FIRE AND EVACUATION ASSEMBLY POINT

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1 Contents: Responsibilities Fire Bomb threat Power and lighting failure Robbery Flood / storm & structural damage Emission of toxic gases Disorderly behaviour Controlled evacuation Partial evacuation Sources of Information Appendices Responsibilities: It is the responsibility of the Assistant Director of Sport to ensure that emergency situations are dealt with in a manner which minimises the risk to customers and staff. Detail: FIRE AND EVACUATION ASSEMBLY POINT If leaving by the rear of the Centre: If leaving by the front of the Centre: Rear courtyard Corner of car park Fire What you should do if you discover a fire In the event of a fire resulting in an evacuation being required, all staff must: Sound the alarm by breaking a glass call point located by each fire exit around the Centre Warn the public in your immediate vicinity: o Escort them from the Centre to the Assembly Point o Do not allow members of the public to collect personal items other than the o minimum required to preserve decency i.e. towel, robe etc. If showering or changing, members of the public in the pool areas must not be allowed to return to the changing areas Use the evacuation cards to evacuate the zone in which you are working Do not re-enter the premises until instructed by the Sports Officer after the evacuation is complete and the emergency is over. If someone is suspected to still be in the Centre DO NOT attempt to re-enter the Centre but give full details of their suspected whereabouts to the fire brigade. April 2010 Page 1 of 12

2 Specific Responsibilities Senior Sports Officer of Sports Officer specific responsibilities Upon the sound of the alarm, determine which zone the alarm was activated by checking the Fire Alarm panel at Reception Investigate the alarm activation Report back Direct staff to carry out evacuation of the Centre o Pool Lifeguards are to take the space blankets or equivalent with them upon full evacuation of the Centre Proceed to the Assembly Point: o check that all staff are present o issue further instructions if required o all relevant lists should be taken from Reception and checked at the assembly point Check that all staff and customers are calm and aware of the situation At the Assembly Point mark up a master Centre plan showing all evacuation zones Upon the arrival of the Fire Brigade, report the following to the Fire Brigade: o all zones cleared o all zones not cleared o reports of any known persons not at the Assembly Point. Office Staff specific responsibilities: Direct staff to carry out evacuation of the Centre via the nearest safe Fire Exit Proceed to the Assembly Point. Lifeguards specific responsibilities: Clear all people from the Swimming Pools & Changing Rooms o evacuate through the nearest safe fire exit to the Assembly Point o do not allow any person to return to the Changing Rooms to obtain personal belongings under any circumstances o issue space blankets as necessary o take the first aid box to the Assembly Point. Receptionist s specific responsibilities: If the Fire Brigade are not automatically contacted via Estate Patrol dial 999 and follow the instructions below: o pass the telephone number to the operator o ask for the Fire Brigade o pass the Centre name, address and telephone number as listed below: St Luke s Sports Centre University of Exeter Heavitree Road Exeter Devon EX1 2LU Tel: April 2010 Page 2 of 12

3 DO NOT ring off until your message has been confirmed Note the time of alarm activation and call to Fire Brigade Close the till drawers ensuring they are secure Clear the public from the Reception / Foyer areas and evacuate them through the nearest safe fire exit to the Assembly Point Take up position at the Main Entrance doors o prevent any members of the public from entering the Centre until directed to do otherwise by the Sports Officer or emergency services. Upon leaving the Centre take the Major Incident Pack and the following: o signing in and out sheet o walkie-talkies. The automatic Fire Alarm system is sufficient signal to evacuate the premises. Evacuation of Disabled Customers / Staff Disabled customers on the 1 st Floor, must be directed to the Refuge Point which is located at the far end of the Sports Hall Balcony Staff evacuating this area must report to the Duty Manager, informing the DM of customers at the Refuge Point The Duty Manager must the inform the Fire Brigade who will evacuate the customers from this area. Evacuation Zones: The Centre has been zoned into 6 Evacuation Zones to ensure efficient evacuation. The zones are as follows: o Zone 1: o Zone 2: o Zone 3: o Zone 4: o Zone 5: o Zone 6:. Restrictions & High-Risk Areas In the event of a fire, the following restrictions will apply: o All Lifts must not be used o Caution must be exercised when evacuating past the Pool Plant Room & Chemical stores. Bomb Threat Upon receiving a bomb warning, Staff must: Remain calm and do not panic Obtain as much information as possible and record this on the Bomb Warning Checksheet Be friendly Inform the Senior Sports Officers immediately. April 2010 Page 3 of 12

4 Receptionists specific responsibilities: Should you receive a telephone warning stating that a bomb is in or close to the Centre, try and ascertain as much of the following information as possible: o listen to the caller, do not interrupt o write down the warning o find out what time it will explode o where it is located o what type of device is it o note the tone of voice, accent and gender of the caller o estimate the age of the caller, young or old o any background noises that might identify the location of the caller/phone box etc. o As soon as the call is over inform the Senior Sports Officer. The Sports Officer must communicate the following message Code 1, Code 1 to all staff via: Telephone system. April 2010 Page 4 of 12

