Emergency Preparedness Planning and Putting It All Together

Why Every Child Care Setting Needs a Written Emergency Plan

An emergency can happen at any time — a fire alarm, a tornado warning, a child who cannot be located, or a sudden medical crisis. When adults know exactly what to do before an emergency occurs, they protect children's lives. State child care licensing agencies require written emergency-preparedness plans, and the Child Development Associate (CDA) credential expects candidates to understand safe environments and emergency procedures. A good plan does not sit in a drawer; it is practiced, posted, and updated regularly.

The Four Core Emergency Types

Fire and Evacuation

Every child care facility must have a written evacuation plan that includes a clear floor-plan sketch showing all exits, designated assembly areas away from the building, and the route each group of children will take. Staff must know which adult leads children out and which adult does a final sweep to confirm no one remains inside. A printed attendance roster or a card system travels with the group so every child is counted immediately at the assembly point. Local fire codes typically require evacuation drills at a minimum frequency set by the state — check your state's licensing rules for the exact schedule.

Severe Weather and Shelter-in-Place

Severe weather (tornado, severe thunderstorm, or similar hazard) requires moving children to an interior room or hallway away from windows. The plan must name the specific shelter area for each part of the building and describe how staff will move infants, toddlers, or children with mobility needs safely and quickly. A battery-powered or hand-crank weather radio, kept charged and accessible, provides alerts when power fails.

Missing Child

A missing-child procedure must describe how staff immediately verify a child's absence (attendance check), who searches the building and grounds, who contacts the director or supervisor, and at what point law enforcement is called. Time matters: most licensing standards expect a call to 911 to happen very quickly after a child cannot be located. The plan must also address how and when the family is notified.

Medical Emergency

A medical emergency plan covers steps for a child who stops breathing, has a severe allergic reaction, or is injured. It identifies who calls 911, who begins CPR or first aid (staff must hold current certification), where the first aid kit and any child-specific medications (such as prescribed epinephrine auto-injectors) are stored, and how the child's emergency contact is reached. A written list of each child's medical alerts, kept confidential but accessible to staff, is essential.

Key Elements Every Plan Must Include

• Assigned staff roles — Every emergency procedure must name a role (e.g., Lead Teacher, Floater, Director) rather than a specific person's name, so the plan works regardless of who is on shift.
• Child accountability method — A consistent method such as name-to-face check against a daily attendance sheet, used both during the emergency and immediately after, prevents children from being overlooked.
• Family-notification chain — The plan must document who contacts families, through what method (phone, app, posted notice), in what order, and what information will be shared. Families should receive factual, calm communication as soon as it is safe to do so.
• Supply list — A portable emergency kit might include a first aid kit, bottled water, snacks, copies of children's emergency contact and medical information, a flashlight, and a charged backup phone. Check and restock supplies on a regular schedule.
• Posting and practice — Post evacuation maps near each exit. Conduct drills so children and staff develop muscle memory. Document every drill with date, time, number of children present, and any problems noted.

Aligning Your Plan with Head Start and Licensing Standards

Head Start Performance Standards and most state licensing regulations share common requirements: written plans for multiple emergency types, staff roles defined, family-notification procedures in place, and regular drills. When you write your plan, use a state-generic licensing reference as a checklist to confirm you have not left out any required element. Your plan should be reviewed and updated at least once a year and whenever staffing, building layout, or child enrollment changes significantly.

Safety Reminders While Drafting Your Plan

• Never block exits with furniture, stored supplies, or equipment — this applies every day, not just during drills.
• Ensure first aid kits are stocked and within expiration dates.
• Know the location of the building's fire extinguishers and how to operate them (PASS: Pull, Aim, Squeeze, Sweep), but only attempt to fight a very small, contained fire — when in doubt, evacuate.
• Store hazardous cleaning products locked and out of children's reach at all times.
• Children with special health care needs or disabilities require individual emergency planning steps built into the overall plan.

Using the Rubric to Evaluate Plans

The rubric for this lesson checks: (1) all four emergency types addressed, (2) staff roles named for each procedure, (3) child accountability method described, (4) family-notification chain documented, (5) supply list included, (6) floor-plan sketch present for evacuation, and (7) no critical safety omission (such as forgetting to call 911 in a medical emergency). Use the same rubric when peer-reviewing a classmate's plan — specific, written feedback helps both of you produce a stronger final document.