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Department Emergency
Planning Guidelines
Campus Community Police
519-253-3000 ext. 1234
CAMPUS COMMUNITY POLICE
Department Emergency Planning Guidelines
Campus Community Police
Emergency Planning and Preparedness
320 Sunset Ave.
Windsor, ON
N9B3P4
519-253-3000 ext. 1234
Emergency: Ext. 911
http://www.uwindsor.ca/police/emergency
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Most of this document is reference material for all departments. The Emergency
Action Template (Appendix 1) is meant to house department-specific emergency
information. This document should be reviewed at least annually by the
department and all employees should be made familiar with its contents regular
basis.
Sections in Need of Completion:
P. 15: Department Name and Building and Department Emergency Coordinator
information
P.16: Additional Duties, Department Emergency Communications, Designated
emergency personnel
P.17: Designated assembly points
P.18: Complete hazards, if applicable to the department and evacuation map
This textbox guide can be deleted once final plan is approved.
Revision Status
Contact(s) Implementation Revision Comments
Date Number
Sgt. Chris Zelezney September, 2009 1.0 Initial written program
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Table of Contents
REVISION STATUS ........................................................................................................ II
INTRODUCTION ............................................................................................................. 1
SCOPE .................................................................................................................................. 1
APPLICATION ....................................................................................................................... 3
BASIC PLANNING BEFORE AN EMERGENCY OCCURS ........................................... 6
GETTING ORGANIZED ......................................................................................................... 6
SUPPLIES AND EQUIPMENT ............................................................................................... 7
ESTABLISHING EMERGENCY COMMUNICATIONS SYSTEMS.......................................... 7
PLANNING FOR EVACUATIONS .......................................................................................... 8
Fire Alarms .......................................................................................................................... 9
Special Considerations ........................................................................................................ 9
Evacuation Planning for Persons with Disabilities ................................................................ 9
REDUCE HAZARDS IN DEPARTMENTAL WORKSITES .....................................................11
TRAINING .............................................................................................................................11
Fire and Other Emergency Drills .........................................................................................11
CONDUCT COOP AND BUSINESS RESUMPTION PLANNING ..........................................12
APPENDIX 1 - EMERGENCY ACTION PLAN TEMPLATE ......................................... 13
Emergency Procedures for Faculty, Lecturers, and Teaching Assistants ..............................30
Classroom Emergency Procedures .......................................................................................33
Evacuation Planning For Persons With Disabilities ...............................................................34
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Department Emergency Planning Guidelines Introduction
INTRODUCTION
SCOPE
No one expects an emergency or disaster to affect him or her—or the work area. Yet the reality
is that emergencies and disasters can strike anyone, anytime and anywhere. A workplace
emergency is an unforeseen situation that: threatens students, staff, faculty and visitors;
disrupts or shuts down part or all of the university community; or causes physical or
environmental damage. Emergencies may be natural or manmade and include the following:
Earthquakes, Chemical spills,
Fires, Radiological accidents,
Floods, Explosions,
Hurricanes, Civil disturbances
Tornadoes, Workplace violence
Toxic gas releases, Extended utility outages (including
telecommunications)
Influenza Pandemic
When an emergency strikes, our immediate safety and prompt recovery will depend on the level
of preparedness among faculty, staff and students. At the University of Windsor, planning
ahead for emergencies is part of normal business planning and campus life, and all members of
the campus community share a responsibility for preparedness.
Emergency planning at University of Windsor occurs at three levels:
The University of Windsor Emergency Response Plan outlines the university‘s
procedures for managing major emergencies that may threaten the health and safety of
the campus community or disrupt its programs and activities. The plan identifies
departments and individuals that are directly responsible for emergency response and
critical support services, and it provides a management structure for coordinating and
deploying essential resources.
Deans and Executive Directors are expected to develop Satellite Operations Centre
Plans. These plans are to contain information or emergency impact data from their
constituent departments, account for their personnel, make easier, reports to the
Command Post and/or Emergency Operations Center (EOC), help to disseminate
emergency instructions to constituents, and develop and implement business continuity,
resumption, and recovery plans.
Departments must be prepared to respond effectively to smaller-scale emergencies
where immediate action must be taken to protect departmental operations, personnel,
and visitors to our campus. This is accomplished by development of a unit or
Departmental Emergency Action Plan (EAP). All academic and administrative
departments shall delegate an individual as their Departmental Emergency
Coordinator. Departments are also expected to develop Continuity of Operations
(COOP) Plans that outline business continuity, resumption and recovery priorities for
various types of impacts.
This document provides guidance on how to develop the departmental EAP.
April 2010 1
Department Emergency Planning Guidelines Introduction
The university maintains a comprehensive emergency preparedness education and training
program to familiarize employees and students with emergency procedures. This training may
be arranged by contacting Campus Community Police, Emergency Preparedness at
cpolice@uwindsor.ca or 519-253-3000 ext. 4888. Information may be viewed at
www.uwindsor.ca/emergency .
Emergency Levels
The University of Windsor Emergency Response Plan classifies four levels of emergencies
according to their severity and potential impact upon the campus community. The levels are:
LEVEL 0 A minor, localized incident that is quickly resolved with existing university
resources. A Level 0 emergency has little or no impact on personnel or normal
operations outside of the affected area. Examples include an automatic fire
alarm, a small chemical spill, or a localized waterline break.
LEVEL I A localized incident that is quickly resolved with university resources and limited
support of outside agencies. A Level I emergency has little or no impact on
personnel or normal operations outside of the affected area. Examples include a
localized fire or explosion, a chemical spill that causes a disruption of services
and a hazardous materials response, and a water main break.
LEVEL II An emergency that may adversely impact or threaten life, health or property on a
large scale at one or more locations within the university. Control of the incident
requires specialists in addition to university and outside agency personnel and
may have long-term implications. Examples include whole-building fires, a
chemical release that requires evacuation of one or more buildings, and large
scale civil unrest on university property.
LEVEL III A major disaster involving a large portion of the campus and surrounding
community. Control of the incident will require a multi-agency response and the
involvement of multiple university departments. Long-term implications are
expected. Examples include extensive flooding, large-scale chemical release,
earthquake, tornado, and major utility outages.
Note that the Emergency Response Plan will typically only be activated for Level II and III
emergencies and the designated level may vary as emergency conditions change.
Departments, however, must be prepared to take immediate action to protect departmental
operations, personnel, and visitors to our campus in response to any type or scale of
emergency that threatens the immediate area.
Phases of Response Activities
University response to a disaster or emergency will generally involve the following phases:
Planning and Mitigation – The process of evaluating exposures and developing or
refining response plans that will assure an orderly and effective response to an
emergency, and for identifying and mitigating areas of vulnerability. The identification of
business recovery priorities, development of COOP plans and EAP‘s, and training of
departmental staff fall in this category. The planning done during this phase is critical to
assuring an effective response to an emergency and minimizing the impact on
departmental and university operations.
Response – The reaction(s) to an incident or emergency in order to assess the level of
containment and control activities that may be necessary. During this phase, generally
only preliminary forecasts of the impact will be available, and university priorities will be
April 2010 2
Department Emergency Planning Guidelines Introduction
to assure the public welfare, protect critical infrastructure, and provide support to
emergency response organizations/operations.
Resumption – The process of planning for and/or implementing the resumption of
critical business operations immediately following an interruption or disaster. During this
phase, more in-depth forecasts of the impact will be available, and university-wide
priorities for program resumption will be determined. All response activities indicated
above will continue as necessary. The support requirements/needs of constituent
departments will be addressed on a prioritized basis.
Recovery/Restoration – The process of planning for and/or implementing recovery of
non-critical business processes and functions after critical business process functions
have been resumed, and for implementing projects/operations that will allow the
university to return to a normal service level.
