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VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

Department Emergency Planning Guidelines

– Interim Guidance –

Environmental, Health and Safety Services540-231-5985

January 2008

E N V I R O N M E N TA L H E A LT H A N D S A F E T Y S E R V I C E S

Department Emergency Planning Guidelines

Environmental, Health and Safety ServicesHealth and Safety Building

459 Tech Center DriveBlacksburg, VA 24061

Phone 540-231-5985 Fax (540) 231-3944

http://www.ehss.vt.edu

Virginia Tech does not discriminate against employees, students, or applicants on the basis of race, sex, disability, age, veteran status, national origin, religion, political affiliation or sexual orientation. The university is subject to Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination in Employment Act, the Vietnam Era Veterans Readjustment Assistant Act of 1974, the Federal Executive Order 11246, Virginia’s State Executive Order Number Two, and all other rules and regulations that are applicable. Anyone having questions concerning any of those regulations should contact the Office for Equal Opportunity, 336 Burruss Hall, Blacksburg, Virginia 24061-0216, (540) 231-7500, TTY: (540) 231-4638.

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Revision StatusContact(s) Implementation

DateRevision Number

Comments

David Chaplin, CFPS, CFO January 2000 1.0 Initial written program

Sandra F. Kulik, CSP, CFPSMay 2001 2.0 Program revision and annual

review

Sandra F. Kulik, CSP, CFPSJune 2002 3.0 Program revision and annual

review

Z. Adams, PE, CSP, CIHSandra F. Kulik, CSP, CFPS April 2005 4.0

Revised to address tie to Satellite Operations Centers Emergency Plans and the

University Emergency Response Plan, and to incorporate business continuity planning

Z. Adams, PE, CSP, CIH February 2007 4.1 Added emphasis on Succession of Authority

Z. Adams, PE, CSP, CIH January 2008 5.0

Removed continuity of operations planning

requirements. Added information on emergency communication systems.

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Table of ContentsREVISION STATUS......................................................................................................... IIINTRODUCTION..............................................................................................................1

SCOPE......................................................................................................................................1APPLICATION...........................................................................................................................3

BASIC PLANNING BEFORE AN EMERGENCY OCCURS............................................6GETTING ORGANIZED............................................................................................................6SUPPLIES AND EQUIPMENT..................................................................................................7ESTABLISHING EMERGENCY COMMUNICATIONS SYSTEMS...........................................7PLANNING FOR EVACUATIONS.............................................................................................8

Fire Alarms..............................................................................................................................9Special Considerations...........................................................................................................9Evacuation Planning for Persons with Disabilities..................................................................9

REDUCE HAZARDS IN DEPARTMENTAL WORKSITES......................................................11TRAINING................................................................................................................................11

Fire and Other Emergency Drills...........................................................................................12CONDUCT COOP AND BUSINESS RESUMPTION PLANNING...........................................12

APPENDIX 1 - EMERGENCY ACTION PLAN TEMPLATE..........................................13Emergency Procedures for Faculty, Lecturers, and Teaching Assistants...............................30Classroom Emergency Procedures.........................................................................................32Evacuation Planning For Persons With Disabilities.................................................................33

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Department Emergency Planning Guidelines Introduction

INTRODUCTIONSCOPENo one expects an emergency or disaster to affect him or her—or the work area. Yet the reality is that emergencies and disasters can strike anyone, anytime and anywhere. A workplace emergency is an unforeseen situation that: threatens students, staff, faculty and visitors; disrupts or shuts down part or all of the university community; or causes physical or environmental damage. Emergencies may be natural or manmade and include the following:

Earthquakes,

Fires,

Floods,

Hurricanes,

Tornadoes,

Toxic gas releases,

Chemical spills,

Radiological accidents,

Explosions,

Civil disturbances

Workplace violence

Extended utility outages (including telecommunications)

When an emergency strikes, our immediate safety and prompt recovery will depend on the level of preparedness among faculty, staff and students. At Virginia Tech, planning ahead for emergencies is part of normal business planning and campus life, and all members of the campus community share a responsibility for preparedness.

Emergency planning at Virginia Tech occurs at three levels:

Virginia Tech’s Emergency Response Plan (ERP) outlines the university’s procedures for managing major emergencies that may threaten the health and safety of the campus community or disrupt its programs and activities. The ERP identifies departments and individuals that are directly responsible for emergency response and critical support services, and it provides a management structure for coordinating and deploying essential resources.

Deans, Vice Provosts and Vice Presidents are expected to develop Satellite Operations Center Emergency Plans. Satellite Operations Centers (SOCs) gather emergency impact data from their constituent departments, account for their personnel, transmit reports to the Emergency Operations Center (EOC), disseminate emergency instructions to constituents, and develop and implement business continuity, resumption, and recovery plans.

Departments must be prepared to respond effectively to smaller-scale emergencies where immediate action must be taken to protect departmental operations, personnel, and visitors to our campus. This is accomplished by development of a unit or Departmental Emergency Action Plan (EAP). Departments are also expected to develop Continuity of Operations (COOP) Plans that outline business continuity, resumption and recovery priorities for various types of impacts.

This document provides guidance on how to develop the departmental EAP.

The university maintains a comprehensive emergency preparedness education and training program to familiarize employees and students with emergency procedures. This training may be arranged by contacting Environmental, Health and Safety Services at [email protected] or

January 2008 Revision 5.01

mailto:[email protected]


231-9068, or the course schedule may be viewed at www.ehss.vt.edu. The office of ADA Coordinator provides information on emergency planning for people with disabilities; contact [email protected] or 231-4638.

Emergency LevelsVirginia Tech’s ERP classifies four levels of emergencies according to their severity and potential impact upon the campus community. The levels are:

LEVEL 0 A minor, localized incident that is quickly resolved with existing university resources. A Level 0 emergency has little or no impact on personnel or normal operations outside of the affected area. Examples include an automatic fire alarm, a small chemical spill, or a localized waterline break.

LEVEL I A localized incident that is quickly resolved with university resources and limited support of outside agencies. A Level I emergency has little or no impact on personnel or normal operations outside of the affected area. Examples include a localized fire or explosion, a chemical spill that causes a disruption of services and a hazardous materials response, and a water main break.

LEVEL II An emergency that may adversely impact or threaten life, health or property on a large scale at one or more locations within the university. Control of the incident requires specialists in addition to university and outside agency personnel and may have long-term implications. Examples include whole-building fires, a chemical release that requires evacuation of one or more buildings, and large scale civil unrest on university property.

LEVEL III A major disaster involving a large portion of the campus and surrounding community. Control of the incident will require a multi-agency response and the involvement of multiple university departments. Long-term implications are expected. Examples include extensive flooding, large-scale chemical release, earthquake, tornado, and major utility outages.

Note that the ERP will typically only be activated for Level II and III emergencies and the designated level may vary as emergency conditions change. Departments, however, must be prepared to take immediate action to protect departmental operations, personnel, and visitors to our campus in response to any type or scale of emergency that threatens the immediate area.

Phases of Response ActivitiesUniversity response to a disaster or emergency will generally involve the following phases:

Planning and Mitigation – The process of evaluating exposures and developing or refining response plans that will assure an orderly and effective response to an emergency, and for identifying and mitigating areas of vulnerability. The identification of business recovery priorities, development of COOP plans and EAP’s, and training of departmental staff fall in this category. The planning done during this phase is critical to assuring an effective response to an emergency and minimizing the impact on departmental and university operations.

