Emergency Procedures Manual
The Arkansas Educational Telecommunications Network and the AETN Foundation enjoy a tradition of safety and security. That tradition is possible because of the vigilance of our staff. Knowing what to do and who to call when an emergency arises is a responsibility that each person must take seriously to maintain a safe environment. This manual should be reviewed regularly by all AETN staff members so as to be best prepared. The manual is divided into four sections for easy reference: Evacuation Procedures (pp. 1-9) Internal Emergencies (pp. 9-13) Summoning Help (pp. 13-19) Evacuation & Shelter Map (p. 20)
This manual was prepared and distributed by the AETN Emergency Preparedness Team in cooperation with the University of Central Arkansas Police Department and with assistance from the City of Conway Fire Department and the Faulkner County Office of the Arkansas Department of Emergency Management.
AETN Evacuation Procedures
If it becomes necessary to evacuate the building due to an emergency, the following procedure should be followed as best as possible. To evacuate the north two-story building, Second-story personnel should use the stairwells to exit the second floor. Do not use the elevator. To vacate the first floor, exit through the stairwells , the front doors, atrium doors, room 105 Conference Room doors, emergency exit door in the glass corridor connecting the two buildings, door at the covered walkway between the buildings.
connecting doors to UCA Mass Communication building only if all other exits are inaccessible.
To evacuate the south building, personnel should use the door at the covered walk-way between the buildings, emergency exit door in the glass corridor connecting the two buildings, exit door between Studio C and the Scene Shop, exit door between Studio C and the Tape Library, emergency exit door in the engineering shop, exit doors on the south side of the building (next to the restrooms or in the Development Department area). As personnel are evacuating the building, the most senior person from each department on duty in their department‟s section of the building will become the Departmental Evacuation Monitor. This person will instruct all of their employees and other visitors in their area to vacate the building immediately. Before exiting, this person will also make a quick sweep of their department‟s area to be sure that all have left. All personnel should collect themselves in one location to expedite the ascertainment of any missing employees. Therefore, after evacuating the building in the case of a fire, hazardous materials spill, bomb threat or gas leak, the collection point for all AETN staff and visitors will be the tennis courts to the west of the Reynolds Performance Hall.
Upon assembling, a quick assessment is made by each department of any unaccounted for personnel. This information will be provided to the AETN Executive Director, AETN Deputy Director and/or a senior ranking AETN Senior Manager as soon as possible who will also meet with the authorities from UCA and the City of Conway depending upon the nature of the emergency.
As part of their initial training plan, each new employee will be instructed in the procedures to evacuate the building in the event of an emergency and the use of a fire extinguisher. Annually, all AETN personnel will be provided with refresher training in emergency evacuation procedures and the use of a fire extinguisher. As part of this annual re-training, AETN will conduct an unannounced fire drill in cooperation with the UCA and the Conway Fire Department.
In the event that a fire breaks out in the building, Quickly assess the situation Find the nearest Fire Alarm Emergency Alarm. (These are located near each exit door from a department section and the building.) Pull the alarm to alert everyone in the building.
If the fire can be contained easily, find the nearest fire extinguisher and use it. Chemical fire extinguishers are located throughout the building and are designed to be used in or around electronic equipment. Do not use water on electrical fires. If the fire cannot be contained easily, then follow the Evacuation Plan to evacuate the building immediately.
In the event that a fire breaks out in the building after normal business hours between 4:30 p.m. and sign-off, the Master Control Operator is to Follow Master Control Evacuation (Plan E) Procedures. Secure master key ring with keys in hand and exit the building by the nearest safe exit Take the master key ring to the main entrance on the north side of the building for use by fire department personnel.
