Guide. Emergency Preparedness and Response OH&S PREVENTION PURPOSE OF THIS GUIDE: The Workplace Health, Safety and

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1 OH&S PREVENTION Guide Emergency Preparedness and Response PURPOSE OF THIS GUIDE: The Workplace Health, Safety and Compensation Commission is developing resource materials to help employers and workers carry out their responsibilities for health and safety in the workplace. This specific booklet, Emergency Preparedness and Response, is designed to provide an understanding of effective emergency management through the development of an Emergency Response Plan (ERP). It includes the role of workplace parties in the development and implementation of a six step process in effectively preparing for and responding to emergencies. For more information on the development and implementation of an OH&S program, contact Prevention Services at: (709) or toll free

2 Emergency Preparedness and Response INFORMATION SOURCES Workplace Health, Safety and Compensation Commission Prevention Services Phone: (709) Toll free ; Department of Government Services Occupational Health and Safety Branch Phone: (709) Or toll free Human Resources Skills Development Canada Labour Program, Newfoundland Division Phone: (709) (call collect outside St. John s) DISClAIMER The Workplace Health, Safety and Compensation Commission (the Commission) provides information and health and safety advisory services for most aspects of occupational health and safety programming. The information presented is subject to a disclaimer. It is intended to provide examples of general use and may not apply to every circumstance. While all reasonable efforts have been made to ensure the accuracy of the information presented, the Commission does not and cannot guarantee the accuracy thereof. The Commission does not warrant or assume any legal liability or responsibility for the accuracy, completeness, or usefulness of the information presented nor for any actions taken in reliance thereon. The Commission shall not be liable for any damage or loss arising out of the use of the information or the application of the concepts contained therein. All those using the information do so at their own risk and shall be deemed to indemnify the Commission from any loss or damage arising from the use of the information. The information presented is subject to jurisdictional variation and is always subject to change. Individuals or organizations responsible for working with the information presented are responsible for ensuring that all applicable standards and regulations are fulfilled. The information presented cannot and should not be considered a definitive guide to government regulations nor does it relieve individuals or organizations using the information from their responsibilities under any or all applicable legislation. December 2010

3 legislative REqUIREMENTS The majority of employers in Newfoundland and Labrador must follow provincial legislation for occupational health and safety: Occupational Health and Safety Act Occupational Health and Safety Regulations The legislation is a minimum guide for developing occupational health and safety (OH&S) policies and procedures in workplaces. In addition to the legislation, best practices should be incorporated into all workplaces to increase the effectiveness of the OH&S program. For official copies of the Occupational Health and Safety Act and the Occupational Health and Safety Regulations, please contact: OFFICE OF THE queen's PRINTER Department of Government Services P.O. Box 8700 St. John's, NL A1B 4J6 Telephone: (709) queensprinter@gov.nl.ca Unofficial copies are available online at: Some employers fall under federal jurisdiction and must follow the Canada Labour Code-Part II (Code). The Code applies to the following inter-provincial and international industries: railways highway transport telephone and telegraph systems pipelines canals ferries, tunnels and bridges shipping and shipping services radio and television broadcasting and cable systems airports banks grain elevators licensed by the Canadian Grain Commission, and certain feed mills and feed warehouses, flour mills, and grain seed cleaning plants the federal public service and persons employed by the public service and about 40 Crown corporations and agencies employment in the operation of ships, trains and aircraft the exploration and development of petroleum on lands subject to federal jurisdiction Note: Part II of the Canada Labour Code does not apply to certain undertakings regulated by the Nuclear Safety and Control Act. For an official copy of the Canada Labour Code please contact: Canadian Government Publishing, Communication Canada Ottawa, ON K1A 0S9 Telephone: (613) or FAX: (613) or Internet: Unofficial copies are available online at:

4 TAblE OF CONTENTS Introduction Emergency Preparedness and Response Definitions Emergency Emergency management Emergency preparedness Emergency response plan (ERP) Workplace Emergency Benefits of Emergency Preparedness and Response Emergency Preparedness and Response Procedures What training is required? Roles and Responsibilities in Emergency Preparedness and Response Employers Emergency Preparedness Planning Teams Emergency Response Teams OH&S Committees Workers, Managers and Supervisors Steps in Developing an Emergency Preparedness and Response Program... 9 Step 1 Establishing the Emergency Preparedness Planning Team Establishing an Emergency Preparedness and Response Policy Step 2 Assess the Risks and Company Capabilities Step 3 Develop the Emergency Response Plan (ERP) Establishing the Emergency Response Team Activating Internal/External Resources Evacuation Procedures/Floor Plan Disability Management Step 4 Implement the Emergency Response Plan Step 5 Evaluate the Emergency Response Plan Step 6 Continuously Improve the Emergency Response Plan linking Emergency Preparedness and Response to the OH&S Program Conclusion References Appendix A Glossary i Appendix b Excerpts from the Occupational Health and Safety First Aid Regulations under the Occupational Health and Safety Act Newfoundland and Labrador v Appendix C Sample Emergency Management Checklist x

