This template can be used when developing County Extension Emergency Standard Operating Guidelines.

EMERGENCY STANDARD OPERATING GUIDELINES

for

(INSERT NAME OF COUNTY EXTENSION OFFICE)

DATE OF PLAN:

Emergency Standard Operating Guidelines for(insert name of office)

I. INTRODUCTION

These guidelines are intended to serve as a reference for staff, and do not replace common sense, sound judgment, and prudent actions in response to emergency situations. These guidelines recommend a series of action steps that staff should take in response to potential emergency situations within your office.

A. List the Primary and Secondary staff members responsible for activation of these guidelines.

Primary: __________________________________

Secondary: ________________________________

B. List contact information for the fire department, law enforcement agency, and Emergency Medical Service that provides service to your office.

Fire: ________________________________________________________

Law Enforcement: _____________________________________________

Emergency Medical Services: ____________________________________

C. List resources available within the office to address emergency situations and where they are located (e.g. weather radio, first aid kit, fire extinguisher)

Weather Radio with battery back-up_____________________________________________

First Aid Kit ________________________________________________________________

Fire Extinguisher (size) _______________________________________________________

Smoke Detector _____________________________________________________________

Automated External Defibrillator _______________________________________________

Other _____________________________________________________________________

D. Identify the location of shut offs within your building and who is responsible for this task.

Gas: ______________________________________________________________________

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Water: ____________________________________________________________________

Electrical Panel: ___________________________________________________________

E. Develop communication procedures used to notify staff of urgent information (alternate work sites, including working from home, condition of the building, ability of staff to reenter the building to retrieve files, equipment, personal items, etc.) Examples include radio, television, social media, email, telephone tree, etc. ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

F. Include emergency contact information for each staff person. Use Appendix 1 to record this information or attach an office emergency contact list.

G. Identify staff with special needs (e.g. elderly, disabled (temporary or permanent) and list the primary and secondary staff member responsible for assisting them during an emergency situation.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

H. Identify how visitors to your office will be assisted during an emergency situation.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I. Identify any outside organizations that need to be notified during, or after an emergency situation. ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

J. Describe how staff will be trained on these guidelines.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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II. General Evacuation Guidelines

Actions that should be taken if safe to do so (i.e., health and safety of the individual is not threatened):

If time allows, employees should turn off equipment to ensure confidential information is secure, and close windows prior to leaving the work area.

Employees and visitors should immediately evacuate the building and move to the evacuation assembly area. Remain in the evacuation assembly area until asked to leave or unless danger is imminent.

Employees should take valuables and clothing with them in the event that re-entry to the building is delayed or denied.

Employees should provide assistance to people with disabilities who may need help. It is essential that all employees and visitors report to the emergency assembly area when

asked to evacuate the building. Every effort should be made to account for all persons. It is important not to block or congregate on roadways or parking lots where emergency services vehicles will need access. Move vehicles away from the buildings, if appropriate.

III. Employee Guidelines for Building Evacuations

All staff & employees should be familiar with the following information:

Know the quickest exit route out of the building. Be familiar with alternate exits. Know the location of any manual fire alarms and fire extinguishers. Know if any co-workers or visitors will require assistance in exiting the building and be

prepared to provide whatever help is necessary. Know what your work area looks like on a daily basis. Suspicious objects can only be

identified by those who know what to expect or to anticipate within their work site. Know where the evacuation assembly area is located. Insert the location of the assembly

area. _________________________________________________________________ Do not stand in driveways, roadways or parking lots, as emergency responders will need

access to the building. Know how to turn off equipment in your area.

IV. Bomb Threat

When a bomb threat is received, it is important for the person receiving the call to attempt to keep the caller on the telephone as long as possible.

Ask where bomb is located, when bomb will go off, what materials are in the bomb, who is calling and why is caller doing this?

Listen closely to caller’s voice, speech patterns, and for background noises. After hanging up, immediately notify the Regional Director (RD), the County Program

Director (CPD) or the Community Emergency Management Program (CEMP) Lead and/or call 9-1-1.

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RD, CPD, or designee may order evacuation of all persons inside the building or as directed by authorities. (Evacuation may not be an appropriate response)

If evacuation is determined to be necessary by authorities, the CPD, RD or designee alerts employees and visitors; do not mention term “Bomb Threat.”

Use standard fire drill procedures to evacuate the facilities. Direct employees and visitors to take their belongings. Evacuate staff and visitors to the assembly area outside of the building. A roll of all employees and visitors should be taken following evacuation. No one should re-enter facilities until declared to be safe by fire or police personnel. RD, CPD or designee notifies employees and visitors when emergency is terminated.

