Hazard surveillance inspections are conducted on each campus at least quarterly. Hazard surveillance inspection reports, any security related reports and any investigation findings are reviewed by campus Environment of Care Committees.

At least three times each year, the Maintenance Dept. will conduct a Hazard Surveillance to check all doors equipped with magnetic auto closure mechanisms, to insure that the doors close and latch when the fire alarm goes off and the magnet disengages the door.

These fire door focused Hazard Surveillance activities will be scheduled in, and documented by the SchoolDude Preventative maintenance direct system

LOCAL AND AGENCY RESOURCE ANALYSIS
I Purpose
The Hazard Vulnerability and Local Resource Analysis is conducted as part of a larger, ongoing effort associated with Emergency Preparedness and Management, in order to:
• insure a safe and supportive environment of care for Hillcrest students and staff.
• to insure the efficient and effective provision of student care and treatment
• do so in a manner compliant with regulations promulgated by the Mass. Department of Early Education and Care (DEEC), Mass. Department of Education (DOE), standards established by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and all other applicable laws, regulations and standards.

II Objective
The Hazard Vulnerability and Local Resource Analysis is conducted in order to:
• identify reasonably likely potential hazards and disasters.
• identify potential direct and indirect effects these may have on Hillcrest operations.
• identify internal and/or local resources that can be utilized to mitigate and/or respond to emergencies and/or disasters.

III Hazard Vulnerability Analysis
The Hazard Vulnerability Analysis should be viewed within the specific context provided by Hillcrest Educational Centers, including the following elements and dimensions:
• Hillcrest primarily provides residential treatment for children and adolescents. Hillcrest also provides day therapeutic education. Students in both types of programs are physically healthy and do not suffer from any major medical problems or physical disabilities. They are capable of self-preservation.
• Hillcrest provides very intensive staffing and supervisor ratios, including awake overnight staffing, at every residential campus.
• Staff are regularly trained in emergency procedures and fire/evacuation drills are regularly conducted.
• Hillcrest campuses are equipped with required fire and smoke detection systems, all Hillcrest buildings are equipped with fire extinguishers, and all HEC dormitories are equipped with sprinkler systems. Each Hillcrest residential campus is equipped with emergency power generators.
• Hillcrest’s Maintenance Department regularly conducts campus safety inspections and major systems maintenance.
• Hillcrest maintains and utilizes snow removal and sanding/salting vehicles/equipment for use on campuses.
Based upon the geographic location of Hillcrest Educational Centers, state and national agency data, experience and history, it has been determined that the potential hazards most likely to have impact on general agency operations and on the safety, care and treatment of Hillcrest students and on the safety of staff include the following.

A) Natural disasters

1) Meteorological, Topological and Underground disasters:
Hurricanes and tornadoes, hailstorms, ice storms and snowstorms, droughts, floods, earthquakes.
Analysis (low risk)
For the most part, the potential impact of meteorological, topological and underground disasters is assessed to be low.
Hurricanes, tornadoes, droughts, floods and earthquakes are historically and statistically relatively rare in western Massachusetts, and particularly in the local areas in which Hillcrest campuses are located. For example, the MA Emergency Management Agency states-that moderate to major earthquake activity occurs in Mass. only about every 50 – 70 years, with more serious earthquake activity occurring only every 200 – 300 years. Hurricanes in the region tend to affect western MA. through heavy rains, rather than destructive winds.
Of these types of natural disasters, then, those which have the highest potential for affecting Hillcrest are winter weather related events such as ice storms and snowstorms, and these tend to be most significant for Hillcrest when they affect the electric power supply and the ability of staff to travel to/from the work site.
Discussion
a) Loss of electric power is relatively rare (0 – 3 times/year) and, most commonly, for very short periods of time (less than one hour) when it does occur. These losses are managed using emergency power generators at each Hillcrest residential campus. The generators are positioned to insure safety, the maintenance of relative comfort for students, and adequacy of food storage.
In the event of loss of power at the day program, students can be transported back to their residences.
b) Staff travel — Thanks to the effectiveness of the local municipalities in performing snow removal and road maintenance activities during winter months, staff travel is rarely affected. When and if staff travel is affected for short periods (e.g., half a day), agency staff with four wheel drive vehicles can, have and will assist with staff transport to/from work sites, as possible.
Staff who are unable to travel home after work could be temporarily housed on campus, as necessary, separate and apart from students.
In the event of severely inclement weather, the day program would be cancelled, as it is when local public schools are cancelled due to weather.

