At The Masterpiece Academy, the safety and well-being of our students and staff are our highest priorities. Our comprehensive Safety and Emergency Preparedness Plan ensures a secure learning environment for our afterschool programs in Loudoun and Fairfax counties, Virginia. This plan complies with federal, state, and local regulations, aligning with the Loudoun County Public Schools (LCPS) and Fairfax County Public Schools (FCPS) closure and delay policies to ensure consistency and safety during inclement weather or emergencies.

1. Compliance with School Closings and Delays

Our headquarters are located in both Loudoun and Fairfax counties. Therefore, we follow the school closing and delay decisions of LCPS and FCPS to maintain student safety and ensure consistency in emergency response.

2. Certified and Background-Checked Staff

• All instructors, whether paid or volunteer, undergo a National Criminal Background Check and Child Protective Services (CPS) Central Registry Check before working with participants.
• Every instructor holds valid CPR and First Aid certifications, ensuring preparedness for medical emergencies.

3. Emergency Preparedness Plan

Our program strictly adheres to Virginia state regulations (8VAC20-780-550) and has an updated emergency preparedness plan covering:

• Medical Emergencies: Immediate response protocols, including CPR, first aid, and emergency medical service (EMS) coordination.
• Severe Weather and Natural Disasters: Shelter-in-place, lockdown, and evacuation procedures.
• Fire Drills and Evacuations: Monthly drills, staff training, and safety audits.
• Review and Compliance: The emergency plan is reviewed regularly to ensure alignment with best practices and local regulations.

4. Secure Check-In/Out Procedures

To maintain security, we implement strict check-in and check-out protocols:

• Parents or guardians must sign in and sign out their children at each session.
• Unauthorized access is strictly prohibited and monitored to ensure the safety of all participants.

5. Emergency Contacts and Incident Reporting

• A confidential database of participant emergency contacts is maintained securely and is readily accessible to authorized instructors.
• All safety incidents are documented and reported following established guidelines to ensure transparency and accountability.

6. Facility Safety Assessments

• Regular safety inspections are conducted to identify and mitigate potential hazards.
• All instructors must adhere to facility-specific safety protocols to ensure a hazard-free learning environment.

7. Training and Drills

Our staff and students participate in routine training and emergency drills:

• Staff Training: Instructors undergo training in emergency preparedness, response planning, and medical first aid, per 8VAC20-780-245.
• Evacuation Drills: Monthly drills to practice building evacuations, emergency alerts, and resident safety procedures, as required by 12VAC35-46-1110.

8. Quality and Compliance Monitoring

To ensure strict adherence to all safety measures:

• Instructors who violate safety policies are subject to immediate removal as per contractual obligations.

9. Coordination with Local Authorities

Our emergency preparedness strategy includes collaboration with local emergency services, such as:

• Fire and rescue services, law enforcement, emergency medical services, poison control, and health departments.
• Continuous consultations with local and state authorities to refine emergency procedures.

10. Parent Communication

• Immediate notification systems: Parents are informed via phone calls, emails, and text alerts during emergencies.
• Reunification procedures: Clearly defined protocols to reunite children with their parents or authorized guardians in a safe and orderly manner.

11. Continuous Improvement

We are committed to enhancing our safety measures through continuous improvement:

• Annual safety reviews: Our emergency preparedness plan is reviewed yearly, incorporating feedback and best practices.
• Stakeholder involvement: We actively seek input from staff, parents, and local authorities to refine our protocols.

By implementing and maintaining these comprehensive safety and emergency preparedness protocols, The Masterpiece Academy ensures a secure and well-prepared environment for all students and staff in our afterschool programs.