Emergency Preparedness for California Child Care Providers: What to Have, What to Practice, What to Document - post

In California, an emergency can happen with little warning. Being ready does not mean you have to be perfect. It means you have a clear plan, basic supplies, and proof that you practice and update your plan.

A good emergency plan helps you:

• Keep children safe and calm

• Communicate quickly with families

• Know who does what (so there is less panic)

• Show you are prepared if licensing or parents ask

This is a big part of #EmergencyPreparedness and #ChildCareSafety.

What does being “emergency-ready” mean for California child care?

In California, an emergency can happen with little warning. Being ready does not mean you have to be perfect. It means you have a clear plan, basic supplies, and proof that you practice and update your plan.

A good emergency plan helps you:

• Keep children safe and calm

• Communicate quickly with families

• Know who does what (so there is less panic)

• Show you are prepared if licensing or parents ask

This is a big part of #EmergencyPreparedness and #ChildCareSafety.

What should you have BEFORE an emergency happens?

Think in three simple groups: people info, supplies, and your written plan.

1) People info (easy to grab fast)
Have these in one place (paper copy + a backup):

• A current child roster (list of children)

• Parent/guardian names and phone numbers

• Emergency contacts for each child

• Any care plans (like allergies, asthma, or special needs info)

• Staff contact list (including who can open/close the program)

Tip: Update this often. A great habit is to check it monthly.

2) Supplies (what you need for at least 72 hours)
You do not need fancy gear. Start with basics:

• Water and cups

• Non-perishable snacks (that fit allergies)

• Diapers, wipes, gloves, and trash bags

• First aid supplies

• Flashlight and extra batteries

• Blanket(s) and comfort items for young children

• Extra chargers or a power bank for phones

• A small cash amount (optional, but helpful)

3) A “grab-and-go” kit
Keep one kit ready near the exit. It should include:

• Your child roster

• Emergency contacts

• Basic first aid items

• A pen/marker and paper

• A small copy of your emergency plan

If you want a ready-to-use template, ChildCareEd has a helpful resource you can download and adjust for your program:
https://www.childcareed.com/r-00522-emergency-preparedness-plan-for-child-care-providers-and-child-care-centers.html

This supports #CaliforniaChildCare programs because you can customize it for your site and keep it in your emergency binder.

How do you set up an “Emergency Binder” that actually helps?

An emergency binder is just a place where everything lives. Keep it simple.

Put these sections in your binder:

• Contact lists: families, staff, and emergency numbers

• Child info: allergies, medications, special needs supports

• Your emergency plan: steps staff follow (who leads, who calls, who checks bathrooms, etc.)

• Maps: your classroom layout and exit routes

• Reunification plan: how children are safely released to approved adults

• Emergency messages: a few short text/email templates you can copy and send

Smart idea: Keep a second copy in a password-protected digital folder, in case the binder is not reachable.

What should you practice with children and staff?

Plans only work if people practice them. Practice helps children feel safe, and it helps staff feel confident.

Practice should include:

• How to line up quickly and calmly

• How to walk together as a group

• How to listen for a “stop and wait” signal

• How staff checks attendance during movement

• How to move children with special needs supports

Practice with staff (at least a few times a year):

• Who grabs the binder and roster

• Who checks bathrooms and corners

• Who brings the “grab-and-go” kit

• Who communicates with families

• Where you meet outside (your meeting spot)

Keep practice child-friendly:
Use simple words like: “We are going to our safe place.”
Praise calm bodies and helping hands.

For more tips on building strong plans, you can also read this related ChildCareEd article:
https://www.childcareed.com/a/emergency-preparedness-plans-for-child-care-programs.html

What should you document so you’re ready (and organized)?

Documentation is your proof that your program is prepared. It also protects you if there are questions later.

Here are the most helpful items to document:

1) Your written plan and updates

• The date you created the plan

• The date you last reviewed it

• Notes on what changed (example: new phone numbers, new exit route)

2) Drill and practice logs
Keep a simple record like:

• Date

• What you practiced

• How long it took

• What went well

• What you will improve next time

3) Training records for staff
Keep copies of certificates or completion records for emergency-related training. This is especially helpful when you hire new staff or when someone asks what training your team has done.

4) Supply check notes
Once a month, do a quick check and write down:

• Water/snacks are not expired

• Flashlight works

• First aid items are stocked

• Contact info is current

5) Parent communication records (when used)
If you ever send emergency messages, save:

• The message you sent

• The time you sent it

• Any important replies (if needed)

This is part of being a strong #ChildCareProviders leader.

How do you communicate with families during an emergency?

During an emergency, families want three things:

1. “Is my child safe?”

2. “Where are you?”

3. “When can I pick up?”

Create a simple communication plan:

• Decide who sends messages (one staff person)

• Decide what tool you use (text app, email, phone tree)

• Decide what you will say first (short and calm)

Simple message examples (copy/paste):

• “We are safe. Children are with staff. We will update you again soon.”

• “Pick-up is happening at: (location). Bring ID. Only approved adults can pick up.”

• “Please do not call the site right now. Check messages for updates.”

Reunification (what it means):
Reunification is the safe process of matching each child with an approved adult. Your plan should say:

• Where pick-up happens

• How you check ID

• How you record the pick-up time

• What you do if someone is not approved

What training can help your team feel confident and prepared?

Training helps staff know what to do before something happens. It also helps you build a shared plan that everyone understands.

Here are three ChildCareEd training courses that fit this topic well:

• Emergency and Disaster Preparedness (online): https://www.childcareed.com/courses-emergency-and-disaster-preparedness-1.html

• Responding to Emergencies (online): https://www.childcareed.com/courses-responding-to-emergencies.html

• Creating an Emergency and Disaster Preparedness Plan (online): https://www.childcareed.com/courses-creating-an-emergency-and-disaster-preparedness-plan-3816.html

Want quick tips and reminders all year? Follow ChildCareEd on Instagram: https://instagram.com/childcareed 

What can you do today in 30 minutes to get more prepared?

If you are busy (and you are!), start small. Try this quick list:

• Print a current child roster

• Check that family phone numbers are up to date

• Pick one place for your emergency binder

• Start a “grab-and-go” kit with a few basics

• Choose one day each month to do supply checks

• Schedule your next staff practice and write it on the calendar

Small steps add up. When your plan is clear, your staff feels calmer—and children feel safer too.