Gas Leak Procedure
In the event of a suspected gas leak in the building, Contact your immediate supervisor, your department manager, another department manager and/or the AETN Deputy Director. This person(s) will make a quick assessment of the seriousness and nature of the suspected gas leak. If it is deemed serious, the above senior manager will provide instructions to evacuate the building using the AETN Evacuation Procedure for a fire. Emergency phone numbers are: Conway Fire Department: 911 Natural Gas (Reliant Arkla): 329-2916 (after hours: 1-800-844-7440) Electricity (Conway Corp.): 450-6040 (after hours: 450-6060)
Hazardous Material Spill Procedure
Hazardous Material Spill Definition: Hazardous material is considered to have one or more of the following natures: Flammable Toxic Corrosive Radioactive A minor hazardous material spill is one that is less than 1 gallon or 1 pound and one that does not spread rapidly, does not endanger people or property except by direct contact, and does not endanger the environment. All other hazardous material spills are considered major. Hazardous Material Spill Procedures: Alert people in immediate area of the spill. Close doors to affected area. Avoid breathing vapors from
the spill. If spilled material is flammable, turn off ignition and heat sources. Attempt to confine the spill as much as possible only if you are trained to confine spills and are thoroughly familiar with the hazards of the spilled material. If you have physical contact with the spilled material, remove any contaminated clothing immediately and flush all areas of bodily contact with large amounts of water. Continue to rinse bodily contact areas with large amounts of water for fifteen (15) minutes. Attend to injured or contaminated persons and remove them from exposure. If injury is severe, call 911 for an Emergency Response Team. If the chemical spill is severe or large in scope, call the UCA Police Department and the UCA Physical Plant office. Be prepared to give the following information: Your Name Building Name Floor Room Number Type of Accident Material(s) involved if known If the spill is severe, evacuate the building using the procedures utilized for a fire. Do not reenter the building until told to do so by security officials. The proper response team/s will assist in clean up and disposal of chemicals.
Suspected Bomb Procedures
Do not smoke around the suspected area. Do not accept identification markings on any object as legitimate. Do not touch, jar or shake a suspected bomb device. Do not open or attempt to open a suspicious package, trunk, valise, or other container. Do not untie or cut a string or box fastener. Do not turn a cylindrical object. Do not unscrew a cover or cap on an object. Do not lift the cover of a suspected box. Do not use cellular phones or radio-controlled communication devices in the general area after the discovery of a suspected box. 10. Do not attempt to start or enter a vehicle. In the event of a suspected bomb on the premises: 1. Alert your supervisor, your department manager, another department manager or AETN‟s Deputy Director immediately. 2. If evacuation is deemed necessary, evacuate the building using the AETN Evacuation Procedures. 3. Pull exit alarms to release doors rather than use reader cards.
1. 2. 3. 4. 5. 6. 7. 8. 9.
Bomb Threat Procedures Staff: The person receiving a bomb threat over the telephone should carefully listen to the caller. Ask them to repeat the message. Pretend you are having difficulty understanding. Take notes as best as you are able while on the phone. Immediately after the call, call the UCA Police Department and then report the bomb threat to the AETN Deputy Director or nearest Senior Manager. Fill out a Bomb Threat Facts Report as soon as possible. 5. If an employee receives a bomb threat from someone on the premises, the same steps in #4 above should immediately be taken. 6. Do not discuss the threat with co-workers as this may cause unnecessary panic and jeopardize their safety. Deputy Director or Senior Manager: 1. Be sure that the UCA Police Department (450-3111) has been called. If instructed to do so, be sure that 911 has been called. 2. Ensure that the employee receiving the threat (by telephone or in person) has filled out a Bomb Threat Facts Report. 3. Keep others from entering the area where a suspected bomb is located. 4. Wait for advice from the police (or state patrol) before initiating evacuation procedures, unless immediate evacuation seems imperative. 5. Inform the police or state patrol upon arrival about any reported suspicious objects, packages or clockwork mechanism sounds and their location. 1. 2. 3. 4.