5 Senior Sports Officers specific responsibilities: Instruct all staff to: o turn off their radios o avoid using the pool alarm transmitters o avoid using any radio microphones The Receptionist to call the police by dialling 999, passing across the Centre s address and telephone number Informing Estate Patrol All staff to evacuate the Centre in accordance with the Centre s Fire & Evacuation procedure Staff must direct the public to leave the Centre by a route avoiding the suspect package / area Ensure the following Senior Management Team are informed: o Director of Sport o Assistant Directors of Sport o Head of Security o Vice-Chancellors Office Direct staff and members of the public to an alternative Assembly Point if the original location is near to the reported bomb No persons shall be allowed to re-enter the Centre until given the all clear by the Police At the earliest possible time after the incident, must complete an Incident Report Form. Power & Lighting Failure Should the lights fail, the emergency lighting will come on automatically. The Sports Officer must be notified in case they are unaware of the power or lighting failure. Sports Officers responsibilities: Must ensure that the pools are cleared immediately Customers asked to wait on the poolside away from the pool edges until further information concerning the situation is available Further admissions shall be stopped at Reception If the lighting failure is prolonged, customers must be organised into groups and led into the Changing Rooms to change. The arrangements for changing will alter depending on the availability of natural light and emergency lighting. Robbery, Violence and Assault (Personal Threat) Personal threat could in any of the following forms: Robbery Threat of violence Verbal or physical abuse Physical or verbal assault. April 2010 Page 5 of 12

6 The Health & Safety Co-ordinator shall ensure a full risk assessment is carried out and necessary preventative measures are implemented. In the event of a personal threat, the member of staff must: Keep calm and do not argue Keep reactions and hand movements to a minimum Summon assistance if possible Comply with any demands, make it clear you will co-operate Keep a clear distance between yourself and the assailant Try to stand side on to the assailant Provide opportunities for the assailant to back down without losing face Recognise if the situation is worsening and attempt to slowly back away Try to remember as much as possible about the assailant. The member of staff must not: Be hostile, aggressive or patronising Take abuse personally Lose your temper Do not take any personal risks. The Receptionist responsibilities: if possible activate the panic alarms situated on Reception to alert the police immediately Alert the Senior Sports Officer immediately after the assailant has left On busy shifts, move notes from the till and store in the safe when the amount exceeds Close the till and ask customers to pay on way out Reconcile the till to ascertain the amount of money taken. Ensure another member of staff must accompanies you when carrying large amounts of money in public areas If a robber demands money at Reception and / or brandishes a weapon, the Receptionist shall: o Keep calm and do not argue o keep reactions and hand movements to a minimum o Summon assistance if possible o Comply with any demands, make it clear you will co-operate o Give the robber the cash o Keep a clear distance between yourself and the robber o Try to stand side on to the robber o Not take personal risks o Try to remember as much as possible about the robber. The Sports Officer shall contact the Police and Estate Patrol Sports Officer responsibilities: Only Re-open Reception after liaising with the Police. If necessary a temporary Reception point shall be established. Complete an Incident Report Form. April 2010 Page 6 of 12

7 The member of staff who is the victim must: Be taken out of the public eye straight away Be offered immediate support, it may be necessary to send the member of staff home First Aid treatment may need to be administered Do not leave the member of staff alone. The Assistant Director of Sports responsibilities: Make arrangements for formal counselling for the member of staff, if required Listen to the victim and not to ask any questions until the arrival of the police Staff must be aware that a robbery may occur from Reception, the office or when transferring cash around the Centre. Other staff may inadvertently approach Reception during the robbery. If this occurs, staff must: Be careful Move slowly Not startle the thief Not take personal risks Co-operate. Flood, Storm or Structural Damage Should a structural failure occur, or if danger is suspected from the Centre structure, the fire alarm shall be activated by breaking the nearest 'break glass' panel. Customers shall be evacuated from the Centre using whichever exit doors are unobstructed. Emission of Toxic Gas An emission of toxic gas will most likely come from the mixing of bleach such as sodium hypochlorite with another chemical containing an acid during a cleaning operation, pool water disinfection system or chemical delivery. If there is an emission from chemical mixing, the immediate area shall be evacuated with haste, closing doors if possible to prevent the gases escaping to other occupied areas. The Sports Officer must be informed of the situation immediately. Any person who has been affected by the toxic gas must be taken to hospital as serious symptoms may develop at a later stage. Appropriate first aid should be given. The emission is reportable to the Health and Safety Executive under RIDDOR, and in accordance with Accident & Incident Reporting. Breathing apparatus should ideally only be used by staff trained in its use and no untrained staff should try and switch off the supply. April 2010 Page 7 of 12

