Reports of recent weather events, as well as threats of terrorism and talk of a possible flu pandemic, can be times to think about preparing for the unexpected. News of natural disasters such as hurricanes or floods provide an important reminder that preparedness must begin long before the threat of disaster.

For childcare programs, it is important to review and practice your emergency preparedness plan frequently to ensure that you and the children in your care know what to do in an emergency situation.

The first step in emergency preparedness is to develop your emergency plan. Start with a review of the state and local regulations for programs like yours.

How will you communicate the plan to staff, families, and children?

• Provide each staff member a copy of the plan during their orientation. If you are in a center-based childcare program, place a copy in the kitchen, office areas, as well as children’s rooms for quick access. If you are a home-based childcare program, place your emergency plan in a visible location.
• Provide a family-friendly version of the plan to each family at the time of enrollment, with the emphasis on staff contacts and evacuation locations. Send reminder letters every few months.
• Teach children what to do during an emergency through regular drills and age-appropriate activities. It is especially important to teach children not to hide during an emergency situation.

What kind of training will staff receive about emergency preparedness and how frequently will it occur?

• Review the emergency plan with staff during orientation. Test staff knowledge of the plan periodically. Perform unannounced drills routinely. During each drill, set clear expectations and evaluate your staff’s performance. Afterwards, review the strengths and weaknesses of the emergency response with staff and children.

What types of incidents should be discussed?

• Contact your local emergency management agency to find out the types of disasters that are most likely to happen in your area. Consider not only natural disasters, but also situations like medical emergencies, utility disruptions, threats from hazardous materials, violence, suspicious item(s), or a missing child. In your plan, include instructions on responsibilities, evacuation sites, procedures specific to each situation, and contacting families. Detail supplies to be maintained, their locations, and how frequently they will be replenished or replaced.

The U.S. government recommends at least a three-day supply of essential items. However, in situations such as the aftermath of Hurricane Katrina in New Orleans in 2005, this supply was not sufficient. Therefore, it is important to consider how your program would handle the need for supplies in a longer emergency.

The most important things to include in your supply kit are food and water. A minimum of one gallon of water per person per day is recommended. Foods (canned or dried) must be easy to store and prepare. The American Red Cross recommends compact, lightweight foods that require no refrigeration and need minimal amounts of water for their preparation.

Also consider supplies for serving and eating--plates, cups, and utensils. Include a copy of your emergency plan and files with your stored emergency supplies for reference. Additional items to include are a first aid kit, flashlights (long life), a cell phone with a battery charger, a battery-powered radio (AM/FM, with weather band/TV band), extra batteries, toilet articles, a whistle, and any prescription medicines used regularly by staff or children

Depending on the location of your facility, you also may need to include warm clothes, blankets, and/or rain gear. In addition to the main supply kit, you should keep a smaller portable version on hand in case you have to evacuate the facility. Both kits must be located in places where they can be easily and quickly accessed.

Include files with emergency contact information for children and staff in your supply kit. Each child’s file should contain the child’s full name, date of birth, phone number of parent/guardian, name and phone number of the child’s physician, and parent/guardian’s consent for you to seek emergency care if you cannot reach them.

Include the names of others to contact if the parent/guardian cannot be reached. It is also recommended that the file include information on any allergies or physical conditions the child might have, as well as any medications (both prescription and over-the-counter) the child takes regularly.

If you are (or sometimes may be) the only adult present, it is important for the children to know what to do should something happen to you. Older children can be taught to dial 911. Younger children can learn to call the operator and to leave the phone off the hook so the call can be traced. Should something happen to you and you are incapacitated, your emergency plan should be visible to emergency personnel so that they can contact the children’s parents.

If you are care for infants and toddlers, have another adult check on you frequently and be available to assist in the event of an emergency. It is especially important for in-home providers to have drills and teach children what to do in the event of an emergency.

Even if you do not routinely provide transportation in your program, you need to plan for obtaining transportation in case emergency evacuation is needed and your evacuation site is some distance away from your home. Obtain written parental consent and have appropriate child safety seats on hand. All of these actions should be detailed in your emergency plan.

Just as planning is critical to the success of your business, planning for emergencies is critical for your well being and that of your staff and the children in your care. It is important to understand what types of emergency situations you are most likely to encounter--as well as unlikely ones--and plan accordingly. Consider special characteristics or circumstances about your program that might dictate additional emergency procedures designed just for you.

Once your plan is in place, update it regularly and review it with everyone who might be impacted by it. If you make sure you plan thoroughly now, you can minimize the trauma for all involved if an emergency occurs.

Jill Norris
Early Childhood Health Coordinator
Western Kentucky University Child Care Resource & Referral

U.S. Department of Health and Human Services, Administration for Children & Families; nccic.org/poptopics/disasterprep.html

American Red Cross, 2025 E St. NW, Washington, DC 20006; 202-303-4498; www.redcross.org

U.S. Department of Homeland Security; Ready Campaign, Washington, DC 20528;
202-282-8010; www.ready.gov/overview.html