1. After School Hours
Use of Facilities Training
Presenters:
Russ Randazzo, Director of School Facilities, and Operations
Craig S. Tupot, Director of Safety and Security
Baldwin Union Free School District

2. Let’s look at two different scenarios:
Number 1
• It is 9:00 am during a school day.
• School occupants are students and staff.
• The fire alarm sounds.
• There is no odor of smoke and no visible signs of
fire.
• Students and staff immediately evacuate the
school using a planned route.
• They report to a pre-determined location outside
the school and await instruction.
• Administration and support staff report to a
command center.
• Immediately all are accounted for.
• Fire Department arrives at the command center.
• Advised that all are accounted for and the
location of problem.

3. Number 2
• It is 8:00 pm on a Thursday night.
• School occupants are a Girl Scout group of 20 supervised by an
adult whose children go to a private school; an Adult
Education class made up of senior citizens; and an adult
basketball league.
• The fire alarm sounds.
• There is no odor of smoke and no visible signs of fire.
• The Girl Scouts tell their leader they have to leave the school.
They are a little confused, but find their way out.
• The Adult Ed class debates what to do for a few minutes, then
decide to leave and, not knowing the best way out, take the
long way and stay by the exterior doors.
• The basketball players are in the middle of a good game and
decide to ignore the alarm and continue playing. The custodian
sticks his head in the gym and yells “you have to leave the
building.” The players respond “we’re coming” but never leave.
• The Fire Department arrives and finds the custodians outside,
having only a rough idea of who left the building and where
they are.

4. Why did things go so well in Scenario #1?
• Schools conduct 12 drills per year
• Students are trained since Kindergarten
• Occupants know their surroundings
• Occupants know the distinct sound of the fire
alarm
• Good adult supervision
• Fire Department knows who the Incident
Commander is (bright vest)
• Fire Department participates in various drills

5. Why did things go so wrong in Scenario #2?
• No drills and no training for any of these groups and the night
custodians never participate in drills.
• Occupants typically do not know the surroundings. They only
know the way out is the way they came in.
• Group leaders have no way of accounting for their participants.
• Group leaders have no idea of the quickest way out.
• Adults typically ignore fire alarms, especially when they smell
no smoke and see no fire, i.e., when in malls, hotels and movie
theaters.
• Some are confused by the sound of a fire alarm as it is not the
bell tone we all remember from when we were kids.
• Group leaders have no idea of what to do, where or what a
command center is, and what to expect when the Fire
Department arrives.

6. It is pretty amazing we have five year olds
who know what to do and yet adults
typically ignore or take their time reacting to
a fire alarm.
This is just one example of what can go
wrong after school hours in your school
buildings. During our presentation we will
discuss this and other cases of after-hour
groups using our schools and really not
understanding what is expected of them
while they are in our house.

7. We have trained over 800 people from over
75 different groups since 2005. They each
go through a 45-minute training session,
and upon completion receive a certificate
that is good for five years. In order to
receive a Use of Facilities Permit, the group
leader must have taken and completed this
course. This is part of our Board-approved
policy for use of facilities after hours.

8. The Baldwin Fire Department has
conducted numerous drills in the
Baldwin School Community for the
past 25 years.
One example is Operation SPEED
(School Proper Emergency
Evacuation Drill)

9. The Baldwin School District, in
conjunction with the Baldwin Fire
Department Chief’s Office and the
Bureau of Fire Inspection and
Prevention, for the reasons of testing
and enhancing the Emergency
Evacuation Protocol, will implement an
incident Command System Drill
(SPEED).

10. In today’s world, educators are faced
with concerns never dreamed of a
few years ago:
 Terrorism
 School shootings
 Anthrax
 Hostage situations
 Hazardous materials

11. The SPEED Drill is a full-blown incident
response that tests the reaction of the
school district, the fire department and the
police department.
Some examples of our drills include:
 Mass casualty
 Fire
 Hazardous chemical release
 Oil spill
 Plane crash
 Noxious odor

12. Use of Facilities
Course Outline
Part I

13. Escape Route
Group supervisors must announce, at
the beginning of the first session, the
directions on how to evacuate the
building in case of an emergency.

14. How to Apply
An “Application for Use of School
Facilities or Grounds” may be
obtained in the Principal’s office at
each of the District’s nine schools and
in the Office of Facilities located at the
District Office. All requests should be
made a minimum of 15 days in
advance of the planned event.

15. I.A.Q.
The District has an Indoor Air Quality
Policy in place and the use of certain
cleaning, paint, and related chemicals
are prohibited. Should you have any
concerns, please report them to the
custodian on duty.

16. I.P.M.
The District has an Integrated Pest
Management program in place which
restricts the use of all pesticides.
Under no circumstances are
refreshments to be sold or served
unless written permission has been
granted.

17. Smoking/Alcohol
Smoking and the consumption of
alcohol on school property are strictly
forbidden. There are no exceptions.

