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Employee Emergency Response Procedures

Earthquake

These procedures are excerpted from the University of California at Santa Barbara Department of Emergency Operations procedures.

Outside

• Get to an open area away from trees, buildings, and power lines.

In a Vehicle

• Pull to the side of the road away from underpasses, bridges, and buildings.
• Remain in the vehicle until the shaking stops.
• Do not leave the vehicle if a power line has fallen on or near it.

Inside

• Stay away from windows, and get under a desk or a table.
• Duck, cover, and hold.
• In a hallway, sit against the wall and protect your head with your arms.
• In an auditorium, duck between the rows of seats and protect your head.
• Wait inside until the shaking stops, then evacuate the building and go to your emergency assembly point.
• Do not use elevators for evacuation.
• Designated personnel should assist individuals with mobility disabilities to reach a safe location—that is, an enclosed stairwell landing with a ground-level exit to the exterior or, if that is obstructed, inside an office separated from the hallway by a door.
• Do not reenter the building until you have been authorized to do so by emergency response personnel.

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Preventing Fires

Careless management of work and storage areas and of electrical equipment is a common factor in office fires. Stockrooms and vault storage areas, for instance, should be kept uncluttered to prevent fires.

• Do not block aisles or exits.
• Maintain supplies and files in a neat and orderly manner. Periodically inspect areas for fire safety.
• In an area that is not protected by a sprinkler system, do not store materials closer than 36 inches from the ceiling.
• In an area that is protected by a sprinkler-system, do not store materials closer than 18 inches from the sprinkler heads.
• Do not smoke in storage areas. Remember that smoking on the premises is illegal in the city/state of

Keep work areas free of excess paper. A concentrated collection of papers and files on desks and filing cabinets makes excellent fuel. Before leaving at night, eliminate that unnecessary fire hazard by placing as many papers and files as possible in closed drawers or file cabinets.

Overloaded electrical outlets are the cause of many building fires. Do not create an octopus by inserting a series of two-way or three-way plugs into the same outlet. Connect only one cord to each receptacle socket. The use of extension cords is prohibited. If you need additional outlets, contact the Maintenance Department. When plugging or unplugging electrical equipment, be sure it is turned off; avoid touching metal or standing on a wet surface when doing so. For your safety, unplug electrical equipment by holding the plug and pulling it out of the socket; do not pull on the cord.

An office machine or appliance—such as a coffeemaker, calculator, or photocopier—carelessly left on could overheat, burn out, 148 and ignite a fire. Whenever you leave your immediate work area, take a quick look around to be sure that all of your machines are set to the off position. The last person leaving the area at night should also take time to double-check that all machines are off. (This does not include computer equipment.)

Watch for electrical equipment that doesn’t appear to be working properly or that is giving off an unusual odor. Report any strange odors from appliances or lights to your supervisor, as this could be the first indication of a fire.

When a Fire Occurs

If you are present when a fire starts, there are several basic safety rules to remember that could save your life.

• Remain calm. Your own common sense is the finest safety device ever developed. Walk—do not run—to the nearest exit.
• Prepare yourself in advance. Know where to go and how to get there. Heavy smoke often obscures exit signs. If you count how many doors you must pass on your evacuation route to reach the nearest exit, then, should you encounter heavy smoke, you can crawl or crouch low and count the doors as you make it to safety.
• Establish an alternative route in the event your first route is blocked or unsafe to use.
• Before opening an exit door, touch the top and bottom of the door lightly with your hand. If it is hot, do not open it. If it is not hot, open the door slowly. Stand behind the door and to one side, and be prepared to close it quickly if fire is present.
• Follow the instructions of fire department personnel and other officials handling the situation.

Whom to Call

If you discover a fire, notify the fire department immediately. Don’t delay! Don’t assume that someone else has called. Don’t be embarrassed if the fire is a small one, perhaps just in a wastepaper basket. Remember, most large fires begin as small ones. The first five minutes are often more important in fighting a fire than the next five hours.

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The Fire Department must be called whenever a fire occurs— even a small trash fire that was put out immediately by employees. The department will dispatch personnel to make a report. This report is necessary for several reasons, including insurance. (After the fire, forward a copy to the Security Department and Emergency Planning Unit.)

