Ara Institute of Canterbury 1 Incident Management Plan

Transcription

1 Ara Insttute of Canterury 1 Incdent Management Plan Anyody dentfyng an emergency or crss stuaton s responsle for performng each of the followng actons: 1. Assess the stuaton and determne f there are any danger or health & safety ssues. In the event of danger or serous health & safety ssues on ste Dal 9999 durng work hours. [After hours ths wll go drectly to Natonal Polce Fre Amulance Emergency Servces] After hours Dal Securty on 8076 ( on any phone) If the ncdent s Off-ste Dal Health and Safety Manager on plus the relevant Drector or delegate. Follow the nstructons of the approprate emergency personnel. 2. Verfy the credlty of the nformaton/event as est as possle. Then mmedately notfy the next most relevant ndvduals e.g. Securty, Lne Manager, etc. If practcal and safe, prevent the stuaton gettng worse. 3. Undertake a rapd mpact assessment to provde others wth a hgh-level overvew of the stuaton, ncludng: a c d What has happened? Are there any people njured? (plus ntal estmates on how many, how adly and where they are) Is there further rsk of ths event escalatng or for more people to e put n danger? Is there sgnfcant damage, f so, where? 4. The Contact Centre wll notfy the Health & Safety Manager when there s an ncdent and they wll decde f the CE (or delegate) should e advsed. The CE (or delegate) then decdes f the Incdent Management Team should e actvated. Rememer: t s etter to e conservatve and have people ready to respond should the event escalate, than to underestmate a stuaton. 5. Record all actons taken along wth names and tmes. 1 From heren referred to as Ara Issue Date: 26 Octoer, 2011 Document Status: Fnal 1

2 Incdent Management Log DATE: INCIDENT: Task Who When Resources Allocated Progress/Comment Date Tme INCIDENT MANAGEMENT TEAM S WORK COMPLETED / / ACTION PLAN / EVENT LOG PASSED TO BUSINESS RESUMPTION TEAM / / Issue Date: 26 Octoer, 2011 Document Status: Fnal 2

3 Actvaton Levels Actvaton Level Event Type Examples Level 1: Full actvaton of the Incdent Management Team Level 2: Partal actvaton of the Incdent Management Team Level 3: Normal Day-to-Day operatons (on-gong montorng) Hgh mpact event Lfe and/or property at rsk Large area affected (Cty/Provnce) Busness nterrupton Longer term (longer than one day) Medum mpact event Lfe and/or property at rsk Campus only affected Some outsde servces nvolved Some dsrupton to normal operatons Medum term (typcally wthn one day) Small mpact ncdents Part of campus only affected Short term (less than fve hours) Severe weather event Major earthquake Volent event / Actve shooter on campus Major fre Pandemc Margnal weather event predcted Mnor/medum earthquake Off campus ncdent Off campus accdent nvolvng staff or students Hazardous sustance alert Sgnfcant Fre Floodng Bom threat Planned protest event of large scale Pandemc pre-notfcaton Mnor accdents on campus Indvdual medcal emergency/sucde Traffc dsruptons Infrastructure falure Dal 9999 on Campus durng work hours. [After hours ths wll go drectly to Natonal Polce Fre Amulance Emergency Servces] After hours Dal Securty on 8076 ( on any phone) If the ncdent s Off-ste Dal Health and Safety Manager on plus the relevant Drector or delegate. Follow the nstructons of the approprate emergency personnel. Issue Date: 26 Octoer, 2011 Document Status: Fnal 3

4 Ara Incdent Management Plan Frst Produced: Current Verson: Past Revsons: Revew Cycle: Apples From: 26/10/11 26/10/11 None 6 Months Immedately Authorsaton: Offcer Responsle: Te Kāhu Manukura Health and Safety Manager (Davd Curre) CONTENTS 1 INCIDENT MANAGEMENT PRINCIPLES ADOPTION OF COORDINATED INCIDENT MANAGEMENT SYSTEM INDIVIDUAL RESPONSIBILITY IN THE EVENT OF A CRITICAL INCIDENT AT ARA THE INCIDENT MANAGEMENT POLICY STATES: ASSESSING DAMAGE AND IMPACT DETERMINING THE STATUS AND LEVEL OF AN INCIDENT EMERGENCY SERVICES ANYBODY IDENTIFYING AN EMERGENCY OR CRISIS SITUATION IS RESPONSIBLE FOR PERFORMING EACH OF THE FOLLOWING ACTIONS: INCIDENT MANAGEMENT LOG ACTIVATING AN INCIDENT MANAGEMENT TEAM (IMT) ACTIVATION OF THE INCIDENT MANAGEMENT TEAM ROLES AND FUNCTIONS OF THE INCIDENT MANAGEMENT TEAM ACTIVATION AND NOTIFICATION LEVELS FOR THE ARA INCIDENT PLAN PREPARING THE INCIDENT ACTION PLAN KEEPING EVERYONE INFORMED FINANCIAL SUMMARY OF KEY INFORMATION AND EMERGENCY PROCEDURES FIRE INFRASTRUCTURE FAILURE HAZARDOUS SUBSTANCES EMERGENCY SEVERE WEATHER EVENT EARTHQUAKE BUILDING EVALUATIONS FOR RE-OCCUPANCY - POST EARTHQUAKE EVENTS TSUNAMI TERRORISM/VIOLENT ACT BOMB THREAT / SUSPICIOUS PACKAGE PANDEMIC EMERGENCY SERVICES RESOURCE MANAGEMENT IN EVENT OF A SIGNIFICANT OR ALL OF SITE INCIDENT CITY CAMPUS WOOLSTON CAMPUS MOVING TO BUSINESS RESUMPTION PHASE ESTABLISHING A BUSINESS RESUMPTION TEAM DEBRIEF ON-GOING MANAGEMENT TESTING KEEPING THE PLAN UP TO DATE ACCESS AND STORAGE RECIPROCAL AGREEMENTS CONTACTS MANAGEMENT TEAM TELEPHONE TREE Issue Date: 26 Octoer, 2011 Document Status: Fnal 4

