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From ad hoc emergency response to control and structure
More than 10 years ago, the emergency response (BHV) organisation at CSG Prins Maurits looked very different. Incidents were mainly handled ad hoc by colleagues who happened to be nearby, or a BHV responder first had to be fetched from reception before help could be provided. There was coordination, but it often took a long time before assistance arrived. There was also no clear overview of tasks outlining what a BHV responder was supposed to do during an incident. It was assumed that everyone was familiar with the 75-page evacuation protocol. “It was all well-intended, but poorly structured,” says Janno Scherpenisse, who is now responsible for the school’s BHV organisation.
In recent years, the school has made a major professionalisation step, with the implementation of MultiBel as one of the most important milestones.
From isolated actions to a professional alerting structure
The transition began when Janno took over the responsibilities of the previous shift leader. The team explored ways to improve the BHV structure. As part of this process, MultiBel was implemented as a call-out system.
Where previously actions were mostly isolated and reactive, a professional alerting structure has now emerged: clear procedures, fixed points of contact, and a system that reaches all relevant BHV responders at once.
The implementation of MultiBel started about a year and a half ago. The rollout went smoothly, a few minor teething issues were quickly resolved, and the system has proven to be reliable and efficient. Nevertheless, the school continues to develop further, for example, by refining protocols and providing additional training for BHV responders.
QR codes for rapid alerting
For quick reporting, the school uses QR codes that directly trigger an alert. To prevent false alarms by students, CSG Prins Maurits chose a smart solution: the QR codes are not visibly displayed in the building, but are discreetly placed on teachers’ laptops.
In the event of an incident, a teacher can scan the QR code or call the internal emergency number. MultiBel then immediately sends an alert to all relevant BHV responders and opens a conference call, allowing the team to coordinate instantly.
The system is used for medical incidents, evacuations, and situations where rapid action is required.
Clear protocols
To ensure everyone knows what to do, the school created short and clear protocols for various scenarios: evacuations, medical situations, and reception desk responsibilities. No thick manuals, but practical steps that can be applied quickly in real-life situations.
Each year, the school organises at least one large evacuation drill, preferably early in the school year, so that everyone becomes immediately familiar with the procedures. During the BHV and first-aid refresher training sessions in January/February, MultiBel is practised specifically, including the use of the walkie-talkie function within the app.
A large and well-organised BHV team
The BHV team consists of around 60 people, approximately 50 of whom are actively deployed during incidents. Within MultiBel, everyone with a specific role receives the appropriate notifications: some team leaders and members of the management team are informed but do not take action, while active BHV responders immediately spring into action.
The combination of an automatic call-out system and clear protocols ensures that the team can act efficiently and in a coordinated manner.
Advice for other schools and organisations
Janno is happy to share his key lessons:
- Use a central call-out system like MultiBel: it is fast, reliable, and allows for immediate scaling.
- Work with QR codes on laptops: easily accessible for staff, but not visible to students.
- Keep protocols short and clear, so they are truly usable in stressful situations.
Short lines, clear steps, and a system that always works. That makes the difference during an incident.
