Saturday, 15 December 2018

PHETHAI Cyclone in Bay of Bengal - 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. Rc.No.793, Dated:14-12-2018.

Present: K.Sandhyarani, , I.Po.S

Rc.No.793/A&I/2018                     Dated:14-12-2018

Sub:- 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.

Read:- 1. Teleconference/s of Hon'ble Chief Minister India Meteorological Department Bulletin, dated:13-12-2018 Observations at fieldlevel.


    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.

    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 thestudents.

3. All students should be shifted to the safest Pucca Buildings in the schools before affecting the Cyclone in the concernedareas.

4. Do not conduct any classes in dilapidated buildings, where heavy rainfall in their respective districts due to effect of theCyclone.

5. Safe Drinking water should be provided to allstudents.

6. Necessary medical kits should be kept ready in the schools in consultation with the Medical & HealthDepartment.

7. Hot and hygienic food is to be served to thestudents

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 resultantdamage.

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 andschools.

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-MealKitchens.

    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.



Pre DisasterPhase:

1. Creating awareness on the disaster among students, teachers, SMC/ SMDC members.

2. Disseminating the control room numbers declared by theauthorities

3. Avoiding the conduct of classes in the class rooms which are in poor / dilapidated condition and in open area under thetrees.

4. Declaring holidays to schools according to the localconditions.

5. Keeping close contact with the Districtadministrations

6. Providing alternate accommodation to conduct theclasses

7. Vacating the school building which are in poor / dilapidatedcondition.

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 workingcondition

10. Relocating computers, projectors and laptops, lab equipment tosafer 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 asrelief shelters.

3. To keep in close touch with the relief officer allotted to thatparticular area.

4. Utilizing the services of the NCC, NSS and Scouts & Guidesteam under proper supervision.

5. Seeking support from the State Disaster Relief Force(SDRF)/National Disaster Relief Force (NDRF)/Fire Department/Army basedteams

6. Reporting the situation to theauthorities.

7. Providing hot meal to the disaster affected people in a safe and comfortable area duly utilizing the food grains allocated to the MidDay Meal programme and additional food grains obtained from the concerned Revenue authorities and civil suppliesdepartment.

8. Seeking the support from Medical Department to provide first aidto 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 theschool.

Post Disaster

1. School Headmaster and teachers shall report back to the School, immediately after the disaster strikes, even if the school is onholidays.

2. Report the immediate damage caused by the disaster anduntoward incidents about loss of life, the authorities without anydelay.

3. Cleaning the premises of the school and school buildings with the support of theteams.

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 reliefworks

5. Sensitizing the students and parents on continuous alerts of thepost disaster.

6. Providing accommodation in the schools as shelters for therefugees.

7. Providing food to the refugees from the Mid DayMeal

8. Organizing health camp to prevent / cure the diseases occurredduring the disaster and postdisaster.

9. Estimating the loss / damage to the schools with the help ofrelief teams and preparing budgetestimates.

10. Utilizing the services of National Cadet Corps (NCC), NationalSocial Services (NSS), Bharat Scouts and Guides (BSG) in reliefworks.

11. Preparing action plan for taking immediate repairs andreconstructing the damagedschools

12. Cleaning up of the drinking water tanks / resources withbleaching and other support in consultation with the HealthDepartment.

13. Removing debris, trees in the schools compound in coordination with the District Collector, SDRF, and FireDepartment.


Pre Disaster Phase:

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 mappedschools.

2. Pooling the food grains from the mapped schools to theidentified school.

3. Placing the additional indent for food grains as per the estimates.

4. Coordinating with the dealer of Fair Price Shop forprocuring additional foodgrains.

5. Keeping additional LPG Cylinders in theschool

6. Keeping close contact with the Districtauthorities.

7. Awareness and sensitizing to Cook Cum Helpers of MDMagencies.

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 thedebries.

During the Disaster:

1. Ensuring all the Educational institutions closed during thedisaster.

2. Handing over the identified school building as relief shelter tothe authorities.

3. Procuring the utensils, food grains from the mapped schools.

4. Coordinating with the authorities for procurement of additionalLPG Cylinders and additional foodgrains.

5. Utilizing the services of the teachers, MDM agencies for servingthe meal.

6. Utilizing the services of the NCC, NSS and Scouts & Guidesteam under propersupervision.

7. Providing hot meal in a safe and comfortablearea.

8. Alerting the members of SMCs / SMDCs for support inrelief.

Post Disaster

1. Ensuring that sufficient food grains and LPG cylinders to providemeal.

2. Ensuring meal is cooked in hygienic conditions and served inhot.

3. Continuing the services of the MDM agencies and teachers untilthe relief works iscompleted.

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 DisasterManagement.
These proceedings should be treated as topmost urgent.

Commissioner of School Education



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