Austin Independent School District Police Department Policy and Procedure Manual

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1 Policy 8.07 Austin Independent School District Police Department Policy and Procedure Manual Life Safety Systems I. POLICY The proper operations of the AISD Life Safety Systems (LSS) are essential for the protection of student, staff and visitors lives as well as property. It is therefore the policy of this department to inspect and repair AISD Life Safety Systems in accordance with National, State, local ordinances, and within this document. To provide these services LSS personnel will comply with department policy and procedure, in addition LSS personnel will be On Call as required. II. ADMINISTRATION The Life Safety Systems (LSS) Section is a component of the AISD Police Department and is under the direct supervision of the LSS Section Supervisor. The authority and responsibility of personnel assigned to the LSS Section are those outlined in the approved AISD job descriptions for Alarm Tech I, II, & III, Suppression Tech I & II, Video System Administrator, Access Control Clerk, LSS Foreman, and LSS Supervisor. III. PROCEDURE 1. Communications a. In addition to logging in and out on the AISD Time and Attendance, LSS personnel will advise dispatch of start of duty upon arrival at work and end of duty when ending shift. b. Upon arrival at a service location LSS personnel will notify dispatch. The technician will provide the dispatcher with the work order number associated with the location of work. If a work order is not assigned, the technician will provide dispatch with a description of service to be provided at the location. When the technician leaves the location, the technician will notify the dispatcher of the completed assignment. If the work order is not completed the dispatcher shall be informed. c. LSS Supervisor and/or Foreman are to review and assign work orders daily to ensure all work orders are processed in a timely manner. d. Close all completed work orders by the end of the work shift. Any work orders which require multiple days of service will be noted in the work order system (i.e. parts ordered, additional equipment/personnel needed, prohibited by inclement weather, etc). e. When a service call or work order for a repair of Fire Alarm or Fire Suppression System does not result in the system being 100% operable, the employee shall transmit a System Impairment Notification stating the system status to the LSS foreman and the Supervisor prior to ending that work shift. 2. Inspection, Maintenance, and Repair a. Technicians will coordinate Life Safety Systems inspections and repairs with AISD dispatch and the campus or facilities manager (ex. would be activation/testing of audible alarms). b. LSS personnel will conduct and/or verify that contractor inspections are performed in accordance with the most current National, State and local Codes.

2 c. After inspections are completed the appropriate service label or tag shall be applied in accordance with state law and/or local code. d. Inspection reports shall be completed, scanned, and entered on the AISD Police Department W drive consistent with existing file protocol. e. All systems shall be repaired as needed to maintain a minimum of a 97% operations rate. 3. On Call procedures: To provide a level of service consistent with our goal of maintaining LSS at or above 97% operability, it is necessary that LSS personnel serve on-call duty as required and outlined below. a. On-call technicians begin their seven day on-call cycle at 6:00 a.m. Tuesday and remain on call until 6:00 a.m. the following Tuesday. b. On call technicians are to acknowledge every page by calling the dispatcher within 10 minutes or as soon as possible after receipt of the page. Additionally, the on-call technician will inform the dispatcher of his/her estimated arrival time at the location to be serviced. If the service call does not require immediate response and/or does not pose an immediate threat of harm and/or loss of property then the item may to be placed on the blotter for action during regular working hours. c. In the event of an audible alarm that is disrupting a school in session, the on call technician will first phone the location in an attempt to walk the staff through the procedure to silence an alarm. d. On-call technicians are on call 24 hours a day. In the event a technician is on-duty, the on duty technician will be notified of any problem before the on-call technician is notified. The on-duty technician will determine if the on-call technician is required to respond. The alarm supervisor and/or foreman may designate an alternate on-call technician as incidents and call-outs dictate. e. An on-duty technician may be called to trouble shoot an issue; however the on-call technician is still responsible for responding to all pages received from dispatch. f. The on-call technician will contact the dispatcher to close the CAD number assigned to a service call upon completion of the call. g. On-call technicians will respond to all fire alarm trouble conditions. A comprehensive listing of fire events and Life Safety personnel responsibilities is available on the W- drive. h. On-call technicians will respond to security alarm trouble conditions where the security system causes the campus/property to be at risk of property loss or is substantially unprotected, and if the alarm sends trouble or alarm signals continuously (run away alarms). i. The following issues are considered to be maintenance rather than emergency calls and can be deferred by having the item placed on the blotter: Low battery signal (provided power is present), Telco 1 OR Telco 2 (not both), sounder relay troubles, smoke detector calibration troubles and RF supervision troubles. In addition, in the event of a fire or fire sprinkler system activation at an AISD facility, AISD dispatch shall notify the LSS Supervisor, Foreman, and the on call technician. 2