Emergency Response Priorities
The University of Windsor‘s emergency response priorities are:
Protect life safety.
Secure our critical infrastructure and facilities which are, in priority order:
o buildings used by dependent populations,
o buildings critical to health and safety,
o facilities that sustain the emergency response,
o classroom and research buildings, and
o administrative buildings.
Resume teaching and research programs.
APPLICATION
The Emergency Response Group (ERG) includes professionals from a wide cross-section
of the University of Windsor operational staff and includes membership from Facility Services,
Health and Safety, PAC among other departments deemed necessary to response and control
a situation occurring. These individuals as required by an Incident Commander at an
established Command Post will attend and help to mitigate the effects of an incident.
The Emergency Operations Management Group (EOMG), drawn from the university‘s
senior administrative and academic areas, coordinates the campus response to major disasters
from the Emergency Operations Center (EOC). An Incident Commander is responsible for the
operational direction of the response and reports to the EOMG in the EOC. The EOMG will
convene in Level II and III emergencies to coordinate policy and procedure issues specific to
response and recovery activities necessitated by the nature of the event. The EOMG is
composed of: the President; Provost Vice President Academic; Vice President Administration
and Finance; Associate Vice President Finance; Executive Director- Facility Services; Executive
Director- Human Resources, Executive Director- Ancillary Services; Vice Provost- Students and
Registrar; and the Director of Public Affairs and Communications,
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Department Emergency Planning Guidelines Introduction
Departmental Emergency Coordinators (DEC‘s) serve as the pivotal communications
interface between the Command Post and the campus community before, during and after a
major emergency or disaster. DEC‘s also play a critical role in assuring department
preparedness, response, and recovery planning and training. There may be several DEC‘s for
Constituent Departments based on the impact of an emergency.
DEC‘s:
Gather emergency impact data from their areas and account for their personnel,
Transmit reports to the Incident Commander at a Command Post,
Disseminate emergency instructions to constituents,
Communicate the location of Emergency Assembly Points used during emergency
evacuations in areas,
Recruit volunteers to assist with response and recovery operations,
Coordinate the planning and implementation of business continuity, resumption, and
recovery activities in their respective areas, and
Participate in campus exercises to practice using these resources.
Emergency Action Plans (EAP)
EAP‘s outline departmental expectations for how employees are to respond if an emergency
occurs that impacts departmental worksites. The departmental EAP should be comprehensive
and address all issues specific to the department that may arise during an emergency, as well
as the conditions present in departmental worksites (e.g., are there extraordinary hazards
present, does the building have a fire alarm system, etc.) The EAP template located in
Appendix 1 will help you establish:
The unit‘s policies relating to the emergency ‗chain of command‘;
A preferred method for reporting fires and other emergencies;
Emergency escape procedures and route assignments, such as floor plans, workplace
maps, and areas of refuge;
The location of emergency assembly locations and procedures to account for all
employees after the evacuation;
Names, titles, departments and telephone numbers of individuals both within and outside
your building to contact for additional information or explanation of duties and
responsibilities under the emergency plan;
Procedures for employees who remain to perform or shut down critical plant operations,
operate fire extinguishers or perform other essential services that cannot be shut down
for every emergency alarm before evacuation;
Rescue and medical duties for any workers designated to perform them; and,
Internal communications procedures.
The EAP must be known and understood before an emergency occurs. Department
heads and directors are therefore expected to:
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Department Emergency Planning Guidelines Introduction
Share this important safety information with all faculty, staff, and students on an annual
basis
Brief all new personnel when they join the department
Keep multiple copies of the EAP in accessible locations throughout the organization
Where a department spans multiple buildings, a separate EAP will need to be developed
for each location.
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Department Emergency Planning Guidelines Emergency Preparedness
BASIC PLANNING BEFORE AN EMERGENCY OCCURS
GETTING ORGANIZED
The first step in building department preparedness is to assemble the appropriate human and
physical resources to do the job.
It is recommended that every departmental executive appoint a ―Department Emergency
Coordinator‖ (DEC), to help develop and implement the departmental emergency plan. An
Emergency Coordinator must be familiar with the Department‘s programs and physical facilities,
and should be a person with the management experience and financial authority to:
Collaborate with the Department Head or Director to develop and maintain the
information in the Department Emergency Plan and EAP(s).
Recruit a core ―Emergency Preparedness Committee‖ that represents staff, faculty, and
principal investigators from the department‘s major divisions or locations. Include people
with disabilities (limited mobility, low vision/blind, HOH/Deaf) in order to plan for all
needs.
Arrange appropriate preparedness training for personnel. This training is generally
available from Occupational Health and Safety at ext. 2055 or the Emergency
Preparedness Coordinator at ext. 4888. Additional information regarding people with
disabilities and emergencies is also available.
Purchase department emergency supplies and equipment.
Be ready to support the departmental executive during an emergency incident (and be
called back to campus if necessary).
Be ready to help prepare post-disaster impact summaries and insurance documentation.
Assure that information is communicated to the DEC, and that departmental faculty and
staff are kept informed of information received from the DEC if the university Emergency
Operations Centre is activated.
Both existing and newly formed Emergency Preparedness Committees should consider dividing
their members into an ―Emergency Action Team‖ and an ―Emergency Recovery Team‖ to
handle those specialized planning and response activities.
The ―Emergency Action Team‖ should be trained to disseminate emergency instructions
and warnings including people with disabilities by using accessible formats, assist
evacuations and security, provide first aid and similar support if necessary, and deal with
immediate salvage and preservation issues (e.g. moving animals and plants, covering
books and equipment).
The ―Emergency Recovery Team‖ should be prepared to document the effects of the
emergency and coordinate facility and program restoration according to priorities
identified by the Departmental Executive and/or as directed by the DEC. This team
should also be used to perform COOP, business resumption, and business recovery
planning. Please refer to university guidance for assistance with developing your
departmental COOP plan.
April 2010 6
Department Emergency Planning Guidelines Emergency Preparedness
SUPPLIES AND EQUIPMENT
If a large-scale disaster affects the university, it may not be physically possible to provide
immediate emergency support for every area that requires it, even with the assistance of the
adjacent towns and counties. Departments, therefore, should maintain basic emergency
supplies and equipment to be as self-sufficient as possible after an emergency. Department
emergency kits will vary in size and composition according to an organization‘s structure,
function and location, but all University of Windsor departments should have the following
essentials in an accessible location:
First aid supplies with instructions
Flashlights/batteries
Portable AM/FM radios/batteries
Employee rosters
Each laboratory should be equipped with a spill kit suitable for the chemicals used.
Other supplies that might be necessary include:
Air horns, megaphones or similar devices that will facilitate evacuating a building that
does not have a central fire alarm system
Controlled descent and similar devices to assist persons with mobility and other
impairments.
Every departmental executive should encourage employees to keep a personal emergency kit
in their work area. These kits should contain a flashlight, back-up eyeglasses and medications,
sturdy shoes, a sweater or light poncho, a ―snack‖ (such as energy bars), a bottle of water and
personal emergency contact numbers.
ESTABLISHING EMERGENCY COMMUNICATIONS SYSTEMS
The University of Windsor Emergency Response Plan explains that, during an emergency,
Department Executives:
Ensure that life-safety emergencies are reported by calling ext.911.
Account for the safety of department personnel.
Notify his or her Vice President or Dean of the incident, and contact appropriate campus
emergency response departments for repairs assistance or safety issues (e.g., Risk
Management, Facilities, or Environmental, Health and Safety Services) associated with
smaller-scale incidents (Level 0 and I); requests for assistance during larger-scale
incidents will be reported to the EOC.
