Part 1: Incidents taking place on department property

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1 LOCAL EMERGENCY ACTION PLAN DEPARTMENT OF MOLECULAR BIOLOGY The local emergency action plan has been drawn up so that the Department of Molecular Biology will be well prepared for emergencies and serious events. The local plan has been prepared in accordance with the main principles of the University of Bergen- central emergency preparedness plan (not translated to English), as well as the Faculty of Mathematics and Natural Sciences- emergency preparedness plan (not translated to English), and serves as an attachment to these. Leaders/ supervisors are in command during extraordinary situations. Organisation during an emergency should follow the standard line, and crises should be handled at the lowest possible level. Immediate supervisors are responsible for employees following an incident, as well as acquiring help if required. In the case of incidents involving students, assistance from the Department s academic administration must be considered. The emergency action plan should be used in cases of internal and external crises, as well as other unwanted incidents. The University and Faculty emergency action plans should be used in cases of larger accidents, fires, explosions or other incidents which may affect the Institution as a whole. The Dean serves as chief emergency manager for the Faculty of Mathematics and Natural Sciences. The emergency action plan focusses on two important parts: 1. Incidents taking place on department property 2. Safety concerning travels and visits abroad Part 1: Incidents taking place on department property Deal with the emergency situation * - In the event of a fire, release manual fire alarm - If possible, initiate first aid - Initiate immediate measures use relevant action card if applicable (see attachment) Alert * In the presence of risk to life, health or safety, any employee or student must always immediately alert the emergency services: Fire: (0) 110 Police: (0) 112 Ambulance: (0) 113

2 In the event of a fire, release the manual fire alarm (break glass). This will activate the alarm system and signal Bergen Fire Department and Marineholmen Drift. Local mobilisation of the fire response plan will also be activated. Notifications of crises and unwanted incidents may be directed to the University s 24 hr security phone service: (0555) The security staff will notify the University s emergency managers. Evacuation * Evacuation of a building is initiated in accordance with the local fire response plan and involves: - Notification of people at risk - Evacuation by fire safety & local floor managers (see Fire Instructions) - Evacuation assistance for the disabled arranged by site managers - Evacuation from auditoriums and conference rooms led by lecturers/ coordinators/ supervisors. - Securing the building by shutting all doors and windows. Assembly * Everyone must go to designated assembly points: - Fire safety & local floor managers will conduct a head count and register any missing persons - Head of Department & Dean will be present at assembly points to follow-up registrations, assist and support the evacuees - Local area manager will report back to the University s emergency managers *See posters/attachments How to handle a CRISIS and Fire Instructions Emergency assembly points During an evacuation, use one of the following assembly points: Employees and students in the south end of the building assemble here: Assembly point SOUTH

3 Employees and students in the north end of the building assemble here: Assembly point NORTH Emergency reception building VilVite on Thormøhlensgate 51 is the emergency reception building for the Department of Molecular Biology in the event of larger emergencies and a demand for in-house assembly. Assembly point for the Department s emergency response team The assembly point for the response team is the Head of administration s office. If this location is not suitable due to damage/ risk, it is moved to the Head of administration s office at the Geophysical Institute. Assembly point Primary: Head of administration s office (room no: 522C2): Bioblokken, Thormøhlensgt. 55, 4 th floor Secondary: Head of administration s office, Geophysical Institute (room no: 132): Allegt. 70, ground floor Materials Speakerphone: Ph.no: PC and emergency action folder Speakerphone: Ph.no: PC and emergency action folder

4 Organisation of emergency actions The Head of Department is responsible for local emergency actions. The Head will assist the Dean in matters of information and support, and is contact person to the emergency managers at the Faculty of Mathematics and Natural Sciences. The Dean is contact person to the central emergency management. If required, the Head of Department will assist the emergency managers on both faculty and central level with information regarding employees. The Head of administration acts as deputy. team Work no: Mobile no: (Department level): Head of Department (0555) (0) Head of administration (0555) (0) Andrea Local area & building managers: (0) Lars Hemre and Torni Svendsen UniResearch CEO (0555) (0) In cases of larger accidents, fires, explosions or other incidents which may affect the Institution as a whole, the team at the Faculty level is responsible: team Work no: Mobile no: (Faculty level): Dean (chief emergency manager) (0555) (0) / Faculty Director (0555) (0) Assistant Faculty Director (0555) (0) s sent to go to the Faculty s Dean, Vice Deans, Faculty Director, Assistant Faculty Director and Heads of personnel, economics and studies. Other persons of resource will be called if required (see Faculty of Mathematics and Natural Sciences- emergency preparedness plan) Attachments to part 1: Action card for Personal injury in the laboratory (varying severity) Prepared by the Department of Biology Action cards for 1-10 (standard for the entire Faculty) o Card 1: Fire & water damage o Card 2: Vandalism/ Burglary/ Theft o Card 3: Robbery/ violence/ threats/ hostage situations (unfinished)

