West Virginia Legislature

Introduction

??????????? This manual is designed to help the Joint Committee on Government and Finance protect its assets through an efficient and effective risk management and loss control program. It is designed so that information can be easily updated as needed. The manual is not meant to be the sole source of risk management and loss control information, nor is it a legal document. Staff is encouraged to review this manual periodically and suggest changes to keep it current and to minimize differences between the manual and actual practices.

??????????? Risk management is the process of planning, organizing, staffing, leading, and controlling resources to minimize the possibility of property damage or injury from various causes of loss. Simply stated, risk management is the process of identifying and controlling losses.

??????????? Loss control is a proactive approach to preventing accidents and resulting injuries and property damage. Loss control requires the commitment of everyone at all levels ? agency directors, risk management contacts, safety directors, and employees.? Effective loss control, with an emphasis on safety procedures, training, and monitoring, can minimize the potential for property, general liability, and auto claims and losses.? An effective loss control system includes the establishment of a an effective loss control policy, assignment of responsibilities, ongoing review of claims data, periodic loss control audits and inspections, accident reporting and investigation communication, and development and regular review of emergency and contingency plans.? Each of these components should be implemented, monitored, clearly communicated to employees and any visitors and refined as necessary to ensure they are up-to-date.

??????????? Reducing the cost of risk is the primary objective of Joint Committee on Government and Finance?s risk management program. The cost of risk for a specified loss is the total value of all related costs and resources, both direct and indirect. The total cost of risk is the sum of the following:

??????????? The replacement value of all equipment and property damaged or lost; Total claims expenditures, including legal expenditures;? The costs of loss prevention and control measures; The costs of insurance premiums; Lost productivity; Administrative and overhead costs.

??????????? Since reduction of the cost of risk is the primary objective of a risk management program, specific goals that support this primary objective are to: Minimize exposures to financial losses; Protect physical assets; Reduce the frequency and severity of accidents; Provide a safe environment for employees and the public; Minimize interruptions of services provided to the public.

??????????? The Joint Committee on Government and Finance believes that a well-conceived, comprehensive risk management and loss control program requires a significant commitment of time and resources at all levels including Management, Supervisors and Employees. By evaluating the specific property, general liability, and fleet exposures associated with the Joint Committee on Government and Finance?s operations and implementing appropriate loss control measures to prevent claim and losses, the cost of this commitment is mitigated by the following benefits:

??????????? Reductions in misuse and/or losses to equipment and property; Reductions in the frequency and severity of accidents; Reductions in the expenditures of insurance claims; Providing a safe environment for employees and members of the general public; Providing a defense against claims of negligence when employees or third parties are performing assigned tasks in the scope of employment.

??????????? Conducting work in a safe manner and protecting the safety of employees and the general public are extremely important to the Joint Committee on Government and Finance.? It is the policy of the Joint Committee on Government and Finance to establish and adhere to the following risk management and loss control procedures that will protect the assets of the Joint Committee on Government and Finance the safety of its employees and members of the general public.?

??????????? All the Joint Committee on Government and Finance employees and officials have certain responsibilities in the risk management and loss control process that must be carried out in order to have a successful program. These responsibilities include such activities as establishing safe workplaces, following safe practices, limiting exposure to potential liability and loss, and carrying out the steps necessary to maintain an effective and efficient risk management and loss control program.

???????????????????????????????????????????????????????????

Duties and Responsibilities

Employees

??????????? All employees are responsible for assuring safe and healthful working conditions and practices and for protecting the safety of the public. Each employee will: Comply with the rules, regulations and policies set forth in this manual applicable to? personal actions and conduct; operate all equipment and vehicles in a safe manner and refrain from removing, displacing, or damaging any safety device installed on equipment or property; call unsafe conditions or possible violations of the policy procedures to the attention of the supervisor; report all accidents according the proper procedures set forth in this manual; operate only those machines and equipment for which the employee has been trained and authorized to operate.