Deliver critical university information and instructions to their constituents.
Forward disaster impact reports to their respective DEC and disseminate disaster
instructions.
It is important that your department establish procedures for making critical notifications during
business hours and during after-hours emergencies. At a minimum, your department should:
Establish ―telephone trees‖ and ―distribution‖ voicemail and email lists to initiate rapid
emergency notifications.
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Department Emergency Planning Guidelines Emergency Preparedness
Create a department ―Emergency Hotline‖ so that faculty, staff, and students can call
into your department to hear recorded announcements and instructions about
emergency effects on your program.
Publicize the university emergency information hotline number if one is established.
Be certain your EAP(s) include procedures for announcing the need to immediately evacuate a
building in response to fire or other building emergency.
Determine if your building has a fire alarm system. If you need assistance making this
determination, contact Facility Services at ext. 2850.
If your building does NOT have a fire alarm system, you will need to establish a manual
system that can be used to quickly notify building occupants that there is a building
emergency and the building must be evacuated. Such a system could include having
employees yell ‗fire‘ and knock on doors as they leave the area and/or assigning floor
wardens who are responsible for clearing the floor as they leave the area.
Air horns or megaphones are helpful, but only if they are assigned to an individual (e.g.,
a floor warden) and are constantly available for use, and only during normal business
hours. If you chose to use these devices, be sure that back-up roles are assigned, and
that all employees understand how to announce a building emergency after normal
working hours.
PLANNING FOR EVACUATIONS
If a complete campus evacuation and closure is necessary during a disaster, it will be
announced and coordinated by the EOC. Campus evacuations will be sequential to maintain
safety and avoid traffic gridlock.
Note that it may or may not be necessary to vacate a building during minor Level O or I
emergency incidents, or even during some Level II or III events. Occupants in the area may
simply be directed to remain on-site and shut down systems, or they may be asked to move to
other sectors of their floor or building. In some events (such as extended power outages),
evacuations are not necessary unless the incident has generated a hazardous materials
incident or immediate health and safety risk. In limited emergencies, wait for evacuation
instructions and engage your Emergency Team to communicate the information throughout the
department.
Plan where employees should go during an evacuation, and make sure employees know
the routes to get there. Building evacuees go to your designated assembly point, which is an
outdoor destination where personnel meet to notify managers of their safety and get emergency
information and assistance. Be sure to address the needs of individuals with mobility and other
impairments in your planning process, and coordinate the designation of assembly areas with
other departments to prevent overcrowding.
Evacuation route planning involves the development of floor plans that show the recommended
path to take to exit from a facility during an emergency evacuation. Evacuation routes should be
coordinated as needed to prevent overloading of hallways, stairs and exits. Evacuation route
information is to be included in your EAP, posted in departmental work areas as needed, and
included in each laboratory‘s plan. Basic building evacuation plans can be obtained from
Occupational Health and Safety at ext. 2055.
Determine primary and secondary evacuation routes for each area within the unit's facilities.
The primary evacuation route is typically the route to the nearest exit or exit stair. The
secondary evacuation route is an alternate route to use if the primary route is obstructed.
April 2010 8
Department Emergency Planning Guidelines Emergency Preparedness
Know how to announce and implement an evacuation. A sample script is:
We have a _________________________emergency. Evacuate to____________ (your
designated assembly point, or the location announced by the DEC). Take your belongings.
Do not use the elevators.
Know what to do next. Be prepared to account for your personnel, and know how to obtain
and disseminate emergency information and instructions.
Fire Alarms
Determine if your building has a fire alarm system. For those buildings that do not have a
fire alarm, you may notify other occupants by knocking on doors and shouting ―fire‖ as you are
exit the building. In larger buildings, it may be necessary to appoint floor wardens and provide
air horns or megaphones so they can manually sound the alarm as they exit their area. If
multiple departments occupy a building without a fire alarm system, it is essential that they
coordinate their emergency planning and warning system. It is critical that all employees be
trained on the warning system that will be used and that this system is practiced during drills.
(To determine if your building is equipped with an automatic fire alarm system, or for assistance
conducting a fire alarm drill, contact the Facility Services Department at ext. 2850).
A building evacuation is mandatory whenever a fire alarm sounds, and building occupants
should exit immediately. After a building has been evacuated, occupants must wait for a safety
inspection or the ‗all-clear‘ to sound before re-entry.
Special Considerations
As you develop your EAP(s), be sure to consider the following:
If your department spans multiple buildings, a separate EAP will need to be developed
for each location.
If multiple departments are located in a building that doesn‘t have a fire alarm system, all
departments in the building will need to coordinate so that everyone understands and is
using same the evacuation signal.
The university community is mobile. Faculty and staff may work in more than one
location during the day, and teaching faculty may be in many buildings during the course
of one day. If your building has general purpose classrooms, for example, this means
that you may have a population in your area that isn‘t familiar with your plan or your
evacuation signal. During your planning, therefore, you need to be sure that you‘ve
addressed how to provide an evacuation notice (or other emergency instructions) to this
transient population. See Appendix 1 for more information.
Evacuation Planning for Persons with Disabilities
During emergency planning, you should encourage individuals with mobility or other limitations
that would hamper their ability to evacuate the building or prevent them from hearing or seeing
an emergency alarm to self-identify so that you can include them in the planning process. You
should also update your plan as needed to include persons that have temporary limitations, and
b aware that faculty, staff and students with "hidden" disabilities (arthritis, cardiac conditions,
back problems, learning disabilities) may also need individual assistance. A sample letter for
requesting disclosure by those needing assistance can be found at the end of Appendix 1.
Remember that elevators are not to be used if there is a fire in the building, and in some
buildings elevators are automatically recalled to the ground floor if the fire alarm is activated.
April 2010 9
Department Emergency Planning Guidelines Emergency Preparedness
Persons with mobility limitations have five basic evacuation options.
Horizontal evacuation: using building exits to the outside ground level or going into
unaffected wings of multi-building complexes (for example, using the sky bridge at the
Leddy Library).
Stairway evacuation: using steps to reach ground level exits from the building.
Shelter in Place: unless danger is imminent, remaining in a room with an exterior
window, a telephone, and a solid or fire resistant door. With this approach, the person
may keep in contact with emergency services by dialing ext.911 and reporting his or her
location directly. Emergency services will immediately relay this location to on-site
emergency personnel, who will determine the necessity for evacuation. Phone lines are
expected to remain in service during most building emergencies. If the phone lines fail,
the individual can signal from the window by waving a cloth or other visible object.
The Shelter in Place approach is more appropriate for sprinkler protected buildings or
buildings where an "area of refuge" is not nearby or available. It may also be more
appropriate for an occupant who is alone when the alarm sounds. A "solid" or fire
resistant door can be identified by a fire label on the jam and frame. Non-labeled 1-3/4‖
thick solid core wood doors hung on a metal frame also offer some fire resistance.
Area of refuge: with an evacuation assistant, going to an area of refuge away from
obvious danger. The evacuation assistant will then go to the building evacuation
assembly point and notify the on site emergency personnel of the location of the person
with a disability. Emergency personnel will determine if further evacuation is necessary.
For assistance in identifying areas of refuge, call the Emergency Response Coordinator
at ext. 4888.
If a stair landing is chosen as the area of refuge, please note that many campus
buildings have relatively small stair landings, and wheelchair users are advised to wait
until the heavy traffic has passed before entering the stairway.
Stairway evacuation of wheelchair users should be conducted by trained professionals.
Only in situations of extreme danger should untrained people attempt to evacuate
wheelchair users. Moving a wheelchair down stairs is never safe.
