EOTC Contingency and Emergency Planning
St Joseph's School makes contingency and emergency plans for EOTC events, as appropriate, to ensure that we are prepared for unplanned situations. The nature of the event and the associated level of risk determines the appropriate level of planning. See EOTC Risk Assessment and Management.
We communicate these plans, as appropriate, to all adult participants and any external providers/contractors before any EOTC activity takes place.
Contingency planning
We develop contingency plans for each EOTC event to ensure we can respond effectively to changes that may occur before or during the event (e.g. natural disasters, weather effects, illness/injury, transport issues, etc).
Our plans may include:
- alternative activities
- alternative locations and logistical arrangements (e.g. transport, accommodation, etc.)
- alternative return points if the school is using its lockdown or shelter in place procedures
- alternative supervision
- emergency funds
- how we will communicate changes to relevant people
- a clear process for how decisions are made.
Our planning may also include setting 
operational limits.
Operational limits are parameters that can be set to decide whether or not an EOTC event will go ahead as planned. Operational limits can be particularly useful for events that are weather dependent or held in a dynamic environment (e.g. temperature, rain, sea conditions, driving conditions, etc.). Limits could also apply regarding adequate supervision (e.g. if an adult falls ill or is unavailable to attend).
A traffic light approach can be applied to operational limits, for example:
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Operational limits for a surfing trip (example)
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RED
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No go zone
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2 metre swells, 25+ km winds, red weather warnings in place
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ORANGE
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Are the conditions suitable for the activity and group capability (students and staff)?
Are modifications needed to keep the risk at acceptable level?
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Swells 1–2 metres, winds 15–25 km
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GREEN
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Go ahead
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<1 metre swells, <15 km winds
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Adapted from the EONZ Safety Management Plan template ("Operational limits")
Emergency planning
We develop clear procedures to use if an emergency occurs during an EOTC event (appropriate to each activity). We also apply our wider school policies as relevant. See Emergency Management.
Our EOTC emergency planning is guided by our standard emergency planning, which includes groundwork and logistics (analysis and assessment), staff and student care, and ensuring suitable resourcing.
Our EOTC emergency planning includes:
- ensuring all first aid and emergency supplies are up to date and easily accessible in an emergency
- considering how to move participants and appropriate equipment, medication, food, and water supplies to an alternative location
- noting the location of the nearest AED (automated external defibrillator) and other important resources, including fire extinguishers
- specific plans for potential emergency scenarios (e.g. missing student, transport accident, natural disaster)
- clear staff roles and responsibilities during an emergency (including first aiders and emergency contacts)
- plans for all staff and students with additional or high health needs
The board, as the PCBU, has a responsibility to ensure the health and safety of all students and staff, including those with additional or high health needs. They are also responsible for the health and safety of other people on site, including visitors and contractors. We expect visitors and contractors to inform the school of any additional or high health needs.
Students and staff
Our emergency management plan addresses the diverse needs of our students and staff with medical, physical, emotional, and sensory needs. We recognise that students and staff with disabilities who have difficulty moving, hearing, seeing, communicating, and/or learning may need specific support related to their disability during an emergency.
Individual or safety plans may be developed, including:
- consideration given to being part of large crowds during evacuations
- managing sensory noise (e.g. sirens)
- designating a person to support the individual with additional needs (e.g. ensuring they are safe in an earthquake)
- supporting them to follow instructions in an emergency (e.g. being quiet during lockdowns, using a buddy system to support those with hearing impairments, other communication supports)
- having medication/medical equipment (e.g. for those with respiratory conditions) and ensuring emergency supplies cater for different dietary/food requirements.
See Prepare for an emergency or traumatic incident 
(Ministry of Education) – "Planning and Preparing for Emergencies"
- determining how we will communicate with parents, students, staff, and others
- planning for the reunification of students with their whānau
- guidance for responding to the media.
Emergency response practice
To prepare for emergency situations, relevant staff review, and may trial, our EOTC contingency and emergency plans to ensure they are clear, easy to follow, and can be implemented in a timely manner. We use any review and practice findings to improve our contingency and emergency planning.
Related policies
Resources
: Term 1 2024, Term 1 2021, Term 1 2019
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