Bomb Threat Search Techniques AETN does not want any employee to search for a bomb during a bomb threat. Safety is of utmost concern in regards to all employees. However, to help expedite a search conducted by legal authorities, any staff member in their usual work area may utilize the following techniques: On your way out of your area and the building), look around the room and determine if anything is out of its usual place. Be especially mindful of any unusual packages or boxes in the room. Anything that is abnormal should be reported to the professional searchers upon their arrival. If an actual suspicious object or package is located, or if something abnormal and unidentifiable is located, do not attempt to examine or remove the item. The removal or examination of a suspicious object or package must be left to the professionals in Explosive Ordnance Disposal. This is true even if the item turns out to be false. Instead, evacuate the building immediately to report this information to the professional authorities. After notifying the authorities of any suspicious object, package or clockwork mechanism sound, remain in the designated safety area until an "all-clear" is reported.
Use the following questionnaire to aid you when receiving a bomb threat call. This information should then be provided to the proper authorities along with a Bomb Threat Checklist.
Bomb Threat Questionnaire Guide
Questions to ask:
1. When is the bomb going to explode? _________________________________
2. Where is the bomb located right now?______________________________________
3. What does the bomb device look like? ________________________________
4. What kind of bomb is it? ___________________________________________
5. What will cause the bomb to explode? ________________________________
6. Did you place the bomb yourself? ___________________________________
7. Where are you calling from? ________________________________________
8. What is your reason for this bomb? ___________________________________
9. What is your address? _______________________________________________
10. What is your name? ______________________________________________
Reminders: A. Be calm. Be courteous. B. Listen. Do not interrupt the caller. Do not argue about anything! C. Take notes as best you can, being as accurate as possible. D. Provide the above information to the authorities as soon as possible.
Bomb Threat Facts Report
1. Date call received: _________________ 2. Caller ID information on telephone: ______________________________________________ 3. Exact time of call ______________ [ ] AM [ ] PM 4. Length of Call? ________________ 5. Exact words of the caller:______________________________________________________ __________________________________________________________________________ 6. Caller‟s Identity: A. Sex of Caller: ________________ B. Age: ___________ C. Caller‟s Voice: [ ] Rapid [ ] Accent (Type: ____________________________________) [ ] Raspy [ ] Angry [ ] Deep [ ] Laughter [ ] Slow [ ] Breathy [ ] Deep Breaths [ ] Lisp [ ] Slurred [ ] Calm [ ] Disguised [ ] Loud [ ] Soft [ ] Coughing [ ] Distinct [ ] Nasal [ ] Stutter [ ] Cracking [ ] Excited [ ] Normal [ ] Whispered [ ] Crying [ ] Familiar (Whom did it sound like? _________________________) 7. Background Sounds: [ ] Animals [ ] House noises [ ] Music (Type: ___________________) [ ] Booth [ ] Local [ ] Office sounds [ ] Party sounds [ ] Clear (no noise) [ ] Long Distance [ ] Other voices [ ] Static [ ] Factory sounds [ ] Motor [ ] PA System [ ] Street noises Other sounds (specify): ____________________________________________ 8. Language Used: [ ] Foul / Cursing [ ] Incoherent [ ] Irrational
[ ] Message read through a treat-maker [ ] Taped [ ] Well spoken (educated)
9. Additional Remarks: ______________________________________________________________ ______________________________________________________________ 10. Person Receiving the Call: __________________________________ 11. Position: __________________________________ 12. Department: _____________________ 13. Telephone number call received at: _____________ [ ] AM [ ] PM
Live Call-In Program Bomb Threat Procedures
If a threat is received by phone or if a suspicious object or package is found during a live call-in program, the following procedures should be conducted: Threat By Phone: The phone volunteer will be instructed during training to notify the phone supervisor of any strange, harassing, threatening or obscene call during the phone break. The phone supervisor will immediately notify the producer of the situation if a bomb threat has been received. The program producer will immediately assume authority of the situation. The most important thing is to remain calm and proceed with the plans outlined below as quickly as possible.
