October 11, 2006 - “Violence Awareness Week.”
Dear Parents/Guardians:

Next week, all New Jersey public schools will organize events around the theme of “Violence Awareness Week.” The Woodbury Public Schools will dedicate extra energy to provide our students more information about issues of safety appropriate to their grade level. Additionally, some individual classroom activities will focus on this theme.

I am writing to inform you that we entered this 2006-07 school year with a plan to be more proactive with the practice of our various emergency response procedures associated with the district Emergency Operations Plan. Our plan has been assembled utilizing the support of various professional resources and covers a wide variety of potential crisis situations.

The Emergency Operations Plan outlines three types of responses that each school may utilize during a crisis:

Evacuation
In an evacuation, the students will exit the buildings in a manner similar to what is done during a fire drill. Each school has designated “safe” locations in the city where our students will be moved to if it is determined that this action is necessary.

Lockdown
If a “Code C” is announced, our schools will enter a “lockdown” mode. Classroom doors will be locked, windows shut and shades closed. Students will be directed to a specified location in the room.

Shelter-in-Place
This action calls for students to be sheltered in the school in a designated large group area. There would be opportunity to control the environment better for the school as a whole if an emergency warranted this type of action.

EXCELLENCE THROUGH TRADITION AND INNOVATION

This school year, we will practice each of these drills in the following manner:

October Evacuation
November Lockdown
December Shelter in Place

February Lockdown
March Shelter in Place
April Evacuation

Next week, during our Violence Awareness Week Activities, each school will practice an Evacuation Drill, weather permitting.

Please discuss the upcoming evacuation drill with your children prior to the week of October 16. Let them know that this is only a drill and they need not be alarmed. The building principals and teachers will also reinforce this message. Any notification regarding future drills will be provided directly by the respective building principals. Drills are necessary so that we have order and direction in case of a real emergency. Also, please make sure emergency contact numbers are up to date and on file in your son/daughter’s school.

The safety of your children is of concern to the Woodbury Public Schools faculty and staff, and we want to be prepared if an emergency situation should arise. In addition to the drill allowing students and staff to become familiar with emergency procedures, the local police department has been notified of the schedule and will be able to monitor the schools during drill practice in order to provide feedback.

Staff, administrators and appropriate law enforcement personnel have copies of the Emergency Operations Plan information for the district. Earlier this year, we provided a flyer that provided some general information to all parents regarding our approach to crisis situations. Should you have further questions, feel free to contact me or any of the building principals.

I appreciate your on-going cooperation and trust.

Sincerely,

Joseph Jones, III
Superintendent

A GUIDE FOR PARENTS IN THE SAFE EVACUATION AND RELOCATION OF YOUR CHILD IN THE EVENT OF AN EMERGENCY.

WHAT ARE CRITICAL INCIDENTS?

Critical incidents are emergency situations that can place one or more district facilities, students, faculty or staff at risk.

HOW WILL THE PUBLIC SCHOOLS RESPOND?
The most crucial time in managing any incident is the time lapse between the initial detection of a potentially dangerous situation and the arrival of emergency responders, i.e. police, fire, medical staff. Decisions made during this time are critical to the overall resolution of an incident. Being aware that this time is extremely crucial to the health and safety of our students and staff, the making of sound decisions will be vital for containment and reducing the possibility of any escalation of an incident.

With this in mind, the school district has implemented an emergency operations plan. This plan details how the school district will operate during critical incidents affecting students, faculty, staff, or facilities. It is designed to provide guidance for personnel in resolving potentially dangerous situations. It mirrors the nationally recognized Incident Command System used by FEMA (Federal Emergency Management Agency). An Incident Coordinator and an Incident Management Team will evaluate the severity of an incident, establish and implement procedures, establish communications, and design plans to resolve the incident and return the district back to normal operations as soon as possible.

The overall responsibility of this team is to plan and make decisions that cover the four areas of emergency management.
1. PLANNING: Identifying potential hazards and preparing contingency plans.
2. RESPONSE: The hands-on, initial decision making response to the emergency.
3. RECOVERY: Getting the school system back to normal operations as soon as possible.
4. MITIGATION: Preventing or reducing the impact of future emergencies.

THE H.E.A.R.T.S. PLAN

HEALTH – At any time during the school year the health of our school children can be threatened by fire, chemical release, severe weather or terrorist activity. As citizens of Woodbury and the surrounding area we must keep a cautious eye on the highways, railroads, skies, chemical facilities and public utilities that run through and are adjacent to our community.

EVACUATION – Will be used when an emergency requires the quick removal of our children from a school building. The fire alarms will be sounded and normal fire evacuation routes will be followed.

ACCOUNTABILITY – Immediately upon completion of the school evacuation, attendance will be taken and reported to the principal. Only the principal or designee will report missing students or staff to the Incident Coordinator.

RELOCATION – If it is determined that because of weather conditions, a hazardous environment, or student/faculty casualties and that conditions outside the school are hazardous to the health and safety of students and staff, an order will be given to relocate to a transportation site.

TRANSPORTATION – After attendance has been taken, students will walk or be transported to a shelter location.

SHELTER – Upon arrival attendance will be taken and missing students and staff members will be reported to the principal. Students will be dismissed only to parents or guardian from the shelter location. Requests and release locations will be clearly identified at each shelter. Release of students will begin after authorization by the Incident Coordinator and the Chief of Police.

A MESSAGE FROM THE INCIDENT COORDINATOR

The thought of our children being evacuated from our schools because of a fire, chemical leak, severe weather or terrorist activity is indeed a frightening thought. A reliable evacuation and relocation plan has been designed and these plans have been implemented and will be continually practiced. As a parent, you must be aware of the procedures that may be used in an emergency.
As the person responsible for this coordination, I’m confident that your child will be evacuated, transported and sheltered in a quick and safe manner. Remember, not every emergency will require a full H.E.A.R.T.S. activation, but if it becomes necessary, you can be reassured that there is a plan in place!

We are fully aware and understand the anxiety you will undergo should any school or community emergency develop. Please check with channel 13 or call the school district’s main phone number (853-0123) for messages or instruction before proceeding to your child’s school or evacuation site. For information, you are directed to tune-in to your local KWY television and radio stations.
Your cooperation and understanding in this matter will help provide a safe resolution to any situation and protect the health and safety of all involved.

In appreciation,
Kara Huber,
Woodbury Public Schools
Incident Coordinator

Up Dated 4/28/2008
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