V. Fire

In any fire situation, it is important to act quickly and decisively in order to contain the spread of the fire. All doors leading to the fire should be closed. Do not re-enter the area for belongings. If the area is full of smoke, staff should be instructed to crawl along the floor, close to walls, thus making breathing easier and providing direction. Before opening any door, place the back of a hand one inch from the door near the top to see if it is hot. Be prepared to close the door quickly at the first sign of fire.

In the event that a fire, smoke from a fire, or a gas odor has been detected:

Call 9-1-1. Evacuate staff and visitors to the assembly area outside of the building. RD, CPD or their designee must ensure that all offices are evacuated. After evacuation, the RD, CPD or designee should take a roll call and account for all staff

and visitors. RD, CPD, or designee will ensure that no one re-enters the building(s) until termination

of the emergency and the facility is declared safe by local officials.

VI. Shelter-In-Place Guidelines

Certain emergency situations may dictate shelter-in-place actions be implemented. Examples of these are severe weather, fast moving hazardous material vapor clouds, earthquakes or an active shooter. Shelter-in-place simply means staying inside the building you are in, or seeking shelter in the nearest available building.

VII. Severe Storm/Weather

Severe wind, snow, rain, hail, thunderstorms, tornadoes and flash floods are not uncommon. Even earthquakes are not out of the question in Missouri. Procedures for dealing with these threats are similar.

Be alert for weather warnings. Seek and monitor details from your favorite TV or radio station, NOAA Weather Radio, news website, desktop application, mobile application, or other trusted source of information during times of inclement weather.

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Move to safe areas away from windows. Close blinds on windows and stay away from outside walls. RD, CPD or designee should take roll and account for all employees and visitors. Be ready to move quickly if the need arises. Remain in safe areas until warning expires or emergency personnel have issued “all-

clear” advisories.

VIII. Tornados

A tornado watch means conditions are right for the formation of a tornado. You should continue to monitor the weather and emergency notification services in case one develops. A tornado warning means a tornado has been formed and confirmed.

When advised that a tornado warning has been issued for this area:

Move to a tornado/storm shelter; if not available move to the lowest level of the building or small reinforced area in the center of the building. Avoid windows and door openings. Do not take time to shut off equipment.

Ensure all visitors go to the shelter area. If caught in another area of the building; seek protection under a desk or other heavy

object. Monitor a weather radio or other information source for an all clear to be announced. If you have a cell phone, take it with you. Do not go outside until an all clear has been announced. After a tornado –

Look out for broken glass and downed power lines. Evacuate the building if severely damaged. Check for injuries. Do not attempt to move seriously injured persons unless they

are in immediate danger of death or further injury. If you must move an unconscious person, first stabilize the head, neck and back, and then call for help immediately.

If the victim is not breathing, carefully position the victim for artificial respiration, clear the airway and commence mouth-to-mouth resuscitation.

Use caution in a damaged building. Be sure that walls, ceiling and roof are in place and that the structure rests firmly on the foundation.

Check for gas leaks—if you smell gas or hear a blowing or hissing noise, open a window and quickly leave the building. Turn off the gas from the main valve (outside) if you can, or call the gas company. If you turn off the gas for any reason, it must be turned back on by a professional.

Look for electrical system damage—if you see sparks or broken or frayed wires, or if you smell hot insulation, turn off the electricity at the main fuse box or circuit breaker. Do not step in water to get to the fuse box or circuit breaker, call a professional electrician to handle the situation.

Look for sewage and water lines damage—if you suspect sewage lines are damaged, avoid using toilets and call a plumber. If water pipes are damaged, turn off the water where it enters the building or at the street if necessary. Contact the

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water company and avoid using water from the tap. You can obtain safe water by melting ice cubes, from the water heater, or a supply of bottled water.

Clean up any light debris that may cause a hazard. Notify a CEMP Team member and CEMP coordinator of damages and injuries. Stay off the telephone unless there is an urgent emergency. Pay attention to announcement by public officials and follow their instructions. Be alert for additional weather situations. Many storms are followed by other

dangerous storms.

IX. Earthquakes

During an Earthquake:

Stay calm. Stay put. If you are indoors, stay there. If outdoors, stay there.

If indoors:

Take cover under a desk, table, bench, or supported archway, along an inside wall or corner or other sturdy furniture with back to windows. Hold on to the furniture to keep it from “walking” away from you. Avoid open doorways, windows, bookcases, hanging fixtures, and outside walls until the shaking stops.