5 Introduction As part of the internal responsibility system, all workplace parties employers and workers, including managers and supervisors, and occupational health and safety (OH&S) committees, have a shared responsibility for the OH&S program. This means everyone works co-operatively, shows ownership for the program and is committed to preventing injury, illness and property damage in the workplace. Under provincial legislation, where 10 or more workers are employed in a workplace, the employer is required to establish and maintain an OH&S program in consultation with the OH&S committee. In workplaces where less than 10 workers are employed, the employer is required to ensure a worker health and safety (WH&S) representative is in place to monitor the health, safety and welfare of workers. And, in workplaces with less than six workers employed, and where it is impractical to assign a WH&S representative, the employer may designate a workplace health and safety designate to monitor the health, safety and welfare of workers. For federally regulated workplaces, employers are responsible for developing, implementing and monitoring a prescribed program for the prevention of hazards in the workplace in consultation with the policy health and safety committee, and/or the workplace health and safety committee, or the health and safety representative. The employer is required to establish a policy health and safety committee, where 300 or more workers are directly employed; a workplace health and safety committee is required in workplaces where 20 or more workers are directly employed; and a health and safety representative is required in workplaces with less than 20 workers directly employed. For the purpose of this booklet, the duties and responsibilities of the OH&S committee will also include those of worker health and safety representatives and workplace health and safety designates in provincially regulated workplaces and health and safety representatives in federally regulated workplaces. This booklet is designed to assist those responsible in developing an effective emergency preparedness and response program. The emergency preparedness and response program includes a system that supports emergency management and provides workplaces with procedures for mitigating human and property loss in the event of an emergency. Emergency management involves specific prevention, preparedness, response and recovery activities in an organization. This booklet provides important information about emergency management activities that includes emergency preparedness and the development of an emergency response plan (ERP); the different roles of workplace parties in protecting human life and minimizing property loss, the six steps in developing an ERP and linking emergency preparedness and response with other parts of the OH&S program. Best practice is a standard that exceeds minimum legislative requirements and supports working in the safest possible way. Developing and implementing effective emergency preparedness and response procedures specific to your organization; and regularly monitoring, evaluating and revising the ERP through regular review and mock drills all demonstrate minimum legislative requirements. However, employers can exceed these standards to include best practice activities that will be discussed in detail throughout this booklet. For commonly used OH&S terms, please refer to Appendix A Glossary. More Information For more information on building a health and safety program, there are several booklets and information resources available in this series. Fact Sheets: Introduction to an OH&S Program Leadership and Administration OH&S Committees Education & Training Safe Work Practices and Procedures Hazard Recognition, Evaluation and Control Workplace Inspections Accident/Incident Investigation Disability Management look for these fact sheets in the near future: Communication Emergency Preparedness and Response booklets: Guide to Writing an Occupational Health & Safety Policy Occupational Health & Safety Committees Introduction to an Occupational Health and Safety Program Workplace Inspections Accident/Incident Investigations Hazard Recognition, Evaluation and Control Emergency Preparedness and Response look for these booklets in the near future: Communication Safe Work Practices and Procedures Education and Training Page one

6 EMERGENCy PREPAREDNESS AND RESPONSE An emergency response plan (ERP) is a mandatory part of the OH&S program. Emergency response is one of the four activities included in emergency management and also includes: prevention, preparedness and recovery. The ERP involves a process with procedures that outlines the internal/external resources, roles, responsibilities and accountabilities; and training requirements needed to deal with emergency situations in a controlled manner. In an emergency, all workers must know their specific roles and responsibilities to keep themselves and others safe. Musculoskeletal injury (MSI) prevention considerations should always be included in emergency response planning. Some examples include: ensuring all emergency signage is understandable and easy to read placing emergency equipment and gear within easy reach of those who are required to use it making sure workers understand what is required of them in the event of an emergency Incorporating emergency preparedness and response into the OH&S program strengthens the internal responsibility system and is essential to building a positive safety culture and healthy workplace. THE EMERGENCy MANAGEMENT SySTEM Requirements Specific OH&S requirements for employers who are provincially regulated can be found in the Occupational Health and Safety Act and Regulations. Requirements for federally regulated employers can be found in the Canada Labour Code, Part II. Contact information for obtaining provincial and federal OH&S legislation can be found at the beginning of this booklet in Legislative Requirements. Page two