5 1 Incdent Management Prncples 1.1 Adopton of Coordnated Incdent Management System Ara endorses and adopts the Coordnated Incdent Management System (CIMS) for the management of sgnfcant crtcal ncdents that should arse. Further nformaton on CIMS can e found at: Indvdual Responslty a c In the event of a major emergency Ara acknowledges the need for noncrtcal staff to attend to the safety and well-eng of ther own famles. Crtcal staff should consder contngency plans n advance for oth themselves and for ther famles. Always ensure your own safety n the frst nstance. 1.3 In the event of a Crtcal Incdent at Ara the Incdent Management Polcy States: a c d e The frst responders on the scene have delegated authorty from the Chef Executve (CE) to take any necessary steps to safeguard lfe and secure property. The frst responders wll control the stuaton untl responslty s assumed y Ara Securty, Incdent Management Team memer or external agences (Fre, Polce, and Amulance). The Incdent Controller n the Incdent Management Team (IMT) has delegated authorty from the CE to make mmedate operatonal decsons necessary to preserve the safety and securty of Ara staff and students. Ths may nclude the secondment of facltes, equpment, other resources, and expertse to expedte the response from oth wthn and outsde Ara. The Incdent Controller has authorty to assgn tasks and delegate responsltes wthn oth the Incdent Management Team (IMT) and the wder Ara communty. The IMT wll make an actvaton level decson and f necessary estalsh the Ara Incdent Operatons Centre (Ara IOC). See secton 3.3 for actvaton levels and notfcatons. The CE approves the suspenson of core responsltes and/or dutes durng the response and recovery phases for any employees or students who are part of the Ara Incdent Management Team structure. Where t s consdered necessary to declare a localsed emergency at Ara, the Incdent Management Team wll, as soon as t s feasle to do so, make a formal declaraton to the Ara communty. Such a declaraton wll nclude as relevant: v v communcaton as to the nature of the ncdent closure of part or all of the campus evacuaton of non-essental personnel suspenson of usness actvty actvaton of the Busness Resumpton Plan Issue Date: 26 Octoer, 2011 Document Status: Fnal 5

6 f The only person (or persons) authorsed to speak to the meda on ehalf of Ara n a planned event or crtcal ncdent are the CE and the Marketng Manager (or desgnate). Whle the Incdent Controller must not e dstracted from ther man dutes, they are also permtted to speak pulcly f t s deemed necessary y the CE or the Marketng Manager. 2 Assessng Damage and Impact 2.1 Determnng the Status and Level of an Incdent One of the prmary tasks n an emergency s to determne whether an actual or pendng ncdent s lkely to ecome suffcently serous to warrant molsng an Incdent Management Team. A crtcal ncdent stuaton can e defned as any extraordnary event that challenges the ordnary actvtes and/or responses of the nsttute s students and/or staff. Ths can nclude stuatons that cause or have the potental to cause: a c d e f g Harm to students Harm to staff Dsrupton to the delvery of learnng Ltgaton Loss of key staff memer(s) Loss of facltes Sgnfcant fnancal/economc loss These all may have medum to long-term effects and/or result n adverse pulcty. The needs of each crtcal ncdent wll e dfferent and the response to each may need to e talored to each stuaton. The frst task s the assessment of the extent of the damage and mpact on the organsaton s key usness processes. The effect of the dsaster should e revewed y examnng each area of the usness that has een affected and assessng the mpact on the varous usness actvtes. It s vtal at ths pont not to overlook cross dependences of affected processes to other processes. For each affected usness process there should e a prelmnary estmate of the recovery tme nvolved wth restorng normal operatons. 2.2 Emergency Servces It s lkely that there wll e an nvolvement of the pulc emergency servces n any ncdent recovery stuaton where there s danger to human lfe or serous damage to property and assets. The emergency servces wll ntally deal wth the actual emergency event such as a fre, flood, accdental spllage of toxc materal, etc. They wll concentrate ther efforts on the protecton of human lfe and also n mnmsng the mpact of the emergency event on premses and assets wherever possle. The emergency servces wll need to lase wth responsle ndvduals from the organsaton who can provde nformaton that they may requre. The emergency servces have specalsts who can provde advce on how to prepare Issue Date: 26 Octoer, 2011 Document Status: Fnal 6