If not near any furniture, sit in a corner or with back against a wall with back to windows. Drop to knees, clasp both hands behind neck, bury face in arms, make body as small as

possible, close eyes, and cover ears with forearms. If notebooks or jackets are handy, hold over head for added protection. Stay away from windows, bookcases, or other heavy objects. Maintain position until shaking stops.

If outdoors:

Move away from buildings, trees, overhead wires, and poles. Assume DROP AND COVER position in an open space. Maintain position until shaking stops. Do NOT enter building until it is determined to be safe. The electricity may be interrupted, fire alarms may sound and sprinklers go on. Employees should help ensure the safety of visitors in the office.

After an earthquake:

Evaluate the situation. Use caution if evacuation of employees and visitors is warranted. Check staff and visitors for injuries. Account for all employees and visitors. Roll must be

taken after evacuation. Administer first aid if necessary. Don’t move the seriously injured unless the area or building must be evacuated.

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Be careful in areas near fallen obstacles and broken glass. Notify maintenance department of damage to natural gas, water and electrical lines. Do not use the telephone, light switches, matches, candles, or other open flame unless

you are absolutely certain there is no natural gas leaking. Do not touch damaged or broken electrical equipment. Be prepared for aftershocks.

X. Intruder

Intruder is an unauthorized or an unknown person who enters Extension property:

Politely greet intruder and identify yourself. Offer assistance. If alone and the intruder is agitated, seek assistance. If intruder’s purpose is not legitimate, ask him/her to leave. Accompany intruder to the

exit. If intruder has left and was dangerous, lock doors immediately and notify law

enforcement.

If intruder refuses to leave:

Warn intruder of consequences for staying on Extension property. Inform him/her that you will call police.

Call 9-1-1 if intruder still refuses to leave. Give police full description of intruder. Keep a safe distance from intruder if he/she indicates a potential for violence. Be aware

of intruder's actions at this time (where he/she is located in building, whether he/she is carrying a weapon or package, etc.).

XI. Active Shooter

Outside the Facility

When an active shooter has been reported or has been seen in an outdoor area, the following steps should be followed:

Advise all staff and visitors of the situation. If outside, immediately go inside the nearest building. Lock all exterior doors and windows. Be cautious that you do not expose yourself to

danger while doing this by locking them from the side – do not stand in front of the windows when locking them.

Assure that law enforcement has been notified by dialing 9-1-1. Seek interior rooms with no windows, preferably one that the entrance door can be

locked. The restrooms are the best location. Stay in a safe place until told by law enforcement that it is safe to leave the area or

building.

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RD, CPD or designee should do a roll call of staff and visitors after the situation has terminated.

Contact the law enforcement agency that supports your office for training on active shooter.

Inside the Facility

When an active shooter has been detected inside your building, the following actions may be considered:

If possible move away from the shooter(s) and seek shelter outside of the building. When possible, assure that law enforcement (9-1-1) has been notified. If your egress is blocked by a shooter(s) seek any barrier protection possible (i.e., under a

desk, in a closet, in another room, behind a heavy door, etc.). Remain calm and quiet until your egress is clear or law enforcement has notified you that it is safe to exit.

It is generally safer not to engage the shooter(s) in any way. If possible, care for any injured persons in your area. You need to help ensure the safety of visitors to the office by helping them follow these

procedures. RD, CPD or designee should do a roll call of staff and visitors after the situation has

terminated.

XII. Hazardous Materials Incidents from outside source

Go or remain indoors. Close all doors and windows to the outside. Windows often seal better when locked. Turn off all devices that move air (fans, etc.). Seek interior rooms that have no windows. Seal the room with any available materials.

Use tape to seal the cracks around door openings. Use clothing or other materials to seal under the doorways.

Stay inside until advised that it is safe to leave the building.

XIII. Pandemic Situation

The office will follow all recommendations from the MO Department of Health & Human Services, local public health department, Centers for Disease Control and Prevention, and World Health Organization regarding public health safety.

Stay home if you are sick. Be prepared to work from home, if approved. Utilize “Communicator” calls, email, cells, or other forms of communication to maintain

contact with colleagues.

Date Updated:

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Appendix 1 to the (insert the county Extension office name) Emergency Standard Operating Guidelines

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

Employee Name: Emergency Contact Name:

Home Phone#: Emergency Contact Home Phone#:

Cell Phone#: Emergency Contact Cell Phone#:

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