Management

??????????? Management Personnel have the responsibility for maintaining safe and healthful conditions, whether it be out in the field or within the Joint Committee on Government and Finance facilities.? Although personnel exposure to hazards varies widely from department to department, it is expected that an unrelenting effort will be directed toward preventing injuries, accidents, and liabilities.? Therefore, Department Managers will: Ensure that the policies and procedures set forth herein are complied with by all personnel under his/her direction and maintain the Safety/Loss Control Manual;

Provide the leadership and positive direction essential in maintaining firm loss prevention policies as a prime consideration in all operations; Devote a portion of staff meetings, as necessary, to a review of losses (accidents) and to discuss plans to bring about more positive loss reduction; Hold each Supervisor accountable for an explanation of the preventable injuries, collisions, and liabilities incurred by employees; All employees are briefed and fully understand the Joint Committee on Government and Finance?s work procedures and existing policies which enforce their use; All accidents are thoroughly investigated, recorded and promptly reported in accordance with existing directives; Ensure prompt, corrective action is taken wherever hazards are recognized or unsafe acts are observed.

Supervisory Personnel

Each supervisor has the responsibility and full authority to enforce the provisions of this

manual and the Joint Committee on Government and Finance work practices in order to keep losses at an absolute minimum. Each supervisor will: Assume full responsibility for safe and healthful working areas for all employees while they are under the supervisor's jurisdiction; Be accountable for preventable injuries, accidents, and liabilities occurring in his/her area of the facility; Ensure that all management policies pertaining to safety and loss control are fully implemented for maximum efficiency of each job and maintain the corresponding manuals and directives; Take the initiative in recommending correction of deficiencies noted in facilities, work procedures, employee job knowledge, or attitudes that adversely affect the loss control efforts; Be firm in enforcement of work policies by being impartial in taking disciplinary action against those who fail to conform, and by being prompt to give recognition to those who perform well; Ensure that each employee is fully trained for the job the employee is assigned to do, and familiar with the published work rules, by certifying in writing that he/she understands that compliance is mandatory.

Safety/Loss Control Officer

??????????? The Safety/Loss Control Officer is responsible for the staff direction and administration of the loss control program to prevent injury, liability, and damage to property. The Safety/Loss Control Officer will: Maintain the Joint Committee on Government and Finance?s Safety/Loss Control Manual; Acquire and make available to department directors, supervisors and employees all applicable standards and requirements; Coordinate and/or conduct safety training programs that are beyond the scope of individual supervisors; Perform ongoing evaluations of the Joint Committee on Government and Finance Safety /Loss Control program and make recommendations to management for improvements.; Review and analyze accident reports and investigations for causes and corrective actions; Establish a review of procedures to ensure the proper investigation of accidents; Consult directly with management and employees on loss prevention matters and provide guidance to assure effective program administration; Chair the Safety/Loss Control Committee; Establish and evaluate emergency procedures for the Joint Committee on Government and Finance facilities and personnel; Review of all driver reports including training and safety policies.

Safety/Loss Control Committee

Purpose

The purpose of this section is to outline the goals and function of the Safety/Loss Committee.

Policy

??????????? The Safety Committee is an important part of the Joint Committee on Government and Finance?s safety and loss control efforts.? Managers and supervisors can gain valuable assistance in their areas by a joint effort with their committee members. Committee membership is a voluntary service to the Joint Committee on Government and Finance.? All managers, supervisors and employees are to fully support the efforts of the Safety/Loss Control Committee.

Goals of the Safety/Loss Control Committee

1. Involve employees in safety and loss control management

2. Lower the frequency and severity of accidents and injuries

3. Maintain a safe environment for employees and visitors

4. Involve all employee participation in safety programs

Committee Formation

??????????? Membership on the committee is to be voluntary. The committee will consist of five persons chosen by the Safety/Loss Control Officer and the Legislative Manager.? The purpose of the standing membership is to provide continuity, lend experience and provide a resource for the committee. The Safety/Loss Control Officer will serve as chairperson and be the main contact for loss control and safety activities. The committee?s other members represent a cross-section of employees from various departments with membership rotated as deemed necessary by the chair and the Legislative Manager.

