Emergency Preparedness in North Carolina Child Care: What to Have, Practice, and Document - post

Keeping children safe is the most important job in child care. This article gives clear steps for North Carolina child care providers and directors about what to have ready, how to practice plans, and what to record. Use these tips to build confidence, meet rules, and protect the children in your care. You will see helpful templates, courses, and rules linked so you can click to learn more.

What should my program have on hand right now?

Every center needs a few basic things in one place so you can act fast. Think of a Go-Bag and classroom kits. Put copies of important papers in waterproof folders. Make a short checklist and update it often. Below are the main items to include:

1. 📦 Emergency Supply Kit (Go-Bag) near the exit. Include:
   • Water and non-perishable snacks for several hours
   • First aid kit and any child medications (with signed permissions)
   • Flashlight, batteries, radio or hand-crank radio
   • Copies of the daily attendance sheet and emergency contact list
   • Comfort items like a few books or small toys
   See our printable Emergency Supply List and the Go-Bag guide on ChildCareEd: Your Emergency Go-Bag.
2. 📝 Current emergency forms for every child. These must include emergency contacts, health info, and signed medical authorization. Use the Emergency Form template from ChildCareEd.
3. 📋 A written emergency action plan and quick reference sheets for staff. Use a sample plan to start: Sample Childcare Emergency Action Plan and the full Emergency Preparedness Plan.
4. 📱 Communication tools: charged phones, backup power bank, and a plan for group texts or calls. Keep a printed contact tree in the kit.
5. 🧴 Infant supplies if you serve babies: formula, bottles, diapers, and cleaning supplies. The CDC has a helpful checklist for infants: Infant Feeding Checklist.

Keep these items checked every 3–6 months. Label where each classroom's #plan supplies live so any #staff can grab them fast. Having clear kits helps calm children and families during a real #emergency and shows #parents you are prepared.

How often and how should we practice emergency plans?

Practice makes calm. Drills help both adults and children know what to do without panic. Here is a simple practice schedule and tips for good drills.

1. 📆 How often to practice:
   • Monthly fire drills for all rooms.
   • Quarterly shelter-in-place and evacuation practice.
   • At least twice a year practice lockdown or severe weather drills (age-appropriate).
2. 🧑‍🏫 Train and rotate roles:
   • Assign 1 person and 1 alternate to lead during an emergency. The NC rules require a person be on site and to accompany children off-site — see the rule: 10A NCAC 09 .0802.
   • Practice who takes attendance, who grabs the Go-Bag, and who calls 911 or parents.
3. 🎓 Use training courses and materials:
   • Take an emergency course such as ChildCareEd's Emergency and Disaster Preparedness (online) or the instructor-led version. The FEMA IS-36 course is also a strong resource: FEMA: Preparedness for Child Care Providers.
4. ✅ After each drill:
   • Debrief with staff: what went well and what was hard.
   • Fix any problems (blocked exits, missing supplies) and note changes in the #plan document.

For more on running drills and building plans, ChildCareEd's resources are helpful: Emergency Preparedness Plans for Child Care Programs.

What must we document and file to meet North Carolina rules?

North Carolina has clear rules about medical care and incident reporting. Good documentation keeps children safe and helps your program follow the law. Below are the key documents and how to organize them.

1. 🗂 Emergency medical care plan on file for your center:
   • This plan must name who will give first aid, who will call 911, and who will accompany a child to the hospital. See the rule: 10A NCAC 09 .0802.
2. 📝 Individual child medical records and signed permission forms:
   • Keep health care provider info, allergies, chronic conditions, and medications. Update at least yearly or when info changes.
   • Ensure each child has a signed statement authorizing emergency medical treatment and that a staff member knows where to find it.
3. 📄 Incident reports and incident log:
   • Complete an incident report for any injury or event. Include time, witnesses, how parent was notified, and actions taken. NC rule lists required items and says reports must be signed and placed in the child's file. See details in 10A NCAC 09 .0802.
   • Keep a cumulative incident log on file and available for review.
4. 📚 Plan reviews, staff training records, and drill logs:
   • Document when you review the emergency plan and when staff complete trainings. Trainings can include ChildCareEd courses like Responding to Emergencies and the longer preparedness course.
   • Save drill records (date, time, who, notes). Regulators often ask to see these.