2) Biological disasters:
Communicable disease epidemics.
Analysis (low risk)
Given the stringency of state regulations and Hillcrest policies and practices pertaining to student immunizations and routine health care, as well as to policies and practices pertaining to staff health status and care, and the infection control monitoring done at each Hillcrest program, the potential for this type of disaster to affect Hillcrest is seen as extremely low.
Discussion
NA
(Please also refer to the Hillcrest Infection Control Manual and Hillcrest Policies and
Procedures.
Please also refer to the HEC Plan For Managing Widespread Infection Or Contagion.)

B) Person-made disasters
1) Civil disasters:
Riots, demonstrations, strikes.
Analysis (low risk)
Given the location and nature of the communities and region within which Hillcrest operates, the potential for this type of disaster is seen as extremely low.
Discussion
NA
2) Criminal/terrorist action:
Bomb threat/incident, nuclear, chemical, or biological attack, hostage incident.
Analysis (low risk)
Given the location and nature of the communities and region within which Hillcrest operates, the potential for this type of disaster is seen as extremely low. Additionally, Hillcrest’s intensive direct care and supervisor staffing ratios and levels help to insure student and staff safety and security with regard to these types of potential risks.
Discussion
NA
3) Accidents:
Transportation (planes, trucks, automobiles, trains and ships), structural collapse (buildings, dams, bridges, mines, and other structures), explosions, fires, chemical (toxic waste and pollution) biological (sanitation).
Analysis (low risk)
Given the location and nature of the communities and region within which Hillcrest operates, the potential for this type of disaster is seen as extremely low.
Discussion
NA
(Please also refer to the HEC Emergency Preparedness and Management Plan regarding Emergency Evacuation Procedures.
Please also refer to HEC policy on Workplace Violence)
Summary and Conclusion
According to the Massachusetts Emergency Management Agency and the National Weather Service, the following types of emergency/disaster events are statically the most common for Massachusetts as a whole: flood, hurricane, snow, HAZMAT, tornado. However, based on the actual geographic location of Hillcrest Educational Centers, experience and history indicate that, of these, the “natural disasters” are the ones most likely to occur due to the agency’s location. Of these “natural disasters”, historically and statistically the ones most likely to be problematic to Hillcrest operations are winter ice and snowstorms which sometime result in loss of electric power for relatively brief periods of time and which Hillcrest is adequately prepared to manage.

IV. Local & Agency Resource Analysis
The areas in which all Hillcrest sites are located, including four campuses, the day program, and Central Administration office operations, are categorized as “suburban”. All have relatively easy access to the local resources detailed below.
The following local resources can be utilized to mitigate and/or respond to emergencies and/or disasters.

A) Local Fire Departments, local and State Police units – These well-coordinated agencies usually function as Emergency Management Agencies in the towns in which Hillcrest operates.