7 for the outcome of such stuatons. Once the emergency stuaton s rought under control, the emergency servces wll hand over the stuaton to the responsle offcals representng the organsaton. Ths wll normally e the Incdent Management Team. 2.3 Anyody dentfyng an emergency or crss stuaton s responsle for performng each of the followng actons: 1. Assess the stuaton and determne f there are any danger or health & safety ssues. In the event of danger or serous health & safety ssues on ste Dal 9999 durng work hours. [After hours ths wll go drectly to Natonal Polce Fre Amulance Emergency Servces] After hours Dal Securty on 8076 ( on any phone) If the ncdent s Off-ste Dal Health and Safety Manager on plus the relevant Drector or delegate. Follow the nstructons of the approprate emergency personnel. 2. Verfy the credlty of the nformaton/event as est as possle. Then mmedately notfy the next most relevant ndvduals e.g. Securty, Lne Manager, etc. If practcal and safe, prevent the stuaton gettng worse. 3. Undertake a rapd mpact assessment to provde others wth a hgh-level overvew of the stuaton, ncludng: a c d What has happened? Are there any people njured? (plus ntal estmates on how many, how adly and where they are) Is there further rsk of ths event escalatng or for more people to e put n danger? Is there sgnfcant damage, f so, where? 4. The Contact Centre wll notfy the Health & Safety Manager when there s an ncdent and they wll decde f the CE (or delegate) should e advsed. The CE (or delegate) then decdes f the Incdent Management Team should e actvated. Rememer: t s etter to e conservatve and have people ready to respond should the event escalate, than to underestmate a stuaton. 5. Record all actons taken along wth names and tmes. Issue Date: 26 Octoer, 2011 Document Status: Fnal 7

8 2.4 Incdent Management Log DATE: INCIDENT: Task Who When Resources Allocated Progress/Comment Date Tme INCIDENT MANAGEMENT TEAM S WORK COMPLETED / / ACTION PLAN / EVENT LOG PASSED TO BUSINESS RESUMPTION TEAM / / Issue Date: 26 Octoer, 2011 Document Status: Fnal 8

9 3 Actvatng an Incdent Management Team (IMT) 3.1 Actvaton of the Incdent Management Team The actvaton of the IMT wll e at the dscreton of the Chef Executve (*or desgnate) dependng on the nature of the ncdent. Note: * In accordance wth the Incdent Management Polcy, the Incdent Controller wll typcally e the Facltes Manager or ether one of the followng: a Drector, Corporate Servces Drector, Human Resources In the event that none of the three desgnated senor staff are avalale, a Senor Management Team memer wll assume the role of Incdent Controller. On recevng any alert durng workng hours through the 9999 call centre phone system, an Ara call centre operator wll alert the emergency servces to any ncdent requrng ther attendance. In the case of Fre, most uldngs contan fre safety systems whch automatcally alert the NZFS. All ut the most mnor emergency ncdents wll e reported y call centre staff to the H&S Manager and relevant Health Centre, Securty or Facltes Management staff. The H&S Manager wll advse the CE and approprate senor management staff where necessary. c Memershp The IMT wll nclude: Facltes Manager Health and Safety Manager Drector, Corporate Servces v Drector, Human Resources v Marketng Manager If any of the aove s not avalale the most senor person avalale n ther respectve areas shall represent them. The IMT wll also co-opt as requred. Co-opted memers may nclude: v v v Health Centre representatve Counsellors Facltes Staff Heads of Department/Managers where approprate Kaarah Others as approprate d e Incdent Operaton Centre On actvaton of the IMT, memers shall report to the Incdent Operaton Centre (IOC) located n Facltes Management, Wllams Street. Lfe of the IMT The Incdent Management Team wll normally have a lfe of etween one and 48 hours at whch pont t wll then hand over to the Busness Resumpton Team. Issue Date: 26 Octoer, 2011 Document Status: Fnal 9

10 3.2 Roles and Functons of the Incdent Management Team INCIDENT CONTROLLER Chef Executve LIAISON Estalsh communcatons wth and nform other agences PLANNING Trackng Records Stuaton reports Acton plan LOGISTICS Supples Resources Requests Transport OPERATIONS Safety Revew and deploy resources Task Staff a Managng the Emergency Ensurng the mmedate safety of students and staff. Preparng a planned approach to manage the ncdent. Puttng n place the necessary support systems approprate to the Incdent. v Revewng the stuaton frequently and alterng the approach as requred. v The Incdent Controller (IC) s authorsed to requston and use any resources held y Departments and Dvsons. v No physcal Ara resources are to e removed from the ste durng the duraton of an emergency unless authorsed y the Incdent Controller (IC). Post Incdent Response v Organsng a derefng to revew the recent ncdent, what went well, what ddn t go well, make recommendatons for mprovement. Preparaton of a ref report on the actvtes undertaken. The report wll nclude the Acton Plan/Event Log, who was notfed and when, acton taken y memers of the team together wth comments and actons outstandng. The report should e gven to the Leader of the Busness Resumpton Team and dstruted to Senor Management, as approprate. Provson of a faclty for staff and students to receve follow up support/ counsellng etc. as requred. Allowng staff n the team and other drectly nvolved staff to share ther responses, feelngs, reactons, concerns and provde follow up support f requred. Issue Date: 26 Octoer, 2011 Document Status: Fnal 10