Committee Functions

The suggested functions of the loss control committee include:

1. Developing a loss control and safety policy and communicating that policy to all employees.

2. Serving as a loss control review board for all accidents or incidents involving employees, members of the general public, entity vehicles or property.? This includes recommending loss control and safety measures that could prevent similar occurrences in the future.

3. Establishing a procedure for reporting hazardous conditions or activities and taking corrective action.

4. Periodically inspecting facilities to see that they are complying with established loss control policies and standards and to identify and correct hazardous conditions.

5. Preparing checklists to guide and document inspections.?

6. Coordinating evacuation or shelter drills.

7. Determining loss control and safety training needs, including the identification, handling, storage, and disposal of hazardous materials, and developing a plan of action to guarantee required safety training is accomplished.

8. Ensuring that first aid kits and personal protective equipment needs are met.

9. Developing and conducting loss control and safety orientation program for new

employees.

10. Reviewing compliance status with the agency?s Records Management

System.

Duties and Responsibilities

Safety/Loss Control Officer

The Safety/Loss Control Officer serves as chairperson and will report Committee

activities to Management.

Safety Committee Members

Safety Committee Members have the following responsibilities:

1. Attend each meeting

2. Discuss safety activities and unsafe acts/conditions

3. Encourage all Employees to work safely

4. Report safety and loss control actions to their department during normally scheduled safety training

Meetings

??????????? The loss control committee will meet, at a minimum, on a quarterly basis.? Each meeting will follow an agenda.? A special meeting may be held or an additional committee formed to address an emergency situation or complicated issue.? The Legislative Manager should receive notice of the meeting at the same time as the employee members.?

Agenda:

1.? Call to order

2.? Roll call by the secretary

3.? Introduction of any visitors, if allowed

4.? Reading and approval of minutes of the previous meeting

5.? Review of any policies issued since the last meeting

6.? Taking care of unfinished business

7.? Review of any general liability, property, and auto claims or losses

occurring and preventive measures taken since the previous meeting

8.? Discussion of loss control inspections and recommendations

9.? Addressing new business

10.? Adjournment

Records

??????????? Records of all Safety/Loss Control Committee Meetings and actions shall be maintained by the Safety/Loss Control Officer for at least three years.

Training

Each Safety Committee Member will be provided the necessary training in:

1. Function of the committee

2. Safety and Loss Control Programs and Policies

Claims Administration/Loss Reporting and Investigation Process

??????????? Accidents and incidents that lead to claims and losses can happen in a number of ways. They may involve property damage, general liability issues involving a third party or automobile. Promptly investigating and reporting claims and losses is critical in helping reduce future liability claim and loss costs.

Overview

??????????? This policy and procedure was developed to outline the claims administration process to be followed in the event of a loss. A loss includes any loss stemming from natural causes or human error which results in bodily injury, property damage, or damages to a third party.? West Virginia Board Risk and Insurance Management will coordinate the adjustment and settlement of most property and casualty claims. All employee group health, life, disability, and worker's compensation claims shall be filed with the participants of the state government responsible for administering those programs.

Protection of Assets

??????????? Immediately following a loss, every necessary precaution shall be taken by the affected parties to prevent further damage or legal liability to third parties or the Joint Committee on Government and Finance assets including property or personnel and to render assistance to injured parties, if necessary.