Incorporate emergency evacuation devices into your plan: Emergency evacuation
devices are available to help evacuate individuals with mobility limitations from buildings.
These devices can help individuals quickly move people with mobility limitations down
stairs or across rough terrain. When selecting a device consult the intended user. The
advantages or disadvantages of these devices are dependent on the capabilities,
acceptance, and understanding of the end user(s). Funding, however, is not currently
available at the university level to support the purchase of emergency evacuation
devices.
Persons with mobility limitations, who are able to walk independently, may be able to negotiate
stairs in an emergency with minor assistance. If danger is imminent the individual should wait
until the heavy traffic has cleared before attempting the stairs. The details of who will provide
assistance and how they will be notified should be detailed in your plan.
Hearing Impaired: Many buildings on campus are equipped with fire alarm strobe lights;
however, some are not. Persons with hearing impairments may not hear audio emergency
alarms and will need to be alerted by other means of emergency situations. Emergency
instructions can be given, for example, by writing a short explicit note to evacuate. Reasonable
accommodations for persons with hearing impairments may be met by modifying the building
April 2010 10
Department Emergency Planning Guidelines Emergency Preparedness
fire alarm system, particularly for occupants who spend most of their day in one location.
Persons needing such accommodation should contact Student Disability Services at ext. 3463.
Visually Impaired: Most people with a visual impairment will be familiar with their immediate
surroundings and frequently traveled routes. Since the emergency evacuation route is likely
different from the commonly traveled route, persons who are visually impaired may need
assistance in evacuating. The assistant should offer their elbow to the individual with a visual
impairment and guide him or her through the evacuation route. During the evacuation the
assistant should communicate as necessary to assure safe evacuation.
Persons with disabilities have the responsibility to assure their own safety, and should be
encouraged to conduct a self-assessment of their capabilities, limitations and needs, as well as
their surroundings to determine what type of help they may need in an emergency.
REDUCE HAZARDS IN DEPARTMENTAL WORKSITES
When developing your EAP(s), it‘s a good idea to look at a wide variety of potential
emergencies that could occur in your workplace. You should do a hazard assessment to
determine what, if any, physical or chemical hazards in your workplace could cause or
exacerbate an emergency or impede emergency response efforts, and you should take action to
reduce your vulnerability to these hazards. The following documents will be useful as you
evaluate your workplace:
The University of Windsor’s Fire and Life Safety Program provides broad guidance on
mitigating the risk of fire, and will assist you in this process. Resources are located on
the Occupational Health and Safety website
The Spill Response Manual provides guidance on chemical storage, spill response,
proper use of compressed gas cylinders, and other safety and health issues related to
laboratory research. The risk of Workplace Violence varies by occupation and work
location. Common sense approaches to workplace design, security, planning and
preparedness can, however, greatly reduce this risk. If you develop any specific
procedure related to workplace violence, be sure these are included in your EAP.
TRAINING
Employees must receive training on all elements of the EAP upon its initiation. New employees
must receive training when first assigned to the Department. Additional training is necessary
when an employee‘s required actions under the plan change or when there are changes to the
plan, and it is recommended that information on the EAP be provided to employees on an
annual basis. This training is performed by designated departmental personnel, and a
permanent record of training should be maintained.
Employees that have specific assigned emergency response roles (e.g., Emergency Response,
Emergency Recovery) may require additional training. For assistance with arranging this
training, contact Occupational Health and Safety at ext.2055.
Fire and Other Emergency Drills
Once you have reviewed your EAP with your employees and everyone has had the proper
emergency response training as stated in the previous section, it is a good idea to hold practice
drills as often as necessary to keep employees prepared. Occupational Health and Safety can
assist you with drills and involve outside agencies such as the fire and police departments.
April 2010 11
Department Emergency Planning Guidelines Emergency Preparedness
Fire drills are a vital part of the campus‘ comprehensive campus fire safety program. Drills are
held to familiarize occupants with drill procedures and to make the drill a matter of established
routine.
Fire drills must be conducted regularly in all residential housing facilities. (See the University of
Windsor Fire and Life Safety Program for further guidance on this issue.)
For all other occupancies it is recommended at least one fire drill be conducted annually.
All fire drills at the University of Windsor will be announced and preplanned. If a fire alarm
sounds and you have not been notified prior to the alarm that it is a drill, take immediate
action, evacuate the building and protect yourself.
CONDUCT COOP AND BUSINESS RESUMPTION PLANNING
All departments are expected to develop continuity of operations and business resumption plans
to safeguard their essential programs and records, and to involve appropriate program and
financial managers in the planning process. These plans can be updated and expanded
adaptations of the contingency plans that were developed in preparation for the transition to
―Y2K.‖ All departments are also expected to take steps to reduce their vulnerability to hazards
such as unplanned power outages. Please see the Emergency Response Coordinator at ext.
4888 for assistance with developing your departmental COOP plan.
April 2010 12
Emergency Planning Guidelines Appendix 1 – EAP Template
APPENDIX 1 - EMERGENCY ACTION PLAN TEMPLATE
April 2010 13
Emergency Planning Guidelines Appendix 1 – EAP Template
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Emergency Planning Guidelines Appendix 1 – EAP Template
EMERGENCY ACTION PLAN
DEPARTMENT OF
BUILDING:
INTRODUCTION
No one expects an emergency or disaster to affect him or her—or the work area. Yet the reality
is that emergencies and disasters can strike anyone, anytime and anywhere. A workplace
emergency is an unforeseen situation that: threatens students, staff, faculty and visitors;
disrupts or shuts down part or all of the university community; or causes physical or
environmental damage. Emergencies may be natural or manmade and include the following:
Earthquakes, Chemical spills,
Fires, Radiological accidents,
Floods, Explosions,
Hurricanes, Civil disturbances
Tornadoes, Workplace violence
Toxic gas releases, Extended utility outages
When an emergency strikes, our immediate safety and prompt recovery will depend on the level
of preparedness among faculty, staff and students. At the University of Windsor, planning
ahead for emergencies is part of normal business planning and campus life, and all members of
the campus community share a responsibility for preparedness.
This emergency action plan (EAP) details the actions that employees in our department are
expected to take in response to an emergency. It identifies certain individuals that have an
emergency response role. Finally, the EAP is part of our departmental emergency plan, which
provides a structure for coordinating the department‘s actions with our {Dean, Vice President, or
Vice Provost} and personnel at the university Command Post and Emergency Operations
Center (EOC) if a large-scale disaster occurs.
Departmental Emergency Coordinator
Name Position Ext. Home Ph. Cell Ph. Email
This person should be contacted with any questions about this Emergency Action Plan.
Questions related to emergency planning should be addressed to the Emergency Preparedness
Coordinator, Campus Community Police at (519) 253-3000 ext. 4888 or cpolice@uwindsor.ca
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Designated Emergency Personnel The following individuals serve on the {department’s or
unit’s} emergency team:
Name Position Ext. Home Ph. Cell Ph. Email
This team disseminates emergency instructions and warnings, assists with evacuations and
security, provides first aid and similar support if necessary, and deals with immediate salvage
and preservation issues (e.g. moving animals and plants, covering books and equipment).
Additional Duties
Certain persons may have additional duties under this plan. These duties may include assisting
others during the evacuation, performing head counts at the assembly point, or shutting down
hazardous equipment or operations. Below is a list detailing any additional duties and the
person(s) responsible for performing them:
Departmental Emergency Communications
If a large-scale disaster occurs, the department will work with PAC to establish a departmental
‗hotline‘ to answer questions and provide guidance on response. The departmental ‗hotline‘
number is:
Under these conditions, the department will also establish an emergency headquarters or base
at , reachable by phone at or fax . If the phone system is not operational,
check the University of Windsor‘s web page for information or send a runner to the departmental
headquarters.
