Part 10.1 Telephone Service

Ontario Regulation 137/15 s. 67

Intent

Section 67 is in place to ensure that licensees/staff can quickly call for emergency assistance and to make sure there is a way to communicate with parents and other resources.

Clarifying guidance

Where no land-line telephone service is available in a child care centre, an alternative means of obtaining emergency assistance (for example, a wireless/mobile cellphone) is necessary to ensure prompt aid can be requested in the event of an emergency.

If children are going off the-premises (for example, on a field trip), staff should have a means of contacting the licensee/centre, parents and emergency services while they are away from the child care premises (for example, a working cell phone).

Cross-reference: the regulation has requirements about having available certain contact information. See section 69 of the regulation.

Compliance Indicators

  • There is a working telephone service or an alternative means that is accessible to staff at all times that can be used to obtain emergency assistance.

Note: Telephone service includes cell phone service.

Part 10.2 Fire Safety/Evacuation Procedures and Drills

Ontario Regulation 137/15 s. 68

Intent

Section 68 is in place to ensure that staff know who is going to do what in the event there is a fire at or near the child care centre. Doing mock evacuations (drills) helps staff to get familiar with what needs to happen. This practice helps increase staff’s ability to evacuate quickly and builds their confidence that they can respond appropriately when necessary.

Doing fire drills also helps make sure children know what they need to do during an evacuation.

A designated place of shelter provides a place off-site where children and staff can be accounted for and temporary care and supervision can be provided, until it is safe to go back to the child care centre or until children can be picked up.

Clarifying guidance

The licensee must develop written procedures with respect to fire safety/evacuation. Procedures that assign specific duties to every staff member, student and volunteer in the case of a fire must be prepared; each room occupied by children in a child care centre requires its own procedure applicable to any time of the day.

Licensees must contact their local fire service for advice in establishing fire drill procedures acceptable to their local fire chiefs. Fire service staff can also suggest an acceptable time limit for evacuation of the building.

Each First Nation or municipality may impose further requirements related to fire safety. Licensees should check with their local fire service for additional information.

Child care centres and licensees must also comply with the Ontario Regulation 213/07 (Fire Code) (referred to as the Fire Code), made under the Fire Protection and Prevention Act, 1997.  

Important information: under the Fire Code, child care centres are called day nurseries.

Cross-references:

Licensees must implement and ensure that the written policies and procedures relating to fire safety/evacuation are implemented and are monitored for compliance and contraventions. See section 6.1 of the regulation

Section 12 of the regulation sets out that licensed child care programs in publicly-funded schools which only serve kindergarten students and older school children who attend that school, do not need to meet the same Fire Code requirements that apply to other child care centres. Instead, the rules in the Fire Code that apply to schools also apply to the child care program in the school; in other words, child care centres in schools have to do their own drills as often as schools are required to do them.
 

Licensed Child Care Before- and/or - After School Programs in Publicly-Funded Schools

Frequency and timing of fire drills

The rules for fire drills for before and after programs located in schools are slightly different than those for child care centres located in the community. These differences account for the fact that a student and are subject to fire drills during the school day. It is still necessary for before and after programs to conduct fire drills during their program hours, as children may be cared for in different classrooms, or use different exits and entrances in the before and after program.

The following rules only apply to before and after school child care programs that are located in schools and that care for children who are also students at the school:

  • during the fall term, hold at least three fire drills
  • during the spring term, hold at least three fire drills
  • during the summer term, hold at least three fire drills or hold one fire drill a month (whichever is less)

School boards are responsible for determining the start and end dates for fall, spring and summer terms. This information is usually available as part of the school year calendar available on the board’s website.

Flammable materials on walls and waste receptacles

The Fire Code has rules about how much of a centre’s wall can be covered in combustible materials and centres must have non-flammable waste receptacles (in other words, garbage cans). These rules are different depending on whether a centre is in a school or not:

  • for centres in schools that only serve children who are students/pupils of the school, the Fire Code rules for schools apply
  • for centres not in schools or centres in schools that serve children who are not students/pupils of the school, the Fire Code rules for “day nurseries” apply

Electric heating or air conditioning (A/C) units

Licensees and their staff are not to use any heating or A/C unit which would permit a child to insert a finger, toy or other object in it and contact the wiring. Clothing or paper should not be hung close to heating or A/C units to reduce the chance that they will catch fire.