5 o Card 4: Serious personal injury o Card 5: Unwanted guests/ hostile persons (unfinished) o Card 6: Handling the death of an employee at work o Card 7: Environmental pollution o Card 8: Gas leakage o Card 9: Handling the death of a student (unfinished) o Card 10: Handling the media during an emergency How to handle a CRISIS (poster) Fire Instructions (poster) Part 2: Safety concerning travels and visits abroad EMPLOYEES: Emergency action plan for UoB employees abroad: UiB/Beredkapsplan-UiB-ansatte-i-utlandet (not translated) All travels and visits abroad must be reported in advance: In order to investigate travel- related incidents, the Department must have up-to-date information such as contact information, travel itinerary and destination information. All employees are obligated to report travels and visits abroad in advance. Report to Specify name, mobile phone number (and land line, if applicable), itinerary and destination. If the travel agency BergHansen is being used for the trip, an itinerary will be secured via the travel agent/ university agreement. All technical and administrative staff are obligated to book travels via BergHansen. Consider insurance All relevant and pre-approved trips that are financed by the University (including the BOA project) are defined as work trips. For government financed work trips abroad there exists a special agreement. There is also a special agreement covering insurance and compensation for employees on work trips and employees stationed abroad. Since the legislation in these agreements allows for misinterpretation and cases of doubt, all employees are encouraged to obtain credit cards via their employer, and use these to pay for work trips. By using these credit cards, employees will be covered by travel insurance linked to the issuing company. More information regarding insurance and credit cards on Employee pages. All employees are encouraged to register next-of-kin information in the HR- portal PAGAweb. STUDENTS:

6 Go to for information on what to do before leaving on a student trip, and what to do if assistance is needed (emergency actions).

7 Action card for Personal injuries in the laboratory (varying severity) 2 pages Act Function Assigned to Alert / Inform Assess own safety & move person(s) away from scene of incident if necessary Initiate first aid Call ambulance (0) 113 WHO, WHAT, WHERE Alert local manager Receive ambulance- inform about incident Contact management: Head of Dep: (0555) / (0) Head of admin: (0555) / (0) UoB 24 hr security ph. service: (0555) Everyone Action For all incidents Assess own safety & move person(s) away from scene of incident if necessary Secure location Initiate first aid (see below) Call ambulance (0) 113 even if in doubt Safeguard affected persons Care for relatives Aspiration / spillage of dangerous chemicals Move the injured to fresh air, initiate first aid and alarm Remove spillage using absorption mats (if available). Use the emergency action package containing protective gear, mask and gloves Locate relevant safety data sheet for chemical; see section 4 for first aid measures Skin contact Remove exposed clothing and shoes Wash with soap and water (use emergency showers) Initiate alarm Local manager/ Emergency manager/

8 Eye contact Rinse with water (min 20 minutes more in cases of strong base solutions) Call ambulance (0) 113 for consult on further protocol (keep section 4 of safety data sheet on hand for information on chemical and solution) Splinter injuries / massive haemorrhages Stop the bleeding and elevate the injured area, if possible Call ambulance (0) 113 High temperature injury Apply cold water for 2 minutes and tepid water for 15 minutes Low temperature injury Heat area without rubbing Poisoning Call (0) 113 operators will contact the poison information centre on (0) Report / Follow- up Assistance (assemble affected personnel, debrief, offer emotional support) Report the injury o Police o Labour inspection authority o HSE- management (non-conformity) File injury reports to HSE division Nav Public Service Pension Fund Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager/

9 Action card 1: Fire & Water damage ACTION CARD 1: Fire & Water damage Act Function Assigned to Alert / Inform Call the fire department (0) 110 & inform: o Who you are o What has happened o Location of fire Attempt to extinguish fire by use of available equipment Sound the fire alarm manually if it has not started automatically Verify information regarding level of damage Prioritise in the following order: o People environment materials Everyone Action Evacuate in accordance with action plan Ensure that necessary assistance is offered to people suffering from disabilities Contact Marineholmen Drift First aid (physical / psychological) Secure area Evacuate personnel to reception building (link) Damage control Move & secure valuable objects/ documents Report / Follow- up Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local floor manager/ Local manager/ Local manager/

10 Action card 2: Vandalism / Burglary / Theft ACTION CARD 2: Vandalism / Burglary / Theft Act Function Assigned to Alert / Inform Call police (0) 112/ (0) or UoB 24 hr security ph. service (0555) Alert local manager Receive the police Everyone Action Contact Marineholmen Drift Prevent unauthorized people from entering Secure & guard area Secure witnesses (name/ ph.no.) Secure eye witness accounts Register any damage Secure valuables Report / Follow-up File police report Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager/ team Local manager/ team