7 Employers must also comply with industry-specific or hazard-specific legislation. Some of these fall under: Asbestos Abatement Regulations; Asbestos Exposure Code Regulations; OH&S First Aid Regulations; Workplace Hazardous Materials Information System (WHMIS) Regulations; Radiation Health and Safety Act and Regulations; Mines Safety of Workers Regulations; Workplace Health, Safety and Compensation Act and Regulations; Fire Prevention Act, 1991; and Life Safety Code (N.F.P.A. No. 101). Please refer to the following sections of OH&S Act, OH&S Regulations and the Canada Labour Code for the specific requirements of employers, supervisors and workers in emergency preparedness and response. OH&S Act OH&S Regulations Canada Labour Code Part II Sections 36.1 Sections 12. (1) (e) (j) 15. (1) (a) (5) 18. (3) (11) (6) 86. (b) (c) 100. (3) (6) 135. (d) 251. (6) (d) (4) 459 (1) 468. (1) (f) (g) 481. (2) 484 (2) (a) 505. (1) (b) 506 (1) (d) 513. (1) (a) (b), (3) (d), (4) (c) 515. (c) (v) 516. Sections (o) & (p) 17.5, 17.5 (2), 17.6 (1) (a) & (b), 17.7, 17.8, Definitions Emergency an event, or imminent event, outside the scope of normal operations that requires prompt coordination of resources to protect the health, safety or welfare of people, or to limit damage to property and the environment. (Canadian Standards Association 2003: Emergency Preparedness and Response: CAN/CSA-Z731-03) Emergency management a documented management framework intended to ensure that steps are taken to identify potential losses and their possible impact, maintain viable response and recovery strategies, and provide for continuity of services in an emergency. (Canadian Standards Association 2003: Emergency Preparedness and Response: CAN/CSA-Z731-03) Emergency preparedness activities, programs, and systems for response, recovery, and mitigation in anticipated emergencies. (Canadian Standards Association 2003: Emergency Preparedness and Response: CAN/CSA-Z731-03) Emergency response plan (ERP) a document developed to ensure quick access to the information necessary for effectively responding to an emergency. (Canadian Standards Association 2003: Emergency Preparedness and Response: CAN/CSA-Z731-03) Emergency, emergency management, emergency preparedness, and emergency response plan (ERP) definitions are Reproduced with the permission of Canadian Standards Association from CAN/CSA-Z731-03, Emergency Preparedness and Response, which is copyrighted by Canadian Standards Association, 5060 Spectrum Way, Mississauga, Ontario, L4W 5N6. While use of this material has been authorized, CSA shall not be responsible for the manner in which the information is presented, nor for any interpretations thereof. Page three

8 Emergency management consists of an integrated set of policies and procedures that allow an organization to effectively prevent, prepare for, respond to and recover from emergency incidents. Emergency preparedness and the ERP is an essential element of the occupational health and safety program. It outlines the types of emergencies an organization may encounter; and coverage, notification, response and recovery procedures that are followed if they occur. The development and implementation of an effective ERP helps: to prevent or reduce casualties, property and environmental damage minimize financial loss enable the organization to resume normal business operations more quickly Workplace Emergency A workplace emergency is an unforeseen situation that threatens workers, customers, or the public; disrupts or shuts down operations; or causes physical or environmental damage. Some examples of workplace emergencies include: fires chemical spills workplace violence severe winter storms floods bomb threats medical emergencies unknown toxic substances It is critical for organizations to determine their risks by conducting an emergency response analysis which is similar to a hazard assessment; however, focuses specifically on risks that can contribute to emergencies. This assessment will be further discussed in Step 2 - Assess the Risks and Company Capabilities. It involves the emergency preparedness planning team talking to workers, management, outside agencies, and other industry leaders to find out the type of emergencies that could happen, the likelihood of it occurring, what can be done to prevent it, and resources needed to manage the emergency. The completed list of workplace emergencies may or may not include the above examples. The emergency response analysis will determine emergencies each individual organization should be prepared to manage and respond. For example, a postal outlet may have an established procedure for suspicious packages, but not toxic chemical spills; however, a mine may have an established procedure for toxic chemical spills, but not suspicious packages. In addition, it s important to remember that an emergency can happen alone or in combination with another. For example, a delivery truck may lose control and hit a light pole that catches on fire. This example involves multiple emergency situations of a vehicular accident, power outage and fire. benefits of Emergency Preparedness and Response Outlined below are some of the benefits associated with developing effective emergency preparedness and response procedures that go beyond legislated requirements. demonstrating the commitment to the health and safety of workers and the public reducing potential loss to people, equipment, material and the environment ensuring that all workers, including managers and supervisors, know their roles and responsibilities, and are trained to respond identifying both internal and external resources and capabilities ensuring mutual aid agreements with other organizations are effective* being effective in reducing emergency response times helping restore business operations as soon as possible vehicular accidents explosions power failure suspicious packages equipment/machinery failure armed robberies pandemics (i.e. influenza, H1N1, etc.) enhancing public perception that industry and their emergency responders are effectively managing emergencies *Mutual aid agreements are between individuals or companies who have agreed to provide assistance and resources in the event of an emergency Page four

