Procedure - Emergency Contact
Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Emergency Contact Procedures
Origination Date: January 2025
Purpose
To ensure effective communication with parents, guardians, or designated contacts during emergencies involving a child. These procedures aim to provide timely updates, coordinate appropriate actions, and ensure the child's safety and well-being by keeping key individuals informed and involved in critical decisions.
Scope
Includes maintaining accurate contact information, promptly contacting parents or guardians during emergencies, specifying alternative contacts, training staff for effective communication, coordinating with emergency services, and ensuring confidentiality and compliance with privacy regulations.
Definition
Emergency: is an unexpected and urgent situation that requires immediate action to prevent harm, injury, or damage to people, property, or the environment.
Contact: refers to the act of communicating or establishing a connection with someone, typically to share information or interact. It can involve physical touch, verbal communication, or written messages.
Emergency Contact Procedures
The Emergency Contact Form Policy outlines the importance of maintaining accurate and up-to-date emergency contact information for each child and the procedures for collecting, storing, and accessing this vital information in case of emergencies.
Collection of Emergency Contact Information
- Enrollment: Upon enrollment, parents or legal guardians are required to complete an Emergency Contact Form for their child. This form must include detailed contact information for at least two emergency contacts.
- Updates: Parents or legal guardians are responsible for promptly updating the Emergency Contact Form if there are any changes to the provided information.
Confidentiality
- Access to information: Emergency contact information is accessible only to authorized personnel, ensuring strict confidentiality.
- Third Party Access: Information will not be shared with third parties without the explicit consent of the parents or legal guardians, except when legally required.
Accessibility
- Storage: Emergency Contact Forms will be stored securely on-site in a location that is easily accessible in case of emergencies. Digital copies may be maintained on a secure server.
- Accessibility during Emergency: Designated personnel will have immediate access to the Emergency Contact Forms during emergencies to facilitate timely communication with parents or legal guardians.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.