Occupant Emergency Plans

Transcription

1 Occupant Emergency Plan Guide Occupant Emergency Plans Develpment, Implementatin, and Maintenance Develpment, Implementatin, and Maintenance Occupant Emergency Plans September 2007 Nvember 2007

2 Occupant Emergency Plan Guide Preface Preface Security and emergency preparedness at wrk, at hme, and in the cmmunity is everyne s respnsibility. It requires crdinated preventin, prtectin, respnse, and recvery activities that span the preparedness spectrum. At the Natinal level, preparedness is facilitated by the fllwing tw plans: The Natinal Infrastructure Prtectin Plan (NIPP) establishes a steady state f preparedness acrss the Natin s critical infrastructure (CI) and key resurces (KR). Hw the NIPP risk management framewrk is applied t gvernment facilities is discussed in the Gvernment Facilities Sectr (GFS) Sectr- Specific Plan (SSP) 1 NIPP Annex. The Natinal Respnse Plan (NRP), based n the Natinal Incident Management System (NIMS) cnstruct, prvides fr crdinated Natinal respnse t, and recvery frm, incidents f Natinal significance. Tgether, the NIPP and the NRP prvide a cmprehensive, integrated apprach t addressing key elements f the Natin s hmeland security missin t prevent terrrist attacks, reduce vulnerabilities, and respnd t incidents in an all-hazards cntext. The NIPP and its assciated SSPs establish the verall risk-based apprach that defines the Natin s CI/KR steady-state prtective psture, while the NRP and NIMS prvide the verarching framewrk, mechanisms, and prtcls required fr effective and efficient dmestic incident management. In the wrkplace, whether in a stand-alne facility r facilities gruped as part f an installatin r campus setting, ccupants need t understand the nature f ptential emergencies and what actins t take if emergencies d ccur. Life safety, cmmunicatin, efficiency, and rles and respnsibilities are critical cmpnents t enhancing the security and preparedness f facility ccupants. A variety f plans are used t address preparedness, and these plans must be written, implemented, and maintained. Preparedness plans require crdinatin amng facility management and ccupants, as well as with external emergency respnse resurces. Depending n the size and cmplexity f facility peratins and applicable regulatry requirements, preparedness plans may include the fllwing: Cntinuity f Operatins (COOP) Plans fcus nly n thse essential functins that cannt be suspended fr a 30-day perid withut adversely affecting peratins. COOP plans are required fr Federal departments and agencies by Hmeland Security Presidential Directive 20 Natinal Cntinuity Plicy. Occupant Emergency Plans (OEPs) and Emergency Actin Plans (EAPs) describe the actins that ccupants shuld take t ensure their safety if a fire r ther emergency situatin ccurs. These plans reduce the threat t persnnel, prperty, and ther assets within the facility in the event f an incident inside r immediately surrunding a facility by prviding facility-specific respnse prcedures fr ccupants t fllw. Disaster Recvery Plans help facility ccupants recver frm a majr, usually catastrphic, event that may deny access t the nrmal facility fr an extended perid. These plans ften cver recvery actins specific t infrmatin technlgy functins. 1 An SSP is established fr each f 17 critical infrastructure and key resurces sectrs. i

3 Occupant Emergency Plan Guide Preface Scpe and Authrity The fcus f this dcument is t prvide guidance pertaining t the preparatin, implementatin, and maintenance f OEPs in line with Natinal preparedness effrts f the NIPP, NRP, and NIMS. OEPs that are cnsistent in structure and cntent will enable better crdinatin f facility ccupant emergency actins with utside authrities and first respnders. Either an OEP r an EAP is required fr virtually all gvernment facilities: GSA Owned r Leased Federal Facilities. 41 FMR requires that all Federal departments and agencies cmply with the ccupatinal safety and health standards established in the Occupatinal Safety and Health Act f 1970 and develp and implement OEPs. Other Federal Facilities. Sme departments and agencies have prmulgated their wn regulatins r implemented plicies requiring facilities t have an OEP, regardless f whether it is a GSA wned r leased facility. All Facilities. If fire extinguishers are required r prvided in the facility, and if anyne will be evacuating during a fire r ther emergency, then OSHA Standard 29 CFR requires a facility t have an EAP. The nly exemptin is fr facilities that have an in-huse fire brigade in which every emplyee is trained and equipped t fight fires and, cnsequently, n ne evacuates. In additin, 29 CFR 1960 prvides Basic Prgram Elements fr Federal Emplyee Occupatinal Safety and Health Matters and requirements fr Reprting f Serius Accidents (29 CFR ). Refer t Figure 1 fr a decisin flw that can be used t determine whether an OEP r EAP is required. Figure 1: Decisin Flw fr OEPs and EAPs 41 FMR Is Is facility GSA wned r r leased? Yes OEP is is required N Agency-Specific Regulatin r Plicy Is Is there an an Agency -- specific requirement? Yes N 29 CFR Des the facility require an an EAP? Yes Develp an an EAP accrding t t OSHA requirements N Neither an OEP nr an EAP is is required ii

