volume, but would be very small) - Gas is released during transfer to flask or released during use Leave the immediate area for 5 minutes to allow the gas to disperse and decay. On return, monitor the area and perform decontamination as necessary.

Ra-226 (t1/2 = 1600 y, Total Activity <185 kBq) - ‘Hot particle’ comes loose from enclosure during handling This would likely only be detected during a monitoring scan and highlights the need for all students to wear barrier protection and to wash after each lab. Follow the general decontamination procedures below.

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GENERAL DECONTAMINATION PROCEDURES 1. Take necessary action to ensure the safety of students or others in the area, including providing first aid or other necessary assistance. If skin contamination is suspected, follow the procedures posted in the M308 Storage room.

2. Inform the Radiation Safety Officer as soon as practicable. Call for other help as required.

3. Identify the area and persons affected and follow decontamination procedures for those people and areas. Mark the affected area with tape if necessary. All other persons must be removed from the area. Check shoes and clothing of all people leaving the area.

4. If airborne particles are possibly present (i.e., Th-232 powder is released), then all persons must be removed from the area as soon as practicable, keeping in mind that this may spread contamination, and new areas must be monitored. A respirator mask must be worn for such decontamination procedures.

5. Collect the necessary materials for a clean-up: survey meter, gloves, eye protection, mask or respirator, lab coat, paper towels, water and detergent or other suitable surface cleaner, masking tape, and plastic waste bags.

6. Wear gloves, a lab coat, and eye protection, and clean hard surfaces from outside toward the most contaminated area by wiping with a damp paper towel. Fabrics or other surfaces can be decontaminated using balls of masking tape, sticky side out, to remove dust or particles. Place used materials in sealed plastic bags.

7. Continue the process until all surfaces, including shoes and clothing, are below 3 times background (as per monitoring procedures in APPENDIX A).

8. Provide a written report of the event to the Radiation Safety Officer as soon as practicable after the decontamination is complete. The names of all persons involved and actions taken, including monitoring levels recorded, must be included in the report. Cleaning materials used must be stored until safe for disposal (below 3x background), or other appropriate arrangements must be made.

SAC Radiation Safety Procedures rev2023-1 St. Andrew’s College Radiation Safety Manual

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