REFERENCE GUIDE REF-5451.0 Page 1 of 13 April 12 ... - OEHS

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDETITLE: School Site Emergency/Disaster Supplies ROUTINGDistrict AdministratorsNUMBER: REF- 5451.0School AdministratorsISSUER:Earl R. Perkins, Assistant SuperintendentSchool OperationsOffice of the SuperintendentDATE: April 12, 2011PURPOSE:MAJORCHANGES:The purpose of this Reference Guide is to provide assistance for the acquisitionand maintenance of emergency supplies at school sites.This Reference Guide updates and combines REF-801.1 Storage of EmergencyWater, and REF-5105.0 of the same subject and reflects current organizationalstructure and contact information.INSTRUCTIONS: I. BackgroundDistrict schools have the responsibility to care for and protect more than600,000 students every day. Thousands of District students aretransported many miles to and from school every day. After any disaster,many students may not be able to return home until the roads and thetransportation systems are restored and parents or guardians havereturned to care for the students. It will be the responsibility of theschool staff to protect and care for the students until they are reunitedwith their parents, guardians or their approved designees. Section 3100 ofthe Civil Code stipulates that all public employees are ―Disaster ServiceWorkers‖ and, as such, District employees will be tasked to care forstudents as part of that responsibility.It is the responsibility of site administration to develop and implementplans to provide water, food, and emergency supplies for at least 72 hoursfollowing a major emergency incident.II. Site Administrator ResponsibilitiesEmergency preparedness activities include the storage and maintenance ofspecific emergency supplies for all students and staff, Sections III throughXV provide specific information for each of the following points.1. One-half gallon of potable water per person, per day, for three days.Include both students and staff in the calculation.2. Emergency food supplies in case foods are not available from theschool cafeteria.3. First Aid supplies that will provide sufficient resources for the schoolREF-5451.0 Page 1 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEpopulation. The current standard requires one District-approved firstaid supply kit for every 400 individuals on campus.4. Search and Rescue (SAR) Supplies and Equipment for each SARteam. Supplies must include personal protective equipment (PPE) forall team members.5. Identification of sanitary facilities, separate by gender, with adequatesupplies.6. Comfort and lockdown supplies for elementary school classrooms orsecondary school assembly areas.7. Sufficient number of hand-held radios available for emergency use.8. Adequate emergency management supplies.Coordination of all emergency preparedness site efforts must includeparticipation and access by all site users (Early Education Centers, AdultSchools, Beyond the Bell Branch Before—and After—School Programs(i.e. Youth Services, LA’s Best, Ready-Set-Go, Youth DevelopmentProgram, Woodcraft Rangers, etc.)Any time that there are students on a campus, there must be access to theemergency supplies that are cached there to support the students during anemergency. This access must be combined with training and drills so thatstudents and staff have the skills, knowledge, and tools that successfulemergency response demands.III. WaterThe District has established the following ―minimum standard‖ formula forcalculating each site’s emergency water needs - one-half gallon per person(students and staff) per day for three days. This quantity of water is inaddition to any inventory of milk, juice, and/or other drinks normallycarried as part of the site’s ongoing inventory.Example: Based on the above formula, the quantity of emergency water tobe stored for a site housing a total of 520 students and staffwould be:520 x 0.5 gallon per day per person x 3 days = 780 gallons, or14 each 55-gallon drums of treated waterDuring an emergency, the following precautions should be taken topreclude the ingestion of contaminated water:1. Do not use water from swimming pools or boilers. Chemicals,which have been added, make it unsafe to drink and may causeillness.2. Water drained from water heaters may have an off-color, odor ortaste. It is preferable to keep fresh supplies of potable water.3. Be suspicious of stale-smelling or cloudy water. ContaminatedREF-5451.0 Page 2 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEwater may cause illness or disease.4. Untreated stored tap water must be changed every six months. If,during an emergency, water quality is ever in question, purify beforeaccording to the chart below.5. Purification can be accomplished with plain chlorine bleach.