HOW YOU’LL BE NOTIFIED

In the case of an emergency, San Domenico’s highest priority is to quickly, thoroughly, and safely evaluate and respond to the emergency and secure those students and community members on campus. We will then notify parents/guardians as the emergency dictates. Please DO NOT CALL THE SCHOOL; the use of cell phones may tie up emergency lines that must remain open. Calls to the School during an emergency may go unanswered and slow emergency response.

PRIMARY COMMUNICATION METHODS

The following primary communication methods are used to notify members of the school, including parents, faculty and staff, visitors and the news media (should the latter be necessary).

Omnilert

SD uses the Omnilert emergency notification system to notify families and community members via SMS text and email in urgent situations (including last-minute changes to bus routes or schedules). It is important to keep your contact information up-to-date so that you remain informed during an emergency.

Email and Phone

When appropriate, the School will contact parents, faculty, and staff with more detailed information via direct email and phone, using the contact information that we have on file. Please make sure to notify the School of any changes to your contact information.

Emergency Status Page

In the case of an emergency requiring status updates, the School will do our best to update this page with news as it becomes available. 

In the case of a loss of power and WiFi, the School has a satellite phone which we will use to alert one of our out-of-state team members who can then send follow up alerts and messages to our families.

The School will keep community members updated as often as possible until the situation is fully addressed and School operations return to normal.

WHAT TO DO IN AN EMERGENCY

NOTIFICATION AND PARENT ROLES

In the event of an emergency, parents will be notified via our Omnilert emergency notification system as soon as possible. For follow up communication protocols, see the How You Will Be Notified section above.

DO NOT CALL THE SCHOOL and potentially tie up emergency lines that must remain open.

DO NOT DRIVE ONTO CAMPUS and potentially block emergency vehicles from accessing the campus.

Different emergency situations will call for different responses. The below offers a summary of scenarios and San Domenico Emergency Response Plans in which faculty and staff have been trained.

SHELTER IN PLACE

Overview

A Shelter in Place response will occur if there is a dangerous situation requiring students and staff to secure themselves in a building until the situation is normalized. Examples of such incidents are hazardous waste spill or an extreme weather event.

Procedures

1. To Shelter In Place, students and staff are directed to get inside the nearest building or stay inside and find a safe spot (a classroom, away from windows and doors) and remain there until further information is provided.  
2. Follow up emergency plans will go into effect as needed.

LOCK DOWN

Overview

A Campus Lockdown will occur if there is an immediate danger to student and staff safety and it is essential to secure the site quickly. 

Procedures

1. Any employee can make an announcement made over the PA system to initiate a lockdown. Stating Lockdown repeatedly is recommended.
2. In a lockdown, students and staff are ordered to immediately enter and stay in the nearest room or office, lock all doors, close blinds or curtains, turn off lights,  move away from all doors and windows, remain quiet.  
3. If possible, teachers are to check email for updates. 
4. Once under a Lockdown, teachers and staff may not allow anyone in or out of the room until Law Enforcement has given the ok.
5. Law Enforcement and School Leadership will clear rooms according to protocol.
6. Follow up emergency plans will go into effect as needed.
    

EVACUATIONS

Overview

An Evacuation will occur when it is necessary to vacate campus buildings due to fire or other indoor hazard.  

Procedures

1. Students and staff are directed to evacuate the building(s) to  pre-designated locations (A. Kesterson Field B. Lower School Blacktop C. Sport Courts).
2. Each student is required to check in with their teacher, who takes attendance and reports that attendance to the administrator in charge.
3. In the event that buildings cannot be re-occupied, parents are notified and an offsite student pick- up location will be established, followed by Student Release protocols.
4. Follow up emergency plans will go into effect as needed.

FIRE

Overview

Fires may be within buildings or wildfires. Emergency Response Team Leads have been trained in protocols for this situation. Follow up emergency plans will go into effect as needed. 

Procedures

1. After the fire alarm is sounded, students will be evacuated to designated areas on campus.
2. Follow up emergency plans will go into effect as needed.

If school buildings are declared unsafe to re-enter, students will be dismissed according to Student Release protocols (see below).

In the case of a quickly-moving wildfire, the Sleepy Hollow Fire Protection Department (SHFPD) has determined that all staff and students will be evacuated (under the direction of the SHFPD) to the first floor of the Upper School building. Emergency Response Team Leads have been trained in protocols for this situation.
Follow up emergency plans will go into effect as needed.

POLICE ACTIVITY

Police activity on or near campus may or may not be a safety hazard to the School.  A shelter in place or a lockdown may be ordered. During the event, the School may transition between shelter in place and lockdown, depending on the information available.

EARTHQUAKES

Overview

Earth moving, natural occurrence and/or disaster. In either case, students and staff will follow procedures

Procedures

1. Drop. Cover. Hold On.
2. When movement has stopped, Incident Command and/or Emergency Preparedness Directors will issue an alert for students and staff to move to designated evacuation area.
3. 911 may or may not be called.
4. Follow up emergency plans will go into effect as needed.

