Due diligence is what we promote, risk management is what we support

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1 MANAGEMENT Due diligence is what we promote, risk management is what we support Document Name: Emergency Awareness, Preparedness & Response Procedures (THE YELLOW BOOK) Document Type: Guideline Control Number: UIRM GL-021 File Code: UIRM-001 Last Reviewed: October 2015 Ryerson University Community Responsibility A Shared Approach to Ensuring the Health, Safety and Security of Faculty, Staff, Students, Visitors and Guests in the Event of an Emergency on Campus The University Yellow Book is your guide to potential emergencies on Campus. Backed by the actions of the University Emergency Management team and comprehensive plans, detailed measures and communication strategies, the responsibilities of each community member are outlined in the following Emergency Awareness, Preparedness and Response Procedures. You are responsible for being familiar with this Guide, following the emergency response procedures, providing assistance to persons with disabilities as indicated and advising of any observed hazards which could impact safe evacuation. By each member of our community taking a few moments to read the procedures outlined in this guide, we can collectively be assured that we are prepared to deal with emergencies. We welcome your comments and suggestions for continuous improvement of emergency response on campus. The effectiveness of these procedures is reviewed annually. In addition, a review follows actual emergencies to ensure best practices are linked to experience. Thank you for your support. Julia Lewis Chief Emergency Management Officer Director Integrated Risk Management

2 Community Responsibility All University Community Members Be familiar with the University Emergency Awareness, Preparedness and Response Procedures Follow direction given by personnel previously listed Upon hearing the alarm, leave the building by the nearest exit In the event of sudden and prolonged closure of buildings or restricted access, all community members should consider contingency planning for essential personal belongings such as keys, transportation, cash or other needs which may be impacted by an emergency situation on campus. Contingency Planning In the event that the University closes or experiences diminished capacity or capability due to a crisis or catastrophic event. Faculties and departments should prepare contingency and business resumption plans for essential activity and infrastructure. In the event that community members are unable to access essential personal belongings due to sudden and prolonged building or area closures. Community members should have a plan in place to address such essential personal needs as access to keys, transportation, medications and cash. Such contingency measures may include having extra keys located near your residence, taking cash and medications with you when you leave your office and making arrangements with a neighbor, family member or friend. In the event that critical infrastructure needs, such as utilities, or equipment to maintain the integrity of research activity, fail or are disrupted. Faculty and staff should establish research activity contingency plans for unplanned events. Resources are available under Forms - Risk Assessment -- Contingency Planning. Emergency Preparedness You have a responsibility to familiarize yourself with emergency procedures. Training accompanies initial production of this manual and major revision. Additional Departmental Training Requests are available through the Integrated Risk Management Department. Please review the Emergency Response Plan. Evacuation of Persons with Special Needs / Disabilities Evacuation Persons Requiring Assistance Ambulatory Assistance The person in charge of each class, meeting or other activity must: Attempt to recruit volunteer assistance from two helpers for each person who is non-ambulatory. The helpers assist this person to proceed to the nearest safe exit or stairwell on that floor. One helper is to remain with the individual, while the other proceeds to the ground level exit to notify security or the Fire Department. The Fire Department will complete the rescue if required.

3 ELEVATORS ARE NOT TO BE USED, unless specifically operated by firefighting personnel. Area fire wardens notify Security as to the exact location of persons requiring special evacuation, which will be conducted by firefighting personnel. Visual Assistance The person in charge of each class, meeting or other activity must: Explain the nature of the emergency quickly and clearly. Guide the person to the nearest safe exit and escort them to the ground level exit. Having reached the street level or other safe area, ask the person whether he/she needs any further assistance. Hearing Assistance The person in charge of each class, meeting or other activity must: Explain the nature of the emergency by speaking clearly, slowly or by writing a note to the individual quickly and clearly. Guide the person to the nearest safe exit and escort them to ground level. Having reached a safe area, ensure that the person receives any further assistance necessary. Community members should assist people who require assistance as necessary. Evacuation of the Early Learning Centre (Children 18 months to 6 years) An area of special concern in case of an emergency is the Early Learning Centre of the School of Early Childhood Education (ECE). Parents need to know where they can find their children following an emergency evacuation and staff need to keep an accurate account of each child present before, during, and after an evacuation. Partial Evacuation In the event of a fire or other emergency, and if an evacuation of the Early Learning Centre is warranted, the building occupants will be evacuated to a pre-determined location unaffected by the emergency. Post-Emergency Recovery The Emergency Response Plan is only the starting point. Each emergency provides an opportunity to review and improve the plan, to better provide for the safety of the Ryerson Community. Following an emergency, the Chief Campus Emergency Officer will co-ordinate a review and summary of the event and the Community s response. Responsibilities of a Person in Charge of a Class, Meeting or Activity University Employees Upon hearing an alarm or being directed to leave, the person in charge of a class, meeting, or activity is responsible for stopping the activity and directing people to leave by the nearest safe exit Provide assistance to persons with disabilities/special needs

