GoldenHour.NET Sample of an Emergency Response Plan 1.0 ORGANIZATION AND RESPONSIBILITIES 1.1 INTRODUCTION Emergencies are unplanned events that can cause significant injury or death to employees, visitors, or the public, disrupt or close down operations, cause physical or environmental damage, or harm the organization's public image. Proper planning is necessary to minimize the impact of emergencies on organization operations. This plan is designed to prepare the organization to properly handle emergency situations that may occur. The plan contains procedures for notifying appropriate personnel, defines responsibilities, and provides guidelines for handling emergencies. While this guide does not cover every possible situation, it supplies the basic information necessary to cope with most emergencies. 1.2 OBJECTIVES The objectives of the Emergency Response Plan are to: 1. Provide a management plan which addresses preparedness, notification, response, and recovery from an emergency. 2. Protect the lives, safety, and health of organization personnel and visitors. 3. Protect organization facilities, property and equipment from loss as a result of an emergency incident. 4. Provide for the restoration of organization facilities, functions, and services after an emergency. 1.3 PLAN MAINTENANCE/REVIEW The Emergency Response Plan will be reviewed annually by the Safety Manager and the Security Manager and amended whenever: 1. Applicable regulations are revised. 2. An actual emergency demonstrates inadequacies in the plan. 3. A change takes place that increases the potential for fire, explosion, or release of a hazardous material. 4. The response to an emergency is modified. All requests for procedural changes should be submitted to the Safety Manager. The Safety Manager will review the proposed changes with the Security Manager, Director, Planning and Construction, and the Director, Maintenance. Changes to the plan will be submitted to the Crisis Policy Team for final approval. The Safety Manager will notify all individuals on the Emergency Call Lists and Emergency Notification List of any significant changes. Emergency Call Lists and the Emergency Notification List will be reviewed and updated quarterly by the Safety Manager. Primary distribution of the Emergency Response Plan will be by electronic means. Hard copies of the updated plan will be kept in the Safety Office, emergency response van, emergency operation centers, and the Police Department. 1.4 SCOPE The following types of emergencies are covered by this manual: 1. Bomb threats & explosions 2. Fires 3. Chemical releases 4. Radiological emergencies 5. Blood spills 6. Asbestos releases 7. Natural emergencies 8. Medical emergencies 9. Utility failures 10. Information technology 11. Biological 12. Terrorism 1.5 CLASSIFYING EMERGENCIES This plan will address emergencies on four levels. The following definitions are provided as guidelines to assist personnel in determining the appropriate response to an emergency situation at the organization: Level 1 Emergency- Localized event A Level 1 emergency is a short term local emergency. It is not likely to adversely affect life, health, property, the environment or the functional capacity of the organization, but which indicates a potential safety problem. The emergency typically involves a single department and control of the situation is within the capabilities of the organization. Evacuation of the area is usually not necessary. Incidents are usually resolved by the affected department, Safety Office, Facilities Management, or the Police Department. Upper management is usually not involved and notification is limited to those directly involved in the emergency. External emergency response action is not necessary. Establishment of the Emergency Operations Center is not necessary. Examples include a small spill of a hazardous chemical, blood spill, localized water-pipe break or power outage, or a small localized fire. Level 2 Emergency- Spreading to other areas A Level 2 emergency may adversely impact or threaten life, health, or property within a single area. It has a predictable duration and control of the incident is usually within the capabilities of the organization, but may require outside assistance. Short term evacuation of an area may be necessary. Establishment of the Emergency Operations Center is not necessary. However, the Emergency Coordinator must be notified. The purpose of the declaration of a Level 2 emergency is to assure that appropriate on-site and off-site emergency response personnel are promptly advised to prevent the situation from becoming more serious. Examples include a rest room fire, chemical spill or asbestos spill requiring localized evacuation, water-main break involving most of a building, confined space emergency, trench cave-in, or loss of utilities to an area. Level 3 Emergency- Entire building affected A Level 3 emergency may adversely impact or threaten life, health, or property on a large scale at one or more locations within the organization. The emergency has an unpredictable duration and disruption of the overall operations of the organization is expected. Evacuation of one or more buildings may be necessary. Outside assistance is needed to control the emergency. The Emergency Operations Center must be set up. Examples include a major fire, bomb; chemical release, loss of power, flood, or water-main break involving one or more buildings. The purpose of the Level 3 emergency declaration is to assure that the Crisis Management Team is called and appropriate outside emergency teams are dispatched. Major policy considerations and decisions will usually be required from upper administration. Level 4 Emergency- Entire organization affected A Level 4 emergency may adversely impact or threaten life, health, or property on a large scale. These catastrophic events involve the entire organization and the surrounding community, and typically involve multiple emergencies. In some cases, mass personnel casualties and severe property damage may be sustained. A coordinated effort of all organization-wide resources and the community is required to effectively control the situation. Evacuation of the entire organization may be necessary. The Emergency Operations Center must be staffed and an Emergency Operations Center may be activated off-site. The purpose of the declaration of a Level 4 emergency is to initiate predetermined protective measures for on-site personnel and the general public. Examples include tornado, earthquake, major flooding, fires, or a chemical spill affecting the entire organization. 