How do we handle a child care emergency in New York: policies, drills, and preparedness? - post

This short guide helps directors and child care staff get ready for a real emergency. It is for people who care for young children in #NewYork programs. You will learn simple steps for written plans, training, drills, communication, and common mistakes to avoid. This page focuses on easy actions you can start today to improve #emergency #preparedness, run better #drills, and keep children safe every day. State requirements vary - check your state licensing agency.

What written plans and policies should my program have?

1. Start with a clear, written Emergency Action Plan. A plan should list who does what during a fire, storm, medical emergency, or intruder. Use a sample plan to help you write one. See the Sample Childcare Emergency Action Plan for examples and sections to include.

2. Make a full Emergency Preparedness Plan for your center or home program. This plan should include evacuation routes, shelter-in-place spots, relocation sites, and a reunification plan. ChildCareEd has a helpful template and training on the Emergency Preparedness Plan for Child Care Providers and Child Care Centers.

3. Keep current emergency forms for every child. The form should show health needs, allergies, medications, and at least two emergency contacts. Staff must be able to find these fast. ChildCareEd explains what to include in the Emergency Form for Daycare.

4. Assign roles. Numbered duties help everyone act quickly. Example list:

1. 🔹 Director: calls 911 and notifies parents.
2. 🔹 Lead teacher: leads evacuation and checks attendance.
3. 🔹 Assistant: grabs the Go-Bag and first aid kit.
4. 🔹 Staff: supervise children and follow the plan.

5. Store your plan where staff can reach it: office, each classroom, and in your Go-Bag. Remember: state requirements vary - check your state licensing agency. For New York program rules and licensing steps, review What do I need to know to provide child care in New York?.

How do we train staff and practice drills so everyone stays calm and ready?

1. Train every staff member in basic first aid and pediatric CPR. Use a trusted course like the Red Cross or ChildCareEd classes. See Pediatric Blended First Aid & CPR/AED and Red Cross training.

2. Take an emergency and disaster preparedness course. These courses teach how to plan, fill out an emergency form, and make an Emergency Plan Form that meets review requirements. ChildCareEd offers online and in-person options: Emergency and Disaster Preparedness - Online and Emergency and Disaster Preparedness - Zoom/In-person.

3. Practice drills on a schedule. Use numbered steps so staff and children know what will happen. For example:

1. 🟢 Fire drill: leave building, meet at site, take attendance.
2. 🟢 Shelter-in-place drill: move to an interior room, close doors, and stay low if needed.
3. 🟢 Lockdown drill: lock doors, lights off, stay quiet and safe.

4. Use age-appropriate language with children. Say, "We will practice getting to our safe spot quickly and quietly." Practicing lowers panic. FEMA’s child-focused emergency training (IS-36) helps programs plan and test their plans — see FEMA training at FEMA IS-36.

5. Debrief after each drill. Ask staff: what worked? What needs fixing? Update your plan and run it again. Keep drill records and timing for licensing reviews. The CDC also recommends infection and safety steps in emergency plans: CDC guidance.

How should we communicate with families and run reunification after an incident?

1. Create a clear communication tree. List who calls whom, starting with the director, then staff, then parents. Use phone calls, text, and email in that order. Keep paper copies in case power is out.

2. Tell families your reunification steps before an emergency. Share these items in the parent handbook and at orientation: where you will meet, what ID to bring, and who can pick up children. ChildCareEd gives good tips on sharing plans with families at Emergency Preparedness in Child Care.

3. Use the emergency form every time. It must include who is allowed to pick up the child and any legal restrictions. Keep copies in the classroom, office, and your Go-Bag. See what to include on an emergency form.

4. Numbered steps for reunification make it smooth:

1. 📍 Staff secure kids and take attendance.
2. 📍 Director announces when it is safe and where to meet families.
3. 📍 Families bring photo ID; staff checks names against forms.
4. 📍 Staff sign children out and record the time of pickup.

5. Pick a safe off-site reunification spot if you must evacuate. Practice getting there during a drill and tell parents the address. The Red Cross and local emergency managers recommend choosing two meeting places — one near the building and one farther away — and telling families both. State requirements vary - check your state licensing agency.

What common mistakes do Programs make, and how can we avoid pitfalls?

Why does it matter? Being ready saves time, lowers fear, protects children, and helps your program stay open after an event. Parents trust programs that have clear plans and practiced drills. This builds your community confidence and may reduce liability. Keep training simple and repeatable so staff remember what to do.

Common mistakes to avoid:

1. ⚠️ Missing or outdated emergency forms. Fix: review forms at enrollment and every 3–6 months.
2. ⚠️ No assigned roles. Fix: Write numbered job action sheets and post them in each room.
3. ⚠️ Irregular drills or no debrief. Fix: Schedule drills and a short staff meeting after each one.
4. ⚠️ Poor communication with families. Fix: share your plan in the handbook, send reminders, and practice reunification with parents when possible.
5. ⚠️ No CPR/First Aid trained staff on duty. Fix: Ensure at least one staff member per shift has current pediatric CPR and first aid. See training options at ChildCareEd First Aid & CPR or the Red Cross.

Small checklist to start today:

1. ✅ Post your evacuation map in every room.
2. ✅ Make or update each child’s emergency form and keep copies in the Go-Bag.
3. ✅ Run one simple drill this month and time it.
4. ✅ Pick a reunification spot and tell families.

Conclusion and quick FAQ:

Conclusion: Start small and build. Use templates and training from trusted groups like ChildCareEd (ChildCareEd), FEMA, CDC, and Red Cross. Practice often, keep clear records, and tell families your plan. State requirements vary - check your state licensing agency.

FAQ (short):

1. Q: How often should we do drills? A: At least twice a year for major drills; many programs do them quarterly. Check licensing rules.
2. Q: Who fills out emergency forms? A: Families at enrollment and staff update them when info changes.
3. Q: Do staff need CPR? A: Yes—at least one on duty should have current pediatric CPR/First Aid.
4. Q: Where can I get templates and training? A: ChildCareEd offers plans and courses: Emergency Preparedness Plan and Emergency and Disaster Preparedness.

Remember: being prepared helps everyone stay calm and safe. Your next step: pick one thing on the small checklist and do it this week. #emergency #preparedness #drills #safety #NewYork