Key Work Process 1.0 Manage After-Hours Emergency Response NEED KPI 1.1 TRANSFER PHONES KPI 1.2 CALL ANSWERING SERVICE PO&M CALL TREE

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1 Key Work Process 1.0 Manage After-Hours Emergency Response Any School Board employee or public safety agency is to call the BPS Emergency phone number to report a facility emergency KPI 1.1 TRANSFER PHONES KPI 1.2 ANSWERING SERVICE Need to effectively and efficiently respond to after-hours facility emergencies. The PO&M daytime dispatcher transfers the emergency call number to the after-hours answering service at the end of the normal business day at 3:30 PM. Depending on the type of emergency, 911 may be the first call instead of the after-hours answering service phone number. PO&M Emergency Call Tree First Call: Supervisor On Call or Area Supervisor. Second Call: PO&M Coordinator Third Call: PO&M Director Fourth Call: Assistant Superintendent Facilities Services PO&M TREE ANALYZE EMERGENCY The after-hours answering service initiates the PO&M Call Tree to report an emergency. The person on the call tree who is contacted is responsible for analyzing the emergency and taking the appropriate action. The first PO&M person who responds to the call is the incident commander. This person is responsible for keeping the School Site or Ancillary Facility Administrator updated at all times during the time PO&M Teams are engaged in fixing the problem caused by the emergency. DISPATCH REPAIR CREW(S) FIX THE PROBLEM PO&M Supervisor is responsible for keeping the School Site or Ancillary Facility Administrator updated at all time during the repair process. UPDATE TMA IS MET There are two different types of after-hours emergency categories, 1) Fire Alarm, and 2) Security, Health and Safety, and Infrastructure. In all emergency cases, once the On-Call Supervisor is contacted by the Answering Service, this individual becomes the emergency Incident Commander (IC) until IC responsibility is passed on to a specifically trained individual. At this time, the on-call Supervisor takes on a supporting roll. Example: The police and/or fire department incident commander(s) become the emergency IC when situations dictate that they take the lead. PO&M PUB017 Manage After-Hours Emergency Response Process Owner: Dennis Bonny 10/25/2013

2 Key Work Process 1.1 W/O PROCESSING & EMERGENCY PHONE SERVICE TRANSFER PO&M DISPATCHER TREE WORK CONTROL SUPERVISOR ANSWER ANSWER EMERGENCY (S) PROCESS PROCESS WORK REQUEST Is it the end of the normal work day at 3:30 PM Note: The After-Hour Answering Service has been tasked to call the emergency phone number to verify if it has been transferred and working properly. The After-Hour Answering Service will provide Work Control with a weekly phone number transfer report. TRANSFER TRANSFER EMERGENCY PHONE NUMBER TO AFTER-HOURS THE EMERGENCY TELEPHONE NUMBER TO SEE IF IT TRANSFERRED GET SUPERVISOR ASSISTANCE TO TRANSFER THE NUMBER Did the number transfer DEECISION IS MET PO&M PUB017 Manage After-Hours Emergency Response Process Owner: Dennis Bonny 10/25/2013

3 Key Work Process 1.2 AFTER-HOUR PO&M RESPONSE TEAM RECEIVE RECEIVE THE FROM THE SCHOOL SITE OR ANCILLARY FACILITY ADMINISTRATOR The school site or ancillary facility administrator calls either Dispatcher or the after hour answering service to report an emergency. CONTACT KPI AFTER-HOUR PROCESSING RECEIVE RECEIVES EMERGENCY VERIFY & GATHER A call is made to the person who originated the emergency call to the after-hour Answering Service. Call should be made within 30 minutes from receiving first contact. If this is a Fire Alarm malfunction, the Fire Department is to be called to cancel the dispatched fire truck. The person on the call tree calls back the person who originated the emergency call to verify extent of the emergency and to gather additional information. S SCHOOL SITE OR ANCILLARY FACILITY ADMINISTRATOR VERIFY AND GATHER ADDITONAL INFORMATION ENTER The Area Supervisor or the On-Call Supervisor enters the work order into TMA unless it had already been entered into TMA by the Dispatcher. At this time if it is determined that an outside agency, police, FPL or a contractor should be contacted, the call is made by the Area Supervisor or On-Call Supervisor. ENTER WORK ORDER INTO TMA DATABASE MANAGED IS MET

4 Key Work Process AFTER-HOUR PROCESSING TREE FIRST NAME ON THE TREE KPI FIRST NAME ON THE TREE Was the First Name on the List Contacted SECOND NAME ON THE TREE Was the Second Name on the List Contacted THIRD NAME ON THE TREE Was the Third Name on the List Contacted FOURTH NAME ON THE TREE Was the Fourth Name on the List Contacted DOCUMENT DOCUMENT THE HISTORY MANAGED

5 Key Work Process AFTER-HOUR PROCESSING TREE KPI FIRST NAME ON THE TREE SECOND NAME ON THE TREE the first name on the list the second name on the list WAIT THE NUMBER THE NUMBER TREE KPI THIRD NAME ON THE TREE KPI FOURTH NAME ON THE TREE the third name on the list the fourth name on the list WAIT THE NUMBER THE NUMBER

Austin Independent School District Police Department Policy and Procedure Manual

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