9 What training is required? Effective emergency management contains emergency preparedness and response procedures that outline measures that will be taken and steps to be followed if an emergency occurs. When developing procedures, the following factors should be included: procedures should be specific to the organization and identified hazards/risks identify those responsible for developing, activating and communicating the emergency response plan provide for flexibility due to changing conditions during an emergency provide adequate internal/external resources for controlling emergencies and mitigating consequences provide the OH&S Committee with the opportunity to participate in the development, implementation and monitoring of emergency preparedness and response procedures ensure to include musculoskeletal injury (MSI) prevention considerations in emergency response procedures Roles and Responsibilities in Emergency Preparedness and Response In keeping with the internal responsibility system and best practice, all workplace parties have an important role in emergency preparedness and response. These workplace parties include employers, emergency preparedness planning and/or emergency response teams, OH&S committees, workers, managers and supervisors. OH&S legislation requires employers to establish and maintain an OH&S program that integrates the development and implementation of emergency response planning. The development and implementation of an effective emergency management program is a team effort that requires the participation and consultation of all workplace parties. One way of ensuring best practice is to follow these roles and responsibilities of workplace parties. Employers Employers should: 1. Provide the resources human and financial to develop and implement an effective emergency management program. 2. Ensure adequate and specific workplace emergency preparedness and response procedures are developed in consultation with the emergency preparedness planning team and the OH&S committee. 3. Ensure the emergency response analysis is completed in consultation with the emergency response planning team and OH&S committee. 4. Provide emergency and rescue equipment, including PPE. 5. Develop responsibilities and accountabilities for the emergency preparedness planning team, emergency response team and all workers in consultation with emergency preparedness planning team and OH&S committee. 6. Ensure all workers, managers and supervisors are provided with education and training needed to understand their roles and responsibilities in the event of an emergency. 7. Communicate the emergency management program to all workers. 8. Post first aid providers and location of first aid kits; emergency numbers and floor plan with primary/secondary routes and muster stations in the workplace. 9. Ensure floor plan is made available to emergency responders. 10. Ensure workplace inspection checklists include the inspection of first aid kits, current list of first aiders and emergency contact numbers; emergency equipment and exits. 11. Review the ERP every 3 years, as required by manufacturer s specifications, or when new equipment or work processes are introduced to the workplace that have the potential to cause emergencies. 12. Schedule mock drills and exercises in consultation with emergency preparedness planning team and the OH&S committee. Page five

10 13. Ensure the emergency preparedness planning team, emergency response team, and OH&S committee take an active role in the review and evaluation of the ERP, exercises and mock drills. 14. Ensure recommendations for corrective action are implemented, monitored, evaluated and communicated in consultation with the OH&S committee. 15. Review results of emergency exercises and drills with all workers, emergency preparedness planning team, emergency response team and OH&S committee. 16. Develop mutual aid agreements with external resources. 17. Ensure emergency response systems are regularly serviced and maintained as part of the preventative maintenance program. 18. Ensure the internal accident/incident investigation procedure is developed and corrective actions taken are adequate, in consultation with the OH&S committee. 19. Initiate employee assistance program and give direction to employees who need it. 20. Ensure disability management program is developed and implemented. Emergency Preparedness Planning Teams Teams should: 1. Notify employer of the required resources human and financial to develop and implement an effective emergency response plan. 2. Consult with the employer and OH&S Committee to ensure adequate workplace emergency preparedness and response procedures are developed. 3. Conduct emergency response analysis to determine hazards and associated risks; and company s internal and external capabilities, in consultation with the employer and OH&S committee. 4. Locate and list all hazardous materials identified in the emergency response analysis and provide to emergency responders. 5. Make recommendations to employer and OH&S committee for corrective actions for hazards identified in emergency response analysis to prevent potential emergencies. 6. Develop responsibilities and accountabilities for all workplace parties and emergency response team in consultation with employer and OH&S committee. 7. Notify employer and OH&S committee of required specialized training for emergency response team workers. 8. Notify employer and OH&S committee of necessary emergency and rescue equipment, including PPE. 9. Ensure completed floor plans, first aid kits and/or rooms, adequate number of first aiders and emergency numbers are established. 10. Develop emergency response exercises and mock drill schedules in consultation with employer and OH&S committee. 11. Ensure the internal accident/incident investigation procedure is implemented and corrective actions taken in consultation with the OH&S committee. 12. Review ERP every three years in consultation with the employer and OH&S committee or, as required, by manufacturer s specifications when new equipment or work processes are introduced to the workplace with the potential to cause emergencies. 13. Develop mutual aid agreements with external resources. 14. Establish external resources list. 15. Ensure worker and emergency responders phone numbers are current. 16. Ensure emergency response systems are regularly serviced and maintained in consultation with the OH&S committee. 17. Identify all hazardous materials in the emergency response analysis. 18. Review results of emergency exercises and drills with all workers, employer, emergency response team and OH&S committee. Page six