B) Local hospitals and medical facilities – Located in Pittsfield and Great Barrington. Additional medical facilities are located within manageable distances in various directions, for example, to the north (e.g., North Adams), east (e.g., Springfield, MA) and to the west (e.g., Troy and Albany, NY).
C) American Red Cross – Located in Pittsfield. ARC provides disaster relief coordination and services.
D) Lodging – Because it is a tourist and business area, there is a plethora of hotels and motels that can provide shelter as necessary.
E) Local private and public schools, houses of worship, and other large facilities which could temporarily house groups of people during emergency conditions.
F) Numerous gasoline service stations in close proximity to each campus at which gasoline for the emergency power generators can be obtained.
Each Hillcrest residential campus is equipped with between one and three emergency power generators that can be utilized almost indefinitely in the event that electric power is lost for any significant period. The generators are deployed so that, minimally, heat, light and some refrigeration can be maintained to insure student safety and relative comfort.
Each residential campus is equipped with one or more weather radios that are strategically located within ear shot of staff and which are left plugged in, with battery back up, at all times. Weather radios provide weather warning and emergency notifications transmitted by the national weather service.
Each residential campus has awake staff and supervisor coverage 24 hours per day, 365 days per year, and all campus have communication capability supported by walkie-talkies that can access local emergency assistance channels. Additionally, all Hillcrest buildings are equipped with fire extinguishers, all but two Hillcrest dormitories on the residential campuses are sprinkler equipped, each campus conducts at least two fire drills per shift per quarter, two evacuation drills per year, and emergency preparedness training on a quarterly basis. Therefore, response to fires, emergencies, disasters and/or other forms of hazards can be very rapid and efficient.
Finally, because the farthest Hillcrest campuses are only 45 minutes away from one another, with the Administrative Offices and day program approximately halfway between these, the three residential treatment centers can provide shelter if necessary. These three campuses each have full sized gymnasiums, fully equipped kitchens, nursing staff, etc. The agency also has a fleet of vans and an assortment of utility vehicles which can be used to transport people, supplies and equipment if and as necessary.

CompuWorks has taken the place of our internal IT Department for the receiving and resolving of all IT related issues here at Hillcrest Educational Centers.

Please submit any IT related issues to CompuWorks by eMail: healthyit@compuworks.biz or by telephone: (413) 499-0607 between the hours of 7:30 am – 5:30 pm, Monday – Friday and the issue will be resolved in a timely manner.   

In the event significant problems occur during non-business hours that prevent you from performing work related tasks, please follow the policy below:

For Loss of Network/Internet Connectivity:

If your device/laptop is not hard wired to the Hillcrest Network, please try to log into a device/workstation that is hard wired to the Network to continue working.

If the Internet/Network connectivity issue still persist 1.) after attempting to log in to another network hard wired device/workstation and 2.) the task you are working on is urgent (cannot wait to be completed on the next business day

OR

If successfully logged in but cannot access an application and/or server:

Please contact CompuWorks on their Emergency AFTER HOURS Support line at (413) 266-1124.

Leave a message that includes the issue you are experiencing, attempts you have made to remedy issue, your location and a call back number.

Upon receiving message, CompuWorks will return call and begin assessing issue via phone and/or visit location to continue troubleshooting.

Requests for maintenance and repairs are managed through a web based request system at www.schooldude.com. Any HEC employee with access to the Internet can make a maintenance request via the Schooldude system.

1) Maintenance Direct is the program that allows HEC staff to make a request to repair, install, replace building needs etc. Requests made through the Maintenance Direct program are sent to the Manager of Maintenance for approval, prioritization and assignment to the appropriate technician.

2) PM Direct is the program that allows us to create preventative maintenance schedules such as HVAC filter changes, dryer vent cleanings, bath fan cleanings etc. All preventative maintenance tasks are scheduled through the PM Direct Program and distributed to the appropriate technician.

In June 2005 the Hillcrest Maintenance Department implemented SchoolDude, a user friendly, web-based maintenance request and tracking system that is available online 24 hours a day to accept work requests at all Hillcrest locations. SchoolDude allows all staff with a HECNet account and Internet access the ability to make a campus maintenance request.

1. Emergencies should still be handled by immediate and direct telephone contact.
2. If you don’t have a HEC account and would like to make a request you can do so by submitting a request in writing on the paper Schooldude work order form to your supervisor or work site secretary. Paper Schooldude work order forms are available though your supervisor or work site secretary.

To create a shortcut to the request system on the computer desktop, do the following:

1. On your computer’s desktop, right click and choose New and then Shortcut
2. In the command line, type in the following address: http://www.myschoolbuilding.com/myschoolbuilding/mygateway.asp?acctnum=476999971
3. Click Next
4. In the Shortcut name, type, Work Requests
5. Click Finish
The HEC SchoolDude password is occasionally changed for security purposes. All active users will be notified via email each time the password is changed, but new users should get the current password from your supervisor or work site secretary Before trying to access the system.