Procedures Each and every threat must be taken seriously. The program producer will immediately contact the production director of the situation. The production director will coordinate with the master control operator and will engage Plan E (described following these procedures). The program producer will call the UCA Police Department (and 911 if instructed) and the State Police at (501) 296-1860). Do not make these calls on any cellular phone as it might activate an explosive device. Use regular landlines for communication. Also, inform 911 personnel that you are calling the State Police. Calling both agencies will reduce response time. Pull the nearest fire alarm and begin evacuation of the building immediately as would be done for a fire. Depending upon the type of threat received -- by phone or discovery of a suspicious object or package – use nearest exit as would be used in the case of a fire. If a suspicious object or package is discovered, the evacuation route may be altered which will be at the discretion of the program producer at that time. The program producer will engage the assistance of selected AETN personnel in the building to help with evacuation procedures. The production director will continue to monitor the progress of Plan E, and then aid in the evacuation of the building at the direction of the program producer. The volunteers and staff in the building will be evacuated to a central command center at least 300 yards from the building. First Command Center – Tennis courts west of the Reynolds Performance Hall Second Command Center – AETN Parking lot south of the building on Donaghey Ave. (to be used only if the other route would place people in jeopardy). During the evacuation, AETN staff members may make a cursory visual sweep of their area (only if they are in that area at the time of the evacuation announcement) to determine if anything suspicious looking or sounding can be determined. Then they should evacuate the building immediately and report this information (if any) to the program producer.
During the evacuation and afterward, do not attempt to use any vehicle. Do not use any cellular phone until the command center is reached and all people from the building have been evacuated. At the command center, the program producer (or a designated person) should immediately conduct a personnel check to determine if all people have evacuated the building. At the command center, the program producer (or a designated person) should immediately locate the person who received the threat. This person should fill out a Bomb Threat Facts Report immediately and be available for questioning by the authorities. An Emergency Bag is located in the program producer and talent assembly area during a live call-in program. That bag will contain: floor plan of the AETN facility, a cellular phone, Bomb Threat Facts Report forms, and other necessary equipment. This should be taken with the program producer to the command center. All volunteers and staff should remain at the command center until proper authorities arrive at the scene and have given the "all-clear" announcement. The program producer (or a designated person) will provide authorities with all information concerning the situation. When the authorities clear the building for re-entry, proceed back to the facilities and resume activities.
Master Control Evacuation (Plan E) Procedures The following guidelines are to be utilized in case the building must be evacuated for an emergency on a short notice. Master Control Operators will need to leave as quickly as everyone else does. However, it is desired that on-air programming continue running giving little indication to the viewing public that an evacuation and any disruption of programming has occurred. Live Event procedure: Load Emergency tape into machine at first hint of a bomb threat. Set TAS to take Network after emergency tape. Stand by to take the tape to air and do so on the instructions of the Producer or Director. Exit Building until further notice.
During Regular programming: Set TAS to take Network after current program. Notify authorities, and leave building.
INSIDE EMERGENCY PROCEDURES
During any emergency it is important to have well thought out plans, but common sense should prevail. These plans should be discussed fully with staff and practice drills conducted on an as needed basis. The following recommendations should be enacted to assist staff in the case of any emergency:
Floor plans of the facilities should be drawn out and posted at appropriate sites with these locations clearly indicated. o Safe places o Exits and alternative exits o Utility shutoff valves o Flashlights with batteries o First-aid kits o Fire Extinguishers o Transistor radios or televisions with batteries o Blankets o Gas main (with main valve clearly marked) o Electrical boxes (with master switch clearly marked) Area resources should be made available. o Know the skills of individuals in the area, such as doctors, certified first aid staff and engineers. o During any extreme emergency, local phone lines may be down, long-distance lines may begin to function more quickly, and Personal cell phones may be used for emergency communications. Hot water heaters should be strapped to the building as recommended for earthquake and tornado protection. Gas and electric mains should be spray painted bright colors to make them easy to find. A wrench should be placed near by the gas main for quick shut down. Battery powered, electrically maintained flashlights should be placed strategically throughout the building, especially in critical areas like the server room.
Staff should respond to emergencies by: Staff should remain in the building unless otherwise directed. Stay away from Windows. Brace outside doors. Shutdown computers, TVs, VCRs and other electronic equipment. The front desk should make an announcement over the paging system. Information Technology staff may broadcast emergency messages to alert staff to emergency. 9-1-1 should only be used in the case of personal injury; other emergencies should be handled by calling the UCA Police. Avoid water faucets, sinks and metal pipes as they can transmit electricity. Staff should be aware that animal behavior may change dramatically after an emergency; normally quite dogs and cats may become aggressive or defensive. Watch animals closely before approaching. Leash dogs and place them in a fenced yard.