11 Emergency Response Teams Teams should: 1. Participate in specialized emergency response training as coordinated by the emergency preparedness planning team and OH&S committee. 2. Activate and administrate the ERP in consultation with the employer. 3. Report the emergency to all workers and external agencies. 4. Control and take command of the situation. 5. Coordinate all emergency activities. 6. Order evacuation of all workers and visitors, and confirm completion of evacuation. 7. Request external aid from mutual agreement partners in consultation with employer. 8. Provide the list of hazardous materials to emergency responders. 10. Direct equipment shut-downs. 11. Initiate rescue operations, including the retrieval of specialized equipment and PPE for the internal emergency response team and workers. 12. Attend to casualties. 13. Activate mutual aid agreements. 14. Issue the all-clear to workers when it is safe to return to the building. 15. Coordinate property clean-up. 16. Review results of emergency exercises and drills with all workers, employer emergency preparedness planning team and OH&S committee. NOTE: Depending on the size and complexities of an organization, the emergency preparedness planning team and the emergency response team may be the same individuals and assume the roles and responsibilities of both teams. OH&S Committees should: 1. Participate in the development and implementation of the emergency management program in consultation with the employer and the emergency preparedness planning team. 2. Participate in the review of the emergency management program in consultation with the employer and the emergency preparedness planning team. 3. Participate in the scheduling of mock drills and exercises in consultation with the employer and the emergency preparedness planning team. 4. Establish and promote emergency management educational programs in consultation with the employer and the emergency preparedness planning team. 5. Receive complaints from workers concerning health and safety hazards that have the potential to cause emergencies. 6. Make recommendations for corrective action to the employer and to those conducting the drill reviews and/or investigations. 7. Monitor implementation, follow-up, and evaluation of corrective actions made as a result of emergency exercises. 8. Regularly monitor the effectiveness of the ERP and make recommendations for improvement when appropriate. 9. Maintain written records of emergency preparedness and response activities. 10. Review results of emergency exercises and drills with all workers, emergency preparedness planning team, emergency response team and employer. Workers, Managers and Supervisors should: 1. Take reasonable care in protecting the health and safety of themselves and others. 2. Managers and Supervisors must ensure that emergency management programs are easily understood by all workers. Page seven

12 3. Know primary and secondary escape routes, location of muster stations identified on floor plan and where to access names of first aiders, first aid kits and emergency numbers. 4. Participate in any internal and external reviews and/or investigations. 5. Make suggestions for corrective actions to those conducting the reviews and/or investigations. 6. Immediately evacuate premises in the event of an emergency and take direction from emergency response team. 7. Stay in muster area until the all-clear signal has been given. 8. Wear any PPE that has been provided for their protection. Depending on the size and complexity of the workplace, external resources may be involved in the development of emergency preparedness and response procedures including government agencies or those working in specialized areas, such as hazardous waste management and fire departments. Note: This is not an exhaustive list of all hazards and risks found in workplaces. Please consult with your company s hazard assessment and emergency response analysis for training needs that are specific to your organization. Page eight

13 Steps in Developing an Emergency Preparedness and Response Program The emergency preparedness and response procedures should outline a step-by-step process for carrying out each step in the plan. The overall management of an emergency should outline three key areas: available internal and external resources responsibilities and accountabilities of all workplace parties and external responders training requirements and access to training The major steps in developing an emergency preparedness and response program are: Step 1 Establish the emergency preparedness planning team Step 2 Assess the risks and company capabilities Step 3 Develop the ERP Step 4 Implement the ERP Step 5 Evaluate the ERP Step 6 Continuously improve the ERP Step 1 Establishing the Emergency Preparedness Planning Team An effective ERP requires the collaboration of individuals with many different skill sets and experience. When establishing this team, there must be an individual or a group in charge of developing the ERP. The number of people on the team depends on the size and complexities of the facility, emergency requirements and internal/ external resources. Team members should be individuals that have an interest in health and safety, want to be part of a solution or control and have a combined variety of skills sets from all levels of the organization. In some organizations, this team is a sub-committee of the OH&S committee in which OH&S committee members may participate on the team to provide a link between both committees. Team members may include: Upper management Middle management Human resources Engineering or maintenance Health, safety and environment Public relations Trades persons Security OH&S Committee members Based on available internal resources you may have to bring in external resources or outside agencies and workers from different areas of the workplace. You may need a professional engineer and/or safety consultant based on risks that were identified during the emergency response analysis. Involving emergency responders or associations, as well as others in your industry will help workplaces determine external responsibilities; and capabilities and resources of other organizations. In addition, including workers who work in different locations in the workplace may bring a fresh look to the area and see things that others who are more familiar may overlook as being acceptable. Members of the emergency preparedness planning team and/or emergency response team should be appointed by employers in writing with clearly defined responsibilities and accountabilities, and specialized training conducted to ensure timely and effective response to emergencies. Page nine