Any heating or A/C units being used in a room/area of the centre where children may be present must be secured. The units’ electrical cords should be tied/taped down or otherwise inaccessible to children so that they do not pose a strangulation or tripping risk to children.

Cross-references:

There are requirements about where heating and other electrical equipment is stored. See paragraph 15(1)(6) of the regulation.

The regulation has requirements around record retention. See section 82.

Best practices

Fire Drills

Practising fire drills once a week until children and staff are familiar with the procedures helps to make sure everyone knows what to do. Once there’s been enough practice that everyone is familiar, the drills can happens monthly thereafter. When the children are able to respond promptly and correctly to the fire drill signal, it may be appropriate to teach an alternate exit route. The time limit for evacuation suggested by the fire department can be used as a goal during all practices. Drills should include evacuation from all areas including the sleep rooms, although not at sleep time. Practices should be held on different days of the week and at different hours of the day.

In advance of a fire emergency, it is recommended that the following occur:

  • when choosing a designated place of shelter, licensees should try to find one that would be appropriate to use year-round during the child care centre’s hours of operation and the number of children who attend the program. Examples of appropriate emergency locations include places of worship, community centres, libraries, shopping plazas, schools and other child care centres
  • the centre’s evacuation procedures identify the emergency shelter location
  • obtain written approval to use the designated place of shelter in the event of an emergency and update this written approval on an annual basis to ensure the facility is still available for use
  • advise parents, volunteers and students on an educational placement with the licensee of the designated place of shelter
  • establish a system to notify parents if an emergency occurs
  • select a fire alarm signal (one that makes sounds and lights up, as these are best for people who deaf or hard of hearing and people who are blind/low vision) not used for any other purpose, and operable only by adults
  • ensure that all staff are familiar with the operation of an alarm system where it is already installed in a multi-purpose building
  • teach the children an immediate response when an emergency signal is heard (for example, stand up and face the staff) and
  • choose a place in the room where the children will line up (for example, along the wall)

The person who discovers a fire should:

  • assist anyone in immediate danger
  • try to isolate any burning area by closing the door
  • sound the alarm and then
  • telephone the fire department (for centres in areas of the province not served by 911, the phone number should be clearly posted beside the telephone)

Other staff members should immediately undertake their responsibilities as outlined in the centre’s required written procedure. Different staff can have different responsibilities such as:

  • directing children to safety outside, with one adult leading, other adults placed throughout the group and one adult at the end
  • turning off stoves or other such appliances
  • retrieving medication
  • retrieving the emergency information and current attendance record. Checking the number of children against the attendance record. If parents arrive at the evacuation site before the attendance is taken, they must wait for attendance to be completed before the child is released to their care. Maintaining an up-to-date record is essential
  • searching the premises, if safe to do so, including washroom areas, closets and other hiding places for children, to ensure that all persons have left the building
  • closing all doors and ensuring that the building is locked after everyone has vacated it
  • if necessary, ordering and supervising evacuation to the designated place of shelter until parents are notified and arrive

Holidays, birthdays, commemorative days and more

Staff are to plan for potential emergency evacuation on occasions when large groups are present for parties and other special occasions. Staff are encouraged to also consider using the following when planning celebrations or special events:

  • use flameproof paper decorations and artificial decorative foliage, trees and more
  • use only approved low voltage electric light decorations and provide adult supervision whenever the lights are in use
  • do not use extension cords in areas that may be used as pathways for emergency exit or that may pose a tripping hazard. Real open flames such as candles cannot be used. LED flameless candles are a good alternative
  • make certain that any flammable material, such as paper wrappings and paper napkins, are removed promptly

Compliance Indicators

  • There is a written procedure approved by the local fire chief that specifies the duties of each member of staff in the event of fire and is available on premise for review at all times.
  • A written procedure is posted in a conspicuous place in all rooms used for the care of children that explains each individual’s responsibilities in the event of a fire.
  • A written record is kept of all fire drills, tests of the fire alarm system and tests of fire protection equipment.

