EMERGENCY PROCEDURES

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• Philadelphia Insurance Companies
• PIC Loss Control Services

October
17, 2006
Day Care Risk Management


Presenter Mark Konchan, MBA CSP ARM Corporate
Loss Control Manager Philadelphia Insurance
Companies
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• Lets Get Started!!!!!!
• AGENDA
• Field Trips
• Press Your Luck
• Emergencies Planning
• Risk Management Practices
• Loss Drivers - Problem Areas

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FIELD TRIPS

• Children Stray, They Wonder aimlessly and will
  leave the group.
• Are you adequately staffed to handle outside
  ventures?
• Chaperones or parents to assist on the trip?
  Volunteer Waiver signed??
• Planning is essential, critical and all staff
  should be well aware of policies for your
  operation outside of the building.
• If volunteers are being used,
• Who are they?
• Have they been screened?
• Will they be in the company of qualified staff
  members when out in the field?
• Children should not be left in the presence alone
  with only non-staff volunteers or parents.
  (Absolutely critical).

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FIELD TRIPS

• Staff/Child Ratio
• Proper Ratios need to be maintained (Staff/Child)
  
• Typically too cumbersome to try trips with large
  groups due to staff/child ratios.
• Transportation
• Parents or Volunteers Driving
• Something that is highly not recommended.
• Opens several avenues for liability losses and
  issues in the event of an accident and resulting
  injuries or death to children. Limits of
  Liability (non-owned use)
• Transportation Company
• Best approach if you are going to venture outside
  your premises.
• Typically, these individuals have also undergone
  significant background checks

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FIELD TRIPS

• To sum it up Make sure policies and procedures
  are strict, comprehensive , enforced and brought
  together through planning.
• Best Approach
• Small Groups for outside trips If possible,
  avoid all together.

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Day Care Agencies Loss Control Exposures
Controls PRESS YOUR LUCK

• Objective - To answer the question CAN WE PRESS
  OUR LUCK??
• To provide a loss control perspective regarding
  the types of fleet exposures typically present in
  your operations as well as loss control measures
  that can be taken to manage these exposures.
• include
• Basic management and LC controls needed to reduce
  losses.
• Exposures as viewed by the underwriter.

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Fleet Press Your Luck
Losses in the examples resulted from

• Improper Driving Practices (HUMAN ERROR!!)
• Poor driver selection/monitoring
• Poor driver training
• Poor vehicle maintenance
• Uncontrollable circumstances (weather, laws,)

The example causes lead to literally thousands
of less severe accidents during the same period.
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MVR Grading/Eligibility Criteria On Web
MVRs should be pulled as part of the new hire
selection process and rechecked for all employees
on at least an annual basis.

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Fleet Loss Control Resources
www.losscontrol.com

• Driver Training
• Defensive Driver Training
• Transporting Passengers with Special Needs
  Training
• Driver Performance Test Training

• Technical Bulletins
• Road Testing Procedures
• Passenger Handling Observation Checklist
• Drowsy Driving
• Vehicle Inspection form
• MVR Review
• Passenger Vans Adjust those Mirrors!!!
• 3 Second Rule

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PIC Loss ControlCutting Edge Loss Control
Services
- Driver Training Program

• Interactive online defensive driver training
  course.
• This can be accessed through www.losscontrol.com
  at no cost to PIC policyholders.
• Teaches how to minimize the risks involved with
  driving any type of vehicle and how
• to avoid dangerous driving situations, both
  on and off the job.

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EMERGENCY PROCEDURES

• A crisis or emergency situation can pose
  unique problems.
• Experience dictates that a safe and successful
  emergency response is dependent on thorough
  preplanning, organization, education, training,
  and the rehearsal of emergency procedures.

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Why Do We Train?

• 1) To help you properly prepare for a crisis and
  emergency.
• 2) To provide for the safe evacuation of the
  facilities and work areas from the building in
  the event of a crisis or emergency.

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CRISIS MANAGEMENT

• The only thing harder than planning
• for an emergency is explaining
• why you didn't.
• CM is not a project, its a culture!
• Just because the river is quiet does not
• mean the crocodiles have left.
• Plan ahead it wasn't raining when Noah built
  the ark!

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What Do We Train For?

• Accidents or Illness
• Emergency Evacuation
• Fire Procedures
• Major Natural Disasters
• Bomb Threats
• Hazardous Materials
• Workplace Hazards
• Violence in the Workplace

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Primary Goal of the Emergency Response /
Evacuation Program

• Safety of Personnel (Staff, kids, volunteers)
• REMEMBER
• SAFETY OF LIFE IS PARAMOUNT OVER EQUIPMENT OR
  OTHER CONCERNS

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Secondary Goals of the Emergency Response /
Evacuation Program

• 1) Protection of Property
• 2) Protection of Assets
• 3) Ensure prompt transition to normalcy

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Characteristics of Team Members

• Willing to follow orders
• Physically able
• Normally available
• Cross-Trained
• Function well under stress

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Educate Train Personnel(Drills and Train)

• Why?
• Reveal deficiencies
• Improve level of communication
• Help in identifying resources that are missing
• Evaluate adequacy of existing plans
• Enhance overall capabilities of the response team

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Violence It Happens and We Dont Like to Talk
about it

• Violence in the daycare can happen anywhere
  resulting in a multitude of negative outcomes
  such as property damage, loss of work time and
  even worse just to name a few. Everyone deserves
  a safe place. We cannot create a flawless center
  however, by taking precautionary steps we can
  help reduce the possibility of violence by making
  all employees more aware of this alarming
  occurrence.