11 c Lookng after People If the ncdent has resulted n a stuaton whch would cause concern to any Ara student or employee s mmedate famly such as hosptalsaton, njury or death, t wll e necessary to notfy ther mmedate famly memers urgently and approprately. Only the Chef Executve or Marketng Manager or delegate s authorsed to release nformaton to the meda or famles of students or staff affected y an emergency. Note that the Polce must handle advce of the death of any person. Communcatons wth famles need to e handled wth senstvty and care n order not to further ncrease the level of dstress to the persons eng notfed. The person notfyng wll have access to counsellng servce contact numers n order to e ale to offer ths type of support and advce. The followng functons are performed y the Incdent Management Team. It s mportant to note that, dependng on the nature of the ncdent, multple functons may e performed y a sngle manager or requre the separaton of one functon to two managers. d Functons of the Memers of the Incdent Management Team Incdent Controller The Incdent Controller takes control at an ncdent and manages drectly or apponts people to CIMS management postons. Responsltes nclude: Assess the stuaton Determne Lead Agency and Support Agences Appont, ref and task staff Estalsh Incdent Control Pont Ensure coordnaton of meda/pulc nformaton Mantan safe practses Deref followng the ncdent Lason The Lason Offcer works drectly for the Incdent Controller or Response Coordnator as the contact for other agences assgned to an ncdent. Responsltes nclude: dentfy counterparts from each agency estalsh communcatons wth other agences ensure agences are well nformed dentfy exstng or potental nteragency prolems Plannng The Plannng/Intellgence Offcer collects nformaton, analyses t, and makes plans ased on t. Responsltes nclude: Understand the strategc drecton Determne nformaton needs Mantan maps and dsplay oards Track ncdent/resources status Conduct plannng meetngs Issue Date: 26 Octoer, 2011 Document Status: Fnal 11

12 v Logstcs The Logstcs Manager supports the response y provdng and mantanng facltes, servces and materals. Responsltes nclude: Estmate future servce and support requrements Prepare to provde supples, facltes, communcatons, medcal, caterng, refuellng, mechancal and traffc support as requred Appont, ref and task staff Track costs and offer ncdent fnancal advce Advse Operatons of resource avalalty v Operatons The Operatons Manager drects response operatons and s normally the frst poston apponted. Responsltes nclude: Determne the Operatons management structure Appont, ref and task staff Estalsh stagng areas Assemle and deploy resources Ensure safety and welfare of personnel 3.3 Actvaton and Notfcaton Levels for an Ara Incdent Plan Actvaton Level decsons are made y the Incdent Controller (IC) ased on knowledge of the stuaton. If the IC declares a localsed emergency at Ara, the IC wll make a recommendaton to the IMT who wll make a formal declaraton to the campus communty. Declaraton allows for: a c d e Communcaton as to the nature of the ncdent Closure of part/all of campus Evacuaton of non-essental people Suspenson of usness actvty Actvaton of the Incdent Management Plan (IMP) Issue Date: 26 Octoer, 2011 Document Status: Fnal 12

13 a Full Actvaton Level 1 Full Actvaton of the Ara Incdent Management Plan Hgh mpact event Lfe and/or property at rsk Large area affected (Cty/Provnce) Busness nterrupton Longer term (longer than one day) Actvate Incdent Management Team Incdent Operatons Centre Notfy v v v Emergency Servces Chef Executve Incdent Controller Incdent Management Team Affected Staff Insurance Broker Examples v v Severe weather event Major earthquake Volent event/actve shooter on campus Major fre Pandemc Issue Date: 26 Octoer, 2011 Document Status: Fnal 13

14 Partal Actvaton Level 2 Partal Actvaton of the Ara Incdent Management Plan Medum mpact event Lfe and/or property at rsk Campus only affected Some outsde servces nvolved Some dsrupton to normal Ara operatons Medum term (typcally wthn one day) Actvate Key Incdent Management Team memers Notfy v Emergency Servces Chef Executve Affected Staff Insurance Broker Examples v v v v v x Margnal weather event predcted Mnor/medum earthquake Off/on campus accdent nvolvng staff or students Hazardous sustance alert Sgnfcant Fre Floodng Bom threat Planned protest event of large scale Pandemc pre-notfcaton Issue Date: 26 Octoer, 2011 Document Status: Fnal 14

15 c Normal Operatons Level 3 Normal Day-to-Day Operatons (on-gong montorng) Small mpact ncdents Part of campus only affected Short term (less than fve hours) Actvate Ara Staff nvolved only Ara Securty (possly) Notfy Incdent Controller Chef Executve Any affected staff Examples v Mnor accdents on campus Indvdual medcal emergency/sucde Traffc dsruptons Infrastructure Falure Issue Date: 26 Octoer, 2011 Document Status: Fnal 15

