Site Rules, Safety and Security

Hoffenhein Lodge's original plan expresses a commitment to the safety and security of learners, educators, administrators, staff, parents and visitors. It addresses emergency mitigation and prevention, preparedness, response and recovery for natural and human-caused incidents.

The plan identifies the venue as Plot 17, Ribbok Street, Waterval, Pretoria. It is intended to support emergencies ranging from small localised incidents to larger events requiring external assistance, including flooding, windstorms and other natural events.

The plan recognises that effective emergency response depends on staff preparedness, communication with emergency response agencies, practice drills, maintenance and support after an incident.

All visitors and after-hours users of the facilities are required by the plan to acquaint themselves with the emergency procedures. The Chief Emergency Officer is responsible for explaining drills to visiting groups, and feedback is to be recorded in an Emergency and Evacuation Drill Report.

In an emergency, the Chief Emergency Officer or their deputy is designated to control the evacuation. The original plan calls for a speaker announcement by the Chief Emergency Officer or a whistle sounded by a substitute officer.

The plan calls for floor plans and escape routes, emergency telephone numbers, a roll-call list, and action plans covering evacuation coordination, personnel and visitors, fire reporting, fire discovery, building evacuation and bomb-threat procedures.

1. Ensure emergency officials know the contents of the plan and how to carry out the instructions.
2. Ensure everyone is familiar with the sound of the alarm.
3. Ensure visitors know the emergency procedures and alarms.
4. Test alarm and communication systems monthly, as specified in the original plan.
5. Explain and practise the emergency plan with each visiting group.

Arrival briefing for school groups

1. Students arrive at the camp site and disembark from the bus.
2. Luggage is placed as directed by the receiving officer.
3. Students are directed to the assembly point and welcomed by the officer.
4. Emergency procedures are explained.
5. Students are allocated rooms, collect luggage and proceed to their rooms.
6. The original plan calls for a room prefect to be appointed for each room.

These arrival steps are taken from the original school-oriented plan. Their application to other groups should be confirmed by lodge management.

1. The alarm is activated by the designated emergency officer, using the speaker system or whistle described in the plan.
2. Use the closest safe route out of the room.
3. Proceed to the designated assembly point.
4. Remain calm. Do not run, shout or push.
5. The Emergency Officer conducts roll call. Room or group prefects assist with accounting for their assigned members.
6. Report any missing or injured person immediately to the evacuation official.
7. The Chief Evacuation Officer completes the Evacuation Drill Report.

1. On activation of the alarm, follow the instructions of the Chief Emergency Officer or substitute officer.
2. The original plan instructs room prefects to gather their roommates.
3. Take the closest and safest route to the assembly point.
4. Stay calm. Do not run, shout or push others.
5. Report to the designated group leader or emergency official for accountability.

The original document contains a 21-person roll-call sheet recording each person's name, room and whether they are injured. A printable version is reproduced below for group leaders and emergency officials.

For a live evacuation, use the lodge's current attendance and room-allocation records; this blank template alone cannot confirm who is on site.

1. Stay calm.
2. Immediately report the fire to the instructor or control room, as described in the original plan.
3. The Chief Emergency Officer or assistant assesses the situation and reports the fire to the appropriate emergency service.
4. Provide your name, callback number, address of the fire, what is burning and its extent, and the nearest crossroad.
5. The responsible officers determine whether evacuation is required and implement the emergency evacuation procedure.

The original plan includes a telephone bomb-threat checklist. This section reproduces its information fields for staff reference. Follow police and emergency-officer instructions; do not independently investigate a suspected device.

1. If possible, arrange for the call to be monitored, as directed in the original plan.
2. Keep the caller on the line and talking where safe and practical.
3. Record the time the call was received and the exact words used.
4. Ask when the bomb will explode, what kind of bomb it is, what it looks like, and the caller's name.
5. Record observations about the voice and any background noises.
6. Record when the call ended and any additional remarks.
7. Report the information to the Chief Emergency Officer and notify the relevant emergency authorities.
8. Avoid spreading rumours or causing panic.

The original form also included categories for perceived gender and culture; these have not been reproduced as identification fields because they are subjective and are not necessary to record the exact threat.