Emergency Preparedness Tabletop Exercise for School Staff
This tabletop exercise aims to enhance emergency management by discussing hypothetical scenarios in an informal setting. Participants will address various aspects of emergency response, test current policies, and identify areas for improvement. Roles are defined for players, facilitators, evaluators, and observers, emphasizing the importance of learning from the exercise to update school policies effectively. The exercise schedule includes registration, introductions, scenario discussion, and a debriefing to enhance awareness, response capabilities, and policy development.
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BUSACCIDENT TABLETOP EXERCISE
BUS ACCIDENT TABLETOP EXERCISE Welcome & Introductions SLIDE 2
ADMINISTRATION 1. Registration 2. Exits and Restrooms 3. Emergency Evacuation 4. Cell Phones 5. Questions SLIDE 3
INTRODUCTION 1. Who are you? 2. What agency are you from? 3. What is your role today? SLIDE 4
SCHEDULE 2:00 Registration 2:15 Welcome and Introductions 2:30 Purpose and Objectives 2:45* Scenario 3:15 After Action Report 3:30 Questions to Consider 3:45 What did you Discover? 4:00 End of Exercise * 10 minute break included at the end of the Scenario The entire process is designed to be completed in 2 hours SLIDE 5
TABLETOP EXERCISE The most basic emergency management test is a tabletop exercise. Typically, this exercise happens in an informal setting. The intent is to discuss various issues regarding a hypothetical, simulated emergency. Tabletop exercises enhance general awareness, validate plans and procedures, and rehearse potential situations. Additionally, they assess the systems your school needs to prevent, mitigate, respond and recover during a defined incident. Tabletop exercises facilitate conceptual understanding, identify strengths and areas for improvement, and/or achieve changes in attitudes. SLIDE #6
ROLESAND RESPONSIBILITIES Players Represent your agency & discuss your planned response to the scenario Facilitators Moderate the flow of discussion. Keep the tabletop exercise moving and on-track Evaluators Record strengths, note areas of improvement, and capture lessons learned Observers Gain insight from the exercise. Refrain from interjecting during the exercise & be respectful 12/18/18 SLIDE 7
THE PURPOSE 1. Increase awareness and develop an if-then mindset for school staff, and administrators. 2. Determine if current policy, procedure and practice is adequate for the exercise incident. 3. Facilitate updating the school policy and procedure for incidents that might happen. SLIDE #8
OBJECTIVES Review the Emergency Operation Plan for your school during the exercise for areas for improvement. Review your medical response policy during the exercise for areas for improvement. Review your death policy during the exercise for areas for improvement. Review your transportation/bus accident policy during the exercise for areas for improvement. Review your mental health policy during the exercise for areas for improvement. SLIDE 9
SCENARIO: BUS ACCIDENT It is a Friday morning at 8:20 AM on a 30-degree late fall day at an Ohio School. The weather is forecasted to remain overcast with intermittent light snow. SLIDE #10
SCENARIO CONTINUES You are notified by a parent of a bus accident block from your school. A car with 2 high school age boys has rear-ended one of the busses bound for another school in your district. The accident appears severe. You can see the accident and it is disrupting the traffic flow to and around your bus lane and parent loop. What steps do you take? You are the principal in the school near the bus accident. What steps do you take? You are the principal in the school the students in the bus accident attend. What steps do you take? You are the transportation director in the school district. What steps do you take? What other considerations are needed? SLIDE #11
AFTER ACTION REPORT A review of your response to the incident should be completed as a part of the process. This is called an "after-action report". Answer the questions below. Is your response adequate for the scope of the incident? Does the response fall within your current policy and procedure? If the answer is no should the policy/procedure be updated? If a change is needed, who will facilitate the change? What is the timeline to update the policy/procedure? SLIDE #12
CONTINUED QUESTIONSTO CONSIDER Is your response reasonable? Is it realistic; can it be carried out operationally? Are all those involved in the response aware of their roles? Are they trained and available? Do you have a current Memorandum of Understanding (MOU) or do you need to update it? (Law Enforcement, EMS, Mental Health, Grief Counselors, etc.) Was communication adequate during the response? Were the appropriate people notified? SLIDE #13
CONTINUED QUESTIONSTO CONSIDER Are there Public Relations concerns in the scenario? Are they adequately addressed in your response? Can an operational change be made to mitigate or prevent a future occurrence of this type of incident? Be aware that your answers to these questions will drive the improvement process for your Emergency Operations Plans. SLIDE #14
WHAT DID YOU DISCOVER? What did you discover during your After-Action Review? Does any part of your emergency plan need to be updated based on what you ve learned? Do any systems, equipment or practices need to be updated? Is additional training warranted to facilitate the proper execution of this response? Are additional resources needed to complete the response successfully? If any of the answers to the above questions are, "yes", identify who will be responsible and what is the timeline to make the changes identified. SLIDE #15
THANK YOU! Please remember that schools must complete a functional, full-scale, and tabletop exercise during the three-year period between resubmission of an annual emergency operation plan, and each type of test can only be used once. Sample tabletop exercise tool kits are available on the Ohio School Safety Center Website. Please engage your school safety team when planning your test. After completion, don't forget to document the test and after-action report in OH|ID. Step-by-step instructions for submitting your after-action report can be found here. SLIDE #16