16 4 Preparng the Incdent Acton Plan The Incdent Acton Plan s desgned to enale Ara staff to respond approprately and effectvely n an on-ste emergency to lmt casualtes and materal damage, to reman self-suffcent untl other assstance s avalale and to contnue or resume operatons usng the exstng chan of command and staff, havng mnmsed dsrupton. It may ecome necessary for key personnel to locate n a central area to facltate the gatherng of nformaton, decson makng, co-ordnaton of actons and to estalsh and mantan approprate lnes of communcaton nternally and externally. The plan wll follow the CIMS, (Coordnated Incdent Management System) famlar to all NZ Emergency Servces. Refer CIMS Manual held y H&S Manager. Followng on from the assessment phase of an ncdent, an Incdent Acton Plan needs to e prepared. As ths wll e prepared once the dsruptve event has occurred, t s lkely to ntally e an outlne plan only as the most mportant requrement wll e to molse the resources towards recovery as fast as possle. Nevertheless, n order to e effectve, the process must e carefully planned and structured. The mmedate dsaster may e over and contaned t s mportant that the response now although tmely, s not pancked! The Incdent Acton Plan wll dentfy those areas whch need to e addressed mmedately and wll estalsh a prortsed sequence for the recovery process to proceed. Actvtes wll, wherever possle, e carred out smultaneously ut the crtcal path must e dentfed to ensure that those actvtes drectly on the crtcal path receve the hghest prorty. The Incdent Acton Plan wll lst the actvtes that need to e carred out n prorty sequence and whch persons or teams are responsle for completng those tasks. Where supplers and vendors are requred to supply goods or servces as part of the recovery process then these actvtes wll e nvolved also. To ensure the alty of the Ara to: Assst casualtes and mantan records Provde shelter, comfort and food to the remanng property occupants Secure uldngs from further damage (fre, water, gas, theft etc.) Evaluate the safety of uldngs promptly Estalsh and mantan communcaton wth other servces Facltate early resumpton of usness Estalsh and manage a welfare centre for staff and the local communty. 4.1 Keepng Everyone Informed Durng each phase t s extremely mportant that all affected persons and organsatons are kept properly and fully nformed. People are much more nclned to e sympathetc, patent and understandng f they are kept regularly nformed of oth the stuaton and the efforts that the organsaton s makng to recover. Issue Date: 26 Octoer, 2011 Document Status: Fnal 16

17 Partes requrng regular communcaton wll lkely nclude: a c d e f g h Students Ara Councl Management and Staff Neghours Local Authortes or ndustry regulatory odes Insurance roker/loss adjustors Supplers and credtors Contractors Jont venture partners The most mportant communcatons area to e consdered s n notfyng students aout the mpact on programme delvery. At an early stage n the process a lst of students who may e affected y the outage or damage should e compled y the Regstry Manager. An estmate should e made of the delays and possle contngency plans and each student notfed accordngly. Affected students should contnue to e kept nformed as the recovery progresses. The nformaton gven to all partes must e accurate and tmely. Estmates of the tmng of normal operatons should e announced wth care. A further area requrng specal attenton s the meda. Dependng upon the scale of the ncdent the level of nterest from the meda wll vary. Only the CE or Marketng Manager or delegate s authorsed to release nformaton to the meda. The approved communcaton channels are: a c Ara Weste Ara Intranet 4.2 Fnancal Offcal Ara Faceook page In the event of an emergency, Ara may need to call upon cash funds at short notce n order to order or purchase replacement equpment, facltes or servces. The practce at Ara s to hold cash equvalent to at least one month s operatng expendture y way of ether cash reserves or pre-arranged credt faclty, at all tmes. Note that the specfc resumpton strateges assume that equpment etc. can e replaced mmedately usng the proceeds from nsurance. Issue Date: 26 Octoer, 2011 Document Status: Fnal 17

18 5 Summary of Key Informaton and Emergency Procedures Emergency Procedures are avalale n all recepton areas of uldngs. The dfferent coloured pages provde mmedate nstructons for varous emergences. 5.1 Fre Follow the nstructons detaled n the green and yellow emergency notces posted n pulc areas throughout Ara. Follow the nstructons of floor wardens and staff and evacuate n an orderly fashon y the nearest ext. Assemle at the ponts detaled n the notces. Awat further nstructons. 5.2 Infrastructure Falure On dscovery of a sgnfcant nfrastructure falure (e.g. loss of electrcty, lghtng, water, sewerage, emergency warnng systems), call 9999 and ask to e put through to the Facltes Manager. 5.3 Hazardous Sustances Emergency As wth several other possle ncdents, the unntentonal release of a szeale quantty of a hazardous sustance s somethng Ara has a very lmted capacty to deal wth. We have delerately lmted the volumes of Hazardous sustances elow the thresholds requrng locaton certfcaton therefore removng the rsk of a major spll. Small splls can e dealt wth on a regular ass y the staff. All Departments holdng Hazardous Sustance mantan a folder of Materal Safety Data Sheets whch provde emergency advce. Spll kts, eye wash statons and deluge showers are provded as a frst ad measure. The Fre Servce must e called n to deal wth any szeale spll. TII panel and pant hold contanment ooms and asorents to prevent envronmental polluton, TII complete gas retculaton checks to lmt the opportunty of a major gas leak, Health and Scence hold mercury spll kts and have adopted a procedure to contan mnor mercury splls. Wthn departments, ulk chemcals are stored n secure dangerous goods stores and dstruted n smaller quanttes to laoratores. Note: In most nstances, Departments usng hazardous sustances have fully qualfed techncal staff that have key knowledge and alty and must e consulted over any ncdent. Where these staff cannot contan or manage a sgnfcant unplanned hazardous sustance release, the NZFS should e called. 5.4 Severe Weather Event The Incdent Management Team wll provde regularly updated nformaton va the Ara we stes. In the event of closure, sgnage to that effect wll also e dsplayed on the four emergency sgn stes and at man entrances. 5.5 Earthquake An earthquake s not a "one-ht" event. The numer and severty of aftershocks, Issue Date: 26 Octoer, 2011 Document Status: Fnal 18