4 Occupant Emergency Plan Guide Preface T be mst effective at prtecting life and prperty, all OEPs will: Prvide clear instructin n rles and respnsibilities fr all aspects f the preparedness spectrum, frm preventin and prtectin t respnse and recvery. Use an apprach that includes prcedures t handle a wide range f hazards and threats such as medical emergencies, bmb threats, suspicius packages, and natural disasters that culd affect a facility. Meet the specific characteristics, needs, and criteria fr each facility. 2 Fr example, lcatin-specific prcedures are added t address unique threats r hazards such as hazardus materials spills r releases f radiactive materials frm within r surrunding the facility. Invlve crdinatin with lcal emergency respnders. Cnsider safety cdes and regulatins when develping and implementing emergency planning, such as the Internatinal Fire Cde and NFPA Life Safety Cde. 3 Address multi-jurisdictinal issues regarding mass care, sheltering, and evacuatin. Hw t Use This Guide This OEP Guide is t be used as a reference tl prviding a step-by-step apprach t develping, implementing, and maintaining OEPs as fllws: Step 1 Organize Staff, Infrmatin, Capabilities, and Resurces Prvides assistance fr individuals respnsible fr develping an OEP 4 t establish an ccupant emergency rganizatin, identify pssible emergency scenaris, and determine the facility s current level f preparedness. Supplement 1 t this guide prvides additinal infrmatin n preparing fr (r preventing), respnding t, and recvering frm a number f emergency situatins. Step 2 Address Emergency Planning Cnsideratins Based n the current level f preparedness f the facility fr the emergency scenaris identified, this step establishes needed emergency respnse prcesses and prtcls, giving first pririty t the health and safety f ccupants during emergencies. Step 3 Develp the OEP The utput f Steps 1 and 2 prvide the infrmatin needed t write the facility-specific OEP in Step 3. Supplements 2 and 3 prvide the OEP Template and instructins fr cmpleting the template t effect a cmmn fundatin frm which an OEP directly addresses prtectin gals and 2 Fr strefrnt and/r grund level small ffice space, GSA Frm 3415, Occupant Emergency Plan (Abbreviated Frm) may be used t capture relevant infrmatin. 3 It shuld be nted that cdes and regulatins change frequently, and may necessiate regular updates t OEPs. Cdes f a specific editin that is nt necessarily current may be adpted by lcal jursidictins. It is imprtant that the OEP remain generic enugh t allw fr flexibility fr situatins such as when cdes are adpted by many different Authrities Having Jurisdictin (AHJs). 4 In 2003, the Federal Prtective Service (FPS) was transferred frm the General Services Administratin (GSA) t the Immigratin and Custms Enfrcement cmpnent f the Department f Hmeland Security. FPS is respnsible fr prviding technical guidance and security input t assist the designated fficial f GSA wned r leased Federal facilities with the develpment f OEPs. Fr mre infrmatin, please cntact FPSinput@dhs.gv. iii

5 Occupant Emergency Plan Guide Preface bjectives. Step 4 Distribute, Implement, Evaluate, and Maintain the OEP Once the OEP is develped and cmpleted, this step prvides infrmatin n distributin and implementatin f the OEP, including awareness, training, and drills. This prcess is iterative s that updates can be made in respnse t changing cnditins. Quick reference materials shuld be prvided t ccupants, based n the OEP, that are cncise and easily usable in an emergency. Effective Date This Occupant Emergency Plan Guide is effective upn release. It replaces all previus versins f OEP Guides published. Existing OEPs will be updated cnsistent with this guidance during the next scheduled annual review, r accrding t the timeframes established thrugh the NIMS Integratin prcess, whichever is sner. iv

6 Occupant Emergency Plan Guide Table f Cntents Table f Cntents Preface i Step 1: Organize Staff, Infrmatin, Capabilities, and Resurces Establish the Occupant Emergency Organizatin Cmmand Sectin Operatins Sectin Planning Sectin Lgistics Sectin Finance/Administratin Sectin Intelligence/Investigatins Functin Identify Pssible Emergency Situatins Determine the Current Level f Preparedness 7 Step 2: Address Emergency Planning Cnsideratins Cmmand, Cmmunicatin, and Liaisn Cmmand and Management OEP Activatin Facility Alarms and Warnings Crisis Cmmunicatin and Liaisn Cntingency fr Alternate Means f Cmmunicatin Occupant Life Safety Occupant Actins Childcare Centers Occupants Needing Special Accmmdatins r Assistance Enhance Prtectin f the Facility and its Assciated Elements Facility Prtectin Assciated Facility Elements Enhanced Prtectin Recvery and Recnstitutin Administratin and Lgistics 20 Step 3: Develp the OEP 21 Step 4: Distribute, Implement, Evaluate, and Maintain the OEP Finalize and Distribute the OEP Implement and Evaluate Training Drills and Exercises Maintain the OEP 24 List f Attachments 1 Evacuatin 26 2 Shelter-in-Place 32 3 Enhanced Prtectin by Alert Level 37 4 Emergency Supplies Kits 38 5 Reviewing Plans 43 v

7 Occupant Emergency Plan Guide Table f Cntents List f Acrnyms 47 List f Tables 1 Emergency Situatins Cmmnly Addressed in OEPs 8 2 Disabled Occupant Cnsideratins 15 List f Figures 1 Decisin Flw fr OEPs and EAPs ii OEP Supplements 1 Emergency Situatins 2 Instructins fr Cmpleting the OEP Template 3 OEP Template vi

8 Occupant Emergency Plan Guide Step 1 STEP 1: Organize Staff, Infrmatin, Capabilities, and Resurces Wh will be invlved in the Occupant Emergency Organizatin? What are pssible emergency situatins within r surrunding the facility? What is the facility s current level f preparedness? This sectin f the OEP Guide discusses steps t take t establish the Occupant Emergency Organizatin (OEO), gather and analyze infrmatin n hazards and capabilities, and assess the current level f preparedness. 1.0 Establish the Occupant Emergency Organizatin While an OEP serves as a reference fr facility emergency prtcl, a cadre f peple wh are part f the OEO have respnsibility fr implementing and maintaining it. Befre writing an OEP, it is imprtant t get rganized by establishing a planning team t encurage participatin and persnal investment in the prcess, enhance the visibility and stature f the planning prcess, and prvide fr a brad perspective n related issues. The size f the planning team will depend n the facility's peratins, requirements, and resurces. The respnsibility fr managing emergencies in a Federally wned r leased facility is with the Designated Official (DO), wh is the highest-ranking fficial f the primary ccupant department r agency, r a designee selected by mutual agreement f ccupant department r agency fficials. The DO must supervise the develpment f the OEP and the staffing and training f the OEO. The OEO crdinates all emergency prcedures in each facility. The OEO shuld: Fllw the incident cmmand structure established in the NIMS. 5 Be limited in size thrugh careful determinatin f hw many psitins are needed and defining their duties clearly. Cnsist f, and use, the existing hierarchy f the ccupant departments and agencies. Officials heading agencies n a day-t-day basis shuld assume leadership psitins during an emergency and have ultimate respnsibility fr the safety and well-being f their emplyees. Members shuld be accuntable, active individuals that will carry ut prcedures, training, and assciated duties fr emergency preparedness. Cnsist f members selected by psitin, nt by name. This prcess autmatically allws fr cntinuity since psitins are typically filled when the incumbent is absent. Obtain input frm varius functinal areas including: 5 This sectin f the OEP Guide prvides an verview f the incident cmmand structure required. Refer t the NIMS Integratin Center fr mre detailed infrmatin. 1