3 The LSS supervisor shall provide the AISD Police Dispatch supervisor with a matrix that identifies and defines Micro Key automation software event codes. The dispatcher shall notify the on-call technician in accordance with response matrix. 4. Life Safety Systems inspected and repaired include, but are not limited to the following: a. Fire Alarm System Coordinate alarm inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire alarm system inspections in accordance with the latest edition of NFPA 72, State and local Codes. Inspection reports shall be completed, scanned, and entered on the AISD Police Department Repair system as needed to maintain operation b. Fire Sprinkler System Coordinate sprinkler system inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire sprinkler system inspections in accordance with the latest edition of NFPA 25, State and local Codes. W drive in accordance with existing file protocol Repair system as needed to maintain operation. c. Portable Fire Extinguisher Coordinate extinguisher inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire extinguisher inspections in accordance with the latest edition of NFPA 10, State and local Codes. Repair or recharge as needed to maintain operation. d. Kitchen Exhaust Hood Fire Suppression System Coordinate system inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire suppression system inspection in accordance with the latest edition of NFPA 17a & 96, State and local Codes. Repair system as needed to maintain operation. e. Paint Spray Booth Fire Suppression System Coordinate system inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire suppression system inspection in accordance with the latest edition of NFPA 17, State and local Codes. Repair system as needed to maintain operation. f. FM 200 Fire Suppression System Coordinate system inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire suppression system inspection in accordance with the latest edition of NFPA 2000, State and local Codes. Repair system as needed to maintain operation 3

4 Surveillance Camera Maintenance and Repair: g. Fire Hydrants Coordinate hydrant inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire hydrant inspection in accordance with the City of Austin Private Fire Hydrant Inspection and Test Procedures. Inspection shall be entered in WERS then reports shall be scanned and entered on the AISD Police Department Repair Hydrants as needed to maintain proper operation. h. Back Flow Device Coordinate back flow inspections with Facilities Manager and AISD dispatch. Maintenance personnel will perform fire hydrant inspection in accordance with the City of Austin Private Fire Hydrant Inspection and Test Procedures. Inspection shall be entered in WERS the n reports shall be scanned and entered on the AISD Police Department W drive in accordance with existing file protocol. Repair Hydrants as needed to maintain proper operation. i. Intrusion System Repairs as needed to maintain operation at or above 97%. j. AES Radio Repairs as needed to maintain operation at or above 97%. Access Control Systems Repairs as needed to maintain operation at or above 97%. k. Gas Detection System (New system procedures to be defined) The Camera system is supported by LSS technicians between the hours of 8:00 a.m. and 4:30 p.m. during regular school work days and at other times determined by the LSS Supervisor or Foreman In order to maintain the surveillance cameras at or above 97% operability, the LSS technicians shall: 1. Repair camera as needed to maintain proper operation 2. Cameras identified for repair will receive an initial response within 24 hours. The initial response will determine the general nature of the camera problem and determine whether a site visit to the camera for further testing and/or repair will be required. 3. Initial site visits for further testing will be accomplished within 3 working days from the time the camera was reported to LSS for repair. 4. When a camera is identified as an urgent repair by the LSS technician, the camera will be repaired within 10 days. The work order system will be noted of the repair necessary and the requirement of parts ordered. Dependant on vendor stock, bidding process, and shipping the possibility of additional repair days may be required. 5. Cameras which require specialized equipment i.e. lifts for testing shall have testing accomplished within 18 working days from the time the camera was reported to LSS for repair. 4

5 Work Repair Prioritization Standards In order to ensure life safety systems are maintained at 97 percent operating status the following work repair prioritization standard will be followed: PRIORITY 1- Emergency WORK ORDER PRIORITIZATION STANDARDS Definition: Immediate danger to public health and safety, disruption to normal operations and/or potential catastrophic financial loss. Examples: Ruptured water line, Fire Alarm causing A/C to shut-down, Fire Sprinkler activation, Fire pump running, Fire alarm activation as a result of a fire in a building, Fire Suppression System Activation, server down causing camera failure on entire campus. RESPONSE TIME: Less than 2 hours to make temporary repairs to allow use of facility. Permanent repairs made within 5 days PRIORITY 2- Urgent Definition: High Priority requiring a 24 hour response. Examples: Fire alarm panel trouble, Fire alarm or Fire Sprinkler Supervisory Signals, Intrusion system EZM or Power Supply Failure, Multiple cameras down at a facility issue. RESPONSE TIME: Within 24 hours to make temporary repairs to allow use of facility. Permanent repairs completed within 10 days. Priority 3-Routine Definition: Routine troubles and maintenance items which must be addressed but do not rise to the level of Urgent or Emergency. Examples: Fire and Security System Low Battery, card access door not working, routine camera repairs. RESPONSE TIME: Within 2 working days, Work completed within 30 working days Priority 4-Scheduled Work Definition: Work which may require coordination with multiple departments, contractors or may require extra staff or specialized equipment such as lifts, pumps etc. Examples: Installation of additional card access doors and hardware. REPONSE TIME: Within 30 working days, Work completed within 90 working days. Priority 5- Project Work Definition: Work that has been identified and is performed district wide on an ongoing basis, or work deferred pending availability of labor, scheduling issues or funding. REPONSE TIME: As soon as resources and scheduling issues are resolved. 5

6 AISD Police Department Policy 8.07 Life Safety Systems Original Issue Date: April 30, 2013 Last Revision Date: September 4, 2014 Next Review Date: September 4, 2016 Office of Primary Responsibility: LSS Editor: CE Reviewed By: CE APPROVED: Eric Mendez Chief of Police 6

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