19 a whch contnue for several months, are oth surprsng and demoralsng. It s mportant to factor the ongong realty of major aftershocks nto your plannng oth for physcal repars and for the psychologcal effect on the communty. Durng an earthquake, reman calm. If nsde stay nsde and take cover under desks or n doorways, cover your head wth your arms or adopt the turtle poston Keep away from wndows or ojects that could fall If outsde stay outsde and take shelter clear of uldngs, trees, power lnes or anythng that could fall on you. When the earthquake stops, reman nsde and return to your prevous actvtes unless: The fre alarms are rngng, there has een a loss of electrcty, electrcal fttngs and/or other uldng materals and/or furnture have fallen. If so evacuate the uldng and go to one of the desgnated assemly ponts lsted elow. Cty campus: Madras Street Car park Baradoes Street Car park The grassed area etween U Block and St Asaph St. Woolston Campus: Outsde the Student Servces Buldng (Ensors Rd sde) Staff are to ensure persons wth molty dsaltes reman accompaned n a safe locaton, and Facltes Management are advsed mmedately so these persons can e safely removed from the uldng. c Informaton notces wll e erected at the desgnated earthquake assemly ponts to provde advce. These wll advse as to whether: To resume usness as usual and re-enter uldngs or Ara s closng n whch case all students and non-crtcal staff must leave oth campuses mmedately The decson to close Ara wll e made y the Chef Executve or delegate n conjuncton wth the Health and Safety Manager and wll e conveyed to each assemly pont (at the Cty campus Drector, Corporate Servces, Health & Safety Manager, Facltes Manager and at Woolston campus Head of Department of TII) In the event that communcatons wth Woolston campus are not possle the Head of Department or delegate wll make ths decson. Issue Date: 26 Octoer, 2011 Document Status: Fnal 19

20 d e For those uldng occupants who have not evacuated, an Ara Dspatch wll e posted once a decson has een made to advse whether t s usness as usual or Ara s closed. Therefore those remanng n the uldngs should check ther emals untl a an Ara Dspatch s posted and act accordng to the nstructon. Should an event occur outsde normal offce hours, whch necesstates the evacuaton of a uldng; occupants of that uldng should not re-enter, ut consder that uldng closed for the remander of that day. 5.6 Buldng Evaluatons for Re-occupancy - Post Earthquake Events The followng 4 step process s used to assess whether uldngs are safe for re- occupancy post an earthquake or sgnfcant aftershock. a Intal assessment Ths conssts of an ntal structural and hazard dentfcaton check y Facltes Management staff to ensure the uldng s structurally undamaged and safe to re- enter. FM staff mmedately checks for any new damage y sghtng a numer ndcator ponts on our uldngs (these ndcator ponts are ponts that have een so dentfed as they are most vulnerale to damage). A standardsed process s followed and an ntal assessment form s completed. Ths checkng s recorded y FM staff and reported to the Incdent Controller. If any matters of sgnfcance are dentfed the Drector of Corporate Servces advses the Chef Executve of the fndng and the need for further nvestgaton. If the quake event was sgnfcant enough n magntude to gve cause for concern aout the structural ntegrty of a uldng then no staff, ncludng FM staff wll enter that uldng untl professonal ndependent engneerng advce s otaned. In such crcumstances the process wll move straght to step. Structural Assessment Independent structural engneers undertake a detaled assessment to determne f any structural damage was sustaned durng the earthquake. The process ncludes f necessary openng up parts of the uldng to nspect key elements of the structure at ponts where damage may e antcpated. Ara uses Powell Fenwck Consultants as ts engneers. The same engneers have nspected our uldngs followng all past sgnfcant quake events and have detaled knowledge of our uldngs and how they have responded n each of the quakes. Wth ths hstory of workng wth Ara the Engneers have dentfed a numer of key measurale ndcator uldngs and locatons that assst them n determnng f there has een any structural mpact on the uldng stock. If followng a quake event, the ntal assessment of ndcators reveals any change n ther status, the affected uldng(s) wll not e reoccuped wthout clearance from the engneer. c Buldng Systems and Damage Assessment Once clearance to re-enter uldngs s gven a check on all uldng systems ncludng fre protecton, egress, electrcty, water, lfts, plant rooms, ar- Issue Date: 26 Octoer, 2011 Document Status: Fnal 21