9 Occupant Emergency Plan Guide Step 1 Other nsite management Human resurces Facility engineering, and maintenance, and building services Safety, health, and envirnmental affairs Public infrmatin fficer Security Cmmunity relatins Legal Finance and purchasing Be prvided with visual identifiers such as clred safety hats and/r armbands. Occupants shuld be familiar with these identifiers and their significance. Leadership f each ccupant department r agency shuld demnstrate their cmmitment t facility emergency preparedness and prmte an atmsphere f cperatin by authrizing staff t participate in the planning grup and the OEO, and thrugh implementatin f the OEP. This cmmitment and cperatin can be fstered thrugh memranda t staff, thrugh establishment f department r agency plicy, r thrugh the develpment f a frmal missin statement that defines the purpse f the OEP and indicates that it is mandatry. All managers wh have emplyees assigned t the OEO will ntify the incident cmmand when any member is transferred, retires, r, because f extrardinary wrk and/r circumstances, can n lnger perfrm their duties as an OEO member. Managers must then assign a replacement, prviding the name and ther pertinent infrmatin required t the Plan Crdinatr. The managers f a disabled emplyee wh requires assistance in evacuating the facility shuld als ntify the apprpriate mnitr and the Plan Crdinatr when that emplyee is nt n the premises (i.e., when the emplyee is attending training, n vacatin, sick, etc.). As required under the NIMS, the OEO fllws the Incident Cmmand Structure and is cmprised f five majr functinal areas: cmmand, peratins, planning, lgistics, and finance/administratin. A sixth area, intelligence, may be established if required. While each OEO sectin, its members, and their respnsibilities are discussed in the fllwing sectins, nte that the verall structure is designed t be flexible and scalable s that it may be tailred t the needs f the individual facility. 1.1 Cmmand Sectin The Cmmand Sectin f the OEO directs all emergency peratins frm the facility s Incident Cmmand Pst. In a large facility, members f the Cmmand Sectin wuld include: Designated Official (DO) the highestranking fficial f the primary ccupant department r agency; alternatively, a designee selected by mutual agreement. Respnsible fr activating the plan in all emergencies during nrmal duty hurs. Incident Cmmand (IC) the fficial appinted by the DO wh serves as the primary assistant t the DO t ensure the cntinued viability f the OEP and its rganizatin. During emergencies, the IC perates the Incident Cmmand Pst. Deputy Incident Cmmand the IC may have ne r mre deputies wh are fully qualified t assume the psitin and respnsibilities f the IC. Cmmand Staff psitins are specifically designated, reprt directly t Incident Cmmand, 2

10 Occupant Emergency Plan Guide Step 1 and are assigned respnsibility fr key activities that are nt a part f the ICS General Staff functinal elements. These psitins include: Public Infrmatin Officer respnsible fr interfacing with the public and media and/r with ther agencies with incident-related infrmatin requirements. Public infrmatin fficers develp accurate, accessible, and timely infrmatin n the incident s cause, size, and current situatin; resurces cmmitted; and ther matters f general interest fr bth internal and external cnsumptin. The IC must apprve the release f all incidentrelated infrmatin. Safety Officer mnitrs incident peratins and advises the IC n all matters relating t peratinal safety and assciated systems and prcedures and has authrity t stp and/r prevent unsafe acts during incident peratins. Liaisn Officer the pint f cntact and crdinatin fr assisting r cperating agencies and rganizatins. Additinal cmmand psitins may be necessary, depending n the characteristics f the facility and specific requirements established by Incident Cmmand. Examples include: Medical Advisr an agency peratinal medical directr r assigned physician wh may be designated and assigned directly t the Cmmand Staff t prvide advice and recmmendatins t Incident Cmmand in the cntext f incidents invlving medical and mental health services, mass casualty, acute care, vectr cntrl, epidemilgy, and/r mass prphylaxis cnsideratins, particularly in the respnse t a biterrrism incident. Special Needs Advisr may be designated t prvide expertise regarding cmmunicatin, transprtatin, supervisin, and essential services fr diverse ppulatins in the affected area. Als included in the Cmmand Sectin are the General Staff wh are the chiefs f the functinal aspects f the incident cmmand structure, including Operatins, Planning, Lgistics, and Finance/Administratin Sectins, as discussed in the fllwing sectins. 1.2 Operatins Sectin This sectin is respnsible fr all activities fcused n reducing the immediate hazard, saving lives and prperty, establishing situatinal cntrl, and restring nrmal peratins. The Operatins Sectin Chief is respnsible t the IC fr the direct management f all incidentrelated peratinal activities. Facility Evacuatin Branch 6 Flr Mnitrs supervisry persnnel selected by the individual ccupant department r agency. In agencies where the supervisry emplyee is frequently assigned utside the ffice, a respnsible, cnscientius, nn-supervisry staff emplyee may be selected. If there is mre than ne shift, each shift shuld have its wn emergency flr mnitrs. Flr mnitrs act in several different capacities, depending n the emergency. They shuld have a current list f all ccupants with physical handicaps, including thse persns wh cannt use stairwells r fire escapes because f temprary illness r ther impaired physical cnditin. Deputy Flr Mnitrs During a flr mnitr s absence, a designated deputy shuld assume the flr mnitr respnsibility. Flr Searchers ne is assigned fr each majr area f the flr t make sure that every persn n a flr is aware f an emergency evacuatin. They shuld be trained t 6 Refer t Attachment attachment 1 fr mre infrmatin n evacuatin cnsideratins. 3