4 Armed Attacker/Shooter Primary Response Dial 80 for Emergency. Do not hang up the phone until Security tells you to do so (unless it is no longer safe to stay on the line.) Response Guidelines These are general guidelines; there may be some situations that make them ineffective or even dangerous. Follow these guidelines only if it s safe to do so. If you see or hear a suspected shooting, seek safety immediately. If possible, contact security by dialing 80 internally or by dialing on a cell phone. Do not try to stop, hold, or trap an armed individual. Follow all the instructions of Security/Toronto Police Services. Primary Response Dial 80 for Emergency. Do not hang up the phone until Security tells you to do so (unless it is no longer safe to stay on the line). If you see or hear a suspected armed aggressor, see weapons or hear the sound of gunshots, seek safety immediately. Escape, seek cover and/or hide. If you re in an open area, look for your nearest, safest escape and get there as quickly as you can. Warn others as you encounter them. If escape isn t possible or safe, seek cover; get behind a solid structure that can t be penetrated by weapons or weapon fire (e.g. concrete wall or planter). If you re inside a building, immediately move to the nearest room you feel is safe with as many people as possible. Lock and barricade the door. Turn off the lights, computers or other devices that may indicate the room is occupied. Close any windows, blinds and curtains. Stay away from doors and try to keep out of the line of sight of windows. Sit or lie on the floor or crouch behind or under desks. Be as invisible as possible. Turn off cell phones unless you need to report injured people. Set your cell phone to silent and avoid using it unless you re reporting an emergency or it s absolutely necessary. Stay in the room until police arrive. Remember it may be a number of hours before you can be safely evacuated. Don t react to alarms, such as fire alarms, unless smoke or fire is evident. Don t open doors to anyone; wait to be advised by authorities. Don t move from your hiding place unless it s no longer safe to stay there, or until authorities declare it safe to leave.

5 Bomb Threats All bomb threats are taken seriously. Most bomb threats are made directly by telephone. If you receive a bomb threat, follow these procedures; If you receive a bomb threat: 1. Listen to what the caller is saying. 2. Be calm and courteous. 3. Do not interrupt the caller or hang up. 4. Obtain as much information as you can (see next page). 5. Do not put caller on hold. 6. If possible, signal a co-worker to dial 80 or dial it yourself when the call is finished. 7. If you have call display, record the number. Ask these questions: 1. When will it explode? a.m. p.m. 2. Where is it? classroom office hallway stairwell garbage pail other 3. What does it look like? 4. Where are you calling from (Check your call display if you have one.) 5. What is your name? 6. What made you place the bomb? Record this data: Date: Time: a.m. p.m. Exact wording or threat: If it is possible to determine, please make not of whether or not the call was an internal call or an external call. Characteristics of Caller: Sex: m f Estimated Age: Accent: (describe) Diction: Deliberate Rushed Clipped Slurred Lisp Nasal Other Manner: Calm Emotional Threatening Vulgar other identifying information Background Noise: Traffic Horns Children s voices Television Animals Other Was caller familiar with area? Yes No