All “Emergency Alert System (EAS)” stations usually broadcast information on severe weather. Master Control should receive any information related to severe weather for broadcast purposes long before the situation becomes threatening. It is the responsibility of the Master Control staff to inform the front desk operator of any severe weather.
Thunderstorms and Lightning
Typically, thunderstorms can be seen as they approach, while some occur without warning. It is important to learn the danger signs and act accordingly. To know: Thunderstorms are identifiable by “dark, towering or threatening clouds” and “distant thunder and lightning.” A “severe thunderstorm watch” is issued when the possibility of a severe thunderstorm is possible. A „severe thunderstorm warning” is issued when a severe thunderstorm is sighted or indicated by weather radar. Winds may reach 58 miles per hour or more, hail, three-fourths of an inch in diameter or greater is likely to develop. You are in danger from lightning, if you can hear thunder. A storm does not have to be directly overhead to be dangerous. To do: If someone is struck by lightning, check for injuries. Initially, check for burns, provide appropriate first aid and call emergency medical assistance. Examine the body carefully to locate where the lightning entered and exited the body. If the victim‟s heart or breathing has stopped perform (CPR) until medical professionals arrive.
It is important to remain alert for approaching storms. Tornadoes generally near the trailing edge of a thunderstorm. It is not uncommon to see clear, sunlit skies behind a tornado. Calm winds or approaching debris clouds may mark the location of a tornado. To know: Tornado alerts are typically storm updates from thunderstorm alerts. A “tornado watch” is issued when the possibility of a tornado is possible. A “tornado warning” is issued when a tornado is sighted or indicated by weather radar. Staff should already be in a state of preparedness. Listen for alerts from Emergency Broadcast Stations, from Master Control, from an all-staff emergency page, or for the Emergency Alert System. To do: Shutdown all electrical equipment, designated staff should turn off natural gas and electrical at the main. Refrain from using telephones and seek shelter in appropriately designated areas.
Floods and Flash Floods
Flood warnings are common in Conway, causing waters to rise quickly affecting building safety, walkways and thus personnel.
To know: Be prepared to evacuate. If time permits move valuable objects to an upper floor or to safe ground. If instructed by local authorities, all utilities should be shut down at the main switch and the main gas valve should be closed. Listen to a battery operated radio or television and leave immediately, if advised to do so. Avoid walking through floodwaters. To do: Flood dangers do not end when the water begins to recede. Listen to the radio or television and do not return to an area until the authorities give the all clear. Stay out of buildings if floodwaters remain around the building. Only entering with esteem caution. Wear sturdy shoes and use battery-powered lighting. Watch for animals, especially poisonous snakes that may have entered the building with the floodwaters. Poke debris with a stick. Watch for broken gas lines, flooded electrical circuits and submerged furnaces or electrical appliances.
The governor usually issues a change in dress code during extreme summer heat. At this time remember to dress in loose-fitting clothes that are appropriate for the office. To know: Spend as little time in the sun or too long in overheated places as possible as these may cause heatrelated illnesses. Drink plenty of water regularly. Watch fellow staff members for signs of heat related disorders. To do: Watch for painful muscle spasms, if they occur apply pressure giving victim small sips of water and watch for signs of nausea. If profuse sweating happens but the skin is clammy get victim to lie down and be alert to fainting or vomiting. Should these symptoms occur set the victim down and fan or move to an air-conditioned place giving small sips of water, should vomiting occur seek medical attention. If victim is unconscious and not sweating call 9-1-1 or get the victim to the hospital immediately, wet the victim down but DO NOT give fluids.
State agencies receive direction on closings directly from the Governor‟s office. Listen to television and radio for direction. Each staff person should exercise good judgment as to travel.