11 Occupant Emergency Plan Guide Step 1 check fr visible presence f ccupants rather than a vice respnse frm a pssible ccupant wh might nt hear, be temprarily indispsed, r rendered uncnscius. Other psitins can be assigned with respnsibility fr mnitring stairwells, elevatrs, exits, restrms, and childcare centers during an evacuatin. Assistance Mnitrs ccupants appinted by the flr mnitrs t assist ccupants with physical limitatins during emergencies. Where pssible, tw mnitrs shuld be assigned t each persn. In an emergency, mnitrs are respnsible fr remaining with the persn thrughut the emergency and assisting in that persn s evacuatin, fllwing the instructins f the cmmand center and/r the flr mnitr. Assembly Area Crdinatrs individuals wh are assigned respnsibility fr prceeding t the designated assembly area with a current rster f ccupants and taking a head-cunt. Utility Cntrl Branch The facility manager prvides infrmatin, guidance, and advice n establishing and maintaining the OEO; assists the DO in recruiting qualified persnnel fr technical services; and is respnsible fr designating and supervising the facility maintenance supervisr. The facility maintenance supervisr cntrls facility utilities during an emergency. Under the directin f the facility manager, the facility maintenance supervisr: Establishes a plan t attend t the facility s mechanical devices; ventilatin, water, gas and steam valves; pwer switches; elevatrs; and ther facility equipment during an emergency. Prvides training fr emergency situatins and crdinates bmb search training fr facility mechanical persnnel. Ensures that facility mechanical persnnel knw prcedures fr all emergency situatins. 1.3 Planning Sectin This sectin cllects, evaluates, and disseminates incident situatin infrmatin and intelligence t IC and incident management persnnel, prepares status reprts, displays situatin infrmatin, maintains status f resurces assigned t the incident, and prepares and dcuments the IAP, based n guidance frm IC. It includes fur primary units, as well as a number f technical specialists t assist in evaluating the situatin, develping planning ptins, and frecasting requirements fr additinal resurces. The Planning Sectin is nrmally respnsible fr gathering and disseminating infrmatin and intelligence critical t the incident, unless IC places this functin elsewhere. The Planning Sectin is als respnsible fr develping and dcumenting the IAP. The IAP includes the verall incident bjectives and strategies established by IC. In the case f UC, the IAP must adequately address the missin and plicy needs f each jurisdictinal agency, as well as interactin between jurisdictins, functinal agencies, and private rganizatins. The IAP als addresses tactical bjectives and supprt activities required fr ne peratinal perid, generally 12 t 24 hurs. 4

12 Occupant Emergency Plan Guide Step Lgistics Sectin resurces, persnnel, and supplies. The Lgistics Sectin is respnsible fr all supprt requirements needed t facilitate effective and efficient incident management, including rdering resurces frm lcatins utside the incident area. It als prvides facilities, security (f the incident cmmand facilities), transprtatin, supplies, equipment maintenance and fuel, fd services, cmmunicatins and infrmatin technlgy supprt, and emergency respnder medical services, including inculatins, as required. Within the Lgistic Sectin, six primary units fulfill the supprt requirements: The Supply Unit rders, receives, stres, and prcesses all incident-related The Grund Supprt Unit prvides all grund transprtatin during an incident. In cnjunctin with prviding transprtatin, the unit is als respnsible fr maintaining and supplying vehicles, keeping recrds f usage, and develping incident traffic plans. The Facilities Unit sets up, maintains, and dembilizes all facilities used in supprt f incident peratins. The unit als prvides facility maintenance and security services required t supprt incident peratins. The Fd Unit determines fd and water requirements, plans menus, rders fd, prvides cking facilities, cks, serves, maintains fd service areas, and manages fd security and safety cncerns. The Cmmunicatins Unit is primarily respnsible fr cmmunicatins planning fr the ICS, especially in the cntext f a multi-agency incident. The Medical Unit is respnsible fr the prvisin f medical services t incident persnnel. 1.5 Finance/Administratin Sectin A Finance/Administratin Sectin is established when the incident management activities require finance and ther administrative supprt services. Sme f the functins that fall within the scpe f the sectin are: recrding persnnel time, maintaining vendr cntracts, cmpensatin and claims, and verall cst analysis fr the incident. The situatin may require nly ne specific functin (e.g., cst analysis), and assigning a technical specialist in the Planning Sectin culd be sufficient. If a separate Finance/Administratin Sectin is established, clse crdinatin with the Planning Sectin and Lgistics Sectin is essential s that peratinal recrds can be recnciled with financial dcuments. In large, cmplex incidents invlving significant funding riginating frm multiple surces, the Finance/Administrative Sectin becmes an essential part f the ICS. In additin t mnitring multiple surces f funds, the 5

13 Occupant Emergency Plan Guide Step 1 Sectin Chief must track and reprt t the IC the accrued cst as the incident prgresses. With this infrmatin, the IC can frecast the need fr additinal funds befre peratins are affected negatively. 1.6 Intelligence/Investigatins Functin The cllectin, analysis, and sharing f incident-related intelligence are imprtant elements f ICS. The incident management rganizatin must establish a system fr using incident infrmatin t supprt peratinal decisins and investigative effrts. Nrmally, peratinal infrmatin and intelligence are management functins lcated in the Planning Sectin, with a fcus n three incident intelligence areas: situatin status, resurce status, and anticipated incident status r escalatin (e.g., weather frecasts, lcatin f supplies, etc.). Infrmatin and intelligence are used fr incident management decisin-making. In additin, technical specialists in the Planning Sectin may be asked t prvide specific infrmatin t supprt tactical decisins related t incident respnse. The missin f the Intelligence/Investigatins Functin is t ensure that all investigative and intelligence peratins, functins, and activities within the incident respnse are prperly managed, crdinated, and directed. Regardless f hw the Intelligence/Investigative Functin is rganized, a clse liaisn must be maintained and infrmatin must be transmitted t Cmmand, Operatins, and Planning. 2.0 Identify Pssible Emergency Situatins Based n infrmatin gathered n the facility and its surrundings, a list f pssible emergency situatins can be develped. This list shuld include cnsideratin f situatins that: Have ccurred inside r arund the facility in the past. Arise based n the physical lcatin f the facility and its prximity t ther hazards. Invlve failures f systems including pwer/utilities, telecmmunicatins, emergency ntificatin, heating/cling, r cmputers. May result frm pr training r maintenance, carelessness, miscnduct, r fatigue. Are caused r exacerbated by the physical attributes f the facility including: Physical cnstructin Hazardus prcesses r byprducts Presence f cmbustible r flammable materials Layut f equipment Lighting Evacuatin rutes and exits Prximity f shelter areas Evlve r develp ver time due t changes t the Natinal, reginal, r lcal threat envirnment that may require new r enhanced prtectin cnsideratins. Are assciated with facilities management such as: Flding frm a ruptured supply r flw pipeline within a building. Disruptin f heating, ventilatin, and air cnditining (HVAC) services during summer and winter mnths. Release f airbrne particulates such as dust, mld, asbests, and fiberglass that may be 6