Claims Reporting

??????????? Timely and accurate reporting of claims is paramount in protecting the interests of the Joint

Committee on Government and Finance and its employees. For reporting purposes, claims fall into one of three categories:

a. Vehicle - These are losses to third parties involving losses to covered entity vehicles.

b. Property Damage - These are losses to all other entity property other than automobile resultant from perils such as hail, windstorm, earthquake, fire, theft, etc. Property losses include inland marine, fine arts, crime and other unique coverages, which involve entity property.

c. Personal Injury - These are general liability which occurs as a result of errors, omissions, and commissions of entity employees and officers, and which result in property damage or bodily injury.

This category also includes all other losses not mentioned above.? All claims should be reported in accordance with the procedures and instructions hereinafter described.

1. After a loss, the employee and his or supervisor most familiar with the incident should investigate it and complete the Incident Report Form as well as the Insurance Loss Notice Form.

2. The immediate supervisor will assure that the forms are accurately completed, signed, and dated by the employee and forward to a designee of the Legislative Manager.

3. Copies of the Insurance Loss Notice Form shall be distributed as follows:

ORIGINAL ?? West Virginia Board of Risk and Insurance Management

??????????????????????? 90 MacCorkle Ave., S.W., Suite 203

??????????????????????? South Charleston, WV 25303

COPY Legislative Manager

Accident Reporting and Investigation

??????????? A successful and well designed loss control program includes unbiased, prompt and accurate accident reporting and investigation process. All accidents incidents, and near-misses should be reported and investigated regardless of extent of injury or property damage. The extent of the investigation may vary but all accidents and incidents reflect potential hazards which should be identified and corrected.

Purpose

??????????? The purpose of this section is to establish guidelines for reporting and investigating incidents in which claims and losses could potentially arise, including occurrences (near misses) that could have resulted in injury or property damage but did not, in order to initiate corrective and/or preventive action as needed.

Policy

??????????? It is the policy of the Joint Committee on Government and Finance that the incident reporting and investigating requirements apply to all incidences involving entity employees, on-site vendors, contractor employees and visitors, which results in (or might have resulted in) personal injury, illness, and/or property and vehicle damage.? The report and investigation of all accidents, incidents and events are to be conducted in a professional manner to identify probable causes and are used to

develop specific management actions for the prevention of future accidents.

Responsibilities

1. Management:

? Establish and maintain an effective accident reporting and record keeping program

? Train all employees in the accident reporting procedures

? Train record custodians in proper record entry, maintenance and release procedures

? Conduct annual program audit

? Conduct accident prevention and investigation training for supervisors

? Ensure all accidents and incidents are properly investigated

? Ensure immediate and long term corrective actions are taken to prevent reoccurrence

? Provide all necessary medical care for injured persons

2. Supervisors

? Conduct immediate initial accident investigations

? Report all accidents to management as soon after the event as possible

? Collect and preserve all evidence that may be useful in an investigation

? Conduct interviews of witnesses in a polite professional manner

? Do not attempt to find or assign blame for accidents

? Take action to protect people of accidents and property from secondary effects

3. Employees

? Comply with the accident reporting procedures

? Immediately report all accidents & injuries to their supervisor

? Assist as requested in all accident investigations

? Report all hazardous conditions and near-misses to supervisors

Incidents and Accidents

??????????? Incidents requiring reporting include those incidents or accidents which result in any of the following: injury or illness, damage to a vehicle, entity property damage, or injury to third party or their property.

Events (Near Misses)

??????????? Other incidents that, strictly by chance, do not result in actual or observable injury or property damage are required to be reported.? The information obtained from such reporting can be extremely useful in identifying and mitigating problems before they result in actual personal injury or property damage.

Training

??????????? To ensure that all employees understand the incident reporting and investigation requirements, annual training sessions will be held with all employees to review procedures and responsibilities. New employee orientation training will include information on incident reporting and procedures.