And 
The written records reflect all fire drills and tests completed in the last 12 months.

  • The licensee confirms that all staff were instructed as to their responsibilities in the event of a fire prior to staff commencing employment.

And 
taff confirm their responsibilities, which align with the written procedures.

  • The licensee confirms that the emergency shelter location is available for use by the child care program during the centre’s hours of operation.

Or

There is a letter from the emergency shelter confirming that the location is available for use by the child care program during the centre's hours of operation.

  • There is a written record of fire drills that indicates that fire drills were conducted at least once a month.

Or 
For programs located in publicly-funded schools serving only kindergarten age or older children who are pupils of the school board:

There is a written record of fire drills that indicates that a total evacuation drill was conducted at least three times during each fall and spring term during the hours of the program.

And 
There is a written record that a total evacuation drill was conducted at least three times during the summer term or once a month during the summer term (whichever is less) during the hours of the program.

Part 10.3 Emergency Management

Ontario Regulation 137/15 s. 68.1

Intent

Similar to why section 68 is in place, section 68.1 is in place to ensure that staff know who is going to do what in the event of an emergency (other than a fire) and to make sure that there are plans in place to address things that may come up during an emergency.

A designated place of shelter provides a place off-site where children and staff can be accounted for and temporary care and supervision can be given if the child care centre can’t be used for some time.

Clause 68.1(2)(g) is in place so that, following an emergency, licensees have a plan to quickly get back to normal operations and to make sure the well-being and mental health of those who were present during the emergency are supported.

Clarifying guidance

Cross-references:

Licensees must implement and ensure that the written policies and procedures relating to fire safety/evacuation are implemented and are monitored for compliance and contraventions. See section 6.1 of the regulation.

The regulation requires that licensees have a parent handbook and that certain things must be in the parent handbook, including the licensee’s written policies and procedures about emergency management. See clause 45(1)(d) of the regulation.
 

Best practices

In developing the written policies and procedures regarding the management of emergencies, the licensee may wish to take into consideration different types of emergency situations and how they would be addressed (for example, different things may need to happen depending on whether there is a flood, intruder, lockdown, snowstorm forcing individuals to stay onsite and more).

Addressing the following questions can help licensees to think about what should be included in their emergency management policies and procedures.

Around staff responsibilities:

  • what would be the roles and responsibilities of the staff?
  • who would be responsible for:
    • taking the children’s attendance?
    • taking the children’s emergency contact information?
    • conducting a walk-through of the centre to ensure everyone has evacuated?
    • taking the children’s medication when exiting the premises?
    • communicating information to parents? Will the communication with parents be done by telephone, email or text? What information will be included when communication to parents goes out and when will parents be informed?
    • contacting local emergency response?
    • debriefing staff, children and parents after an emergency?

Additional questions to consider:

  • what additional supports would be required for those with special medical needs? How would the supports assist in the evacuation of individuals requiring additional support?
  • does the off-site meeting place share the same business hours as the centre?
  • what steps would be taken to ensure there is appropriate supervision of children?
  • what situations would be deemed as requiring contact be made with emergency response personnel?
  • what would the required debriefing look like?
  • who would determine how and when to resume operations?
  • how would information regarding the resuming of operations be provided to staff and families?
  • what supports would be brought in to assist individuals experiencing distress during and emergency?

For child care centres in schools

For centres located in schools, where the licensee has chosen to adopt the school’s emergency policies and procedures (as allowed by subsection 68.1(3)), it is best practice that a copy of the school’s current policies and procedures around emergency management be kept at the child care centre on-site and/or emailed to all staff, volunteers and students, so that they can familiarize themselves with what is supposed to happen in the event of an emergency. In cases where the child care program operates outside of regular school hours, licensees should ensure they are aware of any adaptations that may be required to emergency response procedures when school staff are not present on the premises.