14 Occupant Emergency Plan Guide Step 1 hazardus t building ccupants. Althugh the range f emergency situatins will vary by facility, Table 1 includes a list f thse situatins that are cmmnly addressed in a facility s OEP. When examining types f emergencies applicable t the facility, it is imprtant t cnsider the likelihd and severity in rder t priritize actins. Emergency situatins can ccur within the facility, utside the facility, r bth, and prcedures shuld be adjusted accrdingly. The OEP Guide Supplement 1prvides additinal infrmatin n hw t prtect against, prevent and/r prepare fr, respnd t, and recver frm these emergency situatins. This supplement can be used t develp facility-specific prcedures. Facility ccupants and OEOs must be prepared t respnd t multiple emergency situatins. While suggested actins are prvided fr each f these emergency situatins, emergencies can ccur at the same time r ne emergency can ccur as a direct result f anther. Fr example, natural disasters can result in: Fire, Explsin, r Heavy Smke Medical Emergencies Utility Disruptin 3.0 Determine the Current Level f Preparedness Planners must becme familiar with the facility and its surrundings t determine its current level f preparedness. This prcess includes identifying existing infrmatin as well as available internal and external respnse capabilities and resurces. If a cmprehensive risk assessment has been cnducted fr the facility, the level f risk will drive the actins necessary t enhance preparedness. Begin by gathering and reviewing existing reprts, plans, prcedures, assessments, and ther surces f infrmatin n the facility. Examples include: Evacuatin Plan Emplyee Manuals Life Safety Cde Fire Prtectin Plan Hazardus Materials Plan Occupatinal Safety and Cde Adam Activatin Prcess Safety Assessment Health Regulatins Prcedures Envirnmental Risk Management Plan Regulatins Safety and Health Prgram Fire Cdes Envirnmental Plicies Security Prcedures COOP Plan Finance and Purchasing Prcedures Risk and Vulnerability Assessments Capital Imprvement Prgram Mutual Aid Agreements Facility Clsure Plicy Transprtatin Regulatins Zning Regulatins Tenant Plicies Seismic Safety Cdes Because cnditins change within and surrunding a facility, infrmatin shuld be reviewed, validated, and updated thrugh this prcess. 7

15 Occupant Emergency Plan Guide Step 1 Table 1. Emergency Situatins Cmmnly Addressed in OEPs Types f Emergencies Internal External Civil Disbedience r Disrder X Cmputer r Cyber Security Incident X X Elevatr Malfunctin r Entrapment X Explsin r Fire X X Hazardus Material Incident Chemical, Bilgical, r Radilgical X X Hstage Situatin X X Medical Emergency General and Pandemic Influenza X Missing Child Cde Adam Alert X Natural Hazard r Disaster including Earthquakes, Landslides r Debris Flws, Severe Weather: Fld, Hurricanes, Severe Thunder Strms, Trnades, Tsunamis, Winter Strms; Vlcanic Eruptins, and Wildfires X Pwer Disturbance X X Suspicius Object X X Threats Bmb and Wrkplace Vilence X Suspicius r Unlawful Activity X X Resurces and capabilities that may already be available in the facility and that culd be used during an emergency include: Skilled ccupants ccupants trained in first aid, CPR, and hazardus material respnse; security guards; emergency management grup; evacuatin team; public infrmatin fficer; engineers; and thse with fluency in freign languages. Equipment fire prtectin and suppressin equipment, cmmunicatins equipment, first aid supplies, emergency supplies, warning systems, emergency pwer equipment, decntaminatin equipment, and equipment t evacuate ccupants with disabilities. 8

16 Occupant Emergency Plan Guide Step 1 Facilities incident cmmand center r lcatin, media briefing area, shelter areas, first aid statins, decntaminatin areas, and sanitatin facilities Organizatinal capabilities training prgram, evacuatin plan, and emplyee supprt system Backup systems arrangements with ther facilities are made as part f COOP planning t prvide fr: Payrll Shipping and receiving Cmmunicatins Infrmatin systems supprt Emergency pwer Recvery supprt Many external resurces can als prvide assistance t a facility in an emergency. Examples f external resurces include: Fire department Lcal and state plice Emergency medical services Hazardus materials respnse rganizatin Lcal emergency management ffice Hspitals Utility cmpanies Cmmunity service rganizatins Public wrks department Natinal Guard and nearby military facilities Mayr r cmmunity administratr s ffice Public Transprtatin Department Understanding hw and when external resurces can cme t the aid f a facility is imprtant in rchestrating an effective emergency respnse strategy. T assess the impact f ptential emergencies and t determine the need fr backup systems, gather infrmatin related t the fllwing areas: Functins and services that the facility prvides, as well as the facilities and equipment needed fr cntinuity Prducts and services prvided by suppliers, especially sle surce vendrs Lifeline services such as electrical pwer, water, sewer, gas, telecmmunicatins, and transprtatin Operatins, equipment, and persnnel vital t the cntinued functining f the facility. Cnditins surrunding a facility can change and require enhanced measures. 9

