Visit Leader Emergency Actin Card If an Establishment decides t adpt this card, it shuld be carried by all staff accmpanying a visit. It is recmmended that this is printed, laminated, and als placed in first aid kits. Emergency Prcedure In the event f an incident verwhelming yur team s cping mechanisms, use the fllwing t guide yur actins: 1. REMAIN CALM - Assess the situatin. 2. Safeguard yurself and then any ther uninjured members f the grup. Make sure all ther members f the party are:! accunted fr! safe! adequately supervised! briefed t ensure that they understand what t d t remain safe. 3. Delegate Assistant Leaders if pssible s yu can keep an verview f events and t allw cncurrent activity. 4. Call emergency services as apprpriate. 5. Carry ut first aid t the best f yur abilities. Remember the aims f first aid are t a. Preserve life b. Prevent the cnditin wrsening c. Prmte recvery 4.1d Visit Leader Emergency Actin Card Page 1 f 2 Gd practice flder Essential First aid: 1. casualties need t be able t breath if they are uncnscius this means being put int a safe airway psitin 2. yu need t try t find and stp any serius external bleeding 3. yu need t prtect the casualty frm the envirnment - keep them warm 4. Mnitr their cnditin, talk t them, reassure them, hld their hand and prvide emtinal supprt 4.1d March 2014
Once the immediate situatin is cntained: Infrm the schl/establishment Emergency Cntact r, if unavailable, yur Emplyer (e.g. the Lcal Authrity) Emergency Cntact. They will need the fllwing infrmatin: Name Telephne Mbile My telephne number Schl/Establishment Nminated base cntact Head/Manager Emplyer (e.g. LA) (ffice hurs) Emplyer (ut f hurs) Wh yu are, which Establishment yu are frm and what yur rle is within the grup What number can yu be called back n? What is the nature f the emergency? Hw many casualties there are and their status The ttal number f peple in yur party Yur current lcatin Whether yu are staying where yu are r mving if yu are mving where t? What time did the accident/incident happen? Liaise with, and take advice frm, emergency services if they have attended the scene. Cnsider the physical needs f the grup and casualties in terms f shelter, refreshments, transprt/repatriatin. Cnsider the emtinal needs f the grup such as remving them frm the scene, prviding emtinal supprt (they can ften d this fr each ther), giving them useful things t d. Cntrl cmmunicatins - prevent grup members frm using phnes r ging nline unsupervised r until apprval is given. Keep a written lg f all actins taken, cnversatins held and a timescale. Refer all media, parental r ther enquiries t yur emplyer s press ffice. Infrm the Freign Office Cnsular Assistance Team if abrad. Emergency Numbers Emergency Services (if travelling abrad) Freign Office Cnsular Assistance +44 20 7008 1500 4.1d Visit Leader Emergency Actin Card Page 2 f 2 Gd practice flder 4.1d March 2014
First Cntact Emergency Actin Card If an Establishment adpts this card, it shuld make it available t any staff likely t take incming phne calls frm a Visit Leadership Team. It is recmmended that the card is printed, laminated, and a cpy placed visibly in any ffice where such calls may be received. On receiving a call In the event f receiving an emergency call frm a grup n a Visit, remember they will be very stressed. Yu need t remain calm t be able t take dwn sme key infrmatin withut missing anything. Carry ut the actins belw, as apprpriate: 1. Take dwn the fllwing infrmatin: Wh is calling? If yu have mre than ne Establishment, which ne are they frm? What is their rle in the grup (Visit Leader, Assistant Leader, Helper, Participant)? What number can they be called back n shuld yu be discnnected? What has happened? What is the nature f the emergency? 4.1e First Cntact Emergency Actin Card Page 1 f 2 Gd practice flder What is the number and status f any casualties? What is their current lcatin? What is the ttal number f peple in the party? Are they staying where they are r mving? If they are mving where t? Cntinue ver 4.1e March 2014
