EMERGENCY PLANNING ACTION LIST The following provides action that should be taken by each Portfolio to ensure they have sufficiently planned and have appropriate measures in place in the event of an emergency. Action Responsibility Timeline 1. Ensure all floors have appropriate number of wardens. Head of School/ ASAP Service Unit Australian Standards 3745 recommends 1 warden for every 20 staff members with a minimum of two wardens for each floor to cover absences. On floors where there is staff from more than one School/ Service Area, communication needs to occur to ensure all areas of the floor are appropriately represented. Communication, requesting staff members to nominate to be a warden, should be sent out to specific areas that are deficient in warden numbers and followed up. Following a new warden nomination notify the Health and Safety Team, People and Culture, to update the RMIT warden listing and provide the warden with information prior to warden training being undertaken. To obtain a building or area warden hat (White or red) contact the Warden Health and Safety Team, People and Culture. 2. All wardens to undertake warden training. Head of School/ ASAP Service Unit and Warden training is offered through the RMIT Open Program. Details Warden and registration can be found at http://www.rmit.edu.au/pc/openprogram 3. All existing staff are aware of local emergency procedures. Initiated by Head Within the of School/ Service first week of Head of School/ Service Unit to e-mail all staff and provide the Unit Semester 2 information verbally at an ‘all staff’ meeting specifically highlighting: All staff’s personal responsibility to be aware of applicable local emergency evacuation procedures (emergency evacuation plan is located through out RMIT buildings). Staff evacuation procedures and emergency contact numbers. All staff should have an Emergency Procedure Information flipchart under their phone. These can be obtained through the Portfolio’s Client Manager Relations Manager, Property Services. 4. All new continuing staff to be inducted re emergency Manager Within the procedures. first week of new Emergency information to be provided to all new staff should employee include: starting The location of emergency exits; The location of emergency evacuation signage; Staff evacuation procedures; Who the area wardens are; Who the first aiders are for the area; Where the emergency assembly area is; Any other local emergency information. This should form part of the total induction process for a new employee (see induction website at http://www.rmit.edu.au/pc/ohs/induction). 5. All Sessional/ Casual Staff to be informed of building/ local Local manager At time of emergency procedures. and HR appointment Administration of A system should be developed locally to ensure that emergency School/ Service information is conveyed to all sessional/ casual staff when they start Unit at RMIT. It is recommended that each School/ Service Area to attach to the ‘Instrument of Appointment’ form that is completed by each new casual staff member, emergency procedure information (Appendix B). 6. All Academic/ Teaching staff to inform their students of building/ local emergency procedures. Prior to Head of School/ Service Unit to inform all Academic/ Teaching staff Head of School/ Semester of this requirement. Service Unit starting At start of semester, each staff member to: Academic/ Week 1 of Read statement provided by the VC re emergency procedures Teaching Staff Semester (Appendix C or download from http://www.rmit.edu.au/pc/ohs/emplan); start Use emergency procedure overhead and provide students with this information as a handout (Appendix C) Ongoing To reinforce the information it is recommended that the basic Head of School/ emergency procedure information for students is attached to all Service Unit overhead projectors and be loaded as an easy link on all classroom (liaise with AV/IT computers. staff appropriately) 7. Local (floor/ area) emergency planning be undertaken and Floor wardens and ASAP procedures communicated to all relevant staff. wardens Floor wardens and wardens of a particular floor to undertake local emergency planning (as per training) to develop procedures specific to the floor/ area. The RMIT Emergency Procedures Manual (http://www.rmit.edu.au/pc/ohs) is useful in planning for the different types of emergencies. At least one meeting per year is recommended (more if change in wardens or emergency procedures changes are required). 8. Emergency Control Organisation (ECO) planning be undertaken and procedures be communicated to all relevant staff. Building Warden At least 2 (currently ECO meetings The ECO should consist of the RMIT warden structure being organized by per year representatives, precinct senior management representatives and Property Services) representatives from Property Services and People and Culture. ECO meetings should allow for local emergency procedure planning and the discussion of emergency procedures issues relevant to the precinct. ECO meetings should be held at intervals not greater than 6 months. 9. Emergency evacuation exercises be undertaken and observed Emergency At least by trained personnel. Planning once per Committee year In accordance with Australian Standard 3745, at least one emergency evacuation should be undertaken per year. The exercise will be observed by Property Services and People and Culture personnel to determine the occupants preparedness to evacuate. A report with recommended action to increase the emergency preparedness of the building is sent to the PVC and Head of School/ Service Unit. The checklist that observers use to audit the evacuation exercise (Appendix E or download from http://www.rmit.edu.au/pc/ohs/emplan).