Program Audits

??????????? The effectiveness of a program can only be accomplished if the program is implemented and maintained. Periodic reviews and audits shall be conducted by The Safety/Loss Control Officer and Supervisors to confirm that all employees are familiar with the incident reporting and investigation requirements and that the program is managed properly.? These audits will consist of:

1. Annual review of incident reports to ensure all records have been maintained and are complete.

2. Annual refresher training for employees involved in record entry and record keeping

3. Annual refresher training for all employees detailing the incident reporting procedures.

Timing

Incidents involving serious bodily injury, death, or serious property damage must be reported immediately by phone or in person to Supervisor, the Legislative Manager and the Safety/Loss Control Officer. All other events should be reported within 24 hours of their occurrence.

Accident Investigation

??????????? The objective of any accident investigation is to identify the causal factors and recommend corrective actions. An accident investigation should determine what happened, how it happened, and why it happened. It should also lead to measures to prevent similar events from happening in the future. An accident investigation should take place in timely fashion in order to obtain as much information as possible to reduce the risk of further injury or property damage.

1. Investigation Team

??????????? The qualifications of team members should include technical knowledge, familiarity with the job, objectivity, and analytical approach to problems.? Investigators need advance training and preparation so they can act effectively and efficiently.? The size and makeup of the team should be dictated by the seriousness of the accident.? The investigation of minor accidents involving only an employee and or Joint Committee on Government and Finance property only is the responsibility of the involved employee?s Supervisor.? The Safety/Loss Control Officer will be in charge of the investigation of accidents involving property damage or injury to a third party or resulting in serious

property damage, injury or death to a Joint Committee on Government and Finance? employee.? These investigations may also include outside officials or lawyers and other safety people.? Management may initiate any other accident investigations if deemed

appropriate.

2. Investigation Procedures

The accident investigation has three purposes:

1. Prevent further possible injury and property damage

2. Collect facts about the accident

3. Collect and preserve evidence

Depending upon the severity of the accident, the following activities may be necessary:

1. Secure the area where accident occurred to prevent other injuries or property damage.

2. Visit the accident site before the evidence is disturbed.

3. Document observations of the condition of the accident site.

4. Photograph or video tape the accident scene from all angles.

5. Identify and interview eye witnesses and other persons who can provide pertinent information.

6. Review other sources of information such as design specifications, drawings, maintenance records, or employee training records.

??????????? At the scene, the accident investigator(s) will carefully survey the scene, noting any debris from the accident. The investigator(s) should take photos of the scene, with careful notes of what the photos depict. A map of the site should be drawn to scale, with any landmarks near the scene noted as to position. Photos of all property damages incurred from accident should be taken from all sides, with careful notes made. It is important that the accident investigator(s) be as objective as possible ingathering and evaluating data from the accident scene. Investigators should avoid any emphasis on identifying the individual who could be blamed for the accident. This does not mean that unsafe

acts, improper actions, poor judgments, or lack of knowledge of hazards should be ignored.

3. Employee Responsibility in Accident Investigation

??????????? Accident investigation begins right at the scene. That means certain employee responsibilities must be carried out at the scene of an accident.? Two main concerns at the scene of an accident are to deal with immediate problems and to gather and report pertinent accident information promptly. These two items can be broken down into a 6-step accident procedure for employees to follow.

Step 1: Stay calm

Step 2: Do a quick evaluation of accident victims, if any, and provide assistance.

Step 3: Either contact local law enforcement personnel and your supervisor yourself or arrange to have someone do it for you. Be courteous and cooperative when providing information to authorities. Never admit guilt or liability at the scene of an accident. Never leave the scene of an accident.

Step 4: Write down names and other information regarding the accident and those people involved in it. Draw a simple diagram of the accident scene. The more detail you can provide, the better it will

be for insurance and/or legal purposes later. If you have a camera for use at the accident scene, document the situation with photographs from various angles.

Step 5: After the accident area has been secured, warning devices put in place, assistance rendered to injured person(s) (if any), and law enforcement personnel contacted, you (the employee) should

communicate the accident to your supervisor.

Step 6: Complete Incident Report Form at the scene of the accident.