LOSS OF POWER

Overview

Heavy wind, rain, or accidents in nearby neighborhoods may lead to a power outage.

Procedures

1. Incident Command and/or Emergency Preparedness Directors will determine the cause of the outage and expected duration of the outage
2. If it is safe for students to remain in classrooms and on campus (including in the dorms), classes and activities will continue.
3. If it is unsafe for students to remain in classrooms and on campus (including in the dorms), follow up emergency plans will go into effect as needed.

Extended Power Outages

In the case of a power outage that occurs during non-school hours, or in the case of a power outage that is expected to continue more than a few hours, classes may be cancelled for that day and a text alert will go out to parents. Dorms are equipped with food, water, and safety supplies for extended power outages. Resident faculty will communicate with boarding families and keep them updated as the situation evolves.

BOMB THREAT

Depending on the details of the bomb threat, either a Shelter In Place or Lockdown will be ordered.

EMERGENCY MANAGEMENT PLAN

San Domenico’s Emergency Preparedness Plan has been developed—and is continually refined—in collaboration with the Marin County of Office of Education, the Marin County Sheriff's Department, emergency prepared-ness experts, and the Sleepy Hollow Fire Department  District. This plan summarizes the system, procedures, and communications vital for a successful response and recovery from an emergency incident. It is designed so that in the case of an emergency, San Domenico will be better prepared to best address the situation. This plan is meant to serve as a dynamic document and will be updated as needed.

Part of the plan includes  emergency container on site that is filled with the appropriate supplies in the event of a major disaster where aid may not be immediately available.

The full breadth of variables in emergency situations cannot always be predicted; what does not vary is that our primary concern is for the health and welfare of our students, faculty, and staff.

OBJECTIVES

Our emergency planning includes:

1. Preparedness: Planning for an emergency or disaster event so as to minimize injuries and loss of life of students and personnel and to insure their safety and protection if an emergency occurs;
2. Response: To provide for maximum use of school personnel and school facilities;
3. Recovery: To arrange for a calm and efficient plan to return to normal operations as soon as possible and/or for parents to retrieve their children from school, if necessary.

During the course of each school year, our students and staff participate in mock scenarios with at least:

• Four fire drills
• Two earthquake and fire drills
• Two lockdown drills

RESPONSES

Each staff member is assigned a task in which they have received training and will carry out in case of an emergency.

Immediate Response

The Incident Command team gathers information to include:

1. Nature of crisis or emergency
2. Time and location of crisis or emergency
3. Persons and issues involved
4. Campus-wide emergency alerts issued as needed
5. Calling for outside assistance as needed

Secondary Response

Pre-assigned Emergency Response Teams take action based on drills. Areas of responsibility that may need coverage include:

1. Emergency Response Team Leads, teachers, and staff responding according to training for the security and safety of community members
2. Opening emergency supply containers
3. Communicating with adults and students on campus
4. Communicating with parents, guardians, Trustees, and any other important internal community constituents (Mission Holding)
5. Communicating with external agencies
6. Documenting the crisis and outcome as it progresses

Tertiary Response

1. Keeping all Emergency Team Leaders informed at every step
2. Communicating with media
3. When the crisis or emergency is over, the Team Leaders should analyze and debrief on the crisis management plan and procedures in order to improve future responses to emergencies.

EMERGENCY MANAGEMENT STRUCTURE

San Domenico’s Emergency Management Teams include:

1. Incident Command:
   Head of School, Chief Financial Officer, Director of Human Resources, Director of Communications and Marketing, Director of Technology, Directors of Emergency Preparedness, and additional staff
2. Safety and Security
3. Search and Rescue
4. Shelter and Care
5. First Aid
6. Student Release

The School will keep community members updated as often as possible until the situation is fully addressed and School operations return to normal. See How You Will Be Notified above.

CRISIS COMMUNICATIONS PLAN

The following roles, responsibilities and procedures will assist the School in quickly sharing information with our community (and, as necessary external agencies or media) during an emergency or crisis.

This plan is a part of San Domenico’s Emergency Management Plan.

The audience for this Crisis Communication Plan includes current parents, administration, faculty, staff, trustees, and local neighborhood constituent groups.

For the purposes of this plan, a crisis is defined as a situation that may endanger public safety or that which prompts media coverage and may threaten the School’s reputation, image or financial stability. A crisis could be triggered by an emergency or a dispute. An emergency is a fire, natural disaster, criminal act, or other circumstance that manifests as a threat and usually requires assistance from police, fire, paramedics or emergency power and utilities. A dispute incident would include a serious infraction or unethical behavior by a student or employee.

GOALS

San Domenico’s goal is to communicate facts as quickly as possible during a crisis. The School’s priority is, first and foremost, student and community safety and secondarily, protection of the School’s reputation. Communications may therefor be incomplete while necessary steps are taken to secure the School and accurate information is gathered. Once ascertained, San Domenico will notify as many individuals as possible with clear and concise information, while at the same time respecting legal restraints and privacy matters. In addition to School community members, San Domenico will, when possible, communicate with the local Sleepy Hollow neighbors, the town of San Anselmo, the County of Marin, and any other relevant agencies or media.