NUCLEAR POWER PLANT EMERGENCY
National Radiological Emergency Plans call for a prompt Alert and Notification system. State and local governments, with support from the Federal government and utilities, develop plans that include a plume emergency planning zone with a radius of 10 miles from the plant, and an ingestion planning zone within a radius of 50 miles from the plant. To know: If alerted, you should remember that hearing a siren or tone alert radio does not mean you should evacuate. If means you should promptly turn to an EAS station to determine whether it is only a test or an actual emergency. Turn to a radio or television for more information. The warning siren could mean a nuclear power plant emergency or the sirens could be used as a warning for tornado, fire, flood, chemical spill, etc. To do: Go too designated areas in station facilities. Radiation Exposure can be minimized by Time, Distance and Shielding.
Earthquakes strike suddenly, violently and without warning. Advanced planning is the key in reducing the dangers and serious injury or loss of life from earthquake. Safe places include beneath sturdy furniture, against an inside wall away from glass and tall, unsecured furniture. To know: Take cover and stay inside. Listen to battery operated radio or television for information and instructions. Do not attempt to drive anywhere. Plan for strong aftershocks staying out of weakened and damaged structures. To do: Turn off gas and electricity and water at the main. Open closets and cabinets with caution. Check for gas leaks, electrical system damage and sewage and water line damage.
SUMMONING OUTSIDE HELP PROCEDURES
There are certain situations that we all hope will never happen but for which we should be prepared if need be. These situations may require summoning outside help and include illness and/or injury, hostile visitors, disgruntled employees, crimes in progress, and sexual assault.
CRIMES IN PROGRESS
Tips to Remember if you are a Victim or Witness to a Crime: Call UCA PD or 9-1-1 immediately. Do not take any unnecessary risks that may put you in danger. Be a Good Witness! Police will need the following information: Nature of the incident. Nature of injuries, if any. Location of perpetrator, if known. Description of person(s) involved. Location of incident. Type of weapons involved, if any. Direction of weapons involved, if any. Direction of travel of the perpetrator, if known. Remain Calm. Remember that talking to the dispatch Operator is not delaying the arrival of help but is providing crucial information for authorities.
ARMED ROBBERY or DISPLAY OF WEAPON
Stay as calm and alert as possible, noting as many of the characteristics of the perpetrator as possible. Avoid making provocative remarks that may cause the perpetrator to become violent. Comply with the robber‟s demands. Do not attempt to fight off an armed suspect! Call the police immediately after you are released.
If you hear shots fired, take cover immediately. Do nothing to attract the perpetrator‟s attention. Observe as much as you can about the perpetrator and the surroundings as possible. When the firing stops and you feel it is safe to move, call the police immediately.
Comply with the instructions of your captors as best you can. Do not attempt to fight back and struggle physically. Remain calm. Take note of the characteristics of your abductors. Avoid making provocative remarks to your captors. Try to establish a rapport with your captors. Notify police immediately upon release.
HOSTILE VISITOR AND DISGRUNTLED EMPLOYEE PROCEDURES
If you find yourself a part of/or witness to a situation with a hostile witness or disgruntled employee there are some general safety tips to remember: 1. Use common sense! 2. Stay calm and pay attention. Make mental notes of the situation and individual(s). 3. Talk in a calm manner with individual and attempt to calm him/her. NEVER use defensive language, tone, or body language- it will put individual on the defensive and make the situation worse. 4. Avoid physical confrontation with the individual as it may further anger the individual or escalate to violence. 5. Determine if the instigator is armed or poses a physical threat. Note: AETN does not encourage or desire employees to place themselves at risk by attempting to disarm a hostile individual. This should be left for the appropriate authorities to handle. 6. Casually look for a physical escape from the individual if necessary.
HOSTILE VISITOR: If you witness a hostile encounter in progress that does not appear to be dissipating, call the UCA PD to come diffuse the situation and escort the visitor from the station and AETN area. Fill out and file an incident report for future reference if it becomes necessary. If AETN staff and/or UCA PD believe that an individual may pose a future threat for employee safety, the individual should be placed on a ban list. The list:para