6 Who took the call? From what department? Dial 80 for Security immediately after completing the call. Security will call the police. Do not call the police; a suspicious package must be found before the Bomb Disposal unit will be dispatched. What to do if a bomb threat has been received The Emergency Response Co-ordination Team will evaluate any bomb threat received and decide upon a plan of action. Search Procedures You may be asked to volunteer as a participant in a search. Identify any suspicious package, briefcase, etc., if your area is being searched. If searching, you will be teamed up with Security and specific instructions given. Limited searches include: o a) Broad search of such areas as washrooms, lobbies, stairwells, corridors, and hallways. o b) Thorough search of key and critical areas such as mechanical and computer rooms, etc. o c) Detailed search of specific area, if indicated by the threat. If not searching Identify any suspicious package, briefcase, etc., if your area is being searched. Assist in the evacuation of students, if the chief campus emergency officer orders one. Exit by a route previously cleared by Security. Students, faculty, and staff will not be required to participate in searches during bomb threats. Civil Disorder/Riots Security and Emergency Services will take the first actions to deal with civil disorder and riots. Ryerson employees are advised to: Stay calm. Avoid physical confrontations, except in self-defense. Contact Security and emergency Services (or have someone else do it) if confronted by unruly people. Calm and reasonable reactions can often buy time for Security and Emergency Services to take appropriate action. If the situation gets worse and you feel in physical danger: Move to an area where you can lock the door. Dial 80 for Security and Emergency Services. Remain there until it is safe to leave.

7 Critical Injury Community Guidelines Critical injuries are defined as injuries that: Place life in jeopardy Make someone unconscious Result in a substantial loss of blood Cause an arm or leg to break Cause the amputation of a leg, arm or foot Cause burns to a major portion of the body Cause the loss of sight in an eye All accidents resulting in critical injury must be reported to the Ministry of Labour; those resulting in death to the Coroners Office. This is done by the Integrated Risk Management department. In the case of a critical injury or death: Call Security at 5040 to safeguard the site until all investigations are carried out Call the Integrated Risk Management department at 7086 If you need help Post-Trauma Emergency Assistance Plan If you witness a critical injury or death, you may suffer post-incident trauma. The Vice-President, Administration and Finance, is responsible for providing psychologists/counselors trained to deal with individuals in need of this service. Contact the Director of Integrated Risk Management at ext University follow-up In the case of a fatality, the president or appropriate vice-president will: Contact the family (in person if possible) with assistance and information from Toronto Police Services. Public Affairs, Marketing and Communications will: Handle all internal and external media inquiries. Produce a community-wide bulletin on the death and other information as needed. Human Resources will: Ensure that the family receives up-to-date information.

8 Elevator Entrapment Elevators What to Do if You are Stuck Push the emergency button on the control panel to alert Security and Emergency Services. Do not attempt to pry open the elevator doors In elevators with two-way communications Most campus elevators are equipped with two-way communication devices so that you can speak to Security and Emergency Services staff. They will initiate rescue procedures and will remain in contact with you If you are trapped in an elevator without two-way communication, push the emergency button repeatedly. People in the vicinity will hear the alarm and will contact Security by dialing 80. Fires/Explosions All Community Members If you discover a fire If you see, smell, or hear a fire: Pull the closest fire alarm Dial 80 from a safe location on any campus telephone; give Security all the pertinent facts Dealing with an existing fire Depending on the circumstances, you might try to put out the fire using existing equipment; use your best judgment If the fire does not go out, or spreads, leave the area immediately Close all doors Pull the closest alarm, if necessary Assist people with disabilities or children, as required Exit by stairwells; do not use elevators Leave the building by the nearest safe exit Wait outside the building as directed by Security or the Fire Wardens If you are trapped Dial 80 if possible to notify security. (If there is no phone yell for help) Place towels/clothes (wet if possible) at the bottom of the door Open windows, if possible. Be Prepared Know the location of the fire exit, fire alarm, and fire extinguisher closest to your office or classroom. Familiarize yourself with the procedures below, so that you are generally prepared in case of a fire. Using an Extinguisher Think PASS: Pull the safety pin at the top of the extinguisher