17 Occupant Emergency Plan Guide Step 2 Step 2: Address Emergency Planning Cnsideratins Hw will the facility address emergency-planning cnsideratins? Once all f the infrmatin n facility resurces, capabilities, and vulnerabilities is gathered and analyzed, the fllwing emergency planning cnsideratins shuld be taken int accunt: Cmmand, cmmunicatin, and liaisn including incident cmmand lcatins, OEP activatin, alarms, ntificatin, and warning, crdinatin f respnse actin, crisis cmmunicatin and liaisn, and cntingency fr alternate means f cmmunicatin. Occupant life safety t ensure the security f all ccupants, including thse wh are disabled r in childcare centers, thrugh actins that include evacuatin r shelter-in-place. Enhancing prtectin f the facility and assciated elements including physical, cyber, human elements and their functins. Recvery and Recnstitutin t restre peratins and critical functins and services. Administratin and lgistics including cnsideratins fr befre, during, and after an emergency situatin. Where gaps in resurces are identified, establish an actin plan t clse gaps including prcedures t address the facility s respnse t varius types f emergencies. 1.0 Cmmand, Cmmunicatin, and Liaisn T supprt facility emergency management activities, effective cmmunicatins are needed t reprt emergencies, warn ccupants f danger and crdinate respnse actins t keep families and ff-duty emplyees infrmed abut the incident and its impact n the facility and its ccupants. 1.1 Cmmand and Management Emergency peratins in a facility are directed frm an incident cmmand center r lcatin. The capabilities f the cmmand center shuld be cnsistent with the level f risk t the facility. While sme large facilities with cmplex missins may have a permanent peratins center, ther facilities may designate a cnference rm t be used in the event f an emergency. All cmmand centers must meet the fllwing recmmended criteria: They must be centrally lcated and easily accessible fr effective cmmand and cntrl They must cntain gd cmmunicatins capability. An alternate incident cmmand center lcatin shuld be designated in advance fr use if the primary lcatin is incapacitated r evacuated. Special cnsideratin must be made fr rapid transprtatin f team members frm their wrk lcatins t the incident cmmand center and fr quick ntificatin f team members f an emergency. The types f infrmatin that shuld be maintained in the cmmand center lcatin(s) includes: Emergency call lists all persns n and ff site wh wuld be invlved in respnding t an emergency, their respnsibilities, and their 24-hur cntact numbers. Wallet-sized emergency call lists shuld be distributed t the OEO. 10

18 Occupant Emergency Plan Guide Step 2 Flr plans and facility and site maps that include lcatins f the fllwing: Utility shutffs Exits, stairways, designated escape Water hydrants, main valves and rutes, evacuatin staging areas, and lines restricted areas Gas main valves and lines Exits available fr use after nrmal Electrical cutffs and substatins wrking hurs Strm drains and sewer lines Hazardus materials lists and lcatins (including cleaning supplies Fire alarm system(s) and and chemicals) annunciatr(s) High-value items Security alarm system(s) and annuciatr(s) Fire cmmand center and alternate cmmand centers Emergency Vice/Alarm Cmmunicatins system, public Shelter-in-Place lcatins address system, and mass Areas f refuge and alternate areas f ntificatin system refuge Fire extinguishers and suppressin systems Knw in advance which Federal r lcal law enfrcement agency r agencies have jurisdictin ver the facility. Invlve them early in the planning prcess. In sme cases, mutual aid agreements may be necessary t define the facility s relatinship, type f assistance, chain f cmmand fr activating the agreement, cmmunicatins prcedures, and prtcls fr turning cntrl f a respnse ver t utside departments and agencies. The OEP shall include a fire safety plan 7. The plan shall be available t all ccupants, and shall include the fllwing: 1. The prcedures fr reprting a fire r ther emergency. 2. The life safety strategy and prcedures fr ntifying, relcating, r evacuating ccupants. 3. Site plans indicating the fllwing: The ccupancy assembly pint. The lcatin f fire hydrants. The nrmal rutes f fire department vehicle access. 4. Flr Plans identifying the lcatins f the fllwing: Exits Primary evacuatin rutes Secndary evacuatin rutes Accessible evacuatin rutes Areas f refuge Manual fire alarm pull statins Prtable fire extinguishers Fire alarm annunciatin and cntrls 5. A list f majr fire hazards assciated with the nrmal use and ccupancy f the premises, including maintenance and husekeeping prcedures. 6. Identificatin and assignment f persnnel respnsible fr maintenance f systems and equipment installed t prevent r cntrl fires. 7. Identificatin and assignment f persnnel respnsible fr maintenance, husekeeping and cntrlling fuel hazard surces. 7 See OSHA Standard 29 CFR Part fr details abut all requirements. 11

19 Occupant Emergency Plan Guide Step OEP Activatin Establish OEP activatin prcedures and the primary and alternate means f cmmunicatin that will be used. The decisin t activate is based n the best available infrmatin, including an understanding f lcal tensins, the sensitivity f target department r agency(ies), and previus experience with similar situatins. The OEP shuld be activated when an emergency situatin ccurs and is brught t the attentin f the DO r Security. Typically, the activatin will include ne f the fllwing: Reprt f an emergency by calling 911. Reprt f an emergency t Security Security receiving a reprt f an emergency situatin r threat frm FPS r ther fficial surce. An annuncement in the media f an emergency situatin r threat that is likely t impact the facility if it has nt dne s already. The fire alarm system is activated manually (by pulling a manual pull statin) r autmatically by activatin f a smke detectr, a heat detectr, r suppressin system (sprinklers r wet chemical). In the event f an emergency at night, ver the weekend, r n a hliday when there may be sparse ccupancy, the senir Federal fficial present (r, if nne are present, the FPS Officer r respnding law enfrcement agency) shuld act as the DO and initiate apprpriate actin. This persn will need t crdinate with the senir FPS Inspectr, the cntract guard n the premises, and/r the apprpriate maintenance persnnel. Determine gvernment agencies' ntificatin requirements in advance. Ntificatin must be made immediately t lcal gvernment agencies when an emergency has the ptential t affect public health and safety. 1.3 Facility Alarms and Warnings All facility ccupants must understand hw t reprt actual r pssible emergency situatins and perate and respnd t the alarm system t avid cnfusin and delay in respnse. Examples f cmmn facility alarms include elevatr alarms, fire alarms, and evacuatin alarms. An ral annuncement may be used in sme situatins but is limited in its effectiveness fr ccupants with impaired hearing, r fr thse wh d nt understand the language. Evacuatin plans fr high rise buildings r ther buildings with a vice alarm system require a descriptin f the emergency vice/alarm cmmunicatin system alert tne and preprgrammed vice messages, where prvided. Establish prcedures fr ccupants t reprt an emergency. Pst emergency telephne numbers near each telephne, n bulletin bards, and in ther prminent lcatins. Facility alarms and warning systems shuld: Be audible by, r within view f, all ccupants in the facility; Have a distinct and recgnizable signal s that ccupants will be able t identify the apprpriate respnse; Have an auxiliary pwer supply; and Be tested n a regular schedule t ensure that the equipment is wrking prperly. 12