What help d they require? What time did the accident happen? What time is it nw? If the grup is utside the UK, what is the time difference? 2. Reassure them and tell them they will be called back nce yu have cntacted a senir manager (within 30 minutes). 3. Cntact staff in the fllwing pririty rder and give them the infrmatin yu have nted. The table belw shuld be cmpleted with names and numbers f thse wh shuld be infrmed, in rder f pririty. Name Telephne(s) Mbile(s) 4.1e First Cntact Emergency Actin Card Page 2 f 2 Gd practice flder 4. If yu receive a call frm the media r a Parent, refer them t a senir manager. 4.1e March 2014
Establishment Management Emergency Actin Card This card may be used by the Establishment s Emergency Cntact and managers, when called upn t take charge f managing an emergency n an ff-site visit. It is recmmended that this card is carried by the Emergency Cntact fr any visit, and that it is printed, laminated, and a cpy placed visibly in the Establishment s ffice. On receiving a call In the event f being alerted t an emergency n an ff-site visit use the fllwing t guide yur actins: STAY CALM cnsider the actins yu need t take and the peple yu need t cntact t help yu. Decide what immediate help yu need and cntact these peple. TAKE CHARGE f the incident until relieved by a mre senir clleague. It is essential that ne persn is clearly designated as cntrller f the emergency respnse, and that it is clear t all wh this is. CONTACT the grup in difficulty t reassure them, get up t date infrmatin and keep them infrmed f yur actins. RECORD all infrmatin yu receive and actins yu take. DELEGATE TASKS as and when pssible/apprpriate t allw yu t manage the situatin and allw fr cncurrent activity. 4.1f Establishment Emergency Actin Card Page 1 f 3 Gd practice flder Depending n the circumstances and the supprt required yu may need t cnsider sme r all f the fllwing: Infrm yur wn senir managers Establish an Emergency Supprt Team, which may need t include the fllwing rles (cmbine if insufficient staff are available): Overall Cntrller Crdinatr/cntact with grup (cnsider keeping the same persn t always speak t the grup leader) 4.1f March 2014
Cmmunicatins (culd be a number f peple dealing with different aspects) Lgistics arranging transprtatin, accmmdatin etc fr grup and any travelling team Resurces e.g. ffice space, receptin fr any visitrs (parents, media etc), refreshments / fd Site Service Officer(s), Admin supprt Recrd/lg keeper Infrm yur Emplyer (e.g. the Lcal Authrity), gvernrs, and, if media interest is pssible, yur Emplyer s cmmunicatins team. If necessary, yur Emplyer shuld implement a Critical Incident Plan t give supprt t yu, the party, and the parents. Keep a lg f all actins, cmmunicatins and decisins, including peple invlved and times. Arrange alternate and additinal phne lines s that incming calls d nt swamp cmmunicatins. Cnsider ther means f cmmunicatin such as internet, email and text. Liaise with yur emplyer ver prvisin f links with emergency services, media, tur peratrs, insurance cmpanies etc. - as necessary. Carry ut the actins required t supprt the Visit Leadership Team. Decide if a Travelling Team is needed t prvide supprt at the scene. Ensure the security f yur site and ensure the access gates are staffed t cntrl access (elements f the press may well seek t gain access wherever they can). Make arrangements fr relatives etc. t be catered fr n site r nearby, if pssible, while they wait fr news. Arrange fr the return r nwards travel f the party, and/r arrange transprt fr parents t the scene/hspital Cntrl cmmunicatins and the flw f infrmatin t the affected grup, parents, ther Establishment staff (beware f ther staff inadvertently starting rumurs circulating). 4.1f Establishment Emergency Actin Card Page 2 f 3 Gd practice flder Cntrl infrmatin t the media use the expertise f yur Emplyer s cmmunicatins team and direct all media enquiries t them. Make arrangements fr meeting the grup back frm the visit and returning children t parents. Cnsider the pssible need fr future emtinal supprt and care fr anyne invlved (dn t frget ther staff, yung peple and the Emergency Supprt Team as well as thse directly invlved). 4.1f March 2014