14 Management commitment is vital for the successful development and implementation of the ERP. This commitment is shown in the development of a separate emergency preparedness and response policy. Establishing an Emergency Preparedness and Response Policy This policy should be: written in clear and simple language that demonstrates the employer s ongoing commitment to protect the health and safety of workers in the event of an emergency signed and posted by the employer reviewed on a regular basis communicated to workers, contractors and visitors when on the employer s premises understood and followed by all workers included in the new employee orientation Step 2 Assess the Risks and Company Capabilities Effective emergency management clearly identify factors that contribute to potential emergencies, types of emergencies, consequences of uncontrolled emergencies and the emergency response analysis. The emergency response analysis is an extension of the hazard assessment that is conducted as part of the hazard recognition, evaluation and control element of the OH&S program. This analysis includes: the objective of the emergency response analysis which is to determine the severity of a potential emergency the review of basic workplace information such as Material Safety Data Sheets (MSDS), chemical inventory, number of workers, facility diagram, and operation manuals hazard recognition to determine what hazards exist and associated emergency situations keeping worst-case scenario in mind risk evaluation based on severity and probability of the event safe work practices and procedures; and safety standards to determine acceptable and unacceptable conditions The implementation of controls is to first eliminate hazards, and if this cannot be done, to minimize risk as low as possible. (Please refer to Hazard Recognition, Evaluation and Control Booklet for further information on the hierarchy of controls.) The assessment of company capabilities determines the following characteristics in handling workplace emergencies: the existing internal resources in responding to an emergency in relation to potential loss the types of internal/external resources and level of available support, such as equipment and supplies that are required to handle each emergency situation it assists in the development of an up-to-date external responder contact list, emergency equipment and machinery inventory it identifies required alternate sources of power, rescue equipment, fire fighting equipment, emergency personal protective equipment, and alternate communication sources temporary locations of business operations are identified in this stage the accessibility of external/internal resources and time lines for emergency response are determined Step 3 Develop the Emergency Response Plan (ERP) The ERP is developed by the emergency preparedness planning team in consultation with the employer and the OH&S committee. The objective of an ERP is to clearly outline the actions and strategies of the organization in the event of an emergency. The response procedures: must be written in clear language and specific to workplace emergencies identified in the emergency response analysis; for example, fire, bomb threat, workplace violence, and chemical spills should clearly indentify roles and responsibilities of the emergency response team and workers outline specific emergency scenarios and allow for after-hour emergencies Page ten

15 Prioritizing or ranking workplace emergencies is important to ensure that the emergency most likely to occur is planned for first, to determine appropriate emergency response procedures. After the most likely is planned for, then employers are to develop emergency response procedures for hazards and risk according to ranking. This involves taking the results of the emergency response analysis and prioritizing emergencies according to the ranking of each. When determining potential emergencies, it is important to look at both the severity of the event, and the likelihood of it happening. For example, an airplane crash can happen anywhere. However, an employer whose workplace is in close vicinity to an airport or in the flight path is more likely to be affected by an airplane crash than those employers who are not. Planning for an aircraft emergency would be high priority for these employers as the severity of a plane crash is higher. Establishing the Emergency Response Team The establishment of an emergency response team is vital to the overall management of emergencies, and alleviating the negative impact of emergencies. teams must assign roles and responsibilities must also be able to effectively handle emergency situations must also complement internal resources with external service providers The ERP must clearly outline the procedure for notifying the emergency response team and activating the emergency response plan. Specialized training of all emergency response participants is critical to the overall management of an emergency. Beginning with preventing the event, responding appropriately to the event, and ending with timely recovery of normal business operations. Depending on the size and complexities of your organization and existing hazards, it may help to develop job descriptions for all members of the emergency response team, such as Emergency Manager, Site Co-ordinator, Response Leader and Communications Officer. The development of a detailed terms of reference will guide the team in activities, functions and responsibilities. In this stage, authority lines are established for all team members. Activating Internal/External Resources A completed emergency response analysis that identifies hazards and potential emergencies will assist companies in activating appropriate internal and external resources. The activation of internal resources includes the internal, external, backup and/or off-site alarm systems. The internal alarm system notifies the emergency response team to take action and alerts workers of an emergency with warning systems appropriate for persons with disabilities. These include areas with high levels of noise, low levels of light, etc. The external alarm is the device used to alert outside authorities of emergencies, such as fire alarms, backup alarms and communication mechanisms which are necessary in the event that the emergency situation disables your internal and/or external systems. Off-site alarms are required for workers who are based off-site and need to alert employers and emergency responders of any required emergency assistance. External and internal communication alternates and back-ups, such as cell phones or two-way radios and the locations of these devices must be determined in the plan. The team must also determine how to report emergencies to outside agencies. Please ensure that 911 services are available in your area before including it in the emergency response plan by consulting with local emergency responders. Companies may use codes or numbers for outside phone calls, such as dial 9 before entering phone numbers. If this is the case, you must include this number in your plan and post it in your workplace in an area that is accessible and frequented by workers (e.g. next to outside phones, staff rooms, department phones, etc). Page eleven