20 Occupant Emergency Plan Guide Step Crisis Cmmunicatin and Liaisn A ptential danger in any emergency situatin is a discrepancy between emplyees r the public s perceptin f what happened and what really happened. Misinfrmatin received by emplyees r the public may be as damaging as the emergency. Emplyees will need t knw when, if, and hw t reprt t wrk fllwing an incident, while senir department r agency fficials will need infrmatin n the prtectin f ccupants and facilities. When emergencies expand beynd the facility, the cmmunity will want t knw the nature f the incident, whether the public's safety r health is in danger, what is being dne t reslve the prblem, and whether prper precautins were taken t prevent the situatin frm happening. A plan fr disseminating infrmatin t thse wh have a need t knw must be in place. Determine the audiences that may be affected by an emergency and identify their infrmatin needs. Example audiences include: The public Custmers Appinted and elected The media Sharehlders fficials Emplyees and retirees Unins Emergency respnse rganizatins Special interest grups Neighbrs Cntractrs and suppliers Regulatry agencies Clear prtcls fr ntificatin and infrmatin sharing must be in place. Determine hw t cmmunicate imprtant public infrmatin thrugh the media in an emergency. The individual appinted t disseminate infrmatin must be kept fully apprised f the entire emergency plan and shuld attend as many planning sessins as pssible. S/He shuld be advised f what can and cannt be released during an emergency, and shuld be ntified f all ccurrences and respnse actins taken s that prper and accurate infrmatin may be disseminated. The fllwing guidelines will assist in planning a successful public affairs emergency respnse: Release nly verified and cleared infrmatin Prmptly alert the media f relief and recvery effrts Escrt the media t ensure safety Keep accurate recrds and lgs f all inquiries, news cverage, and infrmatin released Carefully crdinate planning and implementatin D nt cver up events r purpsely mislead the media D nt place blame fr the emergency When apprpriate, cnduct press briefings and interviews. Give lcal and natinal media equal time D nt permit unauthrized persnnel t release infrmatin. 1.5 Cntingency fr Alternate Means f Cmmunicatin Ttal reliance n the telephne, r ther systems that d nt have back-up r self-cntained pwer surces, as the sle means f cmmunicatin shuld be avided during emergencies. Because the results f a serius emergency cnditin frequently include dwned pwer and telephne lines, alternate cmmunicatin systems shuld be devised. Pssible alternate cmmunicatins systems include radis using batteries r back-up pwer surces, beepers, cell phnes, messengers, bull-hrns, public address systems, and elevatr address systems. 13

21 Occupant Emergency Plan Guide Step 2 Whatever methd f cmmunicatin is used t initiate emergency actin plans, the system shuld be validated quarterly. Cnsider the fllwing: Plan fr all pssible cntingencies frm a temprary r shrt-term disruptin t a ttal cmmunicatins failure. Cnsider the everyday functins perfrmed by the facility and the cmmunicatins, bth vice and data, used t supprt them. Priritize all facility cmmunicatins. Determine which shuld be restred first in an emergency. Establish prcedures fr restring cmmunicatins systems. Talk t cmmunicatins vendrs abut their emergency respnse capabilities. Establish prcedures fr restring services. Determine needs fr backup cmmunicatins fr each business functin. Optins include messengers, telephnes, prtable micrwave, amateur radis, pint-t-pint private lines, satellite, and high-frequency radi. 2.0 Occupant Life Safety Prtecting life safety f ccupants in the facility is the first pririty during an emergency. This prcess invlves making sure that prcedures, training, and equipment are available fr safe evacuatin r shelter-in-place, and that the needs f childcare centers and ccupants with disabilities are cnsidered in planning. All ccupant departments and agencies shuld be invlved in all aspects f planning and staffing f the OEP. If nn-gvernment activities are cnducted within in the facility, representatives f thse rganizatins shuld be invited t participate. 2.1 Occupant Actins Fr mst situatins, immediate ccupant actins invlve the fllwing: Recgnize: Situatins that culd lead t, r becme, an emergency; and Emergency situatins.! React t ensure safety f ccupants in the immediate area. Reprt t prper authrities frm a safe lcatin. One cmmn means f prtectin is evacuatin. In the case f fire, an immediate evacuatin t a predetermined area away frm the facility may be necessary. Hwever, in sme emergencies, the best means f prtectin is t take shelter either within the facility r away frm the facility in a public building. Depending n the nature f the emergency and whether it is internal r external t 14