The department may also distribute information and instructions via phone mail, email or the
departmental web page.
For immediate building emergencies such as fires, the normal procedure for sounding
the alarm is to . {activate the building fire alarm system by pulling a pull station located at the
exit; knock on doors and yell ‘fire’ or similar as you leave the area; etc. See the guidelines for additional
information, or contact Occupational Health and Safety for assistance with developing your system}
University Emergency Communication Systems
The university maintains a robust emergency communications system, including:
UWindsor Alert. UWindsor Alert is the University of Windsor‘s urgent notification
system, comprised of a variety of methods by which the university can contact students,
faculty, and staff. You are encouraged to subscribe to this system at the following
website, www.uwindsor.ca/alert . Alerts can be sent via: text messages (SMS) to mobile
devices; calls to home, office, or mobile phone numbers; and, E-mails to non-University
addresses.
Emergency Alert Public Address System (EAPAS). When emergency conditions
present a danger to persons, the University of Windsor may activate its emergency
public address system. The sirens can broadcast both tone and voice messages. When
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the siren is heard, individuals should immediately go inside and consult a source of
information (see following).
Information posted to the university homepage, www.uwindsor.ca
Information sent using campus-wide e-mail.
Information broadcast via campus public media outlets.
Information recorded on the university line (519-253-3000).
Evacuations
If the building is evacuated in response to a fire or similar emergency, all personnel are to report
to a pre-designated assembly point. At the assembly point, supervisors account for personnel
and report any that are unaccounted for to the Emergency Coordinator, police responders
and/or the fire department.
You may obtain building evacuation maps and building fire plans electronically from the Health
and Safety website at http://www.uwindsor.ca/safety
The designated assembly point for this building and/or department is .
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Identified Hazards in this Workplace
Below list any special hazards and any required special knowledge and/or training for occupants
working in this building {for example, presence of a halon fire suppression system or hazardous
materials used or stored in the building; if not applicable, delete this section}:
Persons with Disabilities
If you are a person with a disability—even a short-term disability—that could hamper your ability
to evacuate the building during an emergency or prevent you from taking needed action to
protect your safety, you are encouraged to self-identify to the Departmental Emergency
Coordinator. This person will work with you to incorporate your needs into the planning
process.
Training
Employees must receive training on all elements of the EAP upon its initiation. New employees
must receive training when first assigned to the Department. Additional training is necessary
when an employee‘s required actions under the plan change or when there are changes to the
plan.
Employees that are designated as Emergency Response or Emergency Recovery personnel
may require additional training. This training will be arranged by the Emergency Coordinator for
the department.
Departments are encouraged to practice their plan on an annual basis by performing fire or
other emergency drills.
Additional Information
Additional information on emergency planning can be found on the University‘s Emergency
Preparedness website at www.uwindsor.ca/emergency
DEPARTMENT EVACUATION ROUTES
INSERT A COPY OF YOUR EVACUATION MAP HERE
These maps are posted in building hallways, near main entrances. Be certain that you indicate
your department‘s ―Emergency Assembly Point‖ on the map. General building floor plans can be
provided through requests to the Emergency Preparedness Coordinator at 519-253-3000 ext.
4888. Building fire plans may be obtained from Occupational Health and safety online at
http://www.uwindsor.ca/safety. Evacuation floor plans may be accessed through their office at
ext. 2055
(Place map here)
The campus Emergency Preparedness Coordinator on review will place here, a
copy of the closest emergency triage area and emergency vehicle staging area.
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EMERGENCY RESPONSE ACTIONS
Medical Emergency Procedure
Notify Campus Police of the location, nature and extent of the injury by calling ext. 911.
Always call from a safe location.
Protect the victim from further injury by removing any persistent threat to the victim. Do
not move the victim unnecessarily.
Provide first aid until help arrives if you have appropriate training and it is safe to do so.
Send someone outside to escort emergency responders to the appropriate location, if
possible.
Evacuations
If the building is evacuated in response to a fire or similar emergency, all personnel are to report
to the pre-designated assembly point. At the assembly point, supervisors account for personnel
and report any that are unaccounted for to the Emergency Coordinator, Campus Police and/or
the fire department.
To Assist Visually Impaired Persons:
Announce the type of emergency.
Offer your arm for guidance.
Tell the person where you are going, obstacles you encounter.
When you reach safety, ask if further help is needed.
To Alert People with Hearing Problems:
Turn lights on/off to gain the person‘s attention, or
Indicate directions with gestures, or
Write a note with evacuation directions.
To Evacuate People Using Crutches, Canes, or Walkers:
Evacuate these individuals as injured persons.
Assist and accompany to evacuation site if possible, or
Use a sturdy chair (or one with wheels) to move the person, or
Help carry the individual to safety.
To Evacuate Wheelchair Users:
Non-ambulatory persons‘ needs and preferences vary. Individuals at ground floor
locations may exit without help. Others have minimal ability to move. Remember, lifting
may be dangerous to you or them.
Some non-ambulatory persons have respiratory complications. Remove them from
smoke and vapors immediately. Wheelchair users with electrical respirators should get
priority assistance.
Most wheelchairs are too heavy to take down stairs. Consult with the person to
determine best carry options and reunite the person with the chair as soon as it is safe to
do so.
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Do not put yourself or others in danger. If you cannot safely evacuate an individual, get them to
a stairwell or other easily identified ―protected‖ location and notify emergency responders as
soon as possible of the individual‘s situation and location.
During an emergency, students and visitors who may not be familiar with this plan must
be informed of the requirement to evacuate.
Note that it may or may not be necessary to vacate a specific area during an emergency
incident. Occupants in the area may simply be directed to remain on-site and shut down
systems, or they may be asked to move to other sectors of their floor or building. In some
events (such as extended power outages), evacuations are not necessary unless the incident
has generated an immediate health and safety risk. Follow all directions from emergency
response personnel.
For broad-scale emergencies that affect a large portion of the campus, wait for
evacuation instructions from the DEC, the EOC or the university administration, and
engage the unit's Emergency Action Team to communicate the information throughout the unit.
Campus evacuations will be directed by the Campus Police Department to maintain safety and
avoid traffic gridlock. Under these circumstances:
Remain calm.
Alert Emergency Action Team to assist with evacuation.
Quickly shutdown any hazardous operations or processes and render them safe.
Follow directions to the evacuation site.
Walk, do not run.
Do not use elevators.
Take personal items.
Notify others in the unit's area of the alarm if they did not hear it.
Assist persons with disabilities.
Check offices, classrooms, and restrooms.
Turn equipment off, if possible.
Close doors.
Take emergency supplies and employee rosters.
Keep exiting groups together.
Instructors assist students.
Gather at the evacuation site and await instructions.
Account for faculty, staff and students.
Report any missing or trapped people to the emergency responders.
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Shelter-in-Place
There may be situations when it's simply best to stay where you are and avoid any uncertainty
outside. There are other circumstances when staying put and creating a barrier between
yourself and potentially contaminated air outside, a process known as "shelter-in-place," is a
matter of survival. An order to shelter-in-place would be given to your department via your
DEC, or announced by the EOC or the university administration by email, phone
messages, or updates on the UWindsor website.
If told to shelter in place:
Stay in a building or other shelter until otherwise directed or the danger has subsided.
If you are outdoors, go inside immediately.
Close all windows and doors, and follow any other instructions that are issued.
Fire Emergencies
SOUND THE ALARM
If you discover or suspect a fire, sound the building fire alarm.
If there is no fire alarm in the building, warn other occupants by knocking on doors and
shouting ―fire‖ as you leave the building or use other prepared methods as outlined in
this EAP.