9 Aim the nozzle/hose at the base of the flames Squeeze or press the handle Sweep from side to side at the base of the fire until it is out. Know your extinguisher: Type A (green triangle) use for paper or wood Type B (red square) use for flammable liquids such as gas, oil, paint. Type C (blue circle) use for electrical fires involving wires or appliances If your clothes catch fire: Stop whatever you are doing Drop to the ground Roll to smother the flames If someone else s clothes catch fire have them stop, drop and roll. Try to smother the flames with a piece of clothing. Gas, Water or Power Service Failures Gas and Water Service Failures Primary Response Dial 80 for Emergency Response Guidelines When natural gas supplies fail many devices that were lit and operating before the failure may still have a gas flow. This could cause an explosive atmosphere. Campus Facilities & Sustainability or residence maintenance staff and Enbridge Gas will be contacted by Safety and Security Operations to ensure all necessary valves are shut off It is the responsibility of the department head or supervisor of areas requiring the use of gas-fired appliances to develop procedures and assign authority to specific staff members to supervise the operation of all gas-fire appliances Water supply failure can cause minor inconveniences from inoperable sinks and washrooms to the shut-down or burnout of water-cooled equipment, service interruption to main telephone/security alarm control rooms, to the loss of water needed for fire protection systems Drinking water on campus can be contaminated by internal/external connection or by deliberate tampering, for example. You may be advised by security to not drink the water until further notice Power Failure Primary Response Dial 80 Emergency Leave the building Response Guidelines Certain essential university services, such as emergency lighting, some telephones, and the fire alarm systems will continue to function during a power failure, but lighting will be minimal and is designed only for providing illuminated exits

10 During a power outage, evacuate as you would during a fire emergency. If you are a faculty member or an instructor, guide your students out of class, reminding them to take their belongings, as the power may not come back on during your scheduled class period. Emergency lighting will engage for only thirty minutes; after that the building will be dark Natural Disasters Natural disasters occur with little or no warning. Fortunately, Ryerson s location in downtown Toronto means we can be easily reached by all emergency services. Earthquakes Stay indoors, if already there. Emergency evacuations will be made when it is safe to do so Sit under sturdy furniture or against central inside walls Stay away from glass windows and doors Do not use elevators. Avoid using the telephone, unless you are in a life or death situation If you are outside, stay away from buildings, bridges, and utility wires Avoid running through or near buildings where there is danger of falling debris Buildings will be evacuated after the earthquake, after-shocks, and tremors have stopped. Do not re-enter any building unless you receive permission from Security and Emergency Services Major Floods Floods can usually be anticipated, unless they are a flash flood caused by torrential rainfall or caused by the bursting of a storage tank or water main. Flash flood watch is a warning given whenever heavy rains are either occurring or expected, that may cause flooding in a particular area. Flash flood warning is urgent and is given whenever there has been a dangerous rise in water level, caused by heavy rains, ice jam break-up, earthquake, or dam failure. Response Procedure Remain in a safe place in any flood, and follow instructions that will be given from time to time by Security and Emergency Services. Tornadoes Tornadoes are violent local storms with winds of speeds that can reach in excess of 200 mph (320 km/hr). The individual tornado appears as a rotating, funnel-shaped cloud that extends toward the ground from the base of a thunder-cloud. It varies from grey to black in colour, and the spinning action gives off a sound similar to an airplane. These short-lived storms are the most violent of all atmospheric phenomena, and are the most destructive in small areas. Tornado watches are issued when the conditions are right for tornadoes to develop. Tornado warnings mean that a tornado has actually been sighted in the area, or is indicated by radar. Response Procedure Tornado Watch Listen to a radio or watch television (as available) for up-to-date weather service announcements Watch the sky, especially to the south and southwest. Tornadoes usually move from the west to the east Tornado Warning

11 If you are outdoors: Get indoors, preferably in a substantial steel-frame, reinforced concrete building If you can t get indoors, go to the nearest ditch, culvert or low-lying area, take cover, and lie flat If you are indoors: Move to the basement Open doors on the sides of the building away from the approach of the tornado, but stay away from them to avoid flying debris Close doors on the sides of the building toward the approach of the tornado Stay away from windows to avoid being hit by broken glass Hurricanes The National Weather Service monitors the development of hurricanes and provides the following information: Hurricane watches indicate that hurricanes are close and that everyone in the area covered in the watch should listen for further advisories and be ready to take precautionary action. Hurricane warnings indicate that forecasters believe an area will be hit by a hurricane. Anyone in the area should take full precautions against the storm. Flooding and tornadoes created by the hurricane pose the greatest danger. Response Procedure Hurricane Watch Listen to the radio or watch television for weather advisories Be prepared to evacuate, upon the direction of Safety and Security or external emergency services Post-Emergency Response Response Procedures Gas leaks are likely; proceed with caution Do not use elevators Use the telephone only in cases of severe injury, fire, or other imminent danger When it is safe to do so, check co-workers for injury, offer first aid, and assist individuals with disabilities where necessary Public Health Threats Conditions which are deemed to be a threat to public health are determined by external authorities. For circumstances where such threats are predicted, but specific conditions are not present, decisions respecting risk assessment and management planning are referred to the University s Public Health Threat Assessment team. All community members will be kept advised of specific protective measures and decisions relating to the University s response and required actions of community members, through communication strategies established by Public Affairs, Marketing and Communications. An infectious disease is a communicable disease as defined in the Health Promotion and Protection Act. A list of communicable diseases is available at: Communicable%20Disease%20Surveillance/Files/pdf/CDSU-Reportable_Disease_List-May04_2015.pdf