16 Evacuation Procedures/Floor Plan Evacuation procedures must be included in a floor plan, posted in the workplace, and made available to emergency responders when they arrive on the scene. The floor plan must include primary and secondary routes, location of fire extinguishers, pull-box stations, fire hose cabinets, emergency exits, and muster areas. Primary and Secondary Escape Routes Primary and secondary escape routes for all areas must be determined to ensure the evacuation of all building occupants in a timely and orderly manner. It is important to identify assistance to those individuals who require it when leaving a building. Emergency Exits Emergency exits must be clearly marked with signs and evacuation routes large enough to accommodate the numbers of evacuating people. When establishing the primary and secondary evacuation routes, ensure they do not expose workers to additional hazards and are clear of obstructions at all times (i.e. not being used for additional storage areas). Workplace inspections must check all emergency exits, equipment and signage to ensure they are being properly maintained. Emergency lighting An emergency lighting system should be installed to keep work areas and evacuation routes well lit when lights are unavailable in a power outage. Muster Areas Muster areas are planned and assigned locations in a safe area where workers will meet for directions from the emergency response team. All workers must be accounted for in each muster area by doing a head count and missing workers immediately reported to the emergency operations centre. The procedure for reporting missing workers and their last-known location to the emergency operations co-ordinator must be established. Transportation of workers must be considered if they are required to travel to muster areas or an off-site location. This training must be recorded and records kept by employers. Training activities may include mock drills that test the effectiveness of the emergency response plan. The results of mock drills should also be recorded and kept by employers to assist in improving the emergency response plan. Responsibilities should be assigned to an individual or group of individuals of the emergency response team to ensure all work areas have been evacuated. Shut-Down Procedures The emergency response analysis will identify operations, equipment and machinery that must be shut-down by trained personnel. Equipment that must be shut-down is any equipment that plays a part in the emergency situation, and poses additional hazards to workers and first responders. Shut-down procedures are developed by workers who work directly with systems and have the most knowledge in work processes and must be communicated to all workers. They may be complex and require a series of technical steps, or as simple as turning equipment off and locking doors. When shutting-down equipment, ensure it does not create additional hazards and place workers in more danger. Page twelve

17 First-Aid First-aid must be administered to injured workers by only those individuals trained in first-aid. The emergency preparedness and response planning team must ensure there are an adequate number of persons trained in firstaid in a shift and the first-aid kits and/or rooms are available and equipped with required supplies. Workplace inspections must check all first-aid kits and/or rooms to ensure they are adequately stocked. Please refer to First-Aid Regulations in Appendix B for your company s legislative requirements. Crisis Management Crisis management involves notifying external agencies that participate in emergency operations, investigation, and follow-up. Examples of external agencies Department of Government Services Occupational Health and Safety Department of Environment and Conservation federal regulatory divisions for federally regulated employers police fire department local hospitals poison control centres city/town councils Newfoundland Power Newfoundland Hydro propane gas providers nearby schools and businesses mutual aid partners The process for notifying families will need to be included in the ERP and crisis intervention training provided for individuals who have been assigned the responsibility of crisis management. Emergency Operations Centre Depending on the extent of the emergency, it may be necessary to establish an Emergency Operations Centre with a coordinator in charge of directing all emergency response activities. Major events may require the establishment of this centre to assist in reducing the impact of the event. Safety and security of workers may be directed from this centre to make sure workers are protected from dangerous areas. It is also important to secure any areas to preserve any evidence that may be used in the investigation. Communication to workers and the public may be coordinated through this centre and a communication protocol developed as part of the emergency response plan. The manner in which details will be released and communicated to the public through the media need to be determined in a media plan to ensure accuracy of facts and the event. Accident/Incident (A/I) Investigation The incident must be investigated internally using the accident/incident investigation procedure to determine root cause and establish controls to prevent reoccurrence of the event. The investigation will also identify the effectiveness of the ERP and recommend corrective actions. The A/I investigation team should be comprised of knowledgeable people and those familiar with the work processes and equipment that contributed to the emergency. A formal report should be written and submitted to the employer and OH&S committee for further review and analysis. Any fatalities, serious injuries or those that have the reasonable potential of causing serious injury to or the death of a person must be immediately reported to the assistant deputy minister. Page thirteen

18 Disability Management WHSCC must be notified of any injuries through the injury reporting system, and the claims process of adjudication initiated. Once claims are accepted, the employer and injured workers have specific obligations under Part VI Return to Work and Rehabilitation, Section s of the Workplace Health Safety and Compensation Act. If available, the companies Employee Assistance Program (EAP) may need to be notified and affected workers provided with assistance in accessing services. business Recovery Plans Business recovery plans are necessary to ensure business returns to normal in a timely manner. Consideration should be given to alternate sites, computer back-ups, phone and facsimile lines, and capabilities to return to normal activities as soon as possible. Below are four important requirements for business recovery plans. 1. clear plan objectives and purpose 2. defined roles and responsibilities 3. critical resources, forms and records inventory 4. expected length of recovery time Step 4 Implement the Emergency Response Plan Training emergency response teams including supervisors and workers to assume their roles and responsibilities is critical for having an effective ERP plan. All personnel must have the knowledge and skill sets required to analyze and remedy identifiable emergencies. The following is a list of required elements for training. detailed emergency response procedures applicable regulations and standards evacuation procedures reporting of emergencies first-aid and medical assistance procedures WHMIS and MSDS information fire extinguishers spill kits and clean-up procedures communications PPE shut-down procedures Emergency Operations Centre processes preventive maintenance of tools and equipment protocol to follow for pandemics Emergency response procedures should be taught upon hiring and on a regular basis throughout employment. Mock drills, table-top exercises and full-scale exercises are important tools to implement as part of the education and training element of the OH&S program. The following five procedures for conducting mock drills and exercises should be incorporated into emergency preparedness planning. 1. frequency and type of exercises 2. persons responsible for developing, implementing and evaluating the effectiveness of the exercises 3. the procedure for correcting deficiencies that are found during the exercises 4. the scheduling of drills and exercises 5. terms for conducting an annual full-scale exercises Step 5 Evaluate the Emergency Response Plan After an emergency situation is over or training exercises are completed, it is important for the emergency preparedness planning team and the emergency response team to evaluate response time and plan effectiveness. This evaluation is done in consultation with the employer and OH&S committee. Page fourteen