EXITING A ROOM
Before opening any door, feel the doorknob with the back of your hand. Do not open the
door if it is hot.
Brace yourself behind the door, crouch low, and open the door slightly if it is warm.
Stay low if the area is smoky. If heat or heavy smoke is present, close the door and stay
in your room.
LEAVE THE BUILDING
Try to rescue others ONLY if you can do so safely.
Move away from the building and out of the way of the fire department.
Go to your department‘s designated assembly point.
Don‘t go back into the building until the fire department says it is safe to do so.
CALL THE FIRE/POLICE DEPARTMENT
Dial ext.911 or use an ―emergency‖ phone.
Give as much information as possible to the 911 operator.
You may attempt to put out the fire if you have been trained in and are comfortable using a fire
extinguisher. Otherwise, immediately evacuate. Hazardous equipment or processes should be
shut down before leaving unless doing so presents a greater hazard. Remember to close all
doors.
Assist anyone who may be in danger, if you can do so without endangering yourself. Exit the
building in a calm manner using the stairs - never use elevators. After you have left the
building, go to your pre-designated assembly point and remain there. Remain outside the
building, even if the alarm is silenced, until the fire department has given the ―all clear‖.
Maintain a safe distance from the building, about 50 feet, to allow ample room for emergency
personel and equipment to access the building.
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If primary and alternate escape routes are blocked:
Go back to your room, close the door and call 911 to report your location.
Seal the cracks around the door to prevent smoke from entering.
Open the window a few inches for fresh air and hang a brightly colored cloth or bed
sheet out the window to alert the Fire Department to your location. If you have a
flashlight, use it to signal at night.
If smoke gets in your room, keep low and dampen a cloth with water, place it over your
nose and breathe lightly through it.
Stay calm. Do not jump from windows above the second floor. Rescue personnel have
the proper equipment to get to you quickly.
WEATHER EMERGENCIES
Weather emergencies can pose serious threats to university personnel. When severe weather
occurs, the administration will determine whether university offices will be closed. Check the
University of Windsor web page, call the weatherline (519-257-7743), or listen to local TV and
radio news broadcasts for this information.
Follow these recommendations if severe thunderstorms, threatening weather or tornadoes
occur during the workday:
If weather conditions appear threatening, listen for an ALERT WARNING through
commercial radio, weather radio or local television.
If you are outside, move indoors as soon as possible.
Move to an interior hallway or basement if time allows, or take shelter under a desk or
heavy table and cover your head.
Avoid upper floors, large glassed areas and windows.
Stay out of parking areas, gymnasiums, and auditoriums.
Stay away from electrical service panels and appliances, including computers.
Use telephones for emergency calls only.
During the fall and spring, severe weather emergencies, such as tornados, occur more
frequently. Listening to a small, battery-operated radio is a good way to stay informed of
such conditions.
Stay calm and alert.
After a severe storm:
Report damage on campus to Facility Services at ext. 2850 and to Risk Management at
ext. 2118. Report damages on other locations to Satellite Operation Centers. Use
extreme caution when entering buildings. Watch for gas leaks, electrical system
damage, and sewer and water line damage. Stay out of damaged buildings and return to
your building only when authorities say it is safe.
Stay away from downed power lines. Do not handle live electrical equipment in wet
areas. Electrical equipment should be checked by an electrician and dried before being
returned to service. Be sure the power is off before entering flooded basements if water
is high enough to reach appliance motors or any electrical equipment. Leave an area
immediately if you smell gas or vapors from chemicals.
Help injured persons if you can do so without putting yourself at risk of injury. Provide
first aid if you are trained. Report injuries by calling ext. 911. Do not move seriously
injured persons unless they are in immediate danger.
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Do not make unnecessary telephone calls in order to leave lines open for emergency
calls.
Do not sightsee or spread rumors.
Earthquakes
While earth tremors do occur in southwestern Ontario, it is extremely unusual for one to occur
that is noticeable by building occupants, and even more rare for one to occur that is substantial
in nature. If an earthquake does occur:
Take cover immediately (under a desk, table or chair, between seating rows in lecture
halls, or against corridor walls).
If you are outdoors, keep away from buildings, poles or other structures that could
overturn.
Be alert for aftershocks.
Minor Quake (Brief Rolling Motion)
Restore calm. Examine your area for damage
Report damage/hazardous materials releases.
Await instructions. Evacuations are unlikely.
Major Quake (Violent Shaking)
Restore calm. Assist others.
Report injuries to ext. 911.
Report damage to executive management.
Evacuate carefully. Be alert for aftershocks.
Take emergency supplies.
Do not use elevators.
Meet at your designated assembly point.
Do not enter buildings until they are examined.
Await instructions, be patient, help others.
Hazardous Materials Emergency Procedure (U of W Spill Response Manual)
In case of a spill involving chemical reagents, it is important to reduce the possibility of further
contamination outside the initial spill area. By preventing the spreading of contamination, you
effectively reduce the potential exposure of others.
All spills of chemical reagents must be cleaned up immediately.
Quick Reference Steps:
1. Remain calm and move away from affected area: Offer assistance to individuals who
are disabled and others as needed until help arrives.
2. Summon Aid: If you are unsure of how to effectively clean the spill, contact the
Chemical Control Centre (ext. 3523) or Campus Community Police (dial 911), from a safe
area.
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3. Treat Injured People First: Providing first aid to injured people takes priority over
cleaning a chemical spill. Inform emergency personnel that spill involves chemicals.
4. Alert everyone in the Area: Inform everyone within the vicinity of the spill that an
accident involving chemical reagents has occurred. Mark the spill zone and post
appropriate signage (if needed) to reduce the potential for further contamination.
5. Control Contamination: Take action to prevent the spread of contaminated materials. If
the spill is wet, cover with absorbent material.
6. Clear Area: Remove all unnecessary individuals from the area of the spill. Attempt to
reduce the movement of people within the spill zone.
7. Decontamination: Apply decontamination procedures in priority order: (1) personnel;
(2) laboratory; and (3) equipment.
Call: University of Windsor Campus Community Police
Dial ext. 911
Provide the Police dispatcher with the following: your name, phone number, location (room # &
building), that incident involves chemicals, and if anyone is injured. Wait for aid to arrive.
Loss of Electric Power
Take actions to preserve human and animal safety and health. Take actions to preserve
research.
Turn off and/or unplug non-essential electrical equipment, computer equipment and
appliances.
Keep refrigerators and freezers closed throughout the outage to help keep them cold.
Call Facility Services at ext. 2850 if a power failure occurs on campus during normal
hours. Physical Plant will dispatch an electrician to the scene. If power fails in a building
after hours, call the Campus Police Department at ext. 1234. if a power outage occurs
on another location, call the local utility company for assistance.
Evacuate the building if instructed by emergency personnel. Assist other building
occupants to move to safe locations. Emergency lighting is provided in halls and
stairways to ensure occupants can evacuate the building safely. Turn equipment off as
you leave to prevent damage from a power surge.
Do not use candles or open flame.
If the laboratory fume hood is non-operational, cap all open containers and close the
sash.
Workplace Violence
If workplace violence occurs:
Report the incident to the police as soon as you can if they haven‘t already been
contacted.
Secure the area where the disturbance occurred. The area may be considered to be a
crime scene, so leave everything untouched until the police arrive.
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Make sure everyone‘s okay and that there‘s no potential for additional injury. Call for
medical assistance if necessary.
If business must continue, shift personnel as needed to cover essential work functions.
Be supportive. The victim(s), witnesses and other employees may need access to
critical incident debriefing or counseling. Contact Human Resources Services for
guidance or assistance as needed.
{Add to this list any special procedures that have been established to address this issue.