22 Occupant Emergency Plan Guide Step 2 the facility, the OEO may direct ccupants t: Evacuate the affected area Relcate t anther flr (if in a high-rise facility) Evacuate the facility and prceed t designated assembly areas Relcate t the COOP site (if a member f the COOP team) Prceed t designated shelters (including shelter in place, if apprpriate) Leave the facility fr the day (due t facility r gvernment clsure) Remain at their wrk lcatins Attachments 1 and 2 prvide guidance fr facility evacuatin and shelter in place, respectively. 2.2 Childcare Centers If a childcare center is lcated in the facility, the directr shuld be invlved in develping and psting emergency respnse prcedures. Center staff shuld knw whm t cntact in the event f a medical emergency, hw the center will be ntified f a fire r ther danger that may require evacuatin, the lcatin f the fire alarm bxes and fire extinguishers, the primary and secndary evacuatin rutes, and the lcatins f safe areas. Center staff shuld be reminded t select a meeting place that is clear f the facility and t prvide this infrmatin t parents. Each staff member shuld be assigned a specific grup f children fr whm he/she is t be respnsible during an emergency. Attachment 1 prvides guidance n evacuatin fr childcare centers. 15

23 Occupant Emergency Plan Guide Step Occupants Needing Special Accmmdatins r Assistance Occupants needing special accmmdatins r assistance may require mre detailed planning in the event f an emergency situatin in the facility. Generally, thse ccupants are in the best psitin t determine their wn needs. D nt assume that ccupants with bvius disabilities will always need assistance during an evacuatin. As such, they shuld be invlved in planning t infrm the OEO f what kind f assistance they require. Cnsider the questins in Table 2. Table 2: Disabled Occupant Cnsideratins Evacuatin Exits Getting Help Mbility Aids/Ramp Access Service Animals/Pets D they need help t leave the wrkplace? If s, are there vlunteer c-wrkers designated t assist them? Can they reach and activate an alarm? Will they be able t evacuate independently withut relying n auditry cues? (One such cue might be nise frm a machine near the stairs these cues may be absent if the electricity is ff r alarms are sunding) Hw will they cntinue t use equipment that runs n electricity, such as dialysis, electrical lifts, etc.? D they have a safe back-up pwer supply and hw lng will it last? Hw will they cpe with debris alng their planned exit rute fllwing the emergency? D they need a specially equipped vehicle r accessible transprtatin? Are stairs prvided with at least a 48-inch clear width between handrails (37 inches where egress is in the descending directin)? Are ramps available where elevatrs may nt be wrking r cannt be used? Are areas f refuge prvided n each flr in accrdance with the Life Safety Cde fr the mbility impaired (e.g., areas separated by fire-rated cnstructin with direct access t an exit, r areas enclsed with smke-resistant cnstructin in a building prtected with sprinklers)? If s, are these areas identified in the Occupant Emergency Plan s mbility impaired individuals and thse assigned t assist them are aware f these lcatins? Are emergency signs prvided and printed in Braille fr the visually impaired? Des the building have a fire alarm system with visual ntificatin appliances (strbe lights)? Are special prvisins in place fr hearing impaired ccupants wh wrk in islated lcatins s they are ntified f an emergency? Hw will they call r summn fr the help they will need t leave the building? D they knw the lcatins f text telephnes and phnes that have amplificatin? Will their hearing aids wrk if they get wet frm emergency sprinklers? Have they determined hw t cmmunicate with emergency persnnel if they dn t have an interpreter, in the event f hearing aid failure, r if they are withut a wrd bard r ther augmentative cmmunicatin device? What will they d if they cannt find yur mbility aids? What will they d if their ramps are shaken lse r becme separated frm the building? Will they be able t care fr their animal (prvide fd, shelter, veterinary attentin, etc.) during and after an emergency? D they have anther caregiver fr their animal if they are unable t meet its needs? D they have the apprpriate licenses s they will be permitted t keep the animal with them in a shelter? 16

24 Occupant Emergency Plan Guide Step 2 All ccupants may be asked t vluntarily self-identify whether they have impairments that wuld make assistance necessary in the event f an emergency. Fr thse wh respnd affirmatively, the OEO may ask what type f assistance they wuld need. Even if ccupants d nt vluntarily self-identify as needing assistance in an emergency, thse with knwn disabilities may be asked whether and what type f assistance they may need in an emergency. Identify the wide range f ccupants wh may need special accmmdatins r assistance. These individuals may include ccupants with the fllwing cnditins r situatins: Visually impaired May be extremely reluctant t leave familiar surrundings when the request fr evacuatin cmes frm a stranger. A guide dg culd becme cnfused r disriented in a disaster. Peple wh are blind r partially sighted may have t depend n thers t lead them, as well as their dg, t safety during a disaster. Hearing impaired May need t make special arrangements t receive warnings. Mbility impaired May need special assistance t evacuate r get t a shelter. Examples include individuals wh are pregnant, elderly, bese, temprarily disabled (e.g., n crutches r in a cast), r have intermittent needs (e.g., flare-ups f arthritis). Single wrking parent May need help t plan fr disasters and emergencies. Cgnitive r develpmentally disabled May need additinal assistance in determining and articulating their needs. Nn-English speaking persns May need assistance planning fr and respnding t emergencies. Cmmunity and cultural grups may be able t help keep peple infrmed. Peple withut vehicles May need t make arrangements fr transprtatin. Peple with special dietary needs Shuld take special precautins t have an adequate emergency fd supply. Peple with medical cnditins Shuld knw the lcatin and availability f mre than ne facility if dependent n a dialysis machine r ther life-sustaining equipment r treatment. Emergency xygen and respiratry equipment may nt be readily available fr ccupants with respiratry difficulties. Peple with develpmental disabilities May need help respnding t emergencies and getting t a shelter. Peple with dementia Shuld be registered in the Alzheimer s Assciatin Safe Return Prgram. Smetimes an emergency exacerbates existing impairments r creates new nes, affecting an individual s ability t evacuate. T prepare fr thse situatins, cnsider the fllwing when evaluating the facility s capacity t prtect ccupants during an emergency: Ensure that all ccupants have access t the same infrmatin in a detailed and timely manner. Ensure that necessary prcedures, equipment, signage, and supprts are in place. Establish areas f refuge r areas f rescue assistance as required. Establish a supprt netwrk f ccupants wh are willing t assist in an emergency. Cntact lcal emergency services fr assistance in acquiring special evacuatin equipment (such as evacuatin chairs). Prvide instructin n the use f evacuatin chairs t affected ccupants. 17