Safety Measures Instructions to Schools during Cyclon PHETHAI Rc 793

File No.ESE02-30/84/2018-A&I -CSE Rc. No. 793/A&I/2018 Dated:14-12-2018 School Education - PHETHAI Cyclone in Bay of Bengal – Coastal Districts will be affected by the Cyclone – Standard Operating Procedures (SOP) relating to Safety measures and food arrangements to be made at schools located in areas anticipated to be effected by disaster due to deep depression in Bay of Bangal - Precautionary measures - Certain instructions - Issued.

Safety Measures Instructions to Schools during Cyclon PHETHAI Rc 793

1. Teleconference/s of Hon'ble Chief Minister
2. India Meteorological Department Bulletin, dated: 13-12-2018
3. Observations at field level.
  1. The attention of the Regional Joint Director of School Education, Kakinada & Guntur / District Educational Officers of the Coastal Districts especially DEO, East Godavari, West Godavari, Krishna & Guntur and Project Officers, SSA, Coastal Districts is drawn to the above references. You are aware that the current PHETHAI Cyclone in the Bay of Bengal which is at present located at 1210 KM South East of Machilipatnam, Andhra Pradesh. 
  2. As directed by the Hon'ble Chief Minister of Andhra Pradesh there is an immediate and dire need to take pre-cautionary measures for the safety of the people especially school children. Urgent action may be taken on priority basis on the following issues – 

  • 1. The District and Mandal School Education Team shall function under the leadership of the District Collector and the District Disaster Management Team 
  • 2. A Mandal Team should be constituted comprising of the concerned Dy.E.O, MEO and one Senior Head Master in the Mandal to observe the disaster situation from time to time be it Cyclone, Heavy Rainfall, Floods, Heatwave, etc. Necessary instructions should be issued to the school Head Masters to ensure safety of the students. 
  • 3. All students should be shifted to the safest Pucca Buildings in the schools before affecting the Cyclone in the concerned areas. 
  • 4. Do not conduct any classes in dilapidated buildings, where heavy rainfall in their respective districts due to effect of the Cyclone. 
  • 5. Safe Drinking water should be provided to all students. 
  • 6. Necessary medical kits should be kept ready in the schools in consultation with the Medical & Health Department. 
  • 7. Hot and hygienic food is to be served to the students 
  • 8. Maximum precautionary measures are to be taken for protecting plants and trees, which are located in the School Premises, and children from potential falling of big trees and resultant damage. 
  • 9. PO, SSA, shall ensure that 4-wheel vehicles are to be arranged to each of the Mandal teams in Cyclone affected areas in their respective districts in coordination with the district administration for overseeing the safety of the children and schools.
  • 10. Ensure that the children are aware of areas, where water has receded and school buildings are in dilapidated condition. 11.Extend full cooperation to the District Administration for preparation and serving of Mid Day Meals in the school premises to disaster affected people through school Mid-day-Meal Kitchens. 
  • All the concerned School Education officers and staff are instructed to follow the attached Standard Operating Procedure (SOP) and take necessary action for ensuring School Safety & Disaster Management and provision of Mid Day (and night meals, if any) as required and directed by the District Relief administration. 
  • Action shall be taken to utilise the regular Assembly session or by convening a special Assembly session to read out and communicate the Standard Operating Procedure to all the Teachers and Students. 

  • 1. Creating awareness on the disaster among students, teachers, SMC / SMDC members. 
  • 2. Disseminating the control room numbers declared by the authorities 
  • 3. Avoiding the conduct of classes in the class rooms which are in poor / dilapidated condition and in open area under the trees. 
  • 4. Declaring holidays to schools according to the local conditions. 
  • 5. Keeping close contact with the District administrations 
  • 6. Providing alternate accommodation to conduct the classes 
  • 7. Vacating the school building which are in poor / dilapidated condition. 
  • 8. Removing the trees which are in poor condition and about to fall in the premises of the school 
  • 9. Keeping the school generator, if any, in good working condition 
  • 10.Relocating computers, projectors and laptops, lab equipment to safer places / buildings / rooms. 
During the Disaster:
1. To ensure that all the Educational institutions closed during the disaster.
2. To allot the school building which are in good conditions as relief shelters.
3. To keep in close touch with the relief officer allotted to that particular area.
4. Utilizing the services of the NCC, NSS and Scouts & Guides team under proper supervision.
5. Seeking support from the State Disaster Relief Force (SDRF)/National Disaster Relief Force (NDRF)/Fire Department/Army based teams
6. Reporting the situation to the authorities.
7. Providing hot meal to the disaster affected people in a safe and comfortable area duly utilizing the food grains allocated to the Mid Day Meal programme and additional food grains obtained from the concerned Revenue authorities and civil supplies department. 
8. Seeking the support from Medical Department to provide first aid to the refugees.
9. Alerting the members of School Management Committees (SMCs)/ School Management Development Committees (SMDCs) for taking necessary and immediate steps to control the damage in respect of school buildings / premises.
10.Switching off all the electricity connections in the school.