To access system double click the shortcut on the desktop.

The first time you log in you will be prompted to enter your email address.
1. If you have a HECNet account, enter your current HEC email address.
2. You will then be prompted to enter your last name.
3. In the next request screen, enter information required.
4. After your maintenance request is complete you will be asked to enter a password to submit your request. Enter the password you received from your supervisor or work site secretary.

Your maintenance request will be sent to the appropriate administrator for review, processing and assignment to the appropriate maintenance staff.
You can then check the status of your requests by clicking on the “my requests “ tab on the SchoolDude web site.

The HEC SchoolDude password is occasionally changed. All active users will be notified via email each time the password is changed.

• Power outage or Network outage: call IT Dept. immediately at 413-499-0607 between the hours of 7:30 am – 5:30 pm or 413-266-1124 outside of regular business hours.

Please also refer to your program’s Emergency Manual.

FIRE ALARM

When a fire alarm goes off at a program or work site, Berkshire Communicators performs the following actions in the following order:
1) Dispatches the fire department to the program/work site.
2) Calls the program/work site for more information. (IE nature of emergency, is ambulance or police needed)
3) Calls the HEC maintenance department emergency cell phone, which is carried by the on-call maintenance staff.
4) If #3 is not successful, calls through the call list of designated staff until one is reached.

When any fire alarm goes off in a building, in addition to immediately evacuating the building, a Supervisor shall call 911 as soon as possible to have the 911 dispatcher alert the fire department as to the nature of the alarm.

This step is useful to the fire department so as to respond appropriately. For example, if a student was witnessed pulling a pull station, relay this to the 911 dispatcher so the fire department can send fewer vehicles.
The other reason to always call 911 is so we verify the alarm signal was received. The fire alarms use an automatic phone dialer to send the alarm signal to Berkshire Communicators; if the phone dialer is out of order, no signal will be sent and no response from the fire department.

OTHER ALARMS

If a Carbon Monoxide Detector goes off or there is a smell of Natural Gas/propane, treat like a fire alarm (i.e., activate pull station, evacuate building and call 911).

There are other alarms to be aware of that are not connected into a system that automatically summons the fire dept. or police such as: delayed egress panic hardware on doors, trouble signal from fire alarm panels and fire pull station covers; be aware of different sounds and what they represent and what your response should be.
FIRE DRILL

Supervisor must call Berkshire Communicators (413-499-3650) before the drill to communicate to them you are doing a test and after the drill to verify the alarm and restore signals were received (you must have the Fire alarm panel # available).
If Berkshire Communicators indicates they did not receive an alarm or restore, the emergency pager must be called immediately and a SchoolDude work order must be submitted.
Calling 911 is not required for a fire drill.

FALSE ALARMS

If a Supervisor has verified that there is a false alarm (i.e., a student was seen by a staff member pulling the fire alarm), the Supervisor shall directly call 911, identify themselves, give the campus address and tell the dispatcher that the alarm is a verified false alarm.

All alarms should be treated as unknown, including verified false alarms, and building evacuation should take place. The alarm should not be silenced or reset until the Fire Dept arrives or instructs you to do so.

Maintenance On-call/Emergency Policy

The Hillcrest Maintenance Department has a rotating on-call/emergency maintenance cell phone for nights and weekends.

Emergencies/concerns during the regular workday (Monday – Friday, 7 a.m. – 3 p.m.) should be directed to your campus maintenance staff.

In the event of a maintenance emergency between 3 p.m. and 7 a.m. during the week or on weekends, please call 413-7709425 and leave a voicemail if necessary. The maintenance staff on call should return your call within 15 minutes. If you do not receive a return call within the designated time frame, use the maintenance emergency call list located in Section 1 of this manual.