Response – The reaction(s) to an incident or emergency in order to assess the level of containment and control activities that may be necessary. During this phase, generally only preliminary forecasts of the impact will be available, and university priorities will be to assure the public welfare, protect critical infrastructure, and provide support to emergency response organizations/operations.



http://www.ehss.vt.edu/


Resumption – The process of planning for and/or implementing the resumption of critical business operations immediately following an interruption or disaster. During this phase, more in-depth forecasts of the impact will be available, and university-wide priorities for program resumption will be determined. All response activities indicated above will continue as necessary. The support requirements/needs of SOCs and their constituent departments will be addressed on a prioritized basis.

Recovery/Restoration – The process of planning for and/or implementing recovery of non-critical business processes and functions after critical business process functions have been resumed, and for implementing projects/operations that will allow the university to return to a normal service level.

Emergency Response PrioritiesVirginia Tech’s emergency response priorities are:

Protect life safety.

Secure our critical infrastructure and facilities which are, in priority order:

o buildings used by dependent populations,

o buildings critical to health and safety,

o facilities that sustain the emergency response,

o classroom and research buildings, and

o administrative buildings.

Resume teaching and research programs.

APPLICATIONThe Emergency Response Resource Group (ERRG), drawn from the university’s senior administrative and academic areas, coordinates the campus response to major disasters from the Emergency Operations Center (EOC). An Emergency Response Coordinator (ERC) is responsible for the operational direction of the response.

The Policy Group will convene to coordinate policy and procedure issues specific to response and recovery activities necessitated by the nature of the event. The Policy Group is composed of: the President; Executive Vice President; Associate Vice President, University Relations; University Provost and Vice President for Academic Affairs; Vice Provost, Academic Affairs; Vice President, Business Affairs; Vice President, Information Technology; Vice President, Student Affairs; and, General Counsel.

Satellite Operations Centers (SOCs) are located in the administrative headquarters of Deans, Vice Provosts and Vice Presidents, and serve as the pivotal communications interface between the EOC and the campus community before, during and after a major emergency or disaster. SOCs also play a critical role in assuring department preparedness, response, and recovery planning and training.

Satellite Operations Centers:

Gather emergency impact data from their areas and account for their personnel,

Transmit reports to the EOC,

Disseminate emergency instructions to constituents,



Communicate the location of Emergency Assembly Points used during emergency evacuations in areas,

Recruit volunteers to assist with response and recovery operations,

Coordinate the planning and implementation of business continuity, resumption, and recovery activities in their respective areas, and

Participate in campus exercises to practice using these resources.

Emergency Action Plans (EAP)EAP’s outline departmental expectations for how employees are to respond if an emergency occurs that impacts departmental worksites. The departmental EAP should be comprehensive and address all issues specific to the department that may arise during an emergency, as well as the conditions present in departmental worksites (e.g., are there extraordinary hazards present, does the building have a fire alarm system, etc.) The EAP template located in Appendix 1 will help you establish:

The unit’s policies relating to the emergency ‘chain of command’;

A preferred method for reporting fires and other emergencies;

Emergency escape procedures and route assignments, such as floor plans, workplace maps, and areas of refuge;

The location of emergency assembly locations and procedures to account for all employees after the evacuation;

Names, titles, departments and telephone numbers of individuals both within and outside your building to contact for additional information or explanation of duties and responsibilities under the emergency plan;

Procedures for employees who remain to perform or shut down critical plant operations, operate fire extinguishers or perform other essential services that cannot be shut down for every emergency alarm before evacuation;

Rescue and medical duties for any workers designated to perform them; and,


Policy Group

Emergency Operations Center SOC

Constituent Department A

Constituent Department E

Constituent Department B

Constituent Department C

Constituent Department D

Emergency Responders


Internal communications procedures.

The EAP must be known and understood before an emergency occurs. Department heads and directors are therefore expected to:

Share this important safety information with all faculty, staff, and students on an annual basis

Brief all new personnel when they join the department

Keep multiple copies of the EAP in accessible locations throughout the organization

Where a department spans multiple buildings, a separate EAP will need to be developed for each location.


Department Emergency Planning Guidelines Emergency Preparedness

BASIC PLANNING BEFORE AN EMERGENCY OCCURS

GETTING ORGANIZEDThe first step in building department preparedness is to assemble the appropriate human and physical resources to do the job.

It is recommended that every departmental executive appoint an “Emergency Coordinator” to help develop and implement the departmental emergency plan. An Emergency Coordinator must be familiar with the Department’s programs and physical facilities, and should be a person with the management experience and financial authority to:

Collaborate with the Department Head or Director to develop and maintain the information in the Department Emergency Plan and EAP(s).

Recruit a core “Emergency Preparedness Committee” that represents staff, faculty, and principal investigators from the department’s major divisions or locations. Include people with disabilities (limited mobility, low vision/blind, HOH/Deaf) in order to plan for all needs.

Arrange appropriate preparedness training for personnel. This training is generally available from EHSS and may be arranged by contacting [email protected] or by calling 231-9068. Additional information regarding people with disabilities and emergencies is available from ADA Coordinator by calling 231-4638.

Purchase department emergency supplies and equipment.

Be ready to support the departmental executive during an emergency incident (and be called back to campus if necessary).

Be ready to help prepare post-disaster impact summaries and insurance documentation.

Assure that information is communicated to the SOC, and that departmental faculty and staff are kept informed of information received from the SOC, if the university EOC is activated.

Both existing and newly formed Emergency Preparedness Committees should consider dividing their members into an “Emergency Response Team” and an “Emergency Recovery Team” to handle those specialized planning and response activities.

The “Emergency Response Team” should be trained to disseminate emergency instructions and warnings including people with disabilities by using accessible formats, assist evacuations and security, provide first aid and similar support if necessary, and deal with immediate salvage and preservation issues (e.g. moving animals and plants, covering books and equipment).

The “Emergency Recovery Team” should be prepared to document the effects of the emergency and coordinate facility and program restoration according to priorities identified by the Departmental Executive and/or as directed by the SOC. This team should also be used to perform COOP, business resumption, and business recovery planning. Please refer to university guidance for assistance with developing your departmental COOP plan.




SUPPLIES AND EQUIPMENTIf a large-scale disaster affects the university, it may not be physically possible to provide immediate emergency support for every area that requires it, even with the assistance of the adjacent towns and counties. Departments, therefore, should maintain basic emergency supplies and equipment to be as self-sufficient as possible after an emergency. Department emergency kits will vary in size and composition according to an organization’s structure, function and location, but all Virginia Tech departments should have the following essentials in an accessible location:

First aid supplies with instructions

Flashlights/batteries

Portable AM/FM radios/batteries

Employee rosters

Each laboratory should be equipped with a spill kit suitable for the chemicals used.

Other supplies that might be necessary include:

Air horns, megaphones or similar devices that will facilitate evacuating a building that does not have a central fire alarm system

Controlled descent and similar devices to assist persons with mobility and other impairments.

Every departmental executive should encourage employees to keep a personal emergency kit in their work area. These kits should contain a flashlight, back-up eyeglasses and medications, sturdy shoes, a sweater or light poncho, a “snack” (such as energy bars), a bottle of water and personal emergency contact numbers.

ESTABLISHING EMERGENCY COMMUNICATIONS SYSTEMSThe Virginia Tech Emergency Response Plan explains that, during an emergency, Department Executives:

Ensure that life-safety emergencies are reported by calling 911.

Account for the safety of department personnel.