Keeping organized files (paper and a backup digital copy) makes inspections easier and ensures quick access during an emergency. Make sure at least one staff member knows where the paper forms and digital backups live. Again, state requirements vary - check your state licensing agency for forms and timelines.

How can we avoid common mistakes and keep families informed?

Practicing and documenting are important, but communication and common pitfalls matter too. Here are frequent mistakes and how to avoid them, plus ways to talk with families calmly and clearly.

1. ❌ Common mistakes and fixes:
   • Not updating contact info — Fix: require families to update contacts when they change and check monthly.
   • Locked supplies or Go-Bag in a room staff can’t access — Fix: keep kits near exits and tell all staff where they are.
   • No one assigned to grab meds — Fix: list roles in your written plan and practice them.
   • Drills that scare children — Fix: use calm words and turn drills into short, reassuring activities.
2. 📣 Communication with families:
   • Before: Share your emergency plan summary during enrollment and in your handbook. Give families the location for reunification and how you will notify them.
   • During: Keep staff focused on children first. Once safe, send a short message (text or call) with the location and a simple status update. Use your printed contact list if phones fail.
   • After: Share a clear note about what happened, what you did, and how children were supported.
   ChildCareEd explains reunification and parent communication in helpful posts like Emergency Preparedness Plans for Child Care Programs.
3. 💬 Why this matters:

   1) Safety: A clear plan and good supplies save lives. 2) Trust: Parents want to know you can care for their child in an emergency. 3) Compliance: The rules expect you to plan, practice, and document. For more on school and center preparedness, see the CDC guidance: CDC School Preparedness.

4. 🧭 Extra tips for smooth reunification:
   1. Use a sign-in color or sticker system so staff can see at a glance which children have been picked up.
   2. Designate two reunification spots: one close and one farther away if needed.
   3. Keep a few staff members assigned to calm children with quiet activities after an event.

Follow Red Cross advice for family plans and meeting spots: Red Cross: Make a Plan. Keep simple routines to help children recover quickly. Use your #safety language often so children hear calm, consistent messages. Work with #parents and #staff so everyone knows their role in the #plan during a #emergency.

Summary

1) Prepare kits and paperwork now. 2) Practice often and record drills. 3) File medical records, incident reports, and training logs. 4) Avoid common mistakes and keep families informed. Use the linked ChildCareEd templates and courses to build or improve your plan: Emergency Preparedness Plan, Emergency Form, and course options at ChildCareEd courses. State requirements vary - check your state licensing agency to be sure your documentation meets North Carolina rules.

FAQ

1. Q: How long should we keep drill records?
   A: Keep them at least one year and follow any state rules. NC regulators often ask for recent drill logs during visits.
2. Q: Who must sign permission for medical care?
   A: A child's parent or legal guardian must sign a medical release on file before the child starts care; keep a copy handy for emergencies as required by NC rule: 10A NCAC 09 .0802.
3. Q: Can volunteers administer medication during an evacuation?
   A: Only trained staff who follow your written medication policy should give medicine. Document who is allowed and train alternates.
4. Q: Where can I get a sample plan?
   A: Use ChildCareEd's sample and templates: Sample Action Plan and the full Preparedness Plan.
5. Q: Who should I contact for local guidance?
   A: Your county emergency manager, local public health, and NC licensing are good places to start. Also consider local fire and police for site visits and advice.

Thank you for doing the important work of keeping children safe. Small steps today — labeled kits, practiced drills, and clear records — build the calm and protection families count on.