*****************************************************

In addition to unexpected emergencies, also call the maintenance cell phone for the following:

• Fire alarm trouble tone from the panel and or a fire alarm
  • Power outage lasting more than 15 minutes
  • Power outage: also call IT Dept. immediately
  at 413-499-0607 between the hours of 7:30 am – 5:30 pm or 413-266-1124 outside of regular business hours.

Maintenance Emergency Call List

Have you called the emergency cell phone?
If not, please call 413-770-9425 now!

If you have called the emergency cell phone,
It has been 15 minutes and
You have not received a response…

Please call the maintenance staff in the order listed below.

Leave a message and continue down the list
until you reach a live person.

Director of Facilities, Jim Sorrentino
Cell (413) 441-1349

Manager of Maintenance, Brian Kelly
Cell (413) 3297841

Facilities Coordinator, Pat Prendergast
Cell (413) 822-2322

If you do not speak with one of the above maintenance staff,
Call your Administrator on Duty (AOD).

The primary responsibility of the Hillcrest Educational Centers’ Maintenance Department is to maintain a safe environment for Students and Staff.

The goal of a safe environment is achieved by adherence to the Life Safety Code, as well as Local and State building, plumbing, electrical and health department codes and required inspections, as well as scheduled preventative maintenance inspections and hazard surveillance of all buildings and building operating systems.

Under the direction of the Director of Facilities (DoF) , the Manager of Maintenance (MoM) and the Facility Coordinator (FC) work together to insure that all jobs and projects, regardless of size and complexity, are completed in a safe and timely manner.

The Manager of Maintenance is responsible for the day-to-day operation of the campus maintenance done by the Maintenance Workers.

The Facility Coordinator is responsible for facility environmental concerns such as the Life Safety Code and Joint Commission Statement Of Conditions; Integrated Pest Management; facility emergencies, and water, sewer and and septic issues.

All construction and renovation projects are coordinated by the Director of Facilities through involvement with engineering firms and sub-contractors. The Maintenance Dept. also consists of skilled craftsmen who work under the direction of the DoF and MoM.

The Environment Of Care Leadership Committee meets with the President/CEO on a bi-weekly basis, the interdepartmental Environment of Care Committees at each campus meet on at least a bi-monthly basis to review the EOC procedures and activities at their campus, consistent with the 7 EOC Plans for the agency. Additionally, the DoF and MoM meet monthly with campus Program Directors to discuss long and short-term goals and concerns. Based on findings and information, repairs are made and, when necessary, policy changes are recommended to the campus Improving Organizational Performance (IOP) Committee or directly to the Senior Management Team.

The following pages contain an outline of the responsibilities of the Maintenance Dept. as well as examples of preventative measures utilized by the department.

A. Reimbursable Expenditures
Tuition rates are set based on reimbursable expenditures as set forth in the Operational Services Division (OSD) regulations. All expenditures are monitored based on OSD regulations. The Program Directors and Department Heads are expected to keep expenditures within budgets.

B. Proper Documentation
A reimbursable expenditure must be supported by proper documentation (i.e., an invoice, vendor receipt, cash register tape). If a receipt is not available, or lost, a handwritten receipt must include the same information as an invoice. (who you paid, description, date and amount), and then must be signed by a Program Director. This should be an isolated incident.

C. Proper Authorization
Purchase Orders or Check Requisitions must be authorized by a Program Director or a Department Head and must be charged to appropriate budget line.

D. Delivery of Goods
Packing slips or receiving reports must be submitted to the Accounting Office to verify goods have been received. Staff authorized to receive purchase deliveries must sign the receiving report, date it, and submit to Accounts Payable. Vendors will not be paid without documentation that goods have been received.

E. Purchases Over $10,000
Three (3) bids must be obtained for any expenditure over $10,000
These bids must be submitted by a vendor, and include a detailed description of the goods or services; and a price quote. All bids must have comparable products or services. The lowest bid wins, unless there are extenuating circumstances, which must be documented. Campuses will be responsible for keeping records on file of all bids. Bids must be kept on file for three years. Copies of bids for maintenance and computer purchases must be sent to the Controller. The business office will periodically audit campuses to be sure that bids are being obtained and kept on file. Bids do not need to be obtained if they are at the state contract rate as set by OSD, but there must be evidence obtained to show that the purchase was at the state rate.