Emergency Numbers This emergency numbers table shuld be cmpleted with names and numbers f thse wh shuld be infrmed, in rder f pririty. In additin t this list, all numbers relating t a specific visit shuld be ldged with the emergency base cntact. Name Telephne(s) Mbile(s) Emplyer (e.g. LA) (ffice hurs) Emplyer (ut f nrmal hurs) 4.1f Establishment Emergency Actin Card Page 3 f 3 Gd practice flder 4.1f March 2014
Emplyer Senir Manager Critical Incident Actin Card If an Emplyer decides t adpt this card, it shuld be available t any Manager wh may be alerted t an emergency n an ff-site visit. It is recmmended that this card is printed, laminated, and a cpy placed visibly in the Emplyer s ffice. On receiving a call In the event f being alerted t a Critical Incident n an ff-site visit, please fllw the actins belw: 1. STAY CALM cnsider the actins yu need t take and the peple yu need t cntact t help yu. Decide what immediate help yu need and cntact these peple. 2. Establish cmmunicatins with the Establishment s Incident Cntrller and agree the supprt needed and the prtcl fr keeping cmmunicatins pen. It is essential that ne persn is clearly designated as Cntrller f the incident respnse and that it is clear t all wh this is. It is therefre the immediate pririty t agree whether cntrl lies with yu as the emplyer s representative r whether yu are acting in supprt f the establishment. 4.1g Emplyer Critical Incident Actin Card Page 1 f 2 Gd practice flder Delegate tasks, as and when pssible/apprpriate, t allw yu t manage the situatin and t allw fr cncurrent activity. Sme r all f the fllwing will need t be cnsidered in cnjunctin with the actins f the establishment: Create a Critical Incident Respnse Team (CIRT) Pssible required rles/staff t include (cmbine if insufficient peple these rles may be shared with the establishment) Incident Cntrller with respnsibility fr verall cntrl Cmmunicatins (a number f peple dealing with different aspects?) Resilience team/emergency planning fficer Press fficer 4.1g March 2014
Lgistics arranging transprtatin, accmmdatin etc. fr grup and any travelling team, arranging payment fr this Resurces e.g. ffice space, receptin fr any visitrs (parents, media etc), refreshments/fd Recrd/lg keeper Travelling Team leader Establish a cntrl rm with unrestricted internet access and multiple telephne lines capable f calling wrldwide. Cnsider ther means f cmmunicatin such as internet, email, text, amateur radi nets, etc. Agree with the Establishment Incident Cntrller a prtcl fr cntacting the grup and fr maintaining links with emergency services, media, tur peratrs, insurance cmpanies etc. - as apprpriate. Keep a lg f all actins, cmmunicatins and decisins including peple invlved and times. Fr Lcal Authrities - Infrm the Chief Executive s ffice and relevant elected members. Cnsider whether a Travelling Team is needed t prvide supprt at the scene/in cuntry? (e.g. Outdr Educatin Adviser, cunsellrs, translatr/linguist). Fr an verseas incident - infrm the Freign & Cmmnwealth Office Cnsular Assistance team (020 7008 1500). If apprpriate, cntact the British Red Crss. Make arrangements fr the return r nwards travel f the party. Arrange fr the transprt f parents (including prvisin f a suitable escrt) t the scene/hspital. Cntrl cmmunicatins and flw f infrmatin t the affected grup, parents, Establishment staff (beware f ther staff inadvertently starting rumurs circulating). Cntrl infrmatin t the media via Press Officer (yu and the establishment need t be clear abut wh is issuing press releases, hlding press cnferences etc., and agree a prtcl t agree any statements. Make arrangements fr meeting the grup n its return t base and fr returning children t parents. Cnsider the pssible need fr future emtinal supprt and care fr anyne invlved (dn t frget ther staff, yung peple and the incident respnse team as well as thse directly invlved). 4.1g Emplyer Critical Incident Actin Card Page 2 f 2 Gd practice flder 4.1g March 2014