1.6 DECLARATION OF EMERGENCY The Security Manager will serve as the Emergency Coordinator for the organization and declare the Level of Emergency. In arriving at this decision the Police Chief may consult with the Director, Human Resources, Director of Planning and Construction, Director of Maintenance, and the Safety Manager. Evacuation of the organization can only be ordered by the Chief Executive Officer, Security Manager, City Fire Chief, City Police Chief, or the State Fire Marshal. 1.7 NOTIFICATIONS The Security Department will serve as the initial contact for all Level 2, 3, and 4 emergencies except fires and life threatening medical conditions. Always call 9-911 first to report fires, explosions, and life threatening medical conditions; then call the Security Department at (267) 333-1212 x1234. Most Level 1 emergencies can be handled without involving the Security Department. However, call the Security Department if you are unsure of the severity of the emergency or cannot contact the in-house emergency personnel. For Level 3 and 4 emergencies the Security Department will notify the members of the Crisis Management Team (Appendix B) and set up the Emergency Operations Center. In addition to those listed in item #2, depending on the building involved in the incident, the Security Department may also notify appropriate organization officials from the Emergency Notification List (Appendix A) It will be the responsibility of organization officials listed above to notify appropriate individuals in their area of the emergency. The Director, Human Resources will notify the Chief Executive Officer, if appropriate. 1.8 LINE OF SUCCESSION If the Chief Executive Officer is unavailable, the line of succession will be: Manager, Human Resources Senior Vice-President The line of succession to the Security Manager will be: Manager, Human Resources Manager, Shipping and Receiving 1.9 CRISIS POLICY TEAM The Crisis Policy Team will provide guidance during incidents, arrange for emergency funds, and approve revisions to the Emergency Response Plan. The Crisis Policy Team meets regularly during the year. Members of the Crisis Policy Team are located in Appendix A. 1.10 CRISIS MANAGEMENT TEAM The Crisis Management Team (Appendix B) will oversee and direct the overall organization response to a level 3 and level 4 emergencies and work closely with the Recovery Management Team (Appendix D) to restore normal business functions. The Crisis Management Team will: 1. Coordinate the initial response to the emergency. 2. Notify outside agencies. 3. Activate the Immediate Response Teams. 4. Establish the Emergency Operations Center. 5. Start the Disaster Recovery Log. 6. Provide information to the news media. 7. Arrange for additional personnel. 8. Keep the Crisis Policy Team notified of response and recovery efforts. 1.11 IMMEDIATE RESPONSE TEAMS Immediate Response Teams will implement response actions as it happens or when dispatched by the Crisis Management Team. Immediate Response Teams will follow the procedures described in the Emergency Response Plan. Immediate Response Teams will be under the control of the Crisis Management Team but can make independent judgments based on the situation. Immediate Response Teams can be found in Appendix B. Chemical, asbestos, radiological, biological, and blood spills will be handled by the Safety Immediate Response Team. Utility failures & natural disasters will be handled by the Facilities Immediate Response Team. Emergencies involving the central computing system, networking and/or telecommunications will be handled by the Information Technology Immediate Response Team. 1.12 ON-SITE DIRECTION AND CONTROL Direction and control of an emergency at the scene will be handled by the ranking Security Department officer. This officer will assume authority as the on-scene commander until relieved of duties. Once the Boston City Fire Chief arrives on-scene he will assume control of all fires, chemical spills, and rescue efforts. 1.13. EMERGENCY OPERATIONS CENTER The Emergency Operations Center is the centralized meeting location for the Crisis Management Team and other key organization officials, serves as the point-of-contact with local agencies, and handles public information releases. Members of the Crisis Management Team will report to the Emergency Operations Center and develop an appropriate response to the emergency. They will continuously evaluate and coordinate all activities during the evacuation. The primary on-site Emergency Operations Center is located in the Executive Conference Room. The secondary on-site Emergency Operations Center is located in the Cafeteria. Organization maps, telephones, radios, call lists, support staff, support equipment, journal of activities and message log are kept in the Emergency Operations Centers. 1.14 ORGANIZATION RESPONSIBILITIES Director, Human Resources 1. Serve as leader of the Crisis Policy Team. 2. Work with members of the Crisis Management Team through the Emergency Coordinator to communicate policies. 3. Make policy and procedural adjustments as required during the incident. 4. Keep organization administration informed of the sequence of events. 5. Ensure that the organization's response and recovery efforts are successful to the fullest extent possible. 6. Ensure that adequate information is given to the public and to organization personnel concerning the incident. 