Notify his or her Vice President or Dean of the incident, and contact appropriate campus emergency response departments for repairs assistance or safety issues (e.g., Risk Management, Facilities, or Environmental, Health and Safety Services) associated with smaller-scale incidents (Level 0 and I); requests for assistance during larger-scale incidents will be reported to the EOC via your respective SOC.

Deliver critical university information and instructions to their constituents.

Forward disaster impact reports to their respective SOC and disseminate SOC disaster instructions.

It is important that your department establish procedures for making critical notifications during business hours and during after-hours emergencies. At a minimum, your department should:

Establish “telephone trees” and “distribution” voicemail and email lists to initiate rapid emergency notifications.



Create a department “Emergency Hotline” so that faculty, staff, and students can call into your department to hear recorded announcements and instructions about emergency effects on your program.

Publicize the university emergency information hotline number if one is established.

Be certain your EAP(s) include procedures for announcing the need to immediately evacuate a building in response to fire or other building emergency.

Determine if your building has a fire alarm system. If you need assistance making this determination, contact the Fire Safety Engineer at EHSS at 231-9068.

If your building does NOT have a fire alarm system, you will need to establish a manual system that can be used to quickly notify building occupants that there is a building emergency and the building must be evacuated. Such a system could include having employees yell ‘fire’ and knock on doors as they leave the area and/or assigning floor wardens who are responsible for clearing the floor as they leave the area.

Air horns or megaphones are helpful, but only if they are assigned to an individual (e.g., a floor warden) and are constantly available for use, and only during normal business hours. If you chose to use these devices, be sure that back-up roles are assigned, and that all employees understand how to announce a building emergency after normal working hours.

PLANNING FOR EVACUATIONSIf a complete campus evacuation and closure is necessary during a disaster, it will be announced and coordinated by the EOC. Campus evacuations will be sequential to maintain safety and avoid traffic gridlock.

Note that it may or may not be necessary to vacate a building during minor Level O or I emergency incidents, or even during some Level II or III events. Occupants in the area may simply be directed to remain on-site and shut down systems, or they may be asked to move to other sectors of their floor or building. In some events (such as extended power outages), evacuations are not necessary unless the incident has generated a hazardous materials incident or immediate health and safety risk. In limited emergencies, wait for evacuation instructions and engage your Emergency Response Team to communicate the information throughout the department.

Plan where employees should go during an evacuation, and make sure employees know the routes to get there. Building evacuees go to your designated assembly point, which is an outdoor destination where personnel meet to notify managers of their safety and get emergency information and assistance. Be sure to address the needs of individuals with mobility and other impairments in your planning process, and coordinate the designation of assembly areas with other departments to prevent overcrowding.

Evacuation route planning involves the development of floor plans that show the recommended path to take to exit from a facility during an emergency evacuation. Evacuation routes should be coordinated as needed to prevent overloading of hallways, stairs and exits. Evacuation route information is to be included in your EAP, posted in departmental work areas as needed, and included in Part B of each laboratory’s Chemical Hygiene Plan. Basic building evacuation plans can be obtained from the Fire Safety Engineer at EHSS by calling at 231-9068 or emailing [email protected].




Determine primary and secondary evacuation routes for each area within the unit's facilities. The primary evacuation route is typically the route to the nearest exit or exit stair. The secondary evacuation route is an alternate route to use if the primary route is obstructed.

Know how to announce and implement an evacuation. A sample script is:

We have a _________________________emergency. Evacuate to____________ (your designated assembly point, or the location announced by the SOC). Take your belongings. Do not use the elevators.

Know what to do next. Be prepared to account for your personnel, and know how to obtain and disseminate emergency information and instructions.

Fire AlarmsDetermine if your building has a fire alarm system. For those buildings that do not have a fire alarm, you may notify other occupants by knocking on doors and shouting “fire” as you are exit the building. In larger buildings, it may be necessary to appoint floor wardens and provide air horns or megaphones so they can manually sound the alarm as they exit their area. If multiple departments occupy a building without a fire alarm system, it is essential that they coordinate their emergency planning and warning system. It is critical that all employees be trained on the warning system that will be used and that this system is practiced during drills. (To determine if your building is equipped with an automatic fire alarm system, or for assistance conducting a fire alarm drill, contact the Fire Safety Engineer at [email protected] or 231-9068).

A building evacuation is mandatory whenever a fire alarm sounds, and building occupants should exit immediately. After a building has been evacuated, occupants must wait for a safety inspection or the ‘all-clear’ to sound before re-entry.

Special ConsiderationsAs you develop your EAP(s), be sure to consider the following:

If your department spans multiple buildings, a separate EAP will need to be developed for each location.

If multiple departments are located in a building that doesn’t have a fire alarm system, all departments in the building will need to coordinate so that everyone understands and is using same the evacuation signal.

The university community is mobile. Faculty and staff may work in more than one location during the day, and teaching faculty may be in many buildings during the course of one day. If your building has general purpose classrooms, for example, this means that you may have a population in your area that isn’t familiar with your plan or your evacuation signal. During your planning, therefore, you need to be sure that you’ve addressed how to provide an evacuation notice (or other emergency instructions) to this transient population. See Appendix 1 for more information.

Evacuation Planning for Persons with DisabilitiesDuring emergency planning, you should encourage individuals with mobility or other limitations that would hamper their ability to evacuate the building or prevent them from hearing or seeing an emergency alarm to self-identify so that you can include them in the planning process. You should also update your plan as needed to include persons that have temporary limitations, and b aware that faculty, staff and students with "hidden" disabilities (arthritis, cardiac conditions, back problems, learning disabilities) may also need individual assistance. A sample letter for requesting disclosure by those needing assistance can be found at the end of Appendix 1.




Remember that elevators are not to be used if there is a fire in the building, and in some buildings elevators are automatically recalled to the ground floor if the fire alarm is activated.

Persons with mobility limitations have five basic evacuation options.

Horizontal evacuation: using building exits to the outside ground level or going into unaffected wings of multi-building complexes (for example, using the sky bridge to go from Burruss to the Johnston Student Center).

Stairway evacuation: using steps to reach ground level exits from the building.

Stay in Place: unless danger is imminent, remaining in a room with an exterior window, a telephone, and a solid or fire resistant door. With this approach, the person may keep in contact with emergency services by dialing 911 and reporting his or her location directly. Emergency services will immediately relay this location to on-site emergency personnel, who will determine the necessity for evacuation. Phone lines are expected to remain in service during most building emergencies. If the phone lines fail, the individual can signal from the window by waving a cloth or other visible object.

The Stay in Place approach is more appropriate for sprinkler protected buildings or buildings where an "area of refuge" is not nearby or available. It may also be more appropriate for an occupant who is alone when the alarm sounds. A "solid" or fire resistant door can be identified by a fire label on the jam and frame. Non-labeled 1-3/4” thick solid core wood doors hung on a metal frame also offer some fire resistance.

Area of refuge: with an evacuation assistant, going to an area of refuge away from obvious danger. The evacuation assistant will then go to the building evacuation assembly point and notify the on site emergency personnel of the location of the person with a disability. Emergency personnel will determine if further evacuation is necessary. For assistance in identifying areas of refuge, call EHSS, Fire Safety at 231-9068.

If a stair landing is chosen as the area of refuge, please note that many campus buildings have relatively small stair landings, and wheelchair users are advised to wait until the heavy traffic has passed before entering the stairway.

Stairway evacuation of wheelchair users should be conducted by trained professionals. Only in situations of extreme danger should untrained people attempt to evacuate wheelchair users. Moving a wheelchair down stairs is never safe.

Incorporate emergency evacuation devices into your plan: Emergency evacuation devices are available to help evacuate individuals with mobility limitations from buildings. These devices can help individuals quickly move people with mobility limitations down stairs or across rough terrain. When selecting a device consult the intended user. The advantages or disadvantages of these devices are dependent on the capabilities, acceptance, and understanding of the end user(s). Funding, however, is not currently available at the university level to support the purchase of emergency evacuation devices.

Persons with mobility limitations, who are able to walk independently may be able to negotiate stairs in an emergency with minor assistance. If danger is imminent the individual should wait until the heavy traffic has cleared before attempting the stairs. The details of who will provide assistance and how they will be notified should be detailed in your plan.

Hearing Impaired: Many buildings on campus are equipped with fire alarm strobe lights; however, some are not. Persons with hearing impairments may not hear audio emergency alarms and will need to be alerted by other means of emergency situations. Emergency instructions can be given, for example, by writing a short explicit note to evacuate. Reasonable



accommodations for persons with hearing impairments may be met by modifying the building fire alarm system, particularly for occupants who spend most of their day in one location. Persons needing such accommodation should contact the ADA Coordinator at 231-9331.

Visually Impaired: Most people with a visual impairment will be familiar with their immediate surroundings and frequently traveled routes. Since the emergency evacuation route is likely different from the commonly traveled route, persons who are visually impaired may need assistance in evacuating. The assistant should offer their elbow to the individual with a visual impairment and guide him or her through the evacuation route. During the evacuation the assistant should communicate as necessary to assure safe evacuation.

Persons with disabilities have the responsibility to assure their own safety, and should be encouraged to conduct a self-assessment of their capabilities, limitations and needs, as well as their surroundings to determine what type of help they may need in an emergency.

REDUCE HAZARDS IN DEPARTMENTAL WORKSITESWhen developing your EAP(s), it’s a good idea to look at a wide variety of potential emergencies that could occur in your workplace. You should do a hazard assessment to determine what, if any, physical or chemical hazards in your workplace could cause or exacerbate an emergency or impede emergency response efforts, and you should take action to reduce your vulnerability to these hazards. The following documents, which can be downloaded from www.ehss.vt.edu, will be useful as you evaluate your workplace:

Virginia Tech’s Fire and Life Safety Program provides broad guidance on mitigating the risk of fire, and includes a Hazard Assessment Checklist that will assist you in this process.

The Chemical Hygiene Plan provides guidance on chemical storage, spill response, proper use of compressed gas cylinders, and other safety and health issues related to laboratory research. Each laboratory is required to complete Part B of the Chemical Hygiene Plan with information on lab-specific hazards and emergency response protocols, and assure that all employees in that work area have been trained.

The risk of Workplace Violence varies by occupation and work location. Common sense approaches to workplace design, security, planning and preparedness can, however, greatly reduce this risk. For more information, review the workplace violence section found under emergency planning at www.ehss.vt.edu. If you develop any specific procedure related to workplace violence, be sure these are included in your EAP.

TRAINING Employees must receive training on all elements of the EAP upon its initiation. New employees must receive training when first assigned to the Department. Additional training is necessary when an employee’s required actions under the plan change or when there are changes to the plan, and it is recommended that information on the EAP be provided to employees on an annual basis. This training is performed by designated departmental personnel, and a permanent record of training should be maintained.

Employees that have specific assigned emergency response roles (e.g., Emergency Response, Emergency Recovery) may require additional training. For assistance with arranging this training, contact EHSS at 231-9068.

Fire and Other Emergency DrillsOnce you have reviewed your EAP with your employees and everyone has had the proper emergency response training as stated in the previous section, it is a good idea to hold practice





drills as often as necessary to keep employees prepared. EHSS can assist you with drills and involve outside agencies such as the fire and police departments.

Fire drills are a vital part of a comprehensive campus fire safety program. Drills are held to familiarize occupants with drill procedures and to make the drill a matter of established routine.

Fire drills are required monthly for all daycare facilities and quarterly for the Schiffert Health Center.

Fire drills must be conducted annually in all residential housing facilities. (See Virginia Tech’s Fire and Life Safety Program for further guidance on this issue.)

For all other occupancies it is recommended at least one fire drill be conducted annually.

All fire drills at Tech will be announced and preplanned. If a fire alarm sounds and you have not been notified prior to the alarm that it is a drill, take immediate action, evacuate

the building and protect yourself.

CONDUCT COOP AND BUSINESS RESUMPTION PLANNINGAll Virginia Tech departments are expected to develop continuity of operations and business resumption plans to safeguard their essential programs and records, and to involve appropriate program and financial managers in the planning process. These plans can be updated and expanded adaptations of the contingency plans that were developed in preparation for the transition to “Y2K.” All departments are also expected to take steps to reduce their vulnerability to hazards such as unplanned power outages. Please see university guidance for assistance with developing your departmental COOP plan.



APPENDIX 1 - EMERGENCY ACTION PLAN TEMPLATE


Emergency Planning Guidelines Appendix 5 – EAP Template


February 2007 Revision 4.114


EMERGENCY ACTION PLANDEPARTMENT OF

BUILDING: INTRODUCTIONNo one expects an emergency or disaster to affect him or her—or the work area. Yet the reality is that emergencies and disasters can strike anyone, anytime and anywhere. A workplace emergency is an unforeseen situation that: threatens students, staff, faculty and visitors; disrupts or shuts down part or all of the university community; or causes physical or environmental damage. Emergencies may be natural or manmade and include the following:

Earthquakes,

Fires,

Floods,

Hurricanes,

Tornadoes,

Toxic gas releases,

Chemical spills,

Radiological accidents,

Explosions,

Civil disturbances

Workplace violence

Extended utility outages

When an emergency strikes, our immediate safety and prompt recovery will depend on the level of preparedness among faculty, staff and students. At Virginia Tech, planning ahead for emergencies is part of normal business planning and campus life, and all members of the campus community share a responsibility for preparedness.

This emergency action plan (EAP) details the actions that employees in our department are expected to take in response to an emergency. It identifies certain individuals that have an emergency response role. Finally, the EAP is part of our departmental emergency plan, which provides a structure for coordinating the department’s actions with our {Dean, Vice President, or Vice Provost} at the Satellite Operations Center (SOC) and personnel at the university Emergency Operations Center (EOC) if a large-scale disaster occurs.

{Departmental or Unit} Emergency CoordinatorName: Title: Phone: Email:

This person should be contacted with any questions about this Emergency Action Plan. Questions related to emergency planning should be addressed to Environmental, Health and Safety Services at 231-5985 or [email protected].

{Departmental or Unit} Emergency Response TeamThe following individuals serve on the {department’s or unit’s} emergency response team:Name: Phone: Email: Name: Phone: Email: Name: Phone: Email: Name: Phone: Email:

This team disseminates emergency instructions and warnings, assists with evacuations and security, provides first aid and similar support if necessary, and deals with immediate salvage and preservation issues (e.g. moving animals and plants, covering books and equipment).




Additional DutiesCertain persons may have additional duties under this plan. These duties may include assisting others during the evacuation, performing head counts at the assembly point, or shutting down hazardous equipment or operations. Below is a list detailing any additional duties and the person(s) responsible for performing them:

Departmental Emergency CommunicationsIf a large-scale disaster occurs, the department will establish a departmental ‘hotline’ to answer questions and provide guidance on response. The departmental ‘hotline’ number is:

Under these conditions, the department will also establish an emergency headquarters at , reachable by phone at or fax . If the phone system is not operational, check Virginia Tech’s web page for information or send a runner to the departmental headquarters.

The department may also distribute information and instructions via phone mail, email or the departmental web page.

For immediate building emergencies such as fires, the normal procedure for sounding the alarm is to . {activate the building fire alarm system by pulling a pull station located at the exit; knock on doors and yell ‘fire’ or similar as you leave the area; etc. See the guidelines for additional information, or contact EHSS at 231-9068 for assistance with developing your system}

University Emergency Communication SystemsThe university maintains a robust emergency communications system, including:

VT Alerts. VT Alerts is Virginia Tech's urgent notification system, comprised of a variety of methods by which the university can contact students, faculty, and staff. You are encouraged to subscribe to this system at the following website, www.alerts.vt.edu/. Alerts can be sent via: Text messages (SMS) to mobile devices; Instant messages (AOL, MSN, and Yahoo); Calls to home, office, or mobile phone numbers; and, E-mails to non-Virginia Tech addresses

Emergency Alert Siren System. When emergency conditions present a danger to ersons outdoors, Virginia Tech may activate its siren system. The sirens can broadcast both tone and voice messages. When the siren is heard, individuals should immediately go inside and consult a source of information (see following).

Information posted to the university homepage, www.vt.edu, and Virginia Tech News, www.vtnews.vt.edu.

Information sent using campus-wide e-mail.

Information broadcast on WVTF-FM 89.1 and other public media outlets.

Information recorded on the university hotline (231-6668).

EvacuationsIf the building is evacuated in response to a fire or similar emergency, all personnel are to report to a pre-designated assembly point. At the assembly point, supervisors account for personnel and report any that are unaccounted for to the Emergency Coordinator, local police and/or the fire department.

The designated assembly point for this building and/or department is .


http://www.vtnews.vt.edu/

http://www.vt.edu/

http://www.alerts.vt.edu/


Identified Hazards in this WorkplaceBelow list any special hazards and any required special knowledge and/or training for occupants working in this building {for example, presence of a halon fire suppression system or hazardous materials used or stored in the building; if not applicable, delete this section}:

Persons with DisabilitiesIf you are a person with a disability—even a short-term disability—that could hamper your ability to evacuate the building during an emergency or prevent you from taking needed action to protect your safety, you are encouraged to self-identify to the Departmental Emergency Coordinator. This person will work with you to incorporate your needs into the planning process.

Training Employees must receive training on all elements of the EAP upon its initiation. New employees must receive training when first assigned to the Department. Additional training is necessary when an employee’s required actions under the plan change or when there are changes to the plan. Employees that are designated as Emergency Response or Emergency Recovery personnel may require additional training. This training will be arranged by the Emergency Coordinator for the department.Departments are encouraged to practice their plan on an annual basis by performing fire or other emergency drills.

Additional InformationAdditional information on emergency planning can be found on EHSS’s website at www.ehss.vt.edu.




DEPARTMENT EVACUATION ROUTES

INSERT A COPY OF YOUR EVACUATION MAP HEREThese maps are posted in building hallways, near main entrances. Be certain that you indicate

your department’s “Emergency Assembly Point” on the map. General building floor plans can be downloaded from www.cdcd.vt.edu. Building evacuation plans may be obtained from the Fire

Safety Engineer at EHSS at 231-9068.


http://www.cdcd.vt.edu/


EMERGENCY RESPONSE ACTIONSMedical Emergency Procedure

Notify Virginia Tech Police of the location, nature and extent of the injury by calling 911. Always call from a safe location.

Protect the victim from further injury by removing any persistent threat to the victim. Do not move the victim unnecessarily.

Provide first aid until help arrives if you have appropriate training and it is safe to do so.

Send someone outside to escort emergency responders to the appropriate location, if possible.

EvacuationsIf the building is evacuated in response to a fire or similar emergency, all personnel are to report to the pre-designated assembly point. At the assembly point, supervisors account for personnel and report any that are unaccounted for to the Emergency Coordinator, Virginia Tech Police and/or the fire department.

To Assist Visually Impaired Persons: Announce the type of emergency. Offer your arm for guidance. Tell the person where you are going, obstacles you encounter. When you reach safety, ask if further help is needed.

To Alert People with Hearing Problems: Turn lights on/off to gain the person’s attention, or Indicate directions with gestures, or Write a note with evacuation directions.

To Evacuate People Using Crutches, Canes, or Walkers: Evacuate these individuals as injured persons. Assist and accompany to evacuation site if possible, or Use a sturdy chair (or one with wheels) to move the person, or Help carry the individual to safety.

To Evacuate Wheelchair Users: Non-ambulatory persons’ needs and preferences vary. Individuals at ground floor

locations may exit without help. Others have minimal ability to move. Remember, lifting may be dangerous to you or them.

Some non-ambulatory persons have respiratory complications. Remove them from smoke and vapors immediately. Wheelchair users with electrical respirators should get priority assistance.

Most wheelchairs are too heavy to take down stairs. Consult with the person to determine best carry options and reunite the person with the chair as soon as it is safe to do so.



Do not put yourself or others in danger. If you cannot safely evacuate an individual, get them to a stairwell or other easily identified “protected” location and notify emergency responders as soon as possible of the individual’s situation and location.

Note that it may or may not be necessary to vacate a specific area during an emergency incident. Occupants in the area may simply be directed to remain on-site and shut down systems, or they may be asked to move to other sectors of their floor or building. In some events (such as extended power outages), evacuations are not necessary unless the incident has generated an immediate health and safety risk. Follow all directions from emergency response personnel.

For broad-scale emergencies that affect a large portion of the campus, wait for evacuation instructions from the SOC, the EOC or the university administration, and engage the unit's Emergency Response Team to communicate the information throughout the unit. Campus evacuations will be directed by the Virginia Tech Police Department to maintain safety and avoid traffic gridlock. Under these circumstances:

Remain calm. Alert Emergency Response Team to assist with evacuation. Quickly shutdown any hazardous operations or processes and render them safe. Follow directions to the evacuation site. Walk, do not run. Do not use elevators. Take personal items. Notify others in the unit's area of the alarm if they did not hear it. Assist persons with disabilities. Check offices, classrooms, and restrooms. Turn equipment off, if possible. Close doors. Take emergency supplies and employee rosters. Keep exiting groups together. Instructors assist students. Gather at the evacuation site and await instructions. Account for faculty, staff and students. Report any missing or trapped people to the emergency responders.

Shelter-in-PlaceThere may be situations when it's simply best to stay where you are and avoid any uncertainty outside. There are other circumstances when staying put and creating a barrier between yourself and potentially contaminated air outside, a process known as "shelter-in-place," is a matter of survival. An order to shelter-in-place would be given to your department via your SOC, or announced by the EOC or the university administration by email, phone messages, or updates on the Virginia Tech website.


During an emergency, students and visitors who may not be familiar with this plan must be informed of the requirement to evacuate.

20


If told to shelter in place:

Stay in a building or other shelter until otherwise directed or the danger has subsided. If you are outdoors, go inside immediately. Close all windows and doors, and follow any other instructions that are issued.

Fire EmergenciesSOUND THE ALARM If you discover or suspect a fire, sound the building fire alarm. If there is no fire alarm in the building, warn other occupants by knocking on doors and

shouting “fire” as you leave the building or use other prepared methods as outlined in this EAP.