Reference the guidance in this document for more information, or Occupational Health
and Safety at ext.2055, the Campus Police at ext.1234, or Human Resources Services
at ext. 2047 for assistance.}
Bomb Threat Procedure
During a call remain calm and try to obtain as much information as possible from the caller. Try
to write down the caller's exact words. If possible, use the Bomb Threat Checklist at the end of
this plan to record important information such as:
When is the bomb going to explode?
Where is the bomb located right now?
What does the bomb look like?
What kind of bomb is it?
What will cause the bomb to explode?
Did you place the bomb?
Why?
What is your address?
What is your name?
Also record the following information:
Exact time the call is received.
Information about caller including:
o Sex - Age – Accent
o Education - Location of caller - Background noises
o Caller's attitude - Speech impediments or traits
Immediately call the Campus Police Department at ext.911 if the threat is on campus. On other
locations call your local police department at 911. Provide the police with the context of the
threat, telephone number on which it was received, your name, room number and telephone
number where you can be reached. Take no other action unless directed to by the police.
Notify your immediate supervisor that you have received a bomb threat and have called the
police. Do not state the nature of the call to anyone else.
Complete the Bomb Threat Checklist. A copy of the checklist is in the Checklist section at the
end of this plan. Remain at your location until the police arrive. The officer will interview you
regarding the call and take the checklist.
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Suspicious Package Procedure
If you receive or observe a suspicious letter or package that is unexpected or unknown with the
following characteristics:
Excessive postage.
Misspellings of common words.
Excessive weight.
Rigid envelope.
Foreign mail, airmail or special delivery.
Hand written or poorly typed address.
Restrictive markings such as confidential, personal, etc.
Excessive securing - material such as masking tape, string, etc.
Incorrect titles.
Oily stains or discoloration.
Visual distractions.
Lopsided or uneven.
Titles but no names.
No return address.
Protruding wires or tinfoil.
From a safe location notify the Campus police department immediately by calling ext.911. Move
people away from the package.
DO NOT move or open the package.
DO NOT investigate too closely.
DO NOT cover, insulate or place the package into a cabinet or drawer.
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EMERGENCY EVACUATION SIGN-IN SHEET
(Use this from to account for personnel at the emergency assembly point when a
roster is not available)
Building:
Department/Chair:
Please Print
Student? Faculty?
Your Name and/or ID No. School or Department
Staff? Other?
This page left intentionally blank.
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Bomb Threat Checklist
TELEPHONED THREAT
As soon as a telephoned bomb threat is received, the person answering the telephone should
signal a fellow employee to inform the Campus police at ext. 911. The person receiving the call
should be guided by the following instructions:
1. Remain calm and try to hold the caller on the phone as long as possible.
2. Record exact time and date of call. Date: Time:
3. Record the exact words of the caller.
4. If the caller is interested in talking, encourage him or her to do so by asking questions.
5. When possible, ask caller:
a. The time the bomb is set to go off:
b. The location of the bomb (the exact spot if possible), and why it was placed there:
c. The kind of explosive material in the bomb (dynamite, black powder, TNT):
d. How the device will be set off (timing mechanism, heat, radio, etc.):
e. If there is any special way to identify the bomb:
6. From the voice of the caller, try to determine:
a. Sex:
b. Age (child, teenager, adult):
c. Race:
d. Accent:
e. Any speech defects or peculiarities (lisp, stutter, slurred, etc.):
f. What is the manner of the caller (calm, angry, emotional, etc.):
g. Is the caller drunk or on drugs?
h. Is the caller calm, excited, in a hurry?
i. Does the caller seem educated or uneducated (speech habits, word use, language, etc.):
j. Does the caller repeat words or phrases?
k. Does the caller emphasize certain words?
7. Note any background noises that might help determine the origin of the call, such as:
a. Silence
b. Animals (dogs barking, farm noise, etc.)
c. Street noises
d. Airplanes (jet overhead, plane taking off, etc.)
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e. Motor running
f. Office machines
g. Music, television, or radio program
h. Dishes rattling
i. Baby crying, or
j. People laughing, partying, etc.
8. When call is complete, notify the Campus police department at ext. 911 if it has not already
been contacted. Write down everything about the call while it is fresh in your memory. Do not
discuss the call with anyone unless authorized to do so. The police department will respond
immediately. Contact the dean, director or building supervisor and have them meet the police
at a pre-determined location at the building.
9. Follow the instructions from the Police Department.
WRITTEN THREAT
If a written threat of an explosive device or other danger is received, contact the Campus police department
immediately by calling ext. 911. The threat should never be ignored. Save all materials, including any
envelope or container. Once the message is recognized as a threat, further unnecessary handling should be
avoided. Every effort must be made to retain evidence, such as fingerprints, handwriting or typewriting,
paper, and postal marks, which are essential to tracing the threat and identifying the writer.
SUSPICIOUS DEVICE OR PACKAGE
If you receive or observe a suspicious letter or package that is unexpected or unknown with the
following characteristics:
Excessive postage. Excessive securing - material such as
Misspellings of common words. masking tape, string, etc.
Excessive weight. Oily stains or discoloration.
Rigid envelope. Visual distractions.
Foreign mail, airmail or special delivery. Lopsided or uneven.
Hand written or poorly typed address. Titles but no names.
No return address. Protruding wires or tinfoil.
Restrictive markings such as confidential, A package or container found in a
personal, etc. unusual/unexpected location.
Incorrect titles.
From a safe location notify the Campus police department immediately by calling ext.911
Move people away from the package.
DO NOT move or open the package.
DO NOT investigate too closely.
DO NOT cover, insulate or place the package into a cabinet or drawer.
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Emergency Procedures for Faculty, Lecturers,
and Teaching Assistants
Instructor’s Responsibilities:
Provide his or her class or audience with general information relating to emergency
procedures. This information should be shared during the first week of class or at the
start of a seminar and should include an overview of evacuation routes, location of the
emergency assembly point, and information on the fire alarm system for the building.
Know how to report an emergency from the classroom being used.
Assure that persons with disabilities have the information they need. The instructor
should be familiar with the disabled student‘s plan and be able to direct visitors with
disabilities.
Take responsible charge of the classroom and follow emergency procedures for all
building alarms and emergencies.
As an instructor, what do I need to know about Emergency Preparedness?
The instructor is an authoritative figure for the student, either consciously or subconsciously,
and can influence how the student responds in an emergency. Calm, collected, and clear
directions by the instructor will have a calming effect on the students. In order for the instructor
to exhibit this controlled personae, he or she must be prepared for emergencies.
Emergency Evacuation Plans
Every university department and unit should have a written Emergency Action Plan covering
specific procedures for their facility and employees. These plans should cover events such as:
fire, earthquake, power outage, bomb threat, hazardous material spills, severe weather, etc.
Instructors will find it helpful to review the plans for the buildings in which they teach to see if the
plans differ from the general information provided here.
Evacuation Routes
Evacuation floor plans are posted on building walls at main entrances. Use these plans to
identify a primary and alternate evacuation route from your classroom.
Emergency Assembly Points
After the class leaves the building or area in response to an alarm, it is important for them to go
to a pre-determined area where you can account for all persons in your class. Identify this area
while determining your evacuation routes.
Accounting for Students
Accounting for all students can be very difficult, particularly with a large class. However, an
attempt must be made. For example, it might be possible for the instructor to: wait until all the
students have left the room/lab, use the class roster, use a head count, or have students see if
the students seated next to them are at the assembly point. You must also account for persons
with disabilities. (See below)
Evacuation for persons with Disabilities
If there is a person with a disability in the class, the instructor must be knowledgeable of their
response plan and who may be assisting them. Four options are available to persons with
disabilities:
Horizontal evacuation to the outside or another building, if available.