4. Making Statements

Following an accident or incident, the involved employee may be contacted by a number of people seeking information.? The employee should contact his or her immediate supervisor before making a statement or discussing the incident with anyone other than law enforcement personnel.

5. Conducting Interviews

Accident Investigators should conduct interviews of all witnesses to any accidents. The interviews should be conducted in a quiet and private location. It is essential to get preliminary statements as soon as possible from all witnesses. Investigators should not provide any facts to the witness - only ask non-leading questions. Proper interviewing techniques include the following:

1. Explain the purpose of the investigation (accident prevention) and put each witness at ease.

2. Listen, let each witness speak freely, and be professional, courteous and considerate.

3. Take notes without distracting the witness.

4. Use sketches and diagrams to help the witness.

5. Emphasize areas of direct observation.

6. Do not argue with the witness.

7. Record the exact words used by the witness to describe each observation.

8. Identify each witness (name, address, etc)

Accident Review

The Joint Committee on Government and Finance is committed to the fair and equitable treatment of its employees. This commitment includes the fair judging of causes in all accidents.? The accident review, conducted by the Safety/Loss Control Committee, is used to analyze data and determine the causes and corrective actions necessary to prevent reoccurrence. For accidents involving Joint Committee on Government and Finance drivers, the Committee will determine if the accident was preventable or nonpreventable.

1. Safety/Loss Control Committee Responsibilities?

??????????? After the accident investigation has concluded, the Committee will convene as soon as possible to objectively consider evidence presented and determine the true cause of the accident. The Committee's findings and recommendations provide guidance for management decisions on loss control policies. The Committee will take the following steps in reviewing accidents:

1. Analyze the data obtained in the initial accident investigation and police reports.

2. Repeat any of the prior steps, if necessary.

3. Determine:

??????????? a. Why the accident occurred ??

??????????? b. A likely sequence of events and probable causes

4. Determine the most likely causes

5. Conduct a post-investigation briefing

6. Prepare summary report to determine cause of accident and recommendations for corrective action

and submit to management

Investigation Report

??????????? An accident investigation is not complete until a final formal report is prepared byThe Safety Loss Control Committee and submitted to the Legislative Manager. To be an effective tool, an accident report should be clear and concise. The purpose of theinvestigation is to prevent future accidents. The following outline will be useful indeveloping the information to be included in the formal report.

1. Background Information

??????????? a. Where and when the accident occurred

??????????? b. Who and what were involved

??????????? c. Operating personnel and other witnesses

2. Account of the Accident (What happened?)

??????????? a. Sequence of events

??????????? b. Extent of damage

??????????? c. Accident type

??????????? d. Agency or source (of energy or hazardous material)

3. Discussion (Analysis of the Accident - HOW; WHY)

??????????? a. Direct causes (energy sources; hazardous materials)

??????????? b. Indirect causes (unsafe acts and conditions)

??????????? c. Basic causes (management policies; personal or environmental factors)

4. Recommendations (to prevent a recurrence) for immediate and long-range action to remedy causes.

Record Keeping

??????????? All accident reports will be maintained on file permanently. They shall receive timely review by management to ensure proper corrective actions have been taken.

Training Programs

General Safety Programs

??????????? It may be necessary from time to time for Joint Committee on Government and Finance employees to take part in training activities that may be deemed necessary by the Safety Committee, the Safety Officer, and/or the Legislative Manager.? The programs should be taken seriously and be well-attended.?

Automotive Safety Training

??????????? In addition to the possibility of training programs, the Joint Committee on Government and Finance participates in mandatory driver safety training and safety sessions that are provided online through a commercial entity.? Employees that travel on state business shall participate in this program.

Emergency Management Plan

Emergency Plans and Procedures

??????????? Having plans in place for dealing with unexpected emergencies is critically important to preventing the loss of life and controlling injury to people and damage to property. There is no substitute for being prepