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(BUILDING NAME)

EMERGENCY ACTION PLANDocument Revision Date: April 2018

Scope and AuthorityThe (BUILDING NAME) Emergency Action Plan is a component of the University of Iowa CEMP. It is designed to address an organized and structured response to emergencies associated with natural, technological and man-made incidents/disasters. This document provides the necessary framework for the protection of health, safety and property of students, staff, faculty and visitors during emergency incidents or disasters at (BUILDING NAME). It is intended to facilitate the coordination of multiple agencies and jurisdictions operating under the National Incident Management System framework.

This comprehensive approach to emergency management integrates the four phases of emergency management, which include prevention/mitigation, preparedness, response and recovery.

In order to execute The Plan effectively, all emergency response personnel must have knowledge and familiarity of the procedures set forth in this Plan. Organizations, departments and university employees having roles and responsibilities established by The Plan are expected to understand their role and to develop individual departmental procedures in support of it.

The Plan was developed in partnership between (BUILDING NAME) Emergency Action Team and the Office of Emergency Management. It formally incorporates the National Incident Management System concepts and processes. Updates and changes to this document will be made to meet the needs of the organization. Any recommended changes should be directed to the Office of Emergency Management or the (BUILDING NAME) Emergency Action Plan Committee.

The (BUILDING NAME) Emergency Coordinator and UI Emergency Management will review and revise The Plan on an annual basis.

Emergency Management DateDirector of Public Safety

Date(BUILDING NAME) Building Coordinator

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ContentsPurpose and Scope............................................................................................................................1

Distribution...........................................................................................................................................1

Incident Command System..............................................................................................................1

Building Emergency Action Personnel.........................................................................................3

Deans/Directors.................................................................................................................................3

Building Emergency Coordinator (BEC).........................................................................................3

Floor Coordinators............................................................................................................................3

Critical Incidents.................................................................................................................................4

(BUILDING NAME) Panic Buttons...................................................................................................6

(BUILDING NAME) Lockdown Buttons..........................................................................................6

Evacuation Guidelines.......................................................................................................................7

Shelter-in-Place Guidelines..............................................................................................................8

Severe Weather...................................................................................................................................9

Hazardous Material Incident...........................................................................................................10

Water Damage....................................................................................................................................11

APPENDIX A: SAMPLE Memorandum to all employees........................................................12

APPENDIX B: SAMPLE Emergency Guidelines.......................................................................13

APPENDIX C-1: Fire or Explosion Action Plan..........................................................................14

APPENDIX C-2: Tornado/Severe Weather Action Plan............................................................16

APPENDIX C-3: Hazardous Materials Action Plan....................................................................18

Occupant Notification in Spill Area......................................................................................20

Major Spill Response Procedure...........................................................................................21

Occupant Notification in Spill Area......................................................................................21

Evacuation of a Building Floor..............................................................................................23

APPENDIX C-4: Train Derailment Action Plan.......................................................................30

APPENDIX C-5: Active Violence Incident....................................................................................32

APPENDIX C-6: Bomb Threat or Suspicious Package.............................................................35

Appendix D: Definitions and Abbreviations...............................................................................36

APPENDIX E: Accountability During an Emergency................................................................37

Appendix F: Emergency Action Plan Training (BUILDING NAME)......................................39

(BUILDING NAME) Maps and Plans..............................................................................................40

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Purpose and ScopeThe purpose of this document is to outline emergency procedures for (BUILDING NAME) located at (INSERT ADDRESS). The Plan is designed to respond to a wide range of incidents from situations that can be handled by a single resource to incidents requiring complex, multi-agency response. The Plan is considered to be a component of the University of Iowa’s Comprehensive Emergency Management Plan (CEMP) together these plans provide the operational flexibility to expand and cover large scale, multi-agency responses as described by the National Incident Management Systems (NIMS). (BUILDING NAME) provides (Insert any information about your building that you feel necessary). Sections on training of (BUILDING NAME) employees and the documentation verifying such training must be completed within four to six weeks of hire or implementation of The Plan.

DistributionThe University of Iowa Department of Public Safety (UIDPS) and the Office of Emergency Management (OEM) maintains the master copy of this document. This document will be updated annually and all updates will be provided to OEM. Copies of The Plan will be distributed to the following groups. (INSERT Distribution list specific to your building below)

University of Iowa Department of Public Safety

For the above offices located within (BUILDING NAME) the Plan will be available at the reception desk of that respective office.

Incident Command SystemThe Incident Command System (ICS) is a standardized management system that facilitates organization, control, and effective use of resources for the purpose of stabilizing a critical incident. ICS organization may not have any correlation with the day to day administrative structure of the UIDPS or any other agency. The uniqueness of the ICS structure helps to avoid confusion over different rank titles and organizational structures.

ICS is not required for minor incidents handled as a part of routine operations. ICS should be utilized during a response to incidents that require coordination and control of personnel and/or equipment beyond the scope of the immediate first responders. Not all components of ICS need to be activated when the system is deployed. Only those components that are needed to stabilize a critical incident should be used. Any component or duty not assigned by the Incident Commander will remain the responsibility of the Incident Commander.

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Building Emergency Action PersonnelUI is committed to protecting the welfare of its community members and safeguarding our vital interests – reputation, research and property. For this reason, UI has established guidelines for Building Emergency Planning. As Building Emergency Action Personnel, you play and important role in the implementation and effectiveness of this guidance in your building.

Deans/Directors Deans/Directors select a Building Emergency Coordinator (BEC) and give

them the authority to implement all phases of the plan. For shared buildings, Deans/Directors should decide who is best suited to be

the Building Emergency Coordinator. Building Coordinators coordinate a number of Floor Coordinators within their

facility. Identify alternative coordinators if the BEC is away from campus

Building Emergency Coordinator (BEC) Implement this plan with the assistance of University Police Ensure that building occupants receive training in the emergency plan Conduct periodic emergency drills Revise plan as necessary Response Functions:

o Determine, if possible and safe, the nature of the incident, location of the incident, and whether hazardous materials are involved.

o As it becomes available, provide information to the assembly area about the nature and status of the incident.

o Serve as point of contact for UI Police for information about the location, nature, and status of the incident

o Once the incident has been made safe by emergency responders, notify occupants they may safely re-enter the building.

Floor Coordinators Floor (or Area) Coordinators will assist in the evacuation and shelter-in-place of

their assigned floor, with the goal of ensuring all occupants have an opportunity to get to safety.

To ensure coverage, each floor should have multiple floor coordinators In the absence of the Building Emergency Coordinator, a floor coordinator can

be designated a building emergency coordinator. Response Functions:

o Provide direction to occupants.o Ensure that anyone needing assistance is being helpedo Share information with UI Police about the location, nature, and status

of the incident


Title Name Office Location Office Phone Cell Phone

Dean/Director

Building Emergency Coordinator

(Floor or Area) Coordinator







Critical IncidentsFor events at (BUILDING NAME) the Incident Commander and the building and floor coordinators are responsible for implementing the initial response to critical incidents. A critical incident can be classified as any event with potential of causing a negative impact on students, faculty, staff, the University, or visitors. Examples of a critical incident are:

Fires Severe Weather Explosions Active Violence Life Safety issues Bomb threats Hazardous material release

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Standard Means of Reporting EmergenciesThe initial response during an emergency situation is critical. The following steps are basic guidelines to consider during an emergency situation.

A. Report all emergencies to UIPD by dialing 9-1-1. Be prepared to answer the following questions.

Where – is the location of the emergency? When – is it occurring now? Who – is involved? What – is going on? Welfare – of victims to determine what type of response is needed? Weapons – If any?

B. For fires, activate a fire alarm pull-station. This devices are located throughout the building and normal adjacent to a stair or exit. Plan to familiarize yourself with the location of the fire alarm pull-stations and fire extiguishers for your area.

C. Floor Coordinators should be equipped and trained with whistles for back-up emergency notification.

D. Medical emergencies should also be reported in the same manner and you should be prepared to answer questions asked by the 9-1-1 dispatch person.

E. (IF EQUIPPED) An Automated External Defibulator (AED) is located at (LOCATION). Check with your department team leader to determine who is trained to use it.

F. (IF EQUIPPED) A Stop the Bleed kit is located at (LOCATION). Check with your department team leader to determine who is trained to use it.

G. First aid kits are located throughout the building. Check with your department for locations.


(BUILDING NAME) Panic Buttons A. Enabling a panic button will automatically summon University of Iowa Police

Department and alert Building Emergency Coordinator of an emergency through a receiver. Floor Coordinators will inform staff based on the circumstances of the emergency.

B. Panic buttons are located in the following areas:

Room (NSERT THE LOCATION OF THESE HERE) Room (NSERT THE LOCATION OF THESE HERE)Room (NSERT THE LOCATION OF THESE HERE)

(BUILDING NAME) Lockdown ButtonsA. Enabling a lockdown button will not automatically summon UIPD.

B. Once enabled, the lockdown button will prevent entrances into the building from (INSERT LOCATIONS OF ALL ENTRANCES and other DOORS CONTROLLED BY THIS SYSTEM). The elevators will remain operational.

C. Lockdown buttons are located in the following areas:

Room (NSERT THE LOCATION OF THESE HERE) Room (NSERT THE LOCATION OF THESE HERE)Room (NSERT THE LOCATION OF THESE HERE)


Evacuation GuidelinesEmergency Evacuation Procedures and RoutesEmergency evacuation procedures and route assignments have been given to each employee. All employees have been trained in the correct procedures to follow. Employees transferred from new work stations are trained upon arrival. New employees are trained when assigned to a work area.

People with Disabilities1. Blind and Visually Impaired: May require guidance or assistance to the

primary or secondary exit and to the pre-established rally site. 2. Deaf and Hearing Impaired: May not realize the evacuation alarm is

sounding. Some may require alerting and guidance to the primary or secondary exit and to the rally site.

3. Mobility Impaired and/or requiring the assistance of a medical device (wheelchair, walker,crutches or cane etc.): All exits are barrier free. However, they may need assistance in leaving the work area or building and moving to the designated rally site. For all emergencies other than fire, Building Emergency Coordinator will ensure that the mobility impaired are given priority to elevators while directing others to the stairwells.

NOTE - Doors to some of the work areas and restrooms are not handicap accessible at this time

Employee Accountability Procedures After EvacuationsFloor Coordinators, and other leaders, will be responsible for all assigned employees; personally, or through a designee, advising and assisting those in his/her area to a predetermined designated rally point. Floor Coordinators or their designee will also conduct a sweep and account for personnel at the rally point. Each employee is required to check in with designated Building Emergency Coordinator or supervisors. All leaders are required to report their head count and sweep check to the Building Emergency Coordinator or designee.


Shelter-in-Place GuidelinesShelter-in-place refers to taking immediate shelter within (BUILDING NAME). Personnel will be directed to shelter-in-place when an incident occurs outside or externally that would expose people to more danger than remaining within the Building. Diagrams have been posted and/or distributed throughout the building showing the nearest shelter location. Staff serving as Floor Coordinators will assist all students, staff, faculty, and visitors to the assigned shelters. Others in the building will be directed to the safest area of the building by (INSERT NAME / TITLE).


Severe Weather Tornadoes Within (BUILDING NAME) the safest place to be during a tornado is the lowest, innermost part of the building away from doors and windows. In this building that area is located at [INSERT LOCATION(S)]. Attempting to relocate during severe weather may pose a greater risk than having occupants shelter-in-place. All occupants of the building should be moved to the ground floor of the facility to the designated shelter-in-place areas.

Two stages of severe weather notifications are:

Watch: A watch is issued when weather conditions are favorable for a tornado or severe weather to form over a large geographically area and significant time frame. Announcements are made by broadcast media – No audible campus signals are given.

Warning: A tornado or severe weather situation has been located in the immediate area. All students, faculty, staff, and visitors should go to the weather shelter immediately if any one of the following signals are issued:

On campus outdoor sirens

Tornado warning issued for the area on local media, television or radio

Personal notification by an emergency coordinator or by UI police personnel

Hawk Alert

Weather RadiosThe outdoor warning sirens are not intended to be heard inside. NOAA weather radios are a critical component of receiving early warning for all types of severe weather. Within this building weather radios are located in the following areas.

(INSERT LOCATIONS FOR WEATHER RADIOS)

Campus Weather StationIn addition to weather radios the University of Iowa has a live weather station on top of Kinnick Stadium. This weather station provides live weather data and will also show all weather alerts issued by the NWS. This weather station can be accessed at the following link.

http://johnson.weatherstem.com/uiowa

Building Emergency Action Personnel will notify persons within the building. The sirens located on campus WILL SOUND A STEADY TONE FOR THREE MINUTES, which are intended to notify persons outside of buildings. In either case, the signal means people should seek shelter indoors. Campus sirens are tested at 10:00 a.m. on the first Wednesday of the month; unless hazardous weather is present. Adhere to any department procedures for your area (shutting doors or overhead gates locking cabinets ect.)


http://johnson.weatherstem.com/uiowa

Hazardous Material IncidentThe University’s definition of a hazardous material release is listed in Appendix C-3. Hazardous material emergencies fall into two primary types. One is an incident that occurs outside and near this building. The other type is an incident that occurs inside the building.

Hazardous Material Incident Outside and Near This Building:The release of hazardous materials during a transportation accident or other circumstances may result in the need for immediate sheltering within the facility. Emergency shutdown procedures for the air handling system are managed by Facilities Management personnel.

Hazardous Material Incident Inside This Building: Hazardous material release can occur anywhere. Standard safety protocols for defining an emergency and reporting must be followed. Response to a hazardous material incident will vary according to the assessed danger. There are two primary responsibilities of the Building Emergency Coodinator. Floor Coordinators will notify and assist all students, faculty, staff, and visitors. Responsibilities are outlined in detail in Appendix B, Emergency Guidelines and Appendix C-1 to C-8, containing more detailed plans based on type of emergency.


Water DamageWater damage may be caused by domestic water systems or by the flooding of rivers and/or streams overflowing their banks.

Water damage caused by domestic water or sewer systems normally doesn’t endanger people but can cause extensive damage to the building and equipment.

Floods caused by overflow of rivers and streams are extremely dangerous and may require the evacuation of buildings.

IMMEDIATE ACTIONFor water damage caused by a utility system inside a building:

Call 335-5071 (Facilities Management Work Control Center) to report the building and room number.

Where possible, protect University property from damage. Facilities Management personnel will remove the water and perform

building repairs.

For floods caused by rivers and/or streams overflowing their banks, consult the University’s Flood Plan. Copies of the flood plan are available from Risk Management, Insurance, and Loss Prevention at 335-0010.

DECISIONThe responding first responders will control and make decisions at the scene. They will decide when to turn control back over to the building occupants or appropriate university personnel when outdoor areas are involved.

DECISION MAKER(S)DPS in consultation with Facilities Management personnel will make decisions regarding control and access to buildings/areas affected by water damage, and issuing or not issuing all clear for safe building/area re-entry and continued occupancy.

SUBSEQUENT PROCEDURES/INFORMATIONIn extreme cases, it may be necessary to request assistance from local, state or federal agencies. Such requests for assistance will be coordinated by the Critical Incident Management Team.


APPENDIX A: SAMPLE Memorandum to all employees

TO: All employees of the (BUILDING NAME)

FROM: (INSERT NAME AND TITLE)

RE: Guidelines for Emergencies

DATE: (INSERT DATE)

Attached is a set of guidelines for what to do in the event of an emergency in our building. It is a part of a campus wide program entitled "The Emergency Action Plan." Please review and make yourself familiar with these guidelines.

Please make special note of the following:

For evacuation of the building: Be familiar with the rally site location. Our two rally sites for this building are:

1. INSERT LOCATION(S)2. INSERT LOCATION(S)3. INSERT LOCATION(S)

That is where All faculty, staff, students, and visitors are to meet in the event that we are required to evacuate the building.

For tornado or similar severe weather warnings: Be familiar with the nearest designated shelter areas in our building. Our indoor shelter areas are:

1. INSERT LOCATION(S)2. INSERT LOCATION(S)3. INSERT LOCATION(S)

Emergency floor plan maps are posted in the building that will indicate these shelters.

Building Emergency Action Personnel: Staff that have been trained as Building Emergency Action Personnel will be identified with a yellow vest during an emergency or an emergency drill.


APPENDIX B: SAMPLE Emergency Guidelines

Emergency Guidelines

FIRE GUIDELINES WEATHER WARNINGS ACTIVE VIOLENCE HAZARDOUS MATERIALS

1. Pull / activate a manual fire alarm and Call 9-1-1

1. If a weather warning is issued or severe or threatening weather approaches move to a safe shelter area.

RUN – Plan an escape route, leave belongings behind, when safe call 9-1-1.

1. Exit the building if advised by Emergency Personnel and seek a safe rally site upwind of the building.

2. Evacuate the building utilizing the nearest safe exit.

Notification is through:

i. Outdoor Warning Sirens and/or HawkAlert messaging.

HIDE – Locate an interior room – lock door, block with furniture, turn off lights, silence devices, avoid windows and doors

OR

SHELTER-IN-PLACE:

3. Meet at the building’s designated rally sites:

Exit Door W - gather in Lot 51, outer-edge.

Exit Door E - gather across Capitol Street in front of apartment building.

ii.Local TV or Radio

iii. Inside buildings: a public address system, or the Emergency Action Teams.

iv.UI Weather Station

FIGHT – If in imminent danger – act aggressively, yell loudly, throw/use objects as weapons to incapacitate attacker.

1. CLOSE and seal all doors and windows

4. Follow the instructions of Floor Coordinators, Police, and Fire/EMS personnel

WEATHER SHELTERS

Indicated on evacuation maps highlighted in yellow.

2. SHUT OFF any room air sources (vents, air conditioners, etc.) and call Work Control Center 335-5071

Persons with Disabilities:ASSIST in relocating the person to the nearest safe fire rated stairwell and INFORM the nearest emergency responder of their location.

2. Seek an area away from windows, in hallways, or the basement of the building.

3. REMAIN SHELTERED in place until advised by emergency personnel it is safe to exit and be prepared to move to a different safe area or evacuate if advised.


APPENDIX C-1: Fire or Explosion Action Plan Notification and Warning1. Notification of a fire or explosion onsite is made by the

building’s fire alarm system.

2. The warning signal consists of repeated tones and automated voice commands.

3. The first person who discovers a fire should activate the alarm system at the nearest pull station.

4. This building is protected by smoke detectors, an alarm system with pull boxes, and a sprinkler system. When these systems are activated, the fire alarm will sound.

General Response1. Personnel should evacuate the site upon hearing the alarm

and report to one of the rally points.

INSERT LOCATION(S) INSERT LOCATION(S) INSERT LOCATION(S)

2. Floor Coordinators will check their areas to ensure that all persons have taken the appropriate action.

3. Floor Coordinators will account for their personnel at the evacuation rally point and report this information to the Building Emergency Coordinator, (LIST NAMES HERE)

4. Floor Coordinators should have a roster, whistle, cell phone, emergency cards, and a first aid kit with them.

5. Personnel should remain at the rally point and await further instructions.

6. The Building Emergency Coordinator will authorize re-entry into the building after being cleared to do so by the Fire Incident Commander or designee at the scene.

7. The “all-clear” announcement will be disseminated to personnel at the rally point.


Floor Coordinators – FIRE/EXPLOSION CHECKLIST1. Call 911

2. Ensure that the fire alarm system has been activated.

3. Activate the Site Emergency Plan.

4. Coordinate system(s) shut-down procedures if safe to do so.

5. Ensure that all persons in the unit have evacuated.

6. Account for all personnel at the rally points.

7. Coordinate notification of official contacts (electric company, OEM, etc.).

8. Notify emergency contacts if necessary.

9. Ensure that emergency medical care is provided to injured persons by trained emergency responders.

10.Direct all persons to off-site evacuation shelter in inclement weather

11.Authorize re-entry into the building ONLY after being cleared to do so by the fire official in charge at the scene.

12.Coordinate offsite medical assistance, ambulance calling/pickup, etc.

13.Prepare an after-action report.

Building Emergency Coordinator – FIRE/EXPLOSION CHECKLIST1. Notify persons of the need to evacuate.

2. Direct persons to the rally points.

3. Ensure that all persons in the unit have evacuated.

4. Account for all unit personnel at the outside rally point.

5. Direct all personnel to proceed to off-site evacuation shelter in inclement weather.

6. If proceeding to an alternate location, ensure you have building access.

7. Ensure that emergency medical care is provided to injured persons.

8. Give all-clear notice to persons at the assembly area.

9. Assist with re-entry into the building.


APPENDIX C-2: Tornado/Severe Weather Action PlanNotification and WarningNotification of a tornado warning is received by local sirens and/or National Oceanic and Atmospheric Administration (NOAA) weather radio. The onsite warning signal for a tornado consists of HawkAlert and outdoor warning sirens.

Floor Coordinators - TORNADO/SEVERE WEATHER CHECKLIST

1. If a tornado has been spotted, or a warning, issued; notify all personnel to seek protective shelter immediately as directed on maps.

2. Ensure that all persons in the building have assembled in tornado shelter areas.

3. Account for all students, faculty, visitors and staff at the shelter area.

4. When the tornado warning is canceled or down-graded, determine if continued weather monitoring is advisable and take the appropriate steps as necessary.

5. Authorize the use of organization resources by Emergency Action Team and local response agencies.

6. Coordinate notification of Facilities Management and UI DPS.

7. Ensure that emergency medical care is provided to injured persons.

8. Prepare an after-action report.


Building Emergency Coordinator – Tornado/Severe Weather CHECKLIST

1. Notify staff, faculty, students, and visitors to move to the tornado shelter area.

2. Assist in moving people to the shelter area.3. Ensure that all persons in the building have taken shelter.4. Account for all students, faculty, staff, and visitors at the

shelter area.5. Remain with students, faculty, staff, and visitors at the

shelter area.6. Give all-clear notice when the tornado warning is

canceled.7. Notify emergency contacts if necessary.

General Response1. When a tornado watch is issued, (INSERT NAME)

makes the decisions on what to do in the event of a watch.

2. When a severe thunderstorm warning is issued, (INSERT NAME) make the decisions on what to do in the event of this type of warning.

3. If a tornado warning is issued, personnel should seek shelter immediately. See tornado shelter locations on building evacuation/sheltering maps.

4. Floor Coordinators will check their work areas (if possible) before seeking shelter to ensure that all persons have received the warning notice and have gone to the shelter.

5. Floor Coordinators will account for their students, faculty, staff, and visitors at the tornado shelter and will report this information to the Building Emergency Coordinator for the building.

6. When the tornado warning is canceled or downgraded, the Building Emergency Coordinator will determine if continued weather monitoring is advisable and take the appropriate steps as necessary.

Personnel should remain in the tornado shelter until the all - clear announcement is given.

In Shelter Area, the Emergency Action Personnel shall have ready:

First aid kit ●Flashlights ●Cell phone / Radio Emergency contact cards Sign in and attendance sheets/roster


APPENDIX C-3: Hazardous Materials Action Plan


Hazardous Materials Action Plan

Building Name:

Building Emergency Coordinator:

Name:

Phone #:

Date:

Purpose

The purpose of this Hazardous Materials Action Plan (HMAP) is to assist with the planning, education and subsequent response to a hazardous materials or hazardous waste spill. This plan is designed to help you put into place the necessary resources to maximize your ability to respond to an incident and to minimize injuries, damage, and disruption to normal operations. Preparedness planning will help you judge the difference between a major and minor spill in order to determine whether you are capable of remediating the spill or need assistance from local emergency responders.

Procedures

Minor SpillsDefinition

A minor spill meets the following criteria: Constitutes a non-emergency situation. Does not spread rapidly. Does not endanger people except by direct contact. Does not endanger the environment. Can be safely managed by personnel responsible for the

spill.


Minor Spill Response Procedure Evaluate spill to ensure it meets the definition of a minor

spill and is not spreading or reacting with other materials/waste, increasing the nature of the hazard.

Notify appropriate co-workers, the Building Emergency Coordinator (BEC) and other potentially affected building occupants; do not use the fire alarm system for a minor spill.

Those responsible for the spill should have the knowledge to contain and remediate the spill.

Notify affected occupants when the spill has been remediated.

Spill Management Quick Spill GuidesThe spill response guides detail the steps to be taken to remediate a minor spill. Use the printable Spill Response Guides.

Occupant Notification in Spill Area

Immediately notify building occupants, those who are impacted directly or reasonably anticipated to be affected by the hazardous materials or hazardous waste spill.

Notify the BEC about the spill details so they may respond to other building occupant questions as they arise.

During the spill response process, continue to assess the extent of the affected area of the spill in case additional staff need to be notified about the spill.

Major Spills Definition

A major spill meets the following criteria: Constitutes an emergency situation. Spreads rapidly or reacting with other materials,

increasing the nature of the hazard. Endangers people or involves serious personnel injury. Endangers or is entering the environment. Presents an inhalation hazard. Presents a fire hazard. Personnel in area cannot safely manage the spill.


https://ehs.research.uiowa.edu/spill-response-guides

https://ehs.research.uiowa.edu/spill-response-guides

Major Spill Response Procedure Evaluate spill to ensure it meets the definition of a major

spill. Dial 911 to report the major spill. If necessary,

communicate need for medical assistance. Notify appropriate co-workers, BEC and other potentially

affected building occupants. Assess extent of evacuation, and respond appropriately.

The BEC may need to implement the evacuation plan. Exit the building and awaits the arrival of emergency

responders. Gather spill information and obtain the necessary Safety

Data Sheets (SDS) for the first responders.

Occupant Notification in Spill Area Immediately notify building occupants, those who are

impacted directly or reasonably anticipated to be affected by the chemical spill.

Notify the BEC - Notify each of these offices after summoning emergency

responders and notifying affected personnel. 1. Regulatory – Environmental Compliance Specialist -

Ingrid Anderson (38)4-09932. Property – Risk Management – (33)5-3425.3. Public Relations – University Relations – (33)5-0557.4. Assistance – EHS: (33)5-8501.


Spill Occurring in an Elevator Follow the guidelines set forth this template for evaluating

a minor or major spill and follow the appropriate response procedure above. Additional precautions must be taken when dealing with a spill in an enclosed space, such as an elevator.

1. If the spilled material is unknown or the spill may have gone down the elevator shaft this is considered to be a major spill.

Do not enter the elevator and attempt to remediate the spill if you feel the atmosphere in the elevator has been compromised. If you are unsure, contact EHS for advice.

To prevent use of the contaminated elevator tape or cordon off the doors on each floor or shut down the elevator.

1. To shut the elevator down call Facilities Management Emergency Services 335-5071 for instructions on how to do this. Or pull the emergency stop and prop open the doors.

Determine if anyone has tracked the spill out of the elevator. Check floor at each floor the elevator stops at to determine if there has been contamination.

Additionally, contact Facilities Management to determine which company services the elevator in question.

Spill Occurring in a Parking Lot Follow the guidelines set forth in template for evaluating

a minor or major spill and follow the appropriate response procedure above. 1. If the spilled material is unknown or the spill has

reached a drain, the sewer system or unpaved areas this is considered to be a major spill.

Special precautions must be taken to ensure that the spilled material does not reach a drain, sewer system or unpaved areas. If you are unsure if this has already occurred please contact EHS for advice.

If the spill is outside the area of your control, contact Parking and Transportation at 335-1475.


Information Management

Laboratory Shut Down Procedure During an incident it may be necessary to evacuate one

or more of the affected buildings’ laboratories. Laboratory personnel should be informed as soon as

possible that they may be affected by an evacuation and that they may need to shut down any on-going experiments.

Each laboratory needs to have a plan in place detailing steps to be taken in the event of a laboratory shut down or building evacuation.

This plan should include:1. Safe shut down or storage of ongoing experiments,2. Storage of hazardous materials in use.3. Effect of electrical outage on lab and how best to

mitigate any problems that may occur.4. Effect of ventilation/hoods/glove boxes being shut

down on lab equipment or experiments.5. Equipment shut down.6. List of any special problems/hazardous that may

occur if lab personnel are unable to implement shut down procedures due to rapidity of building evacuation.

This procedure should be made available to all personnel working in the laboratory.

Evacuation of a Building Floor Based upon the size of the affected area, it may be

necessary to evacuate an entire floor of a building especially when the floor is served by a single ventilation system. These factors should be determined as part of emergency preparedness planning.

Notification should be by word of mouth rather than utilizing the building fire alarm system, unless the alarm is zoned for the floor only. Prior planning is necessary.

At your point of assembly outside the building, account for all personnel; be prepared to let emergency responders whether or not all personnel are accounted for.


Evacuation of a Building Based upon the size of the affected area, it may be

necessary to evacuate the entire building. Include a contact list for the BEC along with the

evacuation plan and instructions on when and under what circumstances the team needs to be contacted. An example chain of contact is: personnel become aware of the spill; they notify co-workers and their supervisor; the supervisor or the person who discovered the spill immediately notifies the BEC.

Devise an evacuation plan. Place the evacuation plan in prominent areas throughout the building or department. Distribute copies of the plan and discuss it with all permanent occupants of the area(s) in question.

Include maps of the building showing evacuation routes and assembly areas located outside the evacuation zone. Use the plan to evacuate any sized area, from a single room or floor to the entire building.

Determine how best to notify personnel when an emergency situation exists and when they must evacuate through prior planning. Notification may be accomplished in several ways:1. Use the fire alarm PA system to announce a spill.1

2. Verbally warn people either by phone or by physically going to each area.

3. Notify by E-mail list.2

1. Use of the fire alarm PA system must be coordinated with Facilities Management to determine if it is possible to add a message, and whether or not it is allowed by the Iowa City Fire Department. A determination will need to be made as to whether or not it is permissible to use the fire alarm to evacuate the building under non-fire circumstances.2. E-mail notifications should be used for non-emergency correspondence only, such as alerting personnel to a minor spill or informing those who are not present during a major spill.


Principal Investigators/Laboratory ListsCreate and maintain a PI and primary lab contact list. Include lab phone, home phone, and cell phone numbers when available.

Building Floor Plans – Hazardous Materials LocationsEHS can provide a set of building floor plans, on request, that depict locations where significant quantities of hazardous materials have been reported. The areas are highlighted in red crosshatching.

Building plans are derived from information available from Facilities Management and compiled by Rick Byrum, (33)5-9379, [email protected] (link sends e-mail) in EHS.

Evacuation routes and assembly areas should avoid these areas.

Building Floor Plans – Evacuation Routes and Assembly Areas

Each BEC needs to map out evacuation routes and assembly areas on the building floor plans. EHS can provide a set of floor plans for each building for this use.

At a minimum, evacuation route maps should be given to occupants in areas where a hazardous materials/waste spill is likely to occur. Evacuation route maps should indicate areas marked as containing significant quantities of hazardous materials.

Assembly area(s) should be upwind and uphill of the spill. If it is determined that more than one gathering area per building is needed, a person designated by the BEC should be in charge of each area. (Include the designated persons’ names and cell phone/pager numbers on the map that each individual is responsible for.)

Contact Bruce McAvoy(link sends e-mail), Fire Safety Coordinator in University Public Safety for guidance on preparing evacuation routes and reviewing evacuation plans.


Training

Preparing the EPPThe primary focus of the training is to provide the BEC with the knowledge and confidence to manage a chemical spill, and either clean it up or summon outside assistance. All training times and dates will be scheduled by EHS with at least two class times being scheduled for each in-house course. BEC will be notified in advance by EHS of all scheduled training.

Classroom Training Spill kit preparation and use. Spill response procedures. Advanced use of EHS Assistant. First responder training.

Web Based Training Incident Command System (ICS) as part of the National

Incident Management System (NIMS) provided by FEMA.

Chemical Inventory

EHS Assistant EHS Assistant is a web-based inventory system offered by

EHS so that chemical owners may maintain information on chemicals/products within their areas. It also permits tracking of chemicals with expiration dates to proactively manage materials that become dangerous due to aging.

Each BEC will be given access to chemical inventories within their area of responsibility.

EHS Assistant information is also available to emergency responders, i.e., Iowa City Fire Department, Coralville Fire Department (Oakdale Campus) and the Johnson County HazMat Team. Access is provided for use during an actual spill response.


EHS Assistant Setup, Activation and Training EHS Assistant is a Web-enabled system with URL access

through EHS’s Web page. The BEC must contact EHS to activate log-in privileges. The BEC will have read-only access to the areas specified.

Training on the EHS Assistant system will be provided by EHS.

Chemical Inventories Inventories must be created in EHS Assistant. The responsibility for creating and maintaining the

chemical inventories rests with the chemical owners. The BEC will have read-only access to inventories on EHS

Assistant. Unless the BEC is separately responsible for a lab or other building area inventory, they will not be updating or entering data.

Laboratory InventoriesLaboratory locations include teaching, electronic, research and medical laboratories. All laboratory chemical inventories are maintained in EHS Assistant and made available to emergency responders.

Non-Laboratory InventoriesThere are locations outside of labs that contain significant quantities of chemicals. These include maintenance areas, water treatment rooms, janitorial closets, and stock rooms. These locations are also identified on the floor plans. Chemical inventories for non-lab areas must also be created, using either EHS Assistant.


Building Systems InventoriesBuilding Systems such as piping, vats, water treatment equipment in or around buildings may contain hazardous chemicals. Examples include: liquid nitrogen or air tanks, piping systems for diesel generators. EHS will provide information on the location and size of these storage systems.

Spill Cart

Purpose Where deemed necessary, EHS has provided spill carts

intended to assist the BEC in address chemical spills in their areas. Though useable for hazardous materials or hazardous waste spills within laboratory areas in their departments, the spill cart is not intended to replace laboratory obligations to maintain their own in-lab spill kits.

The number of carts given to the designated BEC will be determined by several factors including total size of the area of responsibility, number of areas in which spills may occur, and the types of hazardous material stored or used in the area.

LocationSpill cart location is determined by the BEC. EHS suggests a well-known location that is easily accessible to all members of the BEC.


Spill Cart ContentsTwo-wheel cart-empty INSTA-CHEK pH paperSilver Shield®/4H® Gloves, 2 pair

Absorbent Socks (3” x 42”), 3 total

Acid spill kit Mercury Spill Control kitCaustic spill kit ScraperAbsorbent pads-universal- (20” x 16”), 25 total

Disposable latex boots, 2 pair

White bag (30” x 18”) and twist ties

Disposable dust pan

Tyvek® coveralls X-Large Disposable whisk broom Economy goggles Nitrile gloves, large, 5 pair

Ordering Replacement Supplies The BEC is responsible for maintenance and restocking of

spill cart(s). Carts should be inspected regularly/monthly to determine

if restocking is needed. Obtain replacement supplies through Biochem Stores

located at 4321 BSB. Contact Biochemistry Stores at (33)5-7927, Fax 35305970, email webmater@BiochemStores(link sends e-mail) or web site www.medicine.uiowa.edu/biochem_stores.


APPENDIX C-4: Train Derailment Action Plan

A significant number of trains traverse the campus on a daily basis. Many of these trains contain large containers of hazardous chemicals. The safety records for these trains have been very good. The tracks and the railcars are all kept in good repair. The chance for an accident with a hazardous materials release is small. However, if such a release were to occur, it would present a very serious risk to this campus.

The option you choose will depend on a number of factors and recommendations by emergency response personnel. Knowing and preparing for these options will very likely protect you and your co-workers, students, faculty, staff, and visitors.

To report a train derailment: call 9-1-1

Do you see a train off the tracks?

Do you see a plume or cloud coming from a train?

Do you smell fumes coming from a train?

Evacuation – “If determined necessary by Emergency Personnel”1. Quickly evacuate the area using the emergency protocols in this plan. Special

transportation may be provided if time allows, however be prepared to move quickly using any transportation available.

2. Report to your designated rally site.

3. Conduct a roll call of the all persons in your care.

4. Advise your Building Emergency Coordinator of your status.

5. Wait until advised of further action by the Building Emergency Coordinator, police or fire personnel.


Sheltering-In-Place A railroad accident could result in an immediate release of hazardous materials. Wind direction and wind speed could potentially aggravate the hazardous conditions and prevent you from safely evacuating the area. Your only choice in these conditions is to seek shelter in your designated shelter area. Seek this information from your evacuation map located throughout your building.

This can be a very effective protective measure; however, it does require some preparation. Your main goal in sheltering-in-place is to make your shelter area air tight to prevent outside air from entering.

Sheltering-in-place is recommended only if evacuation is too dangerous due to the spread of the hazardous substance.

Prepare a shelter-in-place kit and instruct all staff members on how to use it. The kit should consist of at least the following items:

1. Plastic sheeting, large enough to cover all windows (if applicable), doors, and vents. The sheeting should be precut to cover all possible sources of air influx. Each piece of the precut sheeting should be labeled and stored in each area where it is needed.

2. Packaging or Duct type tape to secure the plastic to the windows and to tape the doors.

3. Towels, rags, coats or other cloth items to place along the lower edges of exterior doors.

4. Flashlight in the event that power has been disrupted.

5. A portable radio to monitor local news for instructions and situation updates.

6. Your shelter-in-place location should also have access to a telephone, food and bottled water supplies.

7. If you are advised to remain inside your building immediately after a train derailment, you should follow specific instructions from the Floor Coordinators.

8. Be prepared to evacuate the building or the area after the initial emergency has passed.


APPENDIX C-5: Active Violence Incident

The unpredictable and variable nature of these events makes the development of procedures difficult, but certain fundamental concepts do apply. It must be recognized that the nature of a violent event or intrusion, and the manner in which it unfolds will determine the response.

Notification and Warning- Intruder in the Building or on Premises

1. Notification of a violent incident or dangerous person in the building will be made by enabling a panic button, voice, a phone tree, SMS text, etc.

2. The first person becoming aware of the incident or dangerous person should call 9-1-1, push a panic button immediately, proceed to a safe lock down area, seek immediate shelter and let those around you know if safe to do so, etc.

3. Once the person is in a secure location, immediate contact should be made with emergency personnel by calling, 9-1-1.

General Response Upon notification of a violent incident/dangerous person,

assistance from law enforcement and emergency personnel will be requested.

The type of protective actions taken will depend upon the type and location of the incident.

Incidents on Main Campus : o If you receive word that the threat is not near your

location and you can safely do so, evacuate the campus immediately!

o If you are not able to find a way to evacuate, then ensure that people seek a secure location where they are that can protect them from the intruder and/or weapons that could be used against them.

o Remain in that location until further notification is received from UIPD that the incident has been resolved.

o This may take a long period of time so remain patient!


Incident in the Vicinity of this Building or Facility o Initiate lockdown procedures

o Initiate an immediate secure-in-place order and remain there until you have been told by UIPD to leave

o This may take a long period of time so remain patient!

o Individuals will be released as deemed safe and appropriate by the Police and that may require persons to be searched by the police

o Do not make sudden or threatening movements when you are being evacuated by the police!

o Do not prop doors open or leave keys in the doors.


Building Emergency Coordinator – VIOLENT INCIDENT CHECKLIST

1. Identify the situation.

2. Issue protective action notification to either evacuate or secure-in-place.

3. Initiate lockdown procedures. People can exit the buildings but entry into the building is blocked.

4. Secure in a locked office and call 9-1-1 if you have information to report on the intruder.

5. Brief the local law enforcement/emergency personnel on the situation when they arrive or over the phone.

6. Consult with law enforcement personnel to determine if evacuation is appropriate.

7. Authorize the use of organization resources by local emergency responders.

8. Account for all students, faculty, staff, and visitors.

Floor Coordinators – VIOLENT INCIDENT CHECKLIST

1. Implement protective actions immediately upon becoming aware of the situation.

2. Secure yourself in an office or other place that can be locked down and call 9-1-1 if you have information on the intruder.