(CAUTION: DO NOT USE GRANULAR OR SCENTEDBLEACHES, COLOR-SAFE BLEACH OR BLEACH WITHADDED CLEANERS; THEY ARE POISONOUS). To purify waterwith chlorine bleach, use the following formulas:Amount of Water Clear Water Cloudy Water1 Quart 2 drops 4 drops1 Gallon 8 drops 16 drops5 Gallons ½ teaspoon 1 teaspoon55 Gallons 2 tablespoons 2 tablespoonsBecause most water stored at schools is in 55-gallon barrels, thecontainers are too heavy to move. Schools will need to pump the waterfrom the barrels into water carriers and use them to set up waterstations. The District supplies 55-gallon drums to schools for storage ofwater to be used in case of an emergency. Storage of water incontainers should be done carefully and efficiently to maximize storagetime and to ensure that water will remain usable when needed.A. The 55-gallon supply drums must be clean and meet Food and DrugAdministration (FDA) and Department of Transportation (DOT)requirements for contact with food and water. When filling brandnew drums, open the cap and turn the barrel over to remove plasticpieces, which may have chipped off during delivery. When refillingdrums, use an electric pump that is available through yourMaintenance and Operations Area Office to empty the drums forwater replacement.Clean the barrels and flush them out with water or a 1:10bleach/water solution before use. Because filled water barrels weighover 400 pounds, they should be positioned in the emergency binempty and then filled in place. Care should be taken to position thewater barrel so the opening that the pump will use will not beblocked by a fixed object such as a shelf.B. Fill each drum to the top with clean tap water. To avoidcontamination, the hose should not come in contact with the water inthe drum. If possible, use a new hose and store it with the waterdrums for future use.C. Chemically purify water with fresh, unscented liquid chlorinehousehold bleach (5.25% sodium hypochlorite).1. Use 2 Tablespoons of bleach per 55-gallon drum DO NOTREF-5451.0 Page 3 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEOVER TREAT.2. For treatment of water in other sized containers, refer to theAmerican Red Cross web site: www.redcross.orgNOTE: DO NOT USE GRANULATED (DRY)BLEACH OR SCENTED LIQUID CHLORINEBLEACH OR COLOR SAFE BLEACH ORBLEACH WITH ADDED CLEANERS.THEY ARE POISONOUS.D. Secure the cap tightly to ensure an airtight seal. When replacing theplugs (also called bungs) in the barrel please note that each barrelhas two different sized threads in the openings. Care should betaken to use the correct sized plug to the corresponding hole. Do notforce or cross-thread the plugs, as then there will not be a completeseal.E. Label the drums using the attached label and a permanent blackmarker (see Attachment A). Use Attachment A as a master, fill inthe information and make enough copies for all the drums that arebeing treated. Tape the labels to the drums. Unlabeled drums are tobe considered expired.F. Conduct an inspection of the drums during regularly scheduledearthquake drills. Check for leakage and ensure that caps are tightlysealed. If leaking is detected, drums should not be used to storedrinking water. Discard and replace them with new FDA-approveddrums.G. Liquid chlorine bleach loses strength over time and the bleachsupply in the emergency bin should be replaced regularly at eachscheduled earthquake drill. Mark the date on the new bleach bottle,as you replace your supply.H. If the water is treated with a product other than bleach, write thatinformation on the label and attach a copy of the product’sinformation sheet to the barrel. It is important for future users toknow how the water was treated. Ensure that use of the alternativeproduct is approved for use by the Office of EnvironmentalHealth and Safety. If you have any questions, call OEHS at(213) 241-3199.I. Drums should be stored in an accessible location and out of directsunlight. Store wrenches, pumps and bleach container and ameasuring device together. Also include a copy of this referenceguide.REF-5451.0 Page 4 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEJ. Well-sealed and properly treated water may be stored for up to threeyears.K. Three years from the date of filling and treatment, replace and treatthe water again, following procedures in this Reference Guide.IV. Food1. NOTE: Prior to use during an emergency, water must bere-purified with another two tablespoons of bleach. Mixthoroughly and allow to stand for 30 minutes before using. Thewater should have a slight chlorine taste and odor.2. SUGGESTION: To improve the taste of the water, purchaseand store powdered drink mix along with the earthquakesupplies. Assume that you will use 3 drinking cups per day perperson. Powdered drink mix and 8 oz cups, should be part ofthe school’s emergency supply cache.District WarehouseItemCommodity Code640-50-08040 4 oz. cups (Plan on four or more cups perstudent)450-87-23300 Collapsible water carriers720-06-20055 Pump505-25-38151 Bleach240-91-86065 Measuring spoons (to measure bleach foreach water barrel)Current emergency procedures anticipate that a three-day food supplywill be made available at each cafeteria site in the case of anemergency.Due to the storage issues and current static delivery schedule forschools, Food Services cannot guarantee a three-day supply of foodwill always be available at each school site cafeteria. The availabilityof food products from Food Services will vary depending on the typeof cafeteria.The following lists the variables related to each school site:1. Preparation sites with kitchens (elementary & secondary sitesserving food not delivered from the Newman Nutrition Center)will have the following types of stored food:Canned food products (canned fruit, canned vegetables).Dry goods – such as graham crackers and cerealNon-refrigerated produceREF-5451.0 Page 5 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDERefrigerated and frozen food products (only available if foodcan be safely prepared and served and all food safetyprocedures have been maintained—if electricity or gas hasbeen shut off, these products will not be available)2. Newman Nutrition Center Sites (satellite kitchens) will have:Limited dry goods including graham crackers and cerealLimited back-up meals such as peanut butter and jelly pocketsor frozen burritos (lack of storage prohibits the storage ofadditional food items not on the menu).In order to avoid not having enough products on hand in the cafeteriafor students and staff during an emergency, Food Services is providingan alternate solution. Beginning in December 2009, Food Servicesarranged for the purchase of shelf stable meals that are available forpurchase through the Stores Warehouse. The meal consists of anindividual dry cereal, juice and a package of graham crackers. Theyare intended to be stored in the school emergency supply bin tosupplement any existing emergency supplies.The meals have a one year shelf-life and are available for $1.00 each.They can be placed in the emergency bin, preferably in a new metaltrash can to protect the meals from rodents. Schools can order the 45gallon metal can from the Stores Warehouse using commodity code450-34-24480. Because some schools do not have the storage spacefor additional three-day food supplies, these emergency meals may bea convenient alternative. For additional information regarding thesemeals, please contact Food Services at (213) 241-3366.Schools will occasionally receive free food from the federalgovernment that is intended for use during emergencies.This food should not be kept with the regular supplies used by thecafeteria. It needs to be marked, dated and placed in the emergencybin.If additional food is stored on campus or in the Emergency SupplyBin, please be aware of the following items:Date and rotate any stored food that is not regularly used.Avoid food that will attract rodents or insects. Keep food insealed metal containers, such as new trash cans. Secure the lidon the can and seal it with duct tape.Schools should purchase and store a manual can opener in thebin with the food.Food bars (five-year shelf life) are available from outsidevendors (one bar meets one person’s needs for three days).REF-5451.0 Page 6 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEInvoicing For Food Used During An EmergencyDue to the nature of the emergency, food provided by the FoodServices Division may or may not be invoiced to the siteadministration for reimbursement.If the emergency is a declared State or National Emergency,the School Food Services Manager will provide food productsto students and the cost of these foods will be reimbursed bythe State.If the event/emergency is not a declared State or NationalEmergency, the School Food Services Manager will recordfood items served on a cafeteria invoice and present this tosite administration for reimbursement.If the Red Cross uses the school as a shelter for the public,they will utilize their food supply or reimburse Food Servicesdirectly for any food provided.Specific details regarding food services during emergency situations(lock downs, etc.) is located within the Principal’s Resource page onthe Food Services website at http://cafe-la.lausd.net and the FoodServices Division Standard Operating Procedures are availablethrough the School Food Services Manager.V. First Aid SuppliesFirst Aid Kits are available through the District Warehouse(commodity code 345-32-48275, listed in the ―First Aid & EmergencySupplies‖section). Sites should have a minimum of one kit for every 400 peopleon campus. Each kit assumes a 10% injury rate and contains sufficientsupplies to treat 40 injured people.The following items in this kit need to be replaced on a regular basis:Quantity Unit Item144 EA Antibiotic ointment contains bactracin,polymyxin, and neomycin, 1/32 oz. foil packet(boxed)200 EA Antacid /nausea/diarrhea tablets (Pepto-Bismol), chewable individually sealed or2/packet (boxed)2 BX Alcohol wipes, individual foil packets(50/box)2 BX Aspirin tablets, 5 gr., 2/packet (boxed)1 BTL Eye