21 condtonng, securty systems, and LPG are carred out y a comnaton of qualfed Ara staff and professonal contractors. Dependng on the extent of any damage these checks may then lead to specalst servces eng contracted to come on ste e.g. electrcal/mechancal. Any other tems needng repar are also dentfed at ths step. If any repars or remedal work mpact on the safe occupancy of a uldng, or part thereof, the area s solated untl repars are completed. d Sgnoff & Re-commsson All systems whch form parts of the Cty Councl Buldng Warrant Of Ftness process.e. fre systems/gas/plant rooms/lfts are checked and re-commssoned pror to occupaton. 5.7 Tsunam Any damage dentfed n steps a to c that would result n a uldng e noncomplant wth Councl code s repared efore occupancy s permtted. All repar work s overseen y the Engneers and s sgned off y them as completed. There s very lttle rsk to Ara premses from a locally generated tsunam other than the New Brghton Campus Connect ste. Whle the rsk s slghtly greater from a dstant source tsunam, t s stll hghly unlkely that the CBD wll e affected. For useful ackground nformaton, see the GNS report: Revew of Tsunam Hazard and Rsk n New Zealand at Please refer to the Incdent Management Reference document for more nformaton. In the event of a Tsunam warnng the CE (or delegate) wll decde on the approprate response earng n mnd the effect on New Brghton Campus Connect. Consderaton should also e gven to the effects on resdental areas and transport for staff, students and ther famles. 5.8 Terrorsm/Volent Act If safe to do so, call 9999; dentfy yourself and state detals of ncdent ncludng exact locaton. Instruct all wtnesses to reman untl emergency servces arrve. Restrct entry nto the area. 5.9 Bom Threat / Suspcous Package Do not touch a suspcous package. Persons recevng any phone notfcaton of a om should record detals accurately. Detals to e collected are noted on the Ara emergency procedures flp chart found n recepton areas. Rng 9999 and pass on relevant nformaton. Issue Date: 26 Octoer, 2011 Document Status: Fnal 22

22 a c d 5.10 Pandemc Ara Securty s the Prmary Responder Securty staff wll contact the NZ Polce and the H&S Manager at Ara. Upon arrval on ste, the NZ Polce are the Lead Agency for any om threat stuaton. The H&S Manager, n consultaton wth Securty, wll make the decson whether or not to evacuate, and to what extent, ased on ther est knowledge of the ncdent at the tme. The World Health Organsaton (WHO) warns when there s a serous threat of a worldwde nfluenza pandemc and that we should take all reasonale steps to prepare for t. The Mnstry of Economc Development has developed a staged alert process for New Zealand. Note that the transton from Code Whte to Code Red may e relatvely quck. Please refer to the Pandemc secton of the Incdent Management Reference document for more nformaton Emergency Servces Every year there are ncdents that requre the emergency servces n any regon to run at near maxmum capacty; n extraordnary events these servces rsk eng overwhelmed. When resources are overwhelmed, the Emergency Servces Communcatons Centres wll start to trage ther calls. Local Government Emergency Operatons Centres wll then egn to assst n prortsng ncdents. The Natonal Crss Management Centre n the Beehve egns to montor events durng small ncdents and wll ramp up to natonal coordnaton f requred. 6 Resource Management n Event of a Sgnfcant or All of Ste Incdent 6.1 Cty campus a Securty Securty staff wll e responsle for mantanng securty on the ste followng a Ara wde emergency. Buldng Wardens Floor wardens, where t s safe to do so wll search ther area of responslty and provde a report to the Buldng Warden regardng njury and or damage. The uldng warden wll relay ths nformaton to the Incdent Controller, FM lock. Issue Date: 26 Octoer, 2011 Document Status: Fnal 23

23 c Gas Danger Facltes Management wll check and ensure that flammale gas supples to the followng uldngs are solated. A Block NS Block D Block O Block E Block U Block F Block d e Electrcal Supply Facltes Management Energy Supervsor wll check electrcal supples and solate supply where necessary. Lfts Facltes Management staff to check lfts n the followng uldngs are operatonal or empty. A Block L Block X Block D Block U Block TV Block NS Block P Block JZ Block TM Block PX Block E Block f g Internal Communcatons Should the telephone system wthn Ara fal to operate, hand held rados wll e dstruted y Facltes Management to key staff requred to mantan contact wth the Incdent Controller n FM Block, where the rado transmtter ase set has een estalshed. Student Health Centre Nursng staff wll co-ordnate Frst Ad actvtes and manage frst aders and resources. Frst ad wll e admnstered on ste; casualtes wll not e sent to the Health Centre. h Traned Frst Aders Traned Frst Aders wll provde assstance n ther mmedate locaton where t s safe to do so. Avalale Frst Aders are to report to the Incdent Operatons Centre, FM Block, for nstructons. Casualty Handlng If the casualtes cannot e handled n stu, a casualty handlng centre wll e estalshed n Te Puna Wanaka. The Health Centre Manager (or delegate) wll take control of all aspects of casualty handlng wth the assstance of Health and Scence Nursng Staff and other avalale certfed frst-aders untl the Emergency Servces arrve. Issue Date: 26 Octoer, 2011 Document Status: Fnal 24

