10.0 System Emergency Response Team

The System Emergency Response Team is comprised of persons holding the following positions:

  • Director of Education
  • Chief Managing Officer
  • All Members of the WCDSB Executive Council
  • Student Transportation Services of Waterloo Region (STSWR) Designate
  • Safety Officer, Chief Social Worker, Manager of Supply & Admin Services, Manager of Planning & Admissions, Spiritual Animator, Principal – Section 23 / Special Education

The System Emergency Response Team may function with only a limited number of persons depending upon the situation at hand (i.e. Level 2 emergency). See APPENDIX A for team member contact information.

10.02 – Team Responsibilities

The responsibilities of the System Emergency Response Team generally include:

  • mobilizing the Board’s emergency services and equipment;
  • assisting site staff and first responders (police/fire/EMS) with the evacuation of students and staff considered to be in danger;
  • requesting the discontinuance of utilities or services provided by public or private concerns, i.e. hydro, water, gas;
  • mobilizing the Board’s Traumatic Events Response Team;
  • requesting the assistance of the Spiritual Animator;
  • determining if the location and composition of the System Emergency Response Team is appropriate under the circumstances and adding additional staff resources as necessary;
  • advising the Director of Education as to whether the declaration of a Level 3 emergency is recommended;

The responsibilities of the System Emergency Response Team generally include:

  • mobilizing the Board’s emergency services and equipment;
  • assisting site staff and first responders (police/fire/EMS) with the evacuation of students and staff considered to be in danger;
  • requesting the discontinuance of utilities or services provided by public or private concerns, i.e. hydro, water, gas;
  • mobilizing the Board’s Traumatic Events Response Team;
  • requesting the assistance of the Spiritual Animator;
  • determining if the location and composition of the System Emergency Response Team is appropriate under the circumstances and adding additional staff resources as necessary;
  • advising the Director of Education as to whether the declaration of a Level 3 emergency is recommended;
  • designating any area of the Board as an “emergency area”;
  • arranging for services and equipment from local agencies not under the Board’s control, i.e. private contractors, volunteer agencies, service clubs, churches;
  • notifying or requesting assistance from and/or liaising with various levels of government and any public or private agencies as considered necessary;
  • determining if additional transportation is required for evacuation or transportation of persons and/or supplies;
  • ensuring that pertinent information regarding the emergency is available for dissemination to the media and public;
  • authorizing an expenditure of monies required to deal with the situation;
  • maintaining a log providing a timeline of decisions made and actions taken;
  • participating in the operational debriefing following the emergency;
  • providing required support for all on-site emergency workers/responders during and after the incident, including providing group crisis interventions as needed.

The general responsibilities of the WCDSB Senior Administration are described in the WCDSB Organizational Chart (www.wcdsb.ca/about-us/senior-admin/)

The Director of Education is responsible for:

  • alerting the Waterloo Catholic District School Board System Emergency Response Team of a potential Level 3 emergency and passing on information as required;
  • directing that the Board’s System Emergency Response Plan be implemented;
  • informing the Board of Trustees and other officials (see 9.02) if a Level 3 emergency exists;
  • determining the provision of any school (as appropriate and available) for use as an evacuation center under relevant municipal emergency plans;
  • contacting legal counsel if necessary.

The Chief Managing Officer — as the Director’s designate — will coordinate activities and communications within the Emergency Operations Centre. Responsibilities include, but are not limited to:

  • providing the Director of Education with reports on the emergency situation and any other pertinent information at regular intervals or as requested;
  • ongoing contact and coordination with local municipal officials, local emergency services personnel, public health authorities, and the coterminous English and French school boards / independent schools;
  • ongoing contact with media and serving as a public spokesperson as required;
  • coordinating and prioritizing the flow of messages between the Communication Centre and the System Emergency Response Team and other appropriate groups or locations;
  • maintenance of a chronological log of significant communications and events;
  • maintenance of a situation or status board;
  • maintenance of a map(s) containing vital information relative to the emergency; and
  • maintenance of hard copy versions of local municipal emergency plans and WCDSB secondary school lock-down procedure plans.

The Chief Financial Officer (and/or Senior Manager of Finance and/or Senior Manager of Facility Services and/or Manager: Supply & Administrative Services as appropriate) is responsible for:

  • the provision of information and advice on financial matters as they relate to the emergency and the capabilities of the Board;
  • liaising, if necessary, with the treasurer(s) of the affected municipality(s);
  • ensuring that records of expenses are maintained for future claim purposes;
  • setting up the necessary mechanisms for receiving, adjusting and paying claims for interim financial assistance or final emergency relief funding;
  • working with insurance providers;
  • liaising with public utilities to disconnect any service representing a hazard and/or to arrange for the provision of alternate services or functions;

The Superintendent(s) of Schools of the affected school(s) is/are responsible for:

  • providing the System Emergency Response Team with information on the status of the school, staff and students;
  • liaising with the principal(s) within the affected school(s);
  • serving as a spokesperson on the emergency situation if required.

The Superintendent of Human Resources is responsible for:

  • providing staff contact lists as required;
  • in conjunction with the Chief Managing Officer, coordinating offers of, and appeals for, volunteers;
  • selecting the most appropriate site(s) for the registration of human resources;
  • ensuring records of human resources and administrative detail, that may involve financial liability, are completed;
  • liaising with bargaining units, Ministry of Labour, etc.

The STSWR Designate is responsible for:

  • coordinating the acquisition, distribution, and scheduling of various modes of transportation as required;
  • liaising with Municipal/Regional Transportation Coordinators, if required;
  • ensuring that a record is maintained of drivers and operators involved.

The Chief Information Officer is responsible for:

  • providing personal student/staff information as necessary via available data platforms;
  • ensuring the security and functionality of the Board’s information technology resources;
  • providing additional IT resources (computers, etc.) as required;
  • developing a data recovery plan in the event the Board’s data systems are damaged or destroyed;
  • coordinating web services (including backup personnel) in consultation with the Web Developer and Chief Managing Officer.

The Safety Officer is responsible for:

  • advising the System Emergency Response Team of emerging health and safety issues resulting from the emergency situation and recommending appropriate responses;
  • immediately following a situation, ensuring the safety of board facilities (e.g. air quality testing, safe handling of toxic materials, etc.);
  • ensuring first aid and fire safety resources are readily accessible and in working order at all Board facilities.
  • mobilize and lead the Compassionate Care Response Team at the request of the System Emergency Response Team;
  • advise the System Emergency Response Team on issues regarding the psychological health and wellbeing of incident victims, witnesses, staff responders, etc., – including issues involving children in need of protection.
  • advise the System Emergency Response Team on issues regarding the spiritual health and wellbeing of incident victims, witnesses, staff responders, etc.