wash, isotonic, ophthalmic irrigatingsolution, sterile, plastic bottle (4 oz.)REF-5451.0 Page 7 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDE3 EA Petroleum jelly, white (1 oz. tube)50 EA Water purification tablets (germicidal)All of the above items can be ordered in one package:District WarehouseCommodity CodeItem245-32-48280 First Aid Kit Replacement SuppliesThis will allow schools to replace all expired items at once.The LAUSD first aid kits have been approved for District use byDistrict Nursing Services. They contain only materials that areapproved for use by people with a Standard First Aid Certificate anddo not contain medicines or supplies that are likely to cause an allergicreaction.Schools are to supplement their first aid supplies with:Gloves and personal protective supplies that will be used bythe first aid team.Bleach that can be used to make a universal disinfectant (1part bleach: 10 parts water) to disinfect surfaces or spills ofblood or bodily fluids.Additional specific medical supplies that may be anticipatedbased on the schools condition and population.Schools are expected to always be aware of the specific needs ofvulnerable students and staff and stock their supplies accordingly.This includes students receiving Special Education services as well asstudents listed in the Welligent reports in the School EmergencyResponse Box.VI. Search and Rescue SuppliesSearch and rescue teams consist of four members. Schools canpurchase a search and rescue kit with all of the supplies needed for oneteam by ordering commodity code 345-32-48278 from the Districtwarehouse. The kit contains both the personal protective equipment(PPE) needed for every member of the team and their tools.BASIC SEARCH AND RESCUE (SAR Tools)(Supplies Per 4-Member Team)District Warehouse Commodity CodeItem445-52-54115 Adjustable pliers (10‖)445-52-35140 Lineman pliers (8‖)445-52-48158 Pliers (6‖)REF-5451.0 Page 8 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEBolt cutters (18‖)Hammer (3 lbs.)832-24-09077 Duct tape (―Do Not Enter‖)665-24-52120 Plastic bags (6)Folding shovelAnglehead flashlight445-64-61180 Phillips screwdriver (4‖)445-64-65257 Screwdriver (6‖)Hatchet445-42-48214 Utility knifeDuffle bag470-10-78050 StretcherBASIC SEARCH AND RESCUE (SAR PPE Supplies)(Supplies Per Team Member)District WarehouseItemCommodity Code5 Colors:345-56-39420, 22, Hard hat (OSHA approved)25, 30, 35Vest895-72-41000 Gloves, leather palms450-32-11380 Flashlight345-72-51110 Dusk mask345-65-60050 Safety goggles345-32-48300 First-aid kit (small)680-62-90200 Whistle966-12-26135 Triage tag (6)450-06-11040 Extra batteries832-24-09077 Duct tape450-24-53051 RopeVII.Sanitation SuppliesSchools need to provide enough portable toilets and sanitary suppliesto serve their school population. The supplies that are needed can bepurchased through the District’s Warehouse. Many of these suppliescan be ordered with regular school custodial supplies and rotated inthe emergency supply bin so they remain fresh.In addition, many schools provide sanitation supplies as part of the―Classroom Lockdown Kits.‖ To eliminate the cost of purchasing twosets of supplies, schools with lockdown kits are encouraged to haveteachers bring those kits with them when they evacuate. Schools areexpected to have one toilet for every 30 people on campus.REF-5451.0 Page 9 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEBASIC SANITATION SUPPLIESDistrict Warehouse Commodity CodeItem345-32-48353 5-Gallon Water Bucket**345-32-48352 Emergency Toilet SeatSchools can save and recycle the 5-gallon white buckets used for floorwax, etc. and eliminate the expense of purchasing new buckets.OTHER SANITATION SUPPLIES THAT ARE NEEDEDDistrict Warehouse CommodityItemCode665-24-52120 Plastic Bags - Liners640-75-56175 Toilet Paper485-82-47140 Sanitary Napkins155-70-50015 Privacy Screen485-16-90125 Absorbent435-70-38045 Waterless Hand Cleaner485-42-14150 DeodorizerToilets/buckets that capture waste are preferable to other means ofwaste storage such as digging a field latrine. Human waste is to bestored in plastic bags and placed in SEPARATE dedicated dumpsters.IT IS TO BE CONSIDERED HAZARDOUS MATERIAL.VIII. Comfort and Lockdown SuppliesSchools can supplement their emergency supplies by placing specificsupplies in classrooms to be used during a lockdown. These suppliesusually consist of the sanitation supplies outlined in section VII, thatare supplemented with a box of granola type bars and simple first aidsupplies.Many elementary schools have a backpack in every classroom withclass rosters, basic first aid supplies and comfort supplies for students.Comfort supplies are essential for the well-being of students. Schoolsmay elect to request that parents provide comfort kits for students.Attachment A is a sample request letter that schools may use for thispurpose. Schools should consider storing cards and games for useduring prolonged evacuations. Some schools have