3. Verify that protective actions are underway (secure-in-place).

4. Establish communications with emergency personnel, if not already in place.

5. Assist in accounting for all students, faculty, staff, and visitors.

6. Coordinate evacuation if advised by law enforcement.

7. If evacuated, remain with evacuated students, faculty, staff, and visitors at off-site shelter until all-clear announcement is given.

8. Coordinate notification of emergency contacts.


APPENDIX C-6: Bomb Threat or Suspicious Package


Appendix D: Definitions and AbbreviationsAssembly Area - A designated area located away from the emergency scene, where persons gather during a site evacuation for the purpose of receiving emergency briefings and instructions, and to be accounted for. An assembly area may or may not be offsite; the location generally depends upon the size and type of site involved and the type of surrounding land uses.

Disaster - An occurrence or imminent threat of widespread or severe damage, injury, or loss of life or property resulting from a natural or human-made cause, including but not limited to fire, flood, snow, ice, tornado, windstorm, wave action, oil spill, water contamination, utility failure, hazardous peacetime radiological incident, major transportation accident, hazardous material incident, epidemic, air contamination, blight, drought, infestation, explosion, hostile military action, paramilitary action, or similar effects resulting from terrorist activities, riots or civil disorders.

Building Emergency Coordinator - the person designated to coordinate emergency planning and services for (BUILDING NAME) [“(BUILDING NAME)”]. Duties include activating this Emergency Plan, implementing emergency procedures, and coordinating response activities.

Emergency Situation - Any situation confronting, a site, facility, or community requiring emergency actions of a lesser nature than a disaster to include, but not be limited to, civil disturbances, labor strikes, and build-up activities prior to an actual disaster.

Evacuation - A protective action strategy that provides for the orderly movement of people away from an actual or potential hazard.

Protective Actions - those emergency measures taken to protect people from the effects of a hazard. These may include evacuation and shelter in place.

Secure-in-Place – A term used for seeking out a secure location to hide or retreat to that provides you safety in the event of a dangerous situation. An example of this would be an armed intruder or dangerous person.

Shelter-in-Place – A term used for sheltering in the location you are at and keeping the hazard from infiltrating the site. Some examples include: tornado, winter weather, hazardous materials release.

Building Emergency Action Plan - the plan developed and maintained by (BUILDING NAME) for the purpose of organizing and coordinating its emergency response activities and operations.


APPENDIX E: Accountability During an Emergency

Building EvacuationsPersons within the facility will be accounted for by actions conducted at the rally site. This will be conducted by the Floor Coordinators assigned to the facility at the time of the emergency. The Floor Coordinators primary duty is to oversee the evacuation of their area. The secondary duty will be to assign other staff to sweep check the facility and other assigned areas of the building to assure that all others have left their areas or to do so themselves.

A. Rally points have been designated for all areas of (BUILDING NAME).B. Rally Site Locations:

All employees must report to their designated rally points immediately following an evacuation. These rally points are located

INSERT LOCATION(S), BE SPECIFICC. People with Special Needs :

Certain employees may be assigned a "Buddy" employee. Each employee is responsible for reporting to his or her Floor Coordinator at the rally point so that an accurate head count can be made. [If assigned, the employee will advise the leader of the status of his or her buddy.] Guidelines for people with disabilities have been established. Floor Coordinators and special assigned staff have received training on how to assist those with special needs.

D. Floor Coordinators :

These are staff who have been selected and trained to advise and assist in the building during an emergency.

Their tasks are:

1. Have knowledge of where and how to use emergency resources for their assigned area.

2. Be able to lead their assigned area out of the building and to the assigned rally sites.

3. Establish if everyone from their area is accounted for.

4. Report to the Building Emergency Coordinator of the status of their area.

5. Assist in providing for any special needs of those in their care.

E. Building Emergency Coordinator :

This will be the staff member who is in charge of the building at the time of the emergency. Duties of the Coordinator include:

1. Oversee the general evacuation and to assist the Floor Coordinators in evacuating their areas.


2. Check to see that the emergency has been called in to 9-1-1.

3. Gather and consolidate status reports from all of the Floor Coordinators.

4. Meet and report to appropriate emergency responders on the status of the evacuation and present any information about the emergency. *In ALL emergency situations an Incident Commander will be established by the responding police, fire or medical personnel.

F. Incident Commander

The Incident Commander is the designated emergency responder who will establish command of the emergency scene.

For fires, explosions, or hazardous material release the Incident Commander will be from the Fire Department.

For a crime, the Incident Commander will be UIPD.

For a mass medical illness/emergency, a University of Iowa physician and/or Johnson County Public Health Department representative will be the Incident Commander.

G. Accountability during after-hours operations :

All students, faculty, staff, and visitors who are in the building during non-business hours are still expected to follow the emergency guidelines found in this document. (Staff assigned to work after-hour operations will receive special training so they can advise and assist students,faculty, and visitors of the building during an emergency.) It is understood that police and fire personnel will most likely have to sweep check the building at these times.

H. Sheltering :

Take attendance of all students, faculty, staff, and visitors once they are in their assigned shelter. Any missing person should be searched for, if it can be done safely.


Appendix F: Emergency Action Plan Training (BUILDING NAME)

Name and Title of Employee _________________________________________________

Date ______________

Location of Unit ___________________________

Instructor___________________________ Title ____________________

Items Reviewed (Circle the topics covered):

1. Emergency Evacuation Procedures and Plan Overview

a. Escape routes and rally points

b. Special needs population evacuation

c. Accountability at the rally point

2. Sheltering in Place Procedures

a. Locations of shelter

b. Accountability at the shelter

c. Special needs population supplies

d. Equipment needed

3. Secure-in-Place Procedures

a. Secure locations and how to lockdown

b. Accountability at the site

c. Ability to silence all sound

d. Special needs population supplies

e. Equipment needed

4. Notification procedures

a. Emergency Contacts

b. Staff/Administration

c. Police/Fire 911 Center contact


(BUILDING NAME) Maps and Plans


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