EXITING A ROOM Before opening any door, feel the doorknob with the back of your hand. Do not open the

door if it is hot. Brace yourself behind the door, crouch low, and open the door slightly if it is warm. Stay low if the area is smoky. If heat or heavy smoke is present, close the door and stay

in your room.

LEAVE THE BUILDING Try to rescue others ONLY if you can do so safely. Move away from the building and out of the way of the fire department. Go to your department’s designated assembly point. Don’t go back into the building until the fire department says it is safe to do so.

CALL THE FIRE/POLICE DEPARTMENT Dial 911 or use an “emergency” phone. Give as much information as possible to the 911 operator.

You may attempt to put out the fire if you have been trained in and are comfortable using a fire extinguisher. Otherwise, immediately evacuate. Hazardous equipment or processes should be shut down before leaving unless doing so presents a greater hazard. Remember to close all doors.

Assist anyone who may be in danger, if you can do so without endangering yourself. Exit the building in a calm manner using the stairs - never use elevators. After you have left the building, go to your pre-designated assembly point and remain there. Remain outside the building, even if the alarm is silenced, until the fire department has given the “all clear”.

Maintain a safe distance from the building, about 50 feet, to allow ample room for emergency personel and equipment to access the building.

If primary and alternate escape routes are blocked: Go back to your room, close the door and call 911 to report your location. Seal the cracks around the door to prevent smoke from entering. Open the window a few inches for fresh air and hang a brightly colored cloth or bed

sheet out the window to alert the Fire Department to your location. If you have a flashlight, use it to signal at night.

If smoke gets in your room, keep low and dampen a cloth with water, place it over your nose and breath lightly through it.



Stay calm. Do not jump from windows above the second floor. Rescue personnel have the proper equipment to get to you quickly.

WEATHER EMERGENCIESWeather emergencies can pose serious threats to university personnel. When severe weather occurs, the administration will determine whether university offices will be closed. Check Virgina Tech’s web page, call the weatherline (231-6668), or listen to local TV and radio news broadcasts for this information.

Follow these recommendations if severe thunderstorms, threatening weather or tornadoes occur during the workday:

If weather conditions appear threatening, listen for an ALERT WARNING through commercial radio, weather radio or local television.

If you are outside, move indoors as soon as possible. Move to an interior hallway or basement if time allows, or take shelter under a desk or

heavy table and cover your head. Avoid upper floors, large glassed areas and windows. Stay out of parking areas, gymnasiums, and auditoriums. Stay away from electrical service panels and appliances, including computers. Use telephones for emergency calls only. During the fall and spring, severe weather emergencies, such as tornados, occur more

frequently. Listening to a small, battery-operated radio is a good way to stay informed of such conditions.

Stay calm and alert.

After a severe storm:

Report damage on campus to Physical Plant (231-4300) and to Risk Management (231-7439). Report damages on other locations to Satellite Operation Centers. Use extreme caution when entering buildings. Watch for gas leaks, electrical system damage, and sewer and water line damage. Stay out of damaged buildings and return to your building only when authorities say it is safe.

Stay away from downed power lines. Do not handle live electrical equipment in wet areas. Electrical equipment should be checked by an electrician and dried before being returned to service. Be sure the power is off before entering flooded basements if water is high enough to reach appliance motors or any electrical equipment. Leave an area immediately if you smell gas or vapors from chemicals.

Help injured persons if you can do so without putting yourself at risk of injury. Provide first aid if you are trained. Report injuries by calling 911. Do not move seriously injured persons unless they are in immediate danger.

Do not make unnecessary telephone calls in order to leave lines open for emergency calls.

Do not sightsee or spread rumors.



EarthquakesWhile earth tremors do occur in eastern Virginia, it is extremely unusual for one to occur that is noticeable by building occupants, and even more rare for one to occur that is substantial in nature. If an earthquake does occur:

Take cover immediately (under a desk, table or chair, between seating rows in lecture halls, or against corridor walls).

If you are outdoors, keep away from buildings, poles or other structures that could overturn.

Be alert for aftershocks.

Minor Quake (Brief Rolling Motion) Restore calm. Examine your area for damage Report damage/hazardous materials releases. Await instructions. Evacuations are unlikely.

Major Quake (Violent Shaking) Restore calm. Assist others. Report injuries to 911. Report damage to executive management. Evacuate carefully. Be alert for aftershocks. Take emergency supplies. Do not use elevators. Meet at your designated assembly point. Do not enter buildings until they are examined. Await instructions, be patient, help others.

Hazardous Materials Emergency ProcedureMinor spills of hazardous chemicals that pose little or no threat to the safety and health of personnel can be cleaned by competent departmental personnel by following the warning and caution signs on the container’s label or manufacturer’s safety data sheet (MSDS). A Hazardous Materials Emergency exists when cleanup of a spill of a hazardous material is beyond the level of knowledge, training or ability of the staff in the immediate spill area or the spill creates a situation that is immediately dangerous to the life and health of persons in the spill area or facility. Alert people in the immediate area of the spill and evacuate the room.

Confine the hazard by closing doors as you leave the room. Use eyewash or safety showers as needed to rinse spilled chemicals off people. Evacuate any nearby rooms that may be affected. If the hazard will affect the entire

building, evacuate the entire building. Notify University Police of the chemical, location and size of the spill calling 911. Always

call from a safe location. Be prepared to spell chemical names. Report the following information:

o Name and telephone number of the caller. o Location of the spill, name and quantity of the chemical. o Extent of injuries, if any. o Environmental concerns, such as the location of storm drains and streams.



Procedures for laboratory personnel to handle chemical, biological or radiological spills are provided in laboratory safety plans. Trained laboratory personnel are authorized to determine appropriate emergency responses for their areas.

Loss of Electric Power Take actions to preserve human and animal safety and health. Take actions to preserve

research. Turn off and/or unplug non-essential electrical equipment, computer equipment and

appliances. Keep refrigerators and freezers closed throughout the outage to help keep them cold. Call Physical Plant Customer Service (231-4300) if a power failure occurs on campus

during normal hours. Physical Plant will dispatch an electrician to the scene. If power fails in a building after hours, call the Virginia Tech Police Department at 231-6411. if a power outage occurs on another location, call the local utility company for assistance.

Evacuate the building if instructed by emergency personnel. Assist other building occupants to move to safe locations. Emergency lighting is provided in halls and stairways to ensure occupants can evacuate the building safely. Turn equipment off as you leave to prevent damage from a power surge.

Do not use candles or open flame. If the laboratory fume hood is non-operational, cap all open containers and close the

sash.

Workplace ViolenceIf workplace violence occurs:

Report the incident to the police as soon as you can if they haven’t already been contacted.

Secure the area where the disturbance occurred. The area may be considered to be a crime scene, so leave everything untouched until the police arrive.

Make sure everyone’s okay and that there’s no potential for additional injury. Call for medical assistance if necessary.

If business must continue, shift personnel as needed to cover essential work functions. Be supportive. The victim(s), witnesses and other employees may need access to

critical incident debriefing or counseling. Contact Personnel Services for guidance or assistance as needed.