Post Disaster
  • 1. School Headmaster and teachers shall report back to the School, immediately after the disaster strikes, even if the school is on holidays. 
  • 2. Report the immediate damage caused by the disaster and untoward incidents about loss of life, the authorities without any delay. 
  • 3. Cleaning the premises of the school and school buildings with the support of the teams. 
  • 4. Creating awareness on safety precautions to be taken in respect of creatures, snakes etc., found post disaster in the school premises as part of the relief works 
  • 5. Sensitizing the students and parents on continuous alerts of the post disaster. 
  • 6. Providing accommodation in the schools as shelters for the refugees. 
  • 7. Providing food to the refugees from the Mid Day Meal 
  • 8. Organizing health camp to prevent / cure the diseases occurred during the disaster and post disaster. 
  • 9. Estimating the loss / damage to the schools with the help of relief teams and preparing budget estimates. 
  • 10.Utilizing the services of National Cadet Corps (NCC), National Social Services (NSS), Bharat Scouts and Guides (BSG) in relief works. 
  • 11.Preparing action plan for taking immediate repairs and reconstructing the damaged schools 
  • 12.Cleaning up of the drinking water tanks / resources with bleaching and other support in consultation with the Health Department. 
  • 13.Removing debris, trees in the schools compound in coordination with the District Collector, SDRF, and Fire Department. 

  • 1. Creating awareness on the disaster among students, teachers, School Management Committees (SMC) / School Management & Development Committees (SMDC) members of the identified school as well as mapped schools. 
  • 2. Pooling the food grains from the mapped schools to the identified school. 
  • 2. Placing the additional indent for food grains as per the estimates. 
  • 4. Coordinating with the dealer of Fair Price Shop for procuring additional food grains. 
  • 5. Keeping additional LPG Cylinders in the school 
  • 6. Keeping close contact with the District authorities. 
  • 7. Awareness and sensitizing to Cook Cum Helpers of MDM agencies. 
  • 8. Keep a cash advance of atleast Rs. 10,000 to Rs. 15,000 with the school Headmaster / Principal to help in procuring vegetables & immediate needs for meals preparation and cleaning the debries. 
During the Disaster:
  • 1. Ensuring all the Educational institutions closed during the disaster. 
  • 2. Handing over the identified school building as relief shelter to the authorities. 
  • 2. Procuring the utensils, food grains from the mapped schools. 
  • 4. Coordinating with the authorities for procurement of additional LPG Cylinders and additional food grains. 
  • 5. Utilizing the services of the teachers, MDM agencies for serving the meal. 
  • 6. Utilizing the services of the NCC, NSS and Scouts & Guides team under proper supervision. 
  • 7. Providing hot meal in a safe and comfortable area. 
  • 8. Alerting the members of SMCs / SMDCs for support in relief. 
Post Disaster
  • 1. Ensuring that sufficient food grains and LPG cylinders to provide meal. 
  • 2. Ensuring meal is cooked in hygienic conditions and served in hot. 
  • 3. Continuing the services of the MDM agencies and teachers until the relief works is completed. 
  • 4. A detailed report on providing Mid Day Meal to the authorities. 
  • 5. Accountability for the food grains supplied additionally. 
Therefore, the Regional Joint Director of School Education, Kakinada & Guntur, all District Educational Officers of the Coastal Districts especially and Project Officers, SSA, are requested to be in constant touch with the concerned District Collectors / District Administration on the disaster situation in the district. All pre-cautionary measures should be taken for the safety of the people especially school children as per the Standard Operating Procedure on School Safety and Disaster Management.