24 j k l Student Counsellng Servces/Welfare Student Counsellng/Welfare Servces staff wll prepare to provde support to prmary and secondary casualtes. Food Food provson and dstruton wll e controlled y Department of Commerce, U Block. Accommodaton The followng areas may e desgnated for overnght accommodaton dependant on needs and uldng damage. TM Block NS Block R Block m n Ara vehcles All Cty campus pool vehcles wll e returned wthout delay to the vehcle garage, TG Block and keys returned to the Vehcle Bookngs offce to allow for re- dstruton Mantenance Team Facltes Management mantenance staff wll report to the Property Supervsor who wll coordnate mantenance nstructons. 6.2 Woolston campus: The followng are specfc to the Woolston campus and should e used n conjuncton wth the procedures and nformaton lsted aove. a c d Gas Danger A Head Techncan wll check and ensure that flammale gas supples n Pantng Area, Weldng and Pant and Panel are solated. And that shut off valves to ulk gas supply, ehnd urn off ays, are shut. Electrcal Supply Resdent Custodan wll check electrcal supples and solate where necessary. Casualty Handlng If casualtes cannot e handled n stu a Casualty Handlng Centre wll e estalshed n Student Servces Buldng and/or Staff Room. Accommodaton The followng areas wll e desgnated for overnght accommodaton dependent upon needs and uldng damage: VF Block Staff Room Lrary and others f approprate e Internal Communcatons Should the telephone system wthn Ara fal to operate, a rado transmtter ase wll e estalshed. Issue Date: 26 Octoer, 2011 Document Status: Fnal 25

25 Hand held rados, wll e dstruted to staff that are requred to mantan contact wth the Incdent Controller and Cvl Defence team on ste. These transmtters are currently used y: Base n man offce Handheld y Custodan Handheld y workshop techncans n V159 If power supply s cut, there are telephones on attery ackup: In V118 Man offce, Maree Hepurn, ext In V159 Stephen Coller s, techncans workshop offce, ext f Securty Custodal staff wll e responsle for mantanng securty and assstng wth communcatons on ste. 7 Movng to Busness Resumpton Phase The Incdent Controller, n consultaton wth the Incdent Management Team memers, wll advse the Chef Executve when the ncdent response phase s complete and the organsaton can proceed nto the Busness Resumpton phase. 7.1 Estalshng a Busness Resumpton Team Immedately followng an emergency, whch serously affects one or more of the normal usness processes at Ara, a Busness Resumpton Team should e formed to control and manage the recovery process. If the Busness Resumpton Team s estalshed durng the Incdent Management phase, t wll receve gudance from the Incdent Management Team untl that phase s complete. a Memershp The Busness Resumpton Team should nclude: v v v v Chef Executve Facltes Manager Chef Fnancal Offcer Drectors/Head of Department of those areas affected Informaton Communcaton Technology Drector Marketng Manager or delegate Co-opted expertse as requred It may e useful at ths pont to employ or co-opt the servces of a specfc and experenced project manager to co-ordnate the recovery. Issue Date: 26 Octoer, 2011 Document Status: Fnal 26

26 7.2 Deref On completon of the usness recovery the Busness Resumpton Team leader wll prepare a report on the actvtes undertaken. The report wll contan nformaton on the dsruptve event, who was notfed and when, acton taken y memers of the Busness Resumpton Team together wth outcomes arsng from those actons. The report wll also contan an assessment of the mpact to normal usness operatons. The report should e dstruted to Senor Management, as approprate. 8 On-gong Management 8.1 Testng The alty of the Incdent Management Plan (IMP) to e effectve n emergency stuatons can est e assessed f testng s perodcally and systematcally carred out. The IMP should e tested wthn a realstc envronment, whch may mean smulatng condtons that would e applcale n an actual emergency, ut most lkely can e adequately portrayed n a smple role-play. It s mportant that the persons who would e responsle for those actvtes n an ncdent should carry out the tests. The most mportant part of the testng wll e checkng the accuracy of staff, student and contractor emergency contact detals and the alty of the organsaton to access these detals quckly. 8.2 Keepng the Plan Up to Date Changes to most organsatons occur all of the tme and Ara s no excepton. It s necessary for the IMP to keep pace wth these changes n order for t to e of use n the event of a dsruptve emergency. Therefore formal change controls are requred to cover any changes requred to the IMP. Each School and Dvson s responsle for updatng and mantanng ther secton(s) of the Busness Resumpton Plan (BRP). The Drector, Corporate Servces, or delegate, wll reman n overall control of the BRP. Smlarly, the Human Resources Team s responsle to ensure that all emergency contact numers for staff are kept up to date. 8.3 Access and Storage All memers of the Incdent Management Team wll e provded wth a hard copy of the Incdent Management Plan. Ths Incdent Management Plan wll e avalale electroncally. Issue Date: 26 Octoer, 2011 Document Status: Fnal 27

27 8.4 Recprocal Agreements Ara has made mutual ad agreements wth a numer of other provders to fully co- operate and assst each other n the unlkely event of ether party sufferng a localsed dsaster that s lkely to threaten usness contnuty. The partes agree n prncple to assst wherever possle and practcal to enale the affected organsaton to recover as quckly and effectvely as possle from any unforeseen dsaster or emergency that nterrupts normal operatons. Please refer to the Busness Resumpton Plan for detaled nformaton the Recprocal Agreements Ara has n place. 9 Contacts 9.1 Te Kāhu Manukura Telephone Tree Refer to the latest verson avalale from your manager. Issue Date: 26 Octoer, 2011 Document Status: Fnal 28