{Add to this list any special procedures that have been established to address this issue. Reference the guidance in this document for more information, or contact EHSS at 231-5985, the Virginia Tech Police Department at 231-6411, or Personnel Services at 231-9331 for assistance.}

Bomb Threat ProcedureDuring a call remain calm and try to obtain as much information as possible from the caller. Try to write down the caller's exact words. If possible, use the Bomb Threat Checklist at the end of this plan to record important information such as:

When is the bomb going to explode? Where is the bomb located right now? What does the bomb look like? What kind of bomb is it?



What will cause the bomb to explode? Did you place the bomb? Why? What is your address? What is your name?

Also record the following information: Exact time the call is received. Information about caller including:

o Sex - Age – Accento Education - Location of caller - Background noiseso Caller's attitude - Speech impediments or traits

Immediately call the Virginia Tech Police Department (VTPD) at 231-6411 if the threat is on Blacksburg campus. On other locations call your local police department at 911. Provide the police with the context of the threat, telephone number on which it was received, your name, room number and telephone number where you can be reached. Take no other action unless directed to by the VTPD.Notify your immediate supervisor that you have received a bomb threat and have called the police. Do not state the nature of the call to anyone else.Complete the Bomb Threat Checklist. A copy of the checklist is in the Checklist section at the end of this plan. Remain at your location until the police arrive. The officer will interview you regarding the call and take the checklist.

Suspicious Package ProcedureIf you receive or observe a suspicious letter or package that is unexpected or unknown with the following characteristics:

Excessive postage. Misspellings of common words. Excessive weight. Rigid envelope. Foreign mail, airmail or special delivery. Hand written or poorly typed address. Restrictive markings such as confidential, personal, etc. Excessive securing - material such as masking tape, string, etc. Incorrect titles. Oily stains or discoloration. Visual distractions. Lopsided or uneven. Titles but no names. No return address. Protruding wires or tinfoil.



From a safe location notify the police department immediately by calling 231-6411 (for Blacksburg campus) or 911.

Move people away from the package. DO NOT move or open the package. DO NOT investigate too closely. DO NOT cover, insulate or place the package into a cabinet or drawer.



EMERGENCY EVACUATION SIGN-IN SHEET(Use this from to account for personnel at the emergency assembly point when a

roster is not available)Building: Department/Chair: Please Print

Your Name and SSN/ID No. School or Department Student? Faculty? Staff? Other?


Bomb Threat ChecklistJanuary 2008 Revision 5.027


TELEPHONED THREAT

As soon as a telephoned bomb threat is received, the person answering the telephone should signal a fellow employee to inform the Police Department by calling 231-6411 (for Blacksburg campus) or 911. The person receiving the call should be guided by the following instructions:

1. Remain calm and try to hold the caller on the phone as long as possible.

2. Record exact time and date of call. Date: Time:

3. Record the exact words of the caller.

4. If the caller is interested in talking, encourage him or her to do so by asking questions.

5. When possible, ask caller:

a. The time the bomb is set to go off: b. The location of the bomb (the exact spot if possible), and why it was placed there: c. The kind of explosive material in the bomb (dynamite, black powder, TNT): d. How the device will be set off (timing mechanism, heat, radio, etc.): e. If there is any special way to identify the bomb:

6. From the voice of the caller, try to determine:

a. Sex: b. Age (child, teenager, adult): c. Race: d. Accent: e. Any speech defects or peculiarities (lisp, stutter, slurred, etc.): f. What is the manner of the caller (calm, angry, emotional, etc.): g. Is the caller drunk or on drugs? h. Is the caller calm, excited, in a hurry? i. Does the caller seem educated or uneducated (speech habits, word use, language, etc.):

j. Does the caller repeat words or phrases? k. Does the caller emphasize certain words?

7. Note any background noises that might help determine the origin of the call, such as:

a. Silenceb. Animals (dogs barking, farm noise, etc.)c. Street noisesd. Airplanes (jet overhead, plane taking off, etc.)e. Motor runningf. Office machinesg. Music, television, or radio program



h. Dishes rattlingi. Baby crying, orj. People laughing, partying, etc.

8. When call is complete, notify the police department (231-6411 or 911) if it has not already been contacted. Write down everything about the call while it is fresh in your memory. Do not discuss the call with anyone unless authorized to do so. The police department will respond immediately. Contact the dean, director or building supervisor and have them meet the police at a pre-determined location at the building.

9. Follow the instructions from the Police Department.

WRITTEN THREATIf a written threat of an explosive device or other danger is received, contact the police department immediately by calling 231-6411 (for Blacksburg campus) or 911. The threat should never be ignored. Save all materials, including any envelope or container. Once the message is recognized as a threat, further unnecessary handling should be avoided. Every effort must be made to retain evidence, such as fingerprints, handwriting or typewriting, paper, and postal marks, which are essential to tracing the threat and identifying the writer.SUSPICIOUS DEVICE OR PACKAGE

If you receive or observe a suspicious letter or package that is unexpected or unknown with the following characteristics:

Excessive postage. Misspellings of common words. Excessive weight. Rigid envelope. Foreign mail, airmail or special delivery. Hand written or poorly typed address. No return address. Restrictive markings such as confidential,

personal, etc. Incorrect titles.

Excessive securing - material such as masking tape, string, etc.

Oily stains or discoloration. Visual distractions. Lopsided or uneven. Titles but no names. Protruding wires or tinfoil. A package or container found in a

unusual/unexpected location.

From a safe location notify the police department immediately by calling 231-6411 (for Blacksburg campus) or 911.

Move people away from the package. DO NOT move or open the package. DO NOT investigate too closely. DO NOT cover, insulate or place the package into a cabinet or drawer.



Emergency Procedures for Faculty, Lecturers, and Teaching Assistants

Instructor’s Responsibilities: Provide his or her class or audience with general information relating to emergency

procedures. This information should be shared during the first week of class or at the start of a seminar and should include an overview of evacuation routes, location of the emergency assembly point, and information on the fire alarm system for the building.

Know how to report an emergency from the classroom being used. Assure that persons with disabilities have the information they need. The instructor

should be familiar with the disabled student’s plan and be able to direct visitors with disabilities.

Take responsible charge of the classroom and follow emergency procedures for all building alarms and emergencies.

As an instructor, what do I need to know about Emergency Preparedness?The instructor is an authoritative figure for the student, either consciously or subconsciously, and can influence how the student responds in an emergency. Calm, collected, and clear directions by the instructor will have a calming effect on the students. In order for the instructor to exhibit this controlled personae, he or she must be prepared for emergencies. Emergency Evacuation Plans Every university department and unit should have a written Emergency Action Plan covering specific procedures for their facility and employees. These plans should cover events such as: fire, earthquake, power outage, bomb threat, hazardous material spills, severe weather, etc. Instructors will find it helpful to review the plans for the buildings in which they teach to see if the plans differ from the general information provided here. Evacuation RoutesEvacuation floor plans are posted on building walls at main entrances. Use these plans to identify a primary and alternate evacuation route from your classroom.Emergency Assembly PointsAfter the class leaves the building or area in response to an alarm, it is important for them to go to a pre-determined area where you can account for all persons in your class. Identify this area while determining your evacuation routes. Accounting for StudentsAccounting for all students can be very difficult, particularly with a large class. However, an attempt must be made. For example, it might be possible for the instructor to: wait until all the students have left the room/lab, use the class roster, use a head count, or have students see if the students seated next to them are at the assembly point. You must also account for persons with disabilities. (See below)Evacuation for persons with DisabilitiesIf there is a person with a disability in the class, the instructor must be knowledgeable of their response plan and who may be assisting them. Four options are available to persons with disabilities:

Horizontal evacuation to the outside or another building, if available. Stairway evacuation. Stay in place unless danger is imminent. Area of refuge, if available.