19 Using the ERP as a guideline will assist companies in developing a checklist that is specific to workplace hazards and emergency situations, and help determine effectiveness. Please refer to Appendix C for a sample emergency management checklist. Employers may use this as a guide to follow when developing a checklist specific to their workplace. The hazards and risks identified in the emergency response analysis and hazard assessment is a good resource to use when developing this checklist. Ensure to document exercise and mock drill results and submit to the employer and OH&S committee for review and feedback. include whether or not objectives and goals were met identify problems make recommendations for corrective actions identify persons responsible for implementing corrective actions set timelines for implementation create an action plan Step 6 Continuously Improve the Emergency Response Plan It is important to implement an incident follow-up process that identifies lessons learned and the implementation of controls to prevent future incidents. make classification of incidents into type of incident document location and time of incident identify process and/or equipment involved list possible causes engage in a regular review of action plans to determine the effectiveness of the action plan and recommended controls The emergency preparedness and response program should be reviewed on a regular basis and/or when new equipment and work processes have been introduced to the workplace. The plan should be incorporated into other workplace management systems. It is critical to assign responsibilities to all team members, employer(s), management and workers to avoid the assignment of the emergency response plan to one person or department. Ensure to set achievable goals and expectations and do not assume that emergencies can not happen in your workplace. They can happen anywhere, anytime and to anyone. linking Emergency Preparedness and Response to the OH&S Program Activities that are incorporated into other workplace management systems will bring together elements of the OH&S program. leadership and administration Leadership and administration is demonstrated by the employer when they commit to the development of emergency management that includes emergency preparedness and an ERP while providing the resources and people to do so. The OH&S Committee, WH&S Representative/Designate The OH&S Committee, WH&S Representative/Designate demonstrates their commitment to a safe and healthy environment when they work with the emergency preparedness planning team and emergency response team, and communicate these plans to workers. Education and training Education and training prepares workers to do their job safely while providing specific training to handle workplace emergencies. Communication to workers The emergency preparedness and response program is communicated to workers, visitors and contractors through orientation, education and training, newsletters, posters, alerts, etc. to increase their awareness of their responsibilities and accountabilities. Page fifteen

20 Hazard recognition, evaluation and control Hazard recognition, evaluation and control procedures are applied when potential hazards are identified and controlled during the emergency response analysis. Hazard assessment and emergency response analysis The hazard assessment and emergency response analysis provides important information for safe work practices and procedures to prevent incidents and emergencies. In addition, specific emergency response practices and procedures are required for timely response and evacuation of properties. Accident/incident investigation procedures Accident/incident investigation procedures may identify a situation that requires further development of the emergency preparedness and response program. Workplace inspections Workplace inspections may also identify a situation that requires further development of the emergency preparedness and response program. CONClUSION Emergency management is an essential element of an occupational health and safety management system that includes the different roles and responsibilities of workplace parties and the six steps in developing an emergency management program. It allows organizations to effectively identify potential emergencies, prepare for, respond to and recover from emergency incidents as quickly as possible. The implementation of the emergency response plan helps to prevent or reduce casualties, property and environmental damage and minimizes financial loss. Best practice is a standard that exceeds minimum legislative requirements and supports working in the safest possible way. Developing and implementing effective emergency preparedness and response procedures specific to your organization; regularly monitoring, evaluating and revising the ERP through regular review. Emergency exercises and mock drills all demonstrate the employer s commitment to health and safety. Having emergency preparedness and response procedures that identify roles and responsibilities in the event of an emergency, and ensuring all workplace parties understand their roles and responsibilities, strengthens the internal responsibility system. And this goes a long way to building a positive health and safety culture in a workplace. References 1) Canadian Centre for Occupational Health and Safety (CCOHS), Emergency Response Planning Guide (Revised), 2004, ISBN , 2) Canadian Centre for Occupational Health and Safety (CCOHS), Emergency Planning, oshanswers/hsprograms/planning.html 3) Canadian Standards Association (CSA), Emergency Preparedness and Response: CAN/CSA-Z731-03, 2003, ISBN X, 3) Worksafe BC, How to Prepare an Emergency Response Plan for your Small Business, 5) National Institute for Occupational Safety and Health (NIOSH), Employee Fire and Life Safety: Developing a Preparedness Plan and Conducting Emergency Evacuation Drills, business.html 6) Federal Emergency Management Association (FEMA), Emergency Management Guide for Business and Industry: A Step-by-Step Approach to Emergency Planning, Response and Recovery for Companies of All Sizes, FEMA 141/October 1993, Page sixteen

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