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www.losscontrol.com
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Emergency Management

• Expect the best,
• plan for the worst,
• and prepare to be surprised.

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CRISIS MANAGEMENT LESSONS LEARNED

• Assessment First - Preparedness Second
• Road Map From - Chaos to Control
• Worthless Without Training
• Testing Required
• Mass Casualty Events Mean Mass Media Coverage
• The Public Expects an Organization to Demonstrate
  Support and Compassion Following a Crisis

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CRISIS MANAGEMENT LESSONS LEARNED

• A Large Number of Telephone Inquiries will Occur
  in the Hours and Days Immediately Following a
  Crisis Easily Reaching Hundreds of Calls Per
  Hour
• Family and Employee Care and Assistance is as
  Important as Finding the Cause of the Disaster
• Crisis Management Plans are always
  Works-in-Progress

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Risk Management Practices

• Background checks on all staff members handling
  child care services
• Certificates of Insurance for vendors obtained
• Child care enrollment waiver completed
• Child care sign in/out sheets used
• Child Health Assessment Form completed
• Driver checks conducted on new employees
• Emergency Phone list developed posted

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Risk Management Practices

• Emergency Response Plan written
• Emergency Evacuation Plan posted
• Fire Drills conducted recorded
• Fire department tours conducted
• Guest Policy developed
• Harassment (sexual discrimination) policy
  developed

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Risk Management Practices

• Immunization records obtained prior to acceptance
• Incident/Accident Report Form developed (handling
  emergencies contacting parents)
• Medication authorization release waivers and
  dispensing policy
• New employee medical tubercular examinations
• New employee orientation program (recorded)
• Operation hours and restrictions on length of
  child stay
• Prohibiting punishment guidelines

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Risk Management Practices

• Safety Committee established with recorded
  monthly meetings
• Sexual abuse history clearance form
• Slip Fall Checklist developed
• Staff to student ratio guidelines developed and
  enforced
• State and local licensing and certifications
  checked (CPR, First Aid, Personal Trainers)
• Written corporate risk management loss control
  statement formulated and posted

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LOSS DRIVERS Playgrounds

• Adequate lighting provided
• Adequate spacing between playground equipment to
  avoid collisions
• Adequate supervision by qualified instructors and
  staff
• Avoid pesticides herbicides on shrubs trees
• Broken equipment is removed from service
• Equipment divided into separate areas by
  different age groups.
• Equipment foot surfaces in good condition
• Equipment inspection logs
• Equipment maintenance schedule logs
• For more information http//www.cpsc.gov/cpscpub
  /pubs/325.pdf

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LOSS DRIVERS Playgrounds

• Equipment manufacturers instructions
• Equipment use instructions or illustrations
• Equipment properly anchored
• Fencing surrounding outside areas
• New members provided with equipment orientation
• S-Clips, Pulleys, cables, rope, pins, etc. in
  good condition
• Security program implemented for playground
• Shock absorbing surfacing under and around
  playground equipment (per CPSC Guidelines)
• Supervision constant and meets proper staff to
  teacher ratio

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LOSS DRIVERS Baby Bottle Warming

• Baby Bottle Warming
• Children should be a safe distance from the
  heating device/stove. Boiling hot water can
  scald and severe injuries have occurred where
  children/infants have come in contact on the
  stove and where portable electric bottle warmer
  devices have been placed close to feeding areas
  or areas where they can gain access.

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LOSS DRIVERS Scalding

• Controls
• Never leave a child alone, especially in the
  bathroom or in the kitchen. If you must leave the
  room, take the child with you.
• Set your water heater thermostat to 120F or
  less. The lower temperature, the lower the risk
  of sustaining scald-burn related injuries.
• Install anti-scald devices in bathtub faucets and
  shower heads.
• Always test the water temperature before putting
  a child or an adult with disabilities in the
  bathtub or in a shower
• Provide training for staff. Never depend solely
  on any one water temperature control procedure or
  product. Products malfunction and can never
  replace physically checking the water.

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LOSS DRIVERS Child Abuse
CRIMINAL BACKGROUND CHECKS (CBC)
Who should be screened? Best Practices..
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Risk Management Implemented

• There are SIX STEPS TO SUCCESS in implementing a
  loss control program
• Develop a Written Management Statement Institute
  a Safety Committee
• Institute a Safety Committee
• Take an Inventory of your Operations and Hazards
• Develop Action Plans based on the Inventory of
  Hazards
• Establish Procedures for
• Parent/Child Orientation
• Employee Selection Training
• Client Screening and Pre-Qualification
• Incident/Accident Investigation, Reporting and
  Analysis
• Emergency/Disaster Preparedness
• Institute Management Follow-up and Monitoring
• I need resources to followWhat do you have????

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Risk Management Implemented

• YESWe Can Help!!!!!

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PIC Loss Control ServicesWEBSITE LOG-ON
www.losscontrol.com
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PIC Loss Control ServicesContact Information
We look forward to helping to make your insurance
program a success. We are standing by if you
have any questions or if we may be of further
assistance. Please contact us at

• Mark A. Konchan, Manager
• Loss Control Department
• Phone [phone]
• E-Mail mkonchan_at_phlyins.com

The possibilities are endless with PIC Loss
Control.
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The Winning Partnership
PIC Loss Control