11 Action card 4: Serious personal injury ACTION CARD 4: Serious personal injury Act Function Assigned to Alert / Inform Initiate first aid Everyone Call ambulance (0) 113 Alert local manager Receive ambulance Action Secure area Secure witnesses (name / ph.no.) Safeguard affected persons Care for relatives Report / Follow-up Assistance (assemble affected personnel, debrief, offer emotional support) Report the injury o Police o Labour inspection authority o HSE- management File injury reports to HSE division Nav Public Service Pension Fund Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager / Local manager /

12 Action card 6: Handling the death of an employee at work ACTION CARD 6: Handling the death of an employee at work Act Function Assigned to Alert / Inform (Initiate first aid) Call ambulance (0) 113 Alert local manager Everyone Action Notifying family is done by police or priest etc. Safeguard the deceased & surrounding area against unauthorized people and media Avoid speculations regarding cause of death Prepare to receive family of the deceased Report / Follow-up Report incident to: o Police o Labour inspection authority o HSE- management Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager / Local manager /

13 Action card 7: Environmental pollution ACTION CARD 7: Environmental pollution Act Function Assigned to Alert / Inform Stop leakage/ spillage, if possible & safe Alert local manager If person/ group responsible for pollution is unknown, alert local emergency response team Everyone Action Alert police (0) 112 or 24 hr security ph. service (0555) Contact Marineholmen Drift Receive the police Notify UoB management Damage control Security Report / Follow-up Inform/ debrief Report incident to: o Police o Labour inspection authority Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager / Local manager /

14 Action card 8: Gas leakages ACTION CARD 8: Gas leakages Act Function Assigned to Alert / Inform Alert fire department (0) 110 and UoB 24 hr security ph. service (0555) Alert local manager Receive the fire brigade Everyone Action Evacuate and seal off building Initiate first aid, if required Damage control Security Report / Follow-up Inform/ debrief Report incident to: o Police o Labour inspection authority o HSE- management Follow up affected personnel Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager /

15 Action card 10: Handling the media during an emergency ACTION CARD 10: Handling the media during an emergency Act Function Assigned to Alert / Inform If contacted by the media, please refer them to the University s Division of Communication Notify local manager Everyone Action Notify emergency manager Local manager/ team Notify emergency response team Ensure consistent outgoing communication Keep management informed about media coverage Assist those that are charged with communicating with the media Quality control the University s outgoing communication Deputy Director General at the Division of Communication Report / Follow-up Evaluate incident/ emergency actions/ safety measures Offer suggestions for preventative measures Local manager/

16 How to handle a CRISIS Deal with and manage the emergency situation Release the fire alarm, if necessary Give first aid, if possible Start immediate actions use suitable emergency instruction card, if available 2. Call the appropriate emergency agencies Fire (0) 110 Police (0) 112 Ambulance (0) 113 Remember: WHO & WHERE you are & WHAT happened Address: Bioblokken, Høyteknologibygget, Thormøhlensgate Contact local emergency managers UiB Security (24/7 service) (0555) Head of Department Rein Aasland Head of Administration Andrea Grimnes Local Area Contact Person Lars Hemre/Torni H. Svendsen (0) (0555) (0) (0555) (0) Dean Helge Dahle (0) (0555) UniResearch Director Aina Berg (0) (0555) Leave the building in case of fire alarm and when necessary Assembly point NORTH Assembly point SOUTH Show up at one of two ASSEMBLY POINTS (picture) Help those with disabilities out of the building Lifesaving first aid: Airways, Breathing, Circulation, Disability, Expose & examine (ABCDE)

17 UNIVERSITETET I BERGEN Molekylærbiologisk Institutt FIRE INSTRUCTIONS Fire extinguishing equipment Every person in the building must be familiar with the location of fire extinguishers and their operation, as well as the location of emergency exits. If using a fire hose, remember to open water supply by turning the red valve which is located in the top corner of the hose cabinet. Precautions In case of fire, immediately initiate extinguishing procedures and notify local floor manager (4 th floor: Sverre Jarle Borch: (0555) or Ann Kristin Frøyset: (0555) 84553, and 3 rd floor: Grethe Aarbakke (0555) 84236) If attempts to extinguish a fire are not immediately effective, release the manual fire alarm (break glass). This will activate the fire bells and alert Marineholmen Drift and Bergen Fire Department, who will arrive on site shortly. Call Bergen Fire Department (0) 110 In case of an automatic fire alarm during work hours (Monday Friday between 07:30 and 15:30) along with a confirmed fire, please release the manual fire alarm (break glass). During work hours, the automatic alarm has a five minute delay before alerting the fire departmentin order to avoid false alarms. In case of accidental release of the fire alarm, immediately notify the fire department on (0) 110. When the alarm sounds - Everyone (apart from those assigned to extinguishing & rescue work) must evacuate the building immediately - Assist those suffering from disabilities - Shut all windows and doors behind you as you vacate a room - Everyone must move towards allocated emergency assembly points (see poster) No one may leave the area - When the fire alarm stops, it is safe to re-enter the building REMEMBER! DO NOT USE ELEVATORS DURING AN EVACUATION!

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