12 Ryerson's Flu Pandemic Plan -- Preparation, Management and Recovery Robbery and Armed Robbery If you are confronted by an armed individual demanding your belongings under threat of violence, the University recommends that you surrender deposit bags or personal items, and should follow any requests that do not endanger your life or the lives of others. Avoid being led to a more secluded area or getting into a vehicle with the robber. Primary Response Dial 80 for Emergency. Do not hang up the phone until Security tells you to do so (unless it is no longer safe to stay on the line.) Response Guidelines These are general guidelines; there may be some situations that make them ineffective or even dangerous. Follow these guidelines only if it s safe to do so. If you see or hear a suspected robbery or other violent crime, seek safety immediately If possible, contact security by dialing 80 internally or by dialing on a cell phone. Do not try to stop, hold, or trap an armed individual. If you see a suspected robbery or other crime taking place but are not directly involved, try to get away and contact Security. Try to memorize what the individual looks like. Follow all the instructions of Security/Toronto Police Services. Spills and Leaks -- Radiation, Biohazardous or Chemical Agent Spills and Leaks Radiation, Biohazardous or Chemical Agent Primary Response by Community Members If you cannot control or contain the spill through individual department procedures, dial 80. Localized Minor Spill/Leak Your department should have control procedures that cover: Evacuation of the immediate area Containment and control Appropriate personal protective equipment Incident documentation and investigation Notification of the Integrated Risk Management department We suggest you familiarize yourself with your department s individual procedure now.

13 Major Spill/Leak If the spill/leak exceeds the capacity of your department s procedures of if you are in doubt as to how to handle the spill: o o o o Evacuate the immediate area. Dial 80. Inform Security of: Exact location of spill/leak Name and nature of chemical, its hazards Volume or extent of leak Any person(s) who may have been contaminated The Safety and Security supervisor will then notify the appropriate internal and external agencies. Asbestos Disturbances Call Campus Facilities & Sustainability at 5091 if you discover or disturb fibrous asbestos material. After hours call Security at Threatening or Disturbing Behaviour For incidents of behaviors presenting imminent danger to health and safety, dial 80 from an internal or emergency blue phone and follow the direction of Security and Emergency Services. Receipt of , other correspondence or verbal discourse of a threatening or disturbing nature or of extreme distress, should be immediately reported to behavior@ryerson.ca and brought to the attention of the relevant Chair, Academic Director or Manager. Concerns brought through behavior@ryerson.ca or by other means, shall be reviewed by members of the Assessment of Behavioral Risk Team or the University Threat Assessment Team as required who shall determine whether a reported condition or behavior poses a potential threat of harm, on the bases of information made available to them. Violent Crime Resulting in Death or Critical Injury Primary Response Dial 80 for Emergency. Community Guidelines The Director of Integrated Risk Management is to be informed immediately at ext The Director of Integrated Risk Management will immediately notify the Director of Public Affairs and University Advancement Direct all press inquiries to the Director of Public Affairs at ext If you need help Post-Trauma Emergency Assistance Plan If you witness a violent crime resulting in critical injury or death, you may suffer post-incident trauma. The Vice President, Administration and Finance is responsible for providing psychologists/counselors trained to deal with people in need of this service. Contact the Director of Integrated Risk Management at ext Ryerson also provides a critical incident stress debriefing service. For information about this service contact the Director of Integrated Risk Management at ext

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