TERMS OF REFERENCE:
Development of a Model National School Health and Safety
and Assessment Criteria for the Virgin Islands
1.0 INTRODUCTION
In May 2004, the Department of Disaster Management (DDM) issued a School Preparedness Survey to all schools throughout the Territory to determine their individual level of preparedness. At that time, it was theorised that 74% of the Territory’s educational institutions were unprepared to face hazard impacts. One of the recommendations coming out of the assessment was a need for a structured programme to address the deficiencies identified.
Since 2006, DDM in conjunction with the Department of Education developed a school preparedness initiative which focused on the installation of emergency text messaging smart radios at all schools and providing school administrators with training in Fire Suppression, Emergency Contingency Planning and Basic First Aid and CPR.
As the Territory moves towards developing a culture of safety, the DDM along with the Department of Education, with financial support from the Department For International Development (DFID) proposes the introduction of a School Health and Safety Policy and Assessment Criteria with requirements for annual certification. This Policy is expected to establish minimum standards for school design, construction and maintenance. These standards will include both structural and non-structural mitigation components. An additional component to the Policy will be the development of a Safety Assessment Criteria with accompanying Guidelines for the implementation of this tool. It is expected that an annual assessment will be carried out within all educational institutions (public and private from pre-primary to tertiary level) to obtain certification with respect to their location, design, construction, retrofitting, environment, play grounds, evacuation and disaster planning procedures etc. A database is expected to accompany the Assessment Criteria to allow for capturing, analysing and monitoring the data collected. The Policy, accompanying Assessment Criteria and Database is expected to provide the necessary procedures to allow for amendments to the existing education laws to incorporate disaster risk reduction measures. The annual Assessment Criteria and certification process will seek to establish measurable standards that each school will be expected to maintain. The rationale is that once a school has satisfactorily met the requirements outlined in the Assessment Criteria, that school will receive a ‘Certificate of Safety’ endorsed by the Ministry of Education and Culture and the Department of Disaster Management.
Each school, in addition to developing and practicing an Emergency Contingency Plan, should also be held accountable, on an annual basis, for ensuring that there is a culture of safety being practiced within the school. The proposed Model National School Health and Safety Policy is expected to provide measures to be taken by every educational institution to undertake risk assessments and implement measures to ensure the safety of school buildings, their environment and the protection of children while at these institutions.
2.0 OBJECTIVES OF THE CONSULTANCY
The objective of this Consultancy is to develop a Model National School Health and Safety Policy, Assessment Criteria and accompanying Database for the Virgin Islands with documented steps for its possible adaption in other Caribbean Countries.
3.0 SCOPE OF WORK
3.1 The Consultancy should involve at minimum research, analysis, extensive consultation and synthesis of existing legislation, accreditation requirements, and checklists.
3.2 A highly participatory process is required to ensure that the tools to be developed are rooted in best practices and there is buy-in from the National Disaster Organisation and Education Sector stakeholders.
3.3 In view of the above, the following is required at minimum:
i. Preparation of an inception report
ii. Review of international, regional and national policies and strategies related to school safety and disaster management.
iii. Consultation with key national, sectoral and relevant partners to facilitate the creation of a Model National School Health and Safety Policy for the Virgin Islands
iv. Prepare a Model National School Health and Safety Policy for the Virgin Islands which can be adapted for implementation in other Caribbean Countries.
v. Prepare an Assessment Criteria with implementation guidelines and annual certification requirements, to support the Model National School Health and Safety Policy.
vi. Develop a database (with accompanying user manual) to house information obtained from the assessments undertaken.
vii. Test the Assessment Criteria by undertaking an assessment of a selected group of schools (from the varying levels of pre-primary, primary, secondary and tertiary levels) and populate the database with the information received.
viii. Document the Methodology and steps taken in the creation of the Policy and Assessment Criteria with annual certification requirements so that the process can be replicated in other Caribbean countries.
ix. Prepare a Final Report on the Consultancy which should document methodology used, the activities undertaken, challenges, results (planned and unplanned), lessons identified and recommendations.