18. Parking
All persons using school facilities are
expected to park in marked stalls only.
All posted speed limits and parking
rules are to be followed. Failure to do
so may result in tickets issued by the
Nassau County Police Department.
Please be courteous to our neighbors
and follow all parking regulations.
There is no parking or driving on
unpaved areas.

19. Cancellations
When school is closed due to inclement
weather or an emergency, your activity is
also cancelled. It is your responsibility to
contact your participants of such
cancellation. Also, if you cancel your
activity, you must provide 24-hour notice to
the main office of the school involved.
School activities will take precedence over
all requests. Permits may be cancelled at
any time for this purpose.

20. Kitchen
Should you request use of a school
kitchen, a member of the cafeteria
staff must be on duty (with your group)
during such time. All costs will be
charged to your group.

21. Security
The District may deem it necessary to
assign school security staff to your
event. If deemed necessary, all costs
will be charged to your group.

22. Police/Fire Departments
If, for any reason, you find it
necessary to contact the police or fire
departments, you are to notify the
Facilities Department at (516) 377-
9312 as soon as possible and Summit
Security at (516) 850-0484.

23. Insurance
Your group must have appropriate
insurance coverage prior to use of
school facilities.

24. A.E.D.s
At least one Automated External
Defibrillator is placed in each school
building. Appropriately trained staff is
on duty during your function. If you
require use of this medical equipment,
contact the nearest school employee
on duty.

25. Evacuation
It is the responsibility of the group
leader to inform all participants on the
emergency escape route out of the
area your group is in. Please see the
custodian on duty for exact escape
routes prior to the start of your
function.

26. Residency
Baldwin residents must represent fifty
percent or more of the group’s
enrollment. A Baldwin resident must
make requests for use of school
grounds and/or facilities.

27. Raffles
Games of chance and the selling of
chances will not be permitted.

28. Supervision
It will be the responsibility of the group
leader to make sure all participants
behave appropriately. Lack of
supervision may result in revocation of
the group’s permit to use the grounds
and/or facilities.

29. Permit
When using school facilities/grounds,
the group leader must carry a copy of
the “Use of Facilities” permit. Any
staff member may request to view this
permit at any time.

30. School Personnel
All school personnel are issued I.D.
cards and carry these cards while
working. You may ask to view these
cards when on school grounds.

31. Gym Folding Doors
Only properly trained staff are allowed
to operate electrically operated folding
doors. Under no circumstances are
you to attempt to operate these
devices.

32. B.B.Q./Open Flames
Under NO circumstances are
barbeques to be used on school
grounds. Also, no open flames inside
the school are allowed, e.g. candles,
sternos, etc.

33. Fields
When using school fields, the school
buildings are not open for use of
bathrooms.

34. Course Requirements
You (the group leader) will be
responsible to attach a copy of your
Certificate of Completion to all future
Use of Facility Applications. Use of
Facility Applications will not be accepted
without a Certificate of Completion
attached.

35. Dogs
Dogs are not allowed in a school
building or on school grounds,
regardless if they are leashed or not.
Exceptions include dogs used to aide
disabled individuals as defined by the
NYS Department of Health.

36. Golfing
Golfing is strictly prohibited on school
grounds.

37. Use of Facilities Course
Outline
Part II

38. Accountability
The adult leader must maintain a roster
of the group. Attendance must be taken
upon evacuation of the building.

39. Plan an Escape Route
It is imperative that any emergency
escape route is pre-planned. If in a
classroom, use the escape routes
posted. Plan a second means of
egress. When using the gym or other
areas, such as cafeterias or commons,
set a pre-planned exit route for your
group and announce it to all present.

40. Sound the Alarm
If smoke, fire, hazardous materials, or
any other dangerous type situation
arises, you must first sound the alarm.
“Get help on its way.” If a medical
emergency arises, first send for help
and then begin immediate first aid.

41. Fight or Flight
After sounding the alarm or beginning
assistance, your decision to stay and fight a
fire can only be evaluated after such time
you have sounded the alarm, evacuated all
personnel from the building, and completed
accountability practices at your pre-
designated meeting place. By this time, the
fire or condition has probably passed the
incipient stages and will be no longer safe
to fight. We advocate leaving the building
and staying out.

42. The Command Post
Each campus has a pre-designated
command post or meeting place to
relay information and accountability to
arriving emergency services. Know
the location of the meeting place and
make attempts to have a responsible
adult at that location with needed
information and directions to the
location of the fire, medical
emergency, or incident.

43. Operation S.P.E.E.D.
Conduct overview of Operation
S.P.E.E.D.

44. Fire Pull Station
Know your nearest location for school
fire alarm pull station. Review how to
activate the system.

45. Relocation of Students
All groups using the campus should
establish a parent notification list. In
the event you cannot return to the
building, a notification list should be
established to relocate students from
the scene and protect all from the
elements and exposure.

46. Terrorism
Review the threats of terrorism and
appropriate action to be taken.
Review biological, chemical, and
explosive devices and how to react to
threats. Remind all of the secondary
device terror tactics.

47. In closing, remind all that properly
planned evacuation practices can
be used for all emergency
situations and not just for fires.