Whenever a fire occurs, the facility or building manager should immediately notify the Emergency Planning Director, Fire and Safety Unit, and Security Department by telephone.

What to Say

Be prepared to report to the fire department the following information:

• Nature of the emergency
• Exact address and cross street
• Telephone number from which you are calling (in a high-rise, give your security console number or the building manager’s number)
• Your name
• Floor number
• Area or department

Note: Do not hang up first; additional information may be needed from you.

Emergency Telephone Numbers

The following telephone numbers should be placed on every telephone facility in your building.

• Fire Department                          911
• Emergency Medical Service         911
• Police Department                       911
• Federal Bureau of Investigation    ________
• Security Department                    ________

Evacuation Procedures

The safety of employees and customers is the overriding consideration. Preservation of company assets, records, and premises is important, but materials and property should not be protected at the risk of jeopardizing the safety of employees or the public.

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The decision to evacuate is made by the senior managers who are responsible for determining the course of action to be taken during an emergency; it is based on information provided to them by key personnel at the emergency site. Fire or police department personnel may also order an evacuation.

If there is no fire in your area, but the alarm has sounded, wait at your primary exit until you have been notified to evacuate.

When evacuating:

• Remove high heels to avoid tripping.
• Walk, do not run.
• Do not push or crowd.
• Use handrails.
• Proceed to your evacuation point unless otherwise instructed.

If you relocate outside the building:

• Move away from the building quickly.
• Watch for falling glass and other debris.
• Stay with your floor warden.
• Do not talk to the press. If they ask questions, refer them to the Incident Commander or other managers in the emergency chain of command.
• Do not return to the building until you are notified that it’s safe to do so.

If you become surrounded by smoke before you can evacuate:

• Drop to your hands and knees, keeping your face as close to the floor as possible. Because smoke rises, the air will be cooler and cleaner near the floor.
• If you have a handkerchief or scarf, cover your face. Hold your breath as much as possible; otherwise, breathe through your nose as shallowly as possible.

If you are forced to advance through flames:

• Hold your breath; move quickly and, if possible, cover your head and hair with a jacket, shirt, or similar material. Keep your head down and your eyes closed as much as possible.
• If you become trapped, call the Fire Department and the building manager for assistance. If possible, seek refuge in a room that is not burning or filled with smoke. Stuff the 151 cracks around the door with whatever cloth you can find. If possible, wet the cloth with whatever water is available— from a flower vase, drinking fountain, or even a coffee pot.
• If you are in a room with a window that can be opened, open it slightly at the top and bottom. The space at the top will exhaust smoke and the space at the bottom will admit outside air.
• If the room starts to fill with smoke and the windows cannot be opened, wait before breaking a window until you absolutely must (to stay conscious). Once a window is broken, smoke and gases can enter the room from outside.

If your clothing catches fire:

• Stop, drop to the ground, and roll.

Fire Extinguishers

The general rule is: Never attempt to fight a fire alone. Always use the buddy system. If someone must put a fire extinguisher into operation, do not just stand by and watch. Quickly find another extinguisher and return to the fire, then stand by. If the first extinguisher empties before the fire is completely out, you will be prepared to finish the job.

The basic rules for using an extinguisher are referred to as the three P’s: Pull—Point—Press.

• Pull the pin while holding the extinguisher upright.
• Point the extinguisher at base of the flames.
• Press down the handle and fan across the flames from side to side.

Never place a used extinguisher back in its cabinet; it must be recharged to ensure its future effectiveness. One more caveat: If you are not trapped, and the fire is rapidly spreading, it is time for you to retreat! In this case, the fire should be left to trained professionals. Don’t try to be a hero!

Sheltering in Place

Sometimes there is no choice but to stay inside a building until a conflagration such as a forest fire blows over. If you are ever advised to “shelter in place”:

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• Isolate yourself as much as possible from the external environment.
• Shut down air-handling systems.
• Shut all doors and windows and seal the cracks around them with tape or whatever you can find.
• Remove flammable materials such as curtains from the window area and move fabric-covered furniture to the center of the room.
• Provide for your own comfort.
• Communicate your needs to fire personnel.
• Notify emergency management personnel of your status.
• Monitor all available communications.
• Notify your family as soon as possible of your delayed arrival.