When purchases exceed $10,000, copies of the bids must be sent to the business office for approval by the Chief Financial Officer.

F. Supply Orders
Routine supplies are purchased individually by each campus. Each purchase must be assigned a purchase order number from the Accounts Payable Office.

Purchase Orders
A. To purchase on credit, the authorized purchaser contacts the Payables Clerk or the Business Manager or Controller when the A/P Clerk is unavailable, requesting a purchase order number. The request for a purchase order can be by phone (preferable) or by e-mail.
1. The Payables Clerk confirms authorization.
2. The Payables Clerk records vendor name, date requested, item(s) to be purchased, estimated cost, budget line to be charged, and person requesting items in the accounting software.
3. A purchase order number is then given to the person calling with the request. If the request was made via e-mail, the purchase order number is e-mailed or called in to the person who requested the purchase order.
4. The authorized purchaser then orders the item(s) needed, presenting the vendor with the purchase order number assigned to the purchase.
a. If items are picked up, the purchaser obtains the sales receipt and immediately forwards to the accounts payable department with the PO number written on the receipt.
b. If the item(s) are delivered, the purchaser insures that a signed and dated copy of the receiving or packing slip is immediately forwarded to the accounts payable department. The Purchase Order number should be written on the delivery or packing slip.

5. The accounts payable clerk files the sales receipt and/or the packing/receiving slips to be later matched with the purchase order upon arrival of the invoice.

a. In some cases, the receiving slips also serve as the vendor’s invoice. They must be matched up with the proper purchase order and other documentation, if available, and then scheduled for payment.

6. Invoices (or receiving slips) are then prepared for data entry.
G. Check Requisitions
Check Requisitions must have proper documentation. If you need money in advance, in the description area of the Check Requisition please clearly specify the reason for the advance along with the date incurring the expenditure. Documentation must be submitted as soon as it is available. If there are more than two outstanding Check Requisitions, new ones will not be honored until documentation is submitted.
A. To request a check, an authorized purchaser (program director/assistant program director) fills out a check requisition with current date, date needed, budget line to be charged, item description, price, and any other shipping or mailing instructions. If item cost exceeds $10,000, three competitive bids must be obtained. If the item cost exceeds $10,000.00 then all bids must be approved by the CFO. These bids must be kept on file The check requisition is then authorized by the campus program director.

1. The accounts payable clerk prepares these requests for data entry. All requisitions are checked to insure proper receipts are attached, calculated correctly, and proper approval has been obtained. The person requesting the monies must also, have all receipts returned for all previous funds requested in advance. Requisitions are entered onto the accounts payable system with the expenditure account number, vendor code, and scheduled for payment according to the date needed.

2. The Chief Financial Officer, Business Manager or Controller reviews and approves all check requisitions.

3. The authorized purchaser forwards the sales receipt, packing/receiving slips or any other additional documentation related to the purchase to the accounts payable department, as they are received.

4. Upon receiving the above documentation, the accounts payable clerk attaches receipts and documentation to the outstanding check requisition, which is then filed in the accounts payable file.

H. Petty Cash Controls
1. All cash must be properly safeguarded in a lock box or safe and accounted for by using a petty cash book.
2. Any cash distributed must be reflected on a petty cash voucher, which specified the date, description of activity, amount given, and budget line account number to charge.
3. The person receiving the money must sign the voucher.
4. When an expenditure is made, staff is responsible to return the receipts and any monies remaining to the Accounts Payables Office in a timely manner.
5. The actual expenditure amount must be noted on the petty cash voucher and circled.
6. The receipts totaling the expenditure amount are then attached to the voucher.
7. Any cash not expended is returned to the petty cash box.
8. Any expenditure exceeding amount given to staff is reimbursed to staff from petty cash box.
9. You must account for all cash balances.