Stairway evacuation.
Stay in place unless danger is imminent.
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Area of refuge, if available.
Elevators cannot be used during an emergency evacuation!
Reporting
After exiting and accounting for students, the instructor will notify emergency personnel of
persons missing or trapped or persons with disabilities that are waiting assistance in areas of
refuge. Normally the senior police or fire official on site will designate someone to coordinate
the collection of information. However, if you have knowledge of someone trapped in the
building, immediately bring that to the attention of the authorities.
Fire Alarms
Fire alarms will be a sound of a slow WHOOP or a HORN and may include strobe lights for
people with hearing disabilities. In buildings without a fire alarm system, departments in the
building may sound the alarm by shouting ‗fire‘ or by using air horns or similar means. When the
alarm sounds, everyone must exit the alarmed area according to the evacuation plan.
Procedures that may be hazardous if left unattended should be shut down.
Verify that everyone leaves and that all the doors are closed, but not locked. Closed
doors significantly reduce fire and smoke damage.
Earthquakes/Explosions
Most of the injuries that occur during earthquakes or explosions are caused by interior items,
such as books, shelves, light fixtures, ceiling tiles and office equipment, falling on the building
occupants. Consequently, the first thing to do during such an event is to have everyone drop to
the floor, cover his or her head, and hold that position. After the shaking or explosion stops, and
if there is building damage, tell the class to calmly collect their possessions and evacuate the
building to the Emergency Assembly Point. Caution them to watch for brick and other exterior
building materials that may have been knocked loose by the earthquake or explosion.
Procedures that may be hazardous if left unattended should be shut down.
What To Expect In A Power Outage
Most campus buildings are provided with emergency lights, though these lights are typically only
located in hallways and exit stairs. The lights should be operational within 60 seconds following
a power outage. Consequently, if the power does go out during class, have the people stay in
their seats for a little while and wait for either the power to return or the emergency lights to turn
on. If the power does not return in a reasonable length of time, then evacuate the classroom or
laboratory. Evacuation should take advantage of available lighting unless the building is in
alarm, then use the same evacuation procedures as during a fire. Caution students that there is
no rush and they should take their time exiting the building.
How To Report An Emergency
Check each classroom, lecture hall, or laboratory for the nearest working telephone, the nearest
fire alarm pull station, and the nearest fire extinguisher.
Fire Activate Fire Alarm Pull Station,
and if possible - Call ext.911
Medical/Police - Call ext.911
Hazardous Material Spill - Call ext.911
Facility or Utility Failure - Call ext. 2850
What Emergency Preparedness materials should I have with me at class?
Required – class roster
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Cell phone registered in the UWindsor Alert emergency notification system.
Important telephone numbers (Department Administrator, Campus Police, Student
Services, others as appropriate).
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Classroom Emergency Procedures
When you hear the fire alarm...
Everyone should calmly collect their coats and books and exit the classroom, lecture
hall, or laboratory. Please turn off the gas supplies in laboratories.
Leave the room/lab and go the nearest building exit. Know the location of alternate
exits.
The elevators cannot be used during a fire alarm!
Go to the Emergency Assembly Point designated by your instructor.
Exception: Persons with disabilities may choose to remain in place or report to an area
of refuge.
When there is a power outage...
Everyone should stay in their seat to see if the outage is temporary and to let their eyes
adjust to the lower light level.
If the outage appears to be long term, everyone should calmly collect their materials and
carefully exit the building.
If there is an earthquake or explosion...
Drop and cover your head for protection from material that might fall from the ceiling or
walls.
After the shaking stops, calmly evacuate the building and standby for further directions
from University officials.
In the event of an undefined emergency (terrorist incident, regional hazmat incident,
etc)…
Remain calm.
Remain in place unless there is a readily apparent reason to leave the building (i.e. the
building is on fire).
Await instructions from police, fire or university officials on how to proceed.
Prepare to evacuate the building if it becomes necessary.
Important Emergency Numbers
Emergencies (Police, Fire, Rescue): ext. 911
Campus Police (Non-emergency) ext. 1234
Facility Services: ext. 2850
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Evacuation Planning For Persons With Disabilities
Form last revised on_____________
List self-identified disabled persons who request evacuation assistance during an emergency.
Designate evacuation assistants to wheelchair users to assist them during an emergency. *
NAME:
Room/Building: Phone:
Disability:
Instructions:
NAME:
Room/Building: Phone:
Disability:
Instructions:
NAME:
Room/Building: Phone:
Disability:
Instructions:
NAME:
Room/Building: Phone:
Disability:
Instructions:
NAME:
Room/Building: Phone:
Disability:
Instructions:
* This information is to be maintained by the Departmental Emergency Coordinator, and should
not be shared except with those that have been assigned to assist persons with disabilities
during a building emergency.
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MEMORANDUM
Date:
To: All Employees
From:
Subject: Identifying Employees Needing Assistance During an Emergency
Currently, our Department is in the process of reviewing and updating our Emergency Plan. An
essential component in a comprehensive plan is identifying all employees who may need
assistance during an emergency. The need for assistance may be permanent or temporary,
such as when you are recovering from surgery or a broken leg. When completing this form,
evaluate your situation thoroughly and honestly. You might not think you need assistance, but a
heart condition, asthma or pregnancy can reduce your stamina to the point where you need
assistance during an emergency. Or, your hearing loss might limit your ability to respond to an
audio alarm or evacuation information.
Describe in detail the type of assistance you think you will need. It is not necessary to give
medical details.
If you want colleagues to assist you, you can either select your own or choose from a list of
volunteers the department has on file. If you choose your own, list their names and phone
numbers. You should select a primary aide and a back-up as well. Make sure you select
―emergency aides‖ who can handle their assigned tasks.
Please complete the attached form and return it to the Emergency Coordinator, , in room
. The Coordinator will contact you to discuss your request.
This information will be kept confidential according to Freedom of Information and Protection of
Personal Information Act. It will be used only to provide assistance during an emergency.
It is our goal to safely and efficiently protect every employee, client and visitor during an
emergency and to preserve everyone‘s personal dignity in the process.
It is our responsibility to provide a safe place for you to work. However, we cannot be held liable
for your safety if you do not identify your need for assistance.
Thank you,
Attachment
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UNIVERSITY OF WINDSOR DATE:
EMERGENCY EVACUATION INFORMATION
Name: Office Phone Number:
Building: Room Number:
Supervisor: Office Phone Number:
Do you need assistance during an emergency? (Circle One) YES NO
If yes, describe the type of assistance you anticipate needing. Please do not give
medical details.
Do you wish to choose your aides from a list of volunteers? (Circle One) YES NO
If no, list the names and phone numbers of two coworkers you wish to assist you:
Name: Phone No.: Name: Phone No.:
Do you wish to be evacuated during drills or minor emergencies? (Circle One) YES NO
If you do not wish to be evacuated, go to an area of refuge during drills or minor emergencies.
The purpose of this form is to identify employees who need assistance during an emergency.
The need may be permanent or temporary such when an employee is recovering from surgery
or a broken leg. Some employees may not think they have a disability, but a heart condition,
asthma or pregnancy can reduce stamina to the point of needing assistance when quickly
moving down stairs. Or, a person‘s hearing loss might limit the ability to respond to an
evacuation alarm or verbal announcement.
This information will be given to the Emergency Coordinator who will contact you to discuss
your request and will notify other individuals that have assigned duties during an emergency.
All information will be kept confidential pursuant to the Freedom of Information and Protection of
Personal Information Act.
If you have any questions, please contact your emergency coordinator at: ________________
Please remember: Your department cannot be responsible for your safety if you do not
identify your needs for assistance.
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