Elevators cannot be used during an emergency evacuation!Reporting After exiting and accounting for students, the instructor will notify emergency personnel of persons missing or trapped or persons with disabilities that are waiting assistance in areas of refuge. Normally the senior police or fire official on site will designate someone to coordinate the collection of information. However, if you have knowledge of someone trapped in the building, immediately bring that to the attention of the authorities.Fire AlarmsFire alarms will be a sound of a slow WHOOP or a HORN and may include strobe lights for people with hearing disabilities. In buildings without a fire alarm system, departments in the building may sound the alarm by shouting ‘fire’ or by using air horns or similar means. When the alarm sounds, everyone must exit the alarmed area according to the evacuation plan.

Procedures that may be hazardous if left unattended should be shut down. Verify that everyone leaves and that all the doors are closed, but not locked. Closed

doors significantly reduce fire and smoke damage.Earthquakes/ExplosionsMost of the injuries that occur during earthquakes or explosions are caused by interior items, such as books, shelves, light fixtures, ceiling tiles and office equipment, falling on the building occupants. Consequently, the first thing to do during such an event is to have everyone drop to the floor, cover his or her head, and hold that position. After the shaking or explosion stops, and if there is building damage, tell the class to calmly collect their possessions and evacuate the building to the Emergency Assembly Point. Caution them to watch for brick and other exterior building materials that may have been knocked loose by the earthquake or explosion. Procedures that may be hazardous if left unattended should be shut down.What To Expect In A Power OutageMost campus buildings are provided with emergency lights, though these lights are typically only located in hallways and exit stairs. The lights should be operational within 60 seconds following a power outage. Consequently, if the power does go out during class, have the people stay in their seats for a little while and wait for either the power to return or the emergency lights to turn on. If the power does not return in a reasonable length of time, then evacuate the classroom or laboratory. Evacuation should take advantage of available lighting unless the building is in alarm, then use the same evacuation procedures as during a fire. Caution students that there is no rush and they should take their time exiting the building. How To Report An EmergencyCheck each classroom, lecture hall, or laboratory for the nearest working telephone, the nearest fire alarm pull station, and the nearest fire extinguisher.

Fire Activate Fire Alarm Pull Station,and if possible - Call 911

Medical/Police - Call 911 Hazardous Material Spill - Call 911 Facility or Utility Failure - Call 231-4300 (for Blacksburg campus only)

What Emergency Preparedness materials should I have with me at class? Required – class roster Important telephone numbers (Department Administrator, Classroom Services, Student

Services, others as appropriate).



Classroom Emergency ProceduresWhen you hear the fire alarm...

Everyone should calmly collect their coats and books and exit the classroom, lecture hall, or laboratory. Please turn off the gas supplies in laboratories.

Leave the room/lab and go the nearest building exit. Know the location of alternate exits.

The elevators cannot be used during a fire alarm! Go to the Emergency Assembly Point designated by your instructor.

Exception: Persons with disabilities may choose to remain in place or report to an area of refuge.

When there is a power outage... Everyone should stay in their seat to see if the outage is temporary and to let their eyes

adjust to the lower light level. If the outage appears to be long term, everyone should calmly collect their materials and

carefully exit the building.

If there is an earthquake or explosion... Drop and cover your head for protection from material that might fall from the ceiling or

walls. After the shaking stops, calmly evacuate the building and standby for further directions

from University officials.

In the event of an undefined emergency (terrorist incident, regional hazmat incident, etc)…

Remain calm. Remain in place unless there is a readily apparent reason to leave the building (i.e. the

building is on fire). Await instructions from police, fire or university officials on how to proceed. Prepare to evacuate the building if it becomes necessary.

Important Emergency Numbers (for Blacksburg campus)

Emergencies (Police, Fire, Rescue): 911

Police (Non-emergency) 540-231-6411

Schiffert Health Center: 540-231-5996

Physical Plant Customer Service: 540-231-4300



Evacuation Planning For Persons With DisabilitiesForm last revised on_____________

List self-identified disabled persons who request evacuation assistance during an emergency. Designate evacuation assistants to wheelchair users to assist them during an emergency. *

NAME:

Room/Building: Phone:

Disability:

Instructions:

NAME:


Disability:

Instructions:

NAME:


Disability:

Instructions:

NAME:


Disability:

Instructions:

NAME:


Disability:

Instructions: * This information is to be maintained by the Departmental Emergency Coordinator, and should not be shared except with those that have been assigned to assist persons with disabilities during a building emergency.



MEMORANDUM

Date:

To: All Employees

From:

Subject: Identifying Employees Needing Assistance During an Emergency

Currently, our Department is in the process of reviewing and updating our Emergency Plan. An essential component in a comprehensive plan is identifying all employees who may need assistance during an emergency. The need for assistance may be permanent or temporary, such as when you are recovering from surgery or a broken leg. When completing this form, evaluate your situation thoroughly and honestly. You might not think you need assistance, but a heart condition, asthma or pregnancy can reduce your stamina to the point where you need assistance during an emergency. Or, your hearing loss might limit your ability to respond to an audio alarm or evacuation information.

Describe in detail the type of assistance you think you will need. It is not necessary to give medical details.

If you want colleagues to assist you, you can either select your own or choose from a list of volunteers the department has on file. If you choose your own, list their names and phone numbers. You should select a primary aide and a back-up as well. Make sure you select “emergency aides” who can handle their assigned tasks.

Please complete the attached form and return it to the Emergency Coordinator, , in room . The Coordinator will contact you to discuss your request.

This information will be kept confidential according to the Federal Privacy Act (P.L. 93-579). It will be used only to provide assistance during an emergency.

It is our goal to safely and efficiently protect every employee, client and visitor during an emergency and to preserve everyone’s personal dignity in the process.

It is our responsibility to provide a safe place for you to work. However, we cannot be held liable for your safety if you do not identify your need for assistance.

Thank you,

Attachment



VIRGINIA TECHEMERGENCY EVACUATION INFORMATION

DATE:

Name: Office Phone Number:

Building: Room Number:

Supervisor: Office Phone Number:

Do you need assistance during an emergency? (Circle One) YES NO

If yes, describe the type of assistance you anticipate needing. Please do not give medical details.

Do you wish to choose your aides from a list of volunteers? (Circle One) YES NO

If no, list the names and phone numbers of two coworkers you wish to assist you:Name: Phone No.: Name: Phone No.:

Do you wish to be evacuated during drills or minor emergencies? (Circle One) YES NO

If you do not wish to be evacuated, go to an area of refuge during drills or minor emergencies.

The purpose of this form is to identify employees who need assistance during an emergency. The need may be permanent or temporary such when an employee is recovering from surgery or a broken leg. Some employees may not think they have a disability, but a heart condition, asthma or pregnancy can reduce stamina to the point of needing assistance when quickly moving down stairs. Or, a person’s hearing loss might limit the ability to respond to an evacuation alarm or verbal announcement.

This information will be given to the Emergency Coordinator who will contact you to discuss your request and will notify other individuals that have assigned duties during an emergency. All information will be kept confidential pursuant to the Federal Privacy Act (P.L. 93-579).

If you have any questions, please contact your emergency coordinator at: ________________

Please remember: Your department cannot be responsible for your safety if you do not identify your needs for assistance.


cafm.vt.edu€¦ · web view(to determine if your building is equipped with an automatic fire...

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