rolls of butcherpaper and crayons for students to use while they wait in the safeassembly area.Many schools have a plastic tarp for every class. The tarp acts as abase for students to keep them together. In addition, the tarp can beused as a rain cover for the class during inclement weather or as aground cover when sitting on the grass. Schools are asked to storecases of large plastic bags that can be used as ponchos to keep studentsREF-5451.0 Page 10 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEdry in wet weather or warm on cold, windy days.XIV. RadiosSchools are to have at least one radio that is configured to contactanother school or the School Police in an emergency. Early educationcenters have a radio that they can use to contact the closestelementary school. Elementary schools have at least one ―Red Label‖radio that has a second channel that is used to contact their closestsecondary school. Secondary schools have a base station that has asecond channel that can contact School Police directly.Because these radios may be the only reliable method ofcommunication in a major emergency, the schools are expected totest them during the fall and spring disaster drills.Schools that need assistance with radio repair or the purchasing ofreplacement radios are to contact the District Radio Lab directly at323-224-2442 or access their web site at: http://www.lausd.net/radiounitXV.Emergency Management SuppliesSchool site administrative staff must cache the supplies that they willneed to manage the emergencies at school sites. Schools shouldfollow the Reference Guide for ―School Emergency Response Boxes‖and have current lists of students and staff in the box. Schools shouldhave enough copies so that, if necessary, they could move their entireschool population to another campus and be able to account for andreunite all students. Schools that need additional boxes can orderthem using commodity code 345-32-48385.In addition to hard copies of all school information, administrativestaff needs to cache supplies for making signs for parents, yellowbarricade tape to direct people away from hazards, pens, paper and allschool forms that will be necessary to manage the evacuation,accounting and reunification of the entire school population.IX. Sources of Funding/DonationsThere is currently no specific budget line for emergency supplies.Schools can allocate funds from any non-restricted budget. Someschools have allocated a small percentage every year, while othershave set aside larger amounts, as needed.District policy makes it possible for individuals and groups to makedonations for emergency preparedness supplies and equipment.Parents, individuals, businesses, and community groups may directlyREF-5451.0 Page 11 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEdonate funds and/or supplies to schools.Fiscal Procedures:1. Any Parent Teacher Student Association (PTSA), approved parentgroup, business, individual, or interested party may donate fundsdirectly to the Student Body Fund in a trust account entitled―Earthquake Preparedness.‖2. All gifts to school student bodies must be approved by the SchoolFiscal Services Branch.Possible Funding Strategies:1. Conduct fund-raising events.2. Announce earthquake/emergency preparedness needs in the schoolbulletin, parent letter, school and community newspaper.3. Use individual contacts with corporations to generate contributionsof cash or supplies.4. Identify school representatives to make presentations to serviceclubs regarding earthquake preparedness needs.Student Involvement:1. Form a student Emergency Preparedness Club.2. Assist in organizing fundraising projects.Adopt-A-School Program:1. Consult with your Adopt-A-School sponsor (s) to best use theirtalents and resources.Faculty Involvement:1. Discuss creative ideas to purchase supplies.2. Convey specific school needs to appropriate community contacts.RELATEDRESOURCES:Federal Emergency Management Agency at www.fema.govFEMA for Kids at www.fema.gov/kidsLA Chapter of the Red Cross at www.redcrossla.orgCalifornia Emergency Management Agency at www.calema.ca.govLA City Emergency Management Department at http://emergency.lacity.org/L.A. County Emergency Survival Program at www.espfocus.orgL.A. County Emergency Survival Guide at www.lacoa.orgCommunity Emergency Response Training (CERT) at www.cert-la.comSouthern California Earthquake Coalition at www.scec.org.REF-5451.0 Page 12 of 13 April 12, 2011Office of the Superintendent-School Operations

LOS ANGELES UNIFIED SCHOOL DISTRICTREFERENCE GUIDEGreat California ShakeOut at www.shakeout.orgASSISTANCE:Earthquake Country Alliance at www.earthquakecountry.orgFor assistance or further information please contact School Operations, Officeof Emergency Services, at (213) 241-5337.For training on how to use these supplies please see the STEPS web site atSTEPS.lausd.net.REF-5451.0 Page 13 of 13 April 12, 2011Office of the Superintendent-School Operations