7. Confirm that necessary contacts have been made with governmental officials. Security Manager During any emergency on organization, the Security Manager will serve as the overall Emergency Coordinator. The Emergency Coordinator will have the following responsibilities: 1. Assess the extent of the emergency and its consequences on personnel, facilities and the environment and direct and coordinate the emergency response effort on organization to resolve the emergency. 2. If necessary, initiate an evacuation or receive the order to evacuate from the Chief Executive Officer, City Fire Chief, State Fire Marshal, or the City Police Chief. 3. Ensure that appropriate in-house emergency personnel and fire and emergency medical services have been called. 4. Declare the level of emergency and ensure that members of the Crisis Management Team are notified for Level 3 & 4 emergencies. 5. Notify the appropriate administrators at the organization for Level 2, 3 & 4 emergency situations. 6. Ensure that appropriate off-organization organizations have been called. 7. Instruct the Public Relations Department or appropriate person(s) to prepare a news release, if necessary. 8. Establish contacts with appropriate governmental agencies. 9. Have the Safety Manager assess potential environmental and safety hazards. 10. Establish a communications network using available staff, materials, and equipment. 11. Dispatch the appropriate administrators to assess the extent of damage to the organization. 12. Review and update this plan annually, with the assistance of the Safety Manager. 13. Ensure that periodic drills and exercises are conducted. 14. Confirm that the appropriate insurance carrier(s) has been notified. 15. Determine appropriate assembly area of the organization to send evacuees. 16. Notify the organization's radio & television stations to broadcast an evacuation notice. 17. Send mass emailing to appropriate buildings to warn occupants of emergency situations. Security Department Officers The Security Department will place into immediate effect the appropriate procedures necessary to meet the emergency and safeguard persons and property. Security Department Officers will have the following responsibilities: 1. Proceed to the scene of the incident to evaluate potential hazards and the need for emergency personnel. 2. Locate fires and attempt to extinguish small fires, if it can be done without endangering the officer. 3. Evacuate an area or building if necessary to protect the health and safety of occupants. Ensure that all occupants have evacuated. 4. Operate the on-scene command post during an evacuation. 5. Assist in warning the organization community of an evacuation. 6. Oversee the evacuation of employees and staff from the affected area. 7. Monitor the weather radio for changing conditions. 8. Enforce access control to the hazard area on organization. 9. Assist City Police with traffic control if requested. 10. Provide security for evacuated areas on organization. Act as a liaison with the City's Emergency Operations Center. 11. Ensure that the incident is properly documented and take photos of the scene as soon as possible. 12. Provide traffic control at the organization to limit movement into affected areas. 13. Provide security at the organization assembly points and the Evacuation Assembly Center. 14. Prepare and stock necessary barricade materials and signs for traffic control. Police Dispatcher The Police Dispatcher will call the Emergency Coordinator upon receipt of the notification to evacuate. The only individuals authorized to evacuate the organization are the Chief Executive Officer, Security Manager, City Fire Chief, State Fire Marshal, or the City Police Chief. The Police Dispatcher will have the following responsibilities: 1. Verify the notice to evacuate. 2. Notify the Crisis Management Team of Level 3 & 4 emergencies. 3. Call-in appropriate organization personnel from the Immediate Response Teams to handle emergencies. 4. Notify appropriate organization administrators of the emergency as instructed by the Security Manager. 5. Be prepared to take further action as directed by the Emergency Coordinator. 6. Dispatch police, fire, and rescue units as required. 7. Complete the Hazardous Materials Incident Report. 8. Notify emergency response teams of blocked roads and alternate routes. 9. Obtain the Material Safety Data Sheet for chemical spills. 10. Run placard numbers through the Violent Crime Information Network. Director of Facilities Operations The Director of Facilities Operations will assess damage and assume responsibility for corrective actions necessary to restore the organization to operational status. The Director of Facilities Operations will ensure that Facilities Management performs the following: 1. Provide technical support concerning electrical, plumbing, heating, ventilation systems, mechanical, and structural components. 2. Furnish manpower to assist with the evacuation. 3. Provide equipment, supplies, and staff to prevent damage or further damage to organization facilities during and after the emergency. 4. Supply contact phone numbers for resources which may be required during the incident. 5. Obtain the assistance of utility companies as required for emergency operations. 6. Stop gas, electric, and water services to affected buildings if appropriate. 7. Shutdown air-handling units as necessary. 8. Have available gasoline powered emergency generators which can be transported to necessary locations. 9. Provide emergency lighting if needed. 10. Provide debris removal if required. 11. Work with the Police Department and local authorities to free and evacuate victims. 12. Determine extent of damage and structural safety of buildings. 13. Set up portable toilets as needed. 14. Provide necessary vehicles and operators to support the impending or actual emergency. 15. Coordinate the acquisition of potable water if there is a disruption in water services.
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