3.4 Preparation of the Inception Report – The Consultant/Firm is required to prepare an inception report that details the approaches/methodologies, timelines, risks, mitigation measures, assumptions, expected results and milestones associated with the Consultancy. The DDM will provide the Consultant/Firm with an outline of the inception report format. The inception report should be informed by discussions with relevant staff at the DDM, other entities of the National Disaster Organisation and Education Sector as agreed.
3.5 Review of Literature – Review of international, regional and national policies and strategies related to school safety and disaster management.
3.6 Stakeholder Consultation on the Model National School Health and Safety Policy – In collaboration with the DDM, prepare an agenda and associated documentation for a one-to-two-day Stakeholder Consultation at which the draft Model National School Health and Safety Policy, Assessment Criteria with annual certification requirements and Database will be presented and discussed with members of the National Disaster Organisation, Educational Sector and other relevant stakeholders. Facilitate the Stakeholder Consultation at a date and place to be determined by the DDM and prepare a Stakeholder Consultation Report.
3.7 Model National School Health and Safety Policy for the Virgin Islands – The Consultant/Firm must review international, regional and national Disaster Risk Management Policy and Strategy Frameworks with a view to identify useful elements that should be featured in the Model National School Health and Safety Policy for the Virgin Islands developed under this Consultancy. These include, inter alia:
v Virgin Islands CDM Policy, Strategy and Programming Framework
v National Disaster Management Plan
v Education Act 2004
v DRAFT Education Regulations
v Schools Pandemic Plan
v DRAFT Disability Policy
v Physical Planning Act
v BVI Labour Code
v Public Health Act
v Building Regulations 1999
v Fire Service Act 1986
v Virgin Islands Disaster Management Act 2003
These documents should be obtained from DDM and its partners; and an inventory of these documents used should be included in the Consultant’s/Firm’s Final Report. Electronic copies should be shared with the DDM if available. Consult with DDM and a select working group to identify strengths and weaknesses of existing documentation and strategies; identify barriers to their adoption and/or implementation and agree on the key areas to be covered in the Model National School Safety Policy and Assessment Criteria.
3.8 Finalisation of the Model National School Health and Safety Policy – Finalise the Model National School Health and Safety Policy based on comments received from the Stakeholder Consultation. Submit the Draft Final Report of the Model National School Health and Safety Policy to the DDM for final review and approval. Final Report on the Consultancy should detail the methodology used, activities undertaken, challenges, results (planned and unplanned), lessons identified and recommendations on how to address those lessons.
3.9 Assessment Criteria with annual certification requirements – Creation of an Assessment Criteria with annual certification requirements, to be used to determine level of implementation of the Model National School Health and Safety Policy in local institutions. Undertake an assessment of a selected group of the Territory’s schools (at least 2 each at the pre-primary, primary, secondary and tertiary levels).
3.10 Database – Develop a Database (with accompanying user manual) to house information obtained from the assessments) and populate the database with the information received at 3.9.
4.0 RESULTS AND DELIVERABLES
The Consultant/Firm will submit the following:
v Inception report
v Draft Model National School Health and Safety Policy
v Assessment Criteria with annual certification requirements
v Database and accompanying user manual
v Agenda and associated documentation for a one-to-two-day Stakeholder Consultation
v Stakeholder Consultation Report
v Final Draft Model National School Health and Safety Policy and Assessment Criteria with annual certification requirements and Database
v Final Report on Consultancy which should show the methodology used, activities undertaken, successes, challenges, results (planned and unplanned), lessons identified and recommendations on how to address those lessons.
NOTE: timelines for submission of deliverables above will be agreed to and detailed in the final inception report.
DEVELOPMENT OF SCHOOL MODEL SCHOOL HEALTH AND SAFETY POLICY AND ASSESSMENT CRITERIA | # of Man-days | |
1. | Inception Report | 2 |
2. | Review of the Literature | 3 |
3. | DRAFT Model National School Health and Safety Policy | 4 |
4. |
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3.0 MAGNITUDE EARTHQUAKE FELT IN THE VIRGIN ISLANDS The Department of Disaster Management is a government department which operates under the legal authority of the Deputy Governor’s Office.
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