Severe Weather

Any kind of severe weather can have an impact on business and your safety. Adhere to the following guidelines.

At home:

• Assess conditions prior to leaving home.
• Listen to all available media for conditions, as well as news releases from the company on the designated FM station.
• Call the assigned emergency number to determine whether the company has been closed.
• Do not risk your life in order to return to work.

At work:

• Call the extension number provided to find out if the company has been closed.
• Listen to media reports, especially those on the company’s designated FM station.
• Check your e-mail for pertinent messages.
• If the Emergency Operation Center (EOC) has been activated, contact your department safety representative (DSR) for any pertinent information and instructions on emergency procedures. The DSR will complete a department status report and transmit it to the EOC.
• Do not leave and use the roads if you have not been able to verify that it is safe to do so.

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Hazardous Materials

Follow this checklist for major incidents involving a release of a hazardous material (chemical, biological, radiological, asbestos, etc.) that cannot be controlled by department personnel.

• Alert personnel from affected and adjacent areas.
• If possible, use signs and/or barricades to isolate the area.
• Evacuate the area and close the door.
• If the release cannot be contained in the area, activate the nearest fire alarm.
• Call 911 and explain what has happened.
• Stay upwind of the building.
• Ask for assistance from your department emergency response team member (if applicable).
• Do not reenter the building until you have been authorized to do so by emergency response personnel.

Utilities

The following procedures apply to utility emergencies.

Natural Gas

• If you smell gas, call 911 and evacuate to your emergency assembly point.
• Do not turn on electrical equipment or light switches.

Electrical

• Unplug sensitive equipment not connected to a surge protector.
• Disconnect hazardous equipment according to the department plan.
• After a power outage, check elevators for trapped individuals and call 911.
• Stay away from downed power lines.
• During an extended power outage, you may have to leave the building and go to an emergency assembly point, where you will wait for further instructions from emergency response personnel.

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Water

• Do not drink from any water system after an earthquake or a flood.

Bomb Threats

All bomb threats should be considered authentic until fully investigated.

To promote consistent, safe, and thorough practices in response to bomb threats or other matters relating to explosive devices, the following procedures should be followed.

• The person receiving the bomb threat should remain calm and attempt to obtain as much information as possible from the caller (see the checklist that follows).
• Call 911 to inform the Police Department of the situation.
• The police will assist in determining if an evacuation is necessary.
• Inform your supervisor and/or department head.
• If you spot a suspicious object or package, report it to the police; under no circumstances should you touch it.
• If instructed to evacuate, move to your department’s emergency assembly point (EAP) provided it is at least 300 feet from the building.
• It is possible for radio transmissions to detonate certain devices, so do not transmit radio signals or use cellular phones within 300 feet of the targeted area.
• Do not reenter the area until you have been authorized to do so by emergency response personnel.

The Police Department may post the following sign at the entrance:

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Bomb Threat Checklist

Questions to ask the caller:

• When is the bomb going to explode?
• Where is the bomb?
• What does the bomb look like?
• What kind of bomb is it?
• What will cause the bomb to explode?
• What is your name?
• Where do you live?

Caller description:

Report the call immediately by dialing 911.

Emergency Evacuation Procedures

Individuals with Mobility Problems

Emergency procedures require that everyone exit a building when the fire alarm is activated. If you are an individual with a mobility-related disability and you are situated on the ground floor of a building, you should follow evacuation procedures according to the department plan. However, safety regulations require that elevators not be used for fire or earthquake evacuation because they may be damaged and unreliable. During emergencies when an elevator is not available for use, the following procedures apply to evacuations in multistory buildings for those unable to use the stairs.

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When the fire alarm is activated, designated personnel should assist/escort individuals with mobility disabilities to a safe location (an enclosed stairwell landing that leads to an exterior exit at ground level). Someone should remain with the individual while another person notifies arriving emergency personnel of the location of anyone who needs assistance. The instructions of the safety personnel should be followed, and in no case should an attempt be made to move the individual to another building level, unless there is imminent danger in the safe refuge (e.g., heavy smoke in the stairwell).

An individual working alone who is unable to utilize the stairs should call 911 and report the planned refuge location (stairwell landing). Anyone unable to reach a stairwell (e.g., due to smoke) should close all doors into the area, call 911, and wait for emergency personnel to arrive.