8 If evacuation of the Centre is deemed necessary: The Fire & Evacuation alarm must be activated. Fire Exits shall be used which lead customers away from the danger area. Do not allow any person to re-enter the premises until instructed by the Sports Officer after the evacuation is complete and the emergency is over. Disorderly Behaviour Any behaviour, which is likely to cause a nuisance or is dangerous to other customers, shall be stopped immediately. Customers must be spoken to in an assertive manner indicating reasons why the behaviour is inappropriate: If the behaviour persists, further warnings must be given Arguments must be avoided If the warnings have no effect, or if the behaviour becomes serious, the Senior Sports Officer must be called to assess the situation and ask the offender to leave, if deemed necessary Continuation of the offence could lead to the Senior Sports Officer calling the Police. Pool staff should not be drawn away from their principal duty of pool supervision. Controlled Evacuation This section deals with evacuations where speed is not the major factor and there is no threat to life, this may be due to: A power cut Structural damage Small chemical leakage etc The Sports Officer responsibilities: Direct staff to carry out evacuation of the Centre o usher members of the public to the Changing Rooms o informing them to get dressed quickly and leave the Centre o lock the Centre as required Proceed to the Assembly Point: o check that all staff are present o issue further instructions if required o all relevant lists should be taken from Reception and checked at the Assembly Point o check that all staff and customers are calm and aware of the situation o mark up a master Centre plan showing all evacuation zones Upon the arrival of the Fire Brigade, report the following to the Fire Brigade: April 2010 Page 8 of 12

9 o o o all zones cleared all zones not cleared reports of any known persons not at the Assembly Point. April 2010 Page 9 of 12

10 The Staff responsibilities: Pool Staff remaining at Changing Rooms or at the Pool Hall entrance must not allow members of the public onto poolside The Receptionist must lock the till and ensure no members of the public enter the Centre All Staff are to assemble at the Assembly point and await further instructions from the Senior Sports Officer. Partial Evacuation This section deals with evacuations where it is not necessary to evacuate the whole Centre, this may be due to: Minor structural damage Lack of water clarity Flash floods etc. The Sports Officer responsibilities: Direct staff to carry out evacuation of the affected area within the Centre o usher members of the public to the Changing Rooms, if safe o informing them to get dressed quickly o direct customers to a Safe Area of the Centre Proceed to the safe area within the Centre: o check that all staff are present o notify the Emergency Services, if required o issue further instructions if required o all relevant lists should be taken from Reception and checked at the Safe Area Check that all staff and customers are calm and aware of the situation At the Safe Area mark up a master Centre plan showing all evacuation zones The Staff responsibilities: Pool Staff remaining at Changing Rooms or at the Pool Hall entrance must not allow members of the public onto poolside The Receptionist must lock the till and ensure no members of the public enter the Centre Sports Officer must shut down any plant as required All Staff are to assemble at the Safe Area and await further instructions from the Senior Sports Officer. April 2010 Page 10 of 12

11 Re-admission following Emergency Evacuation No person may be re-admitted to the Centre until the Senior Sports Officer has been advised by the Fire Service and / or Police that it is safe to do so. On receiving confirmation from the relevant authority the Senior Sports Officer will inform staff to begin the re-admission procedure by informing members of the public that they may re-enter the Centre to either resume their activity or collect their clothing / belongings and leave as appropriate. A member of staff should be deployed to collect space blankets once customers no longer need them. Where Re-admission is not possible following Emergency Evacuation Once it has been established that re-admission to the Centre will not be possible the Senior Sports Officer will liaise with the emergency services and follow their instructions at all times. All possible assistance given to enable people to leave the site and return safely home, this will include: Arranging suitable transport and supervision of unaccompanied children No child under 14 years of age should be allowed to leave the site unless you are entirely confident of their safety Consideration should be given to any person lacking adequate clothing. Members of the public who have lost clothing or personal belongings should be given the Centres telephone number & asked to phone in to check on arrangements for claiming back their belongings. In some cases, neither re-admission nor departure from the Centre will be possible. Therefore, potential shelter needs to be considered. It is the responsibility of the Senior Sports Officer or Assistant Director of Sport to liaise with the client to sort this matter. April 2010 Page 11 of 12

12 Internal Forms: Individual Training Record Staff Signing-in and out Sheet Site Training Record Incident Report Form Accident Report Form Accident & Incident Reporting Pool Safety Operating Procedure (PSOP) Sources of Information: Health & Safety at Work Act 1974 Management of Health & Safety at Work Regulations 1999 Regulatory Reform (Fire Safety) Order 2005 HS(G)179 Managing Health & Safety in Swimming Pools Appendices Appendix 1: Evacuation Zone Cards Evacuation Zone Cards can be accessed via the following link..\..\fire Logbook 1\Evac Zone Cards Evacuation Zone Cards will be issued at Reception & will be displayed in all zones. Appendix 2: Staff Training Staff must receive the following training as part of the Staff Induction process: o training o Full tour of the Centre & Escape Routes Staff must also attend a Fire Drill annually Staff must also receive refresher training on the EAP annually. A copy of this EAP must be issued to all Clubs hiring University of Exeter sports facilities Appendix 3: Hire Arrangements / Responsibilities Each club must sign a receipt to state they have received & understand the EAP. April 2010 Page 12 of 12

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