PROCEDURES DURING A CRISIS

In the case of an emergency or crisis, and as soon as possible, the School will first send a message to parents, guardians, faculty, and staff through Omnilert. As this is our first line of communication, please remember to keep your contact information up to date at all times. Secondarily, the School will send follow up communications as able and necessary. See How You Will Be Notified above for more details.

Parent, Guardian, and Student Phone Calls and Media:

• Do not make personal calls; the use of cell phones may tie up emergency lines that must remain open.
• Please refrain from speaking to news media. In emergency situations, tensions run high. Well-intentioned statements and quotes can be misconstrued, so as tempting as it may be, please do not engage with media. Do refer all media inquiries to the Emergency Response Incident Command Team.

Parents, Guardians, and Student Response On Social Media:

• Upon the recommendation of Emergency Preparedness experts, in the case of an emergency, we will maintain status quo in terms of Internet access. This means that in an emergency situation, some of our staff, and Upper School and boarding students, may have access to social media and text messaging, depending on the time of day or night.
• Please keep in mind that what you might read on social media is unedited opinion and under the pressure of an emergency situation, much of the information found on social media may not be accurate. In the case of an emergency or crisis, the School will release updated and accurate information as soon as it is safe, and possible, to do so.
• Please refrain from posting speculative information or opinions on social media; if others are doing so, refrain from engaging.

Local Agencies and Government:

The School trains regularly with local emergency services agencies and in the case of an emergency, will establish communications with outside agencies via phones or radios and trained operators as soon as possible.

Media:

The Incident Command Team and Emergency Communications leads will convene and determine what action/s should be taken in regard to a media response. Once determined, a statement or press release will be issued. The Director of Marketing and Communications will be the first spokesperson. If unavailable, the Head of School, CFO, or Director of Human Resources will represent the School.

Communications Team

This team includes members from the Incident Command Team and Marketing and Communications Department

• Directors of Emergency Preparedness
• Head of School
• Chief Financial Officer
• Director of Marketing and Communications
• Assistant Director of Marketing and Communications
• Director of Web and Digital Strategies (off-campus position)
• Director of Human Resources
• Director of Transportation

San Domenico’s emergency communications capacity includes:

• Wifi calling enabled on administrator’s cell phones
• 60 PA speakers across campus
• 45 charged walkie talkies
• Satellite phone
• 6 analog lines for IP phone redundancy
• 2 dedicated emergency laptops
• e911 enabled to identify campus locations.

The School will keep community members updated as often as possible until the situation is fully addressed and School operations return to normal. See How You Will Be Notified above.

STUDENT RELEASE GENERAL GUIDELINES

An important part of the success of our Emergency Response Plan plan is parental cooperation. In some situations, it may be safer to keep students on campus until it is safer to plan for family reunification. School personnel are certified in CPR, First Aid and Emergency Preparedness. In the event of a disaster, school staff will remain with students at all times as long as the need is present.

Prior to a Student Release being communicated, DO NOT DRIVE ON CAMPUS. The School campus must be clear of cars to allow for emergency vehicles. Wait for a Student Release to be issued. If you must, park your car safely nearby and wait for a Release to be issued. Do not leave your car in the street where it will block other cars or emergency vehicles.

Students will only be released to parents/guardians or another designated adult as listed on their emergency contact information.

In the case of an emergency Student Release protocol being put in place, you will receive an Emergency alert. Things to know after receiving a Student Release alert:

• Driving on Campus: Once we've signaled a release, parents and guardians may drive on campus for pick up. Please follow traffic management personnel directions.
• Bring Identification - You must bring picture ID to identify yourself for release of any student to your care. Do not attempt to remove your child or any other child from school without having signed the emergency release form at the Student Release area.
• Look for School Personnel or Law Enforcement Officials – School personnel and/or law enforcement officials will direct authorized adults to designated student release areas which will be determined by the nature of the emergency. You must sign at the designated station and be prepared to show your picture identification. After signing in, proceed to sign out station where your student(s) will be brought to you. In the interests of the safety and security of all, DO NOT TRY TO LOCATE YOUR STUDENT DIRECTLY.
• Depart from campus as soon as is safe and possible  - As soon as you have completed sign out procedures and have all of the students that you have been designated to pick-up, please depart from the campus to prevent congestion on campus.
• Post-Pick Up Arrangements: If you are picking up other students than your own children, please be sure that you have made arrangements with the parent/guardian and have current emergency and contact information for reunification.

AT-HOME PREPARATION

It is also important that each family is prepared at home so that as a community, we will be able to maximize our ability to cope with the demands of the situation

• PREPARE YOUR CHILD. Children who are prepared experience less fear and trauma. Let your child know who can make the pickup at school if you are unable to do so. Reassure your child that he/she will be cared for until you or another designated adult arrive. School personnel are trained for emergency response and the School maintains supplies to care for our students until family reunification can be arranged.
• KEEP EMERGENCY SUPPLIES IN YOUR CAR, including comfortable walking shoes, water, food and warm jackets.

Learn more at the Marin County Office of Emergency Preparedness.