Licensees of centres in schools should speak with the principal to make arrangements to have child care centre staff included in training and drills (other than those related to fires), where possible and appropriate.

Compliance Indicators

  • The licensee has developed a written emergency management policies and procedures.

Or 
The licensee has adopted and completed all customizable areas of the standard policy provided by the Ministry.

Or
Where the child care centre is located in a publicly funded school:

  • The licensee has verbally confirmed that the child care centre has adopted and is using the school’s emergency management policies and procedure.

Or 
Where the child care centre is required to have a plan:

The plan address the same matters as described in subsection (2).

  • Where the licensee has developed the written policy and procedure, it includes the roles and responsibilities of staff in case of an emergency
  • Where the licensee has developed the written policy and procedure, it includes the requirement for additional support, including consideration of special medical needs, be provided in respect of any child or adult who needs it in case of an emergency
  • Where the licensee has developed the written policy and procedure, it identifies the location of a safe and appropriate off-site meeting place, in case of evacuation
  • Where the licensee has developed the written policy and procedure, it includes the procedures that will be followed to ensure children’s safety and maintain appropriate levels of supervision
  • Where the licensee has developed the written policy and procedure, it includes requirements regarding communications with parents
  • Where the licensee has developed the written policy and procedure, it includes the requirements regarding contacting appropriate local emergency response agencies
  • Where the licensee has developed the written policy and procedure, it addresses recovery from an emergency, including:
    • requiring that staff, children and parents be debriefed after the emergency and
    • setting out how to resume normal operations of the child care centre and
    • setting out how to support children and staff who may have experienced distress during the emergency

Part 10.4 Emergency Contact Information

Ontario Regulation 137/15 s. 69 and 70

Intent

Section 69 and subsection 70(1) are in place as part of emergency planning/management; having important contact information readily available allows for quick contact with parents and emergency services.

Subsection 70(2) is in place to address situations where an evacuation or other emergency would prevent staff from taking children’s records with them. Basic information about a child who needs extra support because of something like a medical condition must be available and accessible in an emergency situation. Special medical and additional information includes allergies and any other information that would be necessary to provide care and supervision at the designated place of shelter, if required.

Clarifying guidance

The requirements in sections 69 and 70 can be met by having the required information in a digital format. If a licensee chooses to only have the required information in electronic form, they must make sure that the information is accessible to staff and to ministry officials. If documents are password protected, licensees must have a system for making sure people know what the current password is.

If a licensee chooses to only have electronic documents of the records that the regulation requires, it does not need to have something like a filing cabinet to store physical records. If a licensee has a mix of both electronic and paper records, then a dedicated space such as a filing cabinet is required. Filing cabinets should be locked if they store personal information or personal health information.

Cross-references:

The regulation says, “unless otherwise specified in this Regulation, any record, report or other document required under this Regulation, or any other regulation made under the Act, may be made or kept in either a hard copy or electronic format”. See subsection 82(2).

The regulation has requirements around having somewhere to store hard copies of records (if required where the licensee’s records are not electronic). See paragraph 15(1)(4).

Best practices

If there is an emergency in the child care centre that requires emergency responders to come to the centre, whoever is making the call to the emergency services needs to know the physical address of the child care centre.

At their orientation, new staff, volunteers and students should be given the full physical address of the centre and licensees may consider posting their centre’s physical address somewhere in the centre where everyone can see it.

Compliance Indicators

  • Where the child care centre does not have access to a 9-1-1 call centre, the emergency contact list includes phone numbers for emergency services and the nearest poison control

And 
Where applicable, staff provide the location of the emergency contact list and confirm that it is accessible to staff at all times.

  • There are emergency records readily accessible for all children in care that include:
    • a telephone number of at least one parent
    • a telephone number for an alternate emergency contact or notation indicating that the parents are the only contact
    • where applicable, special medical or additional information provided by parents, including any allergies or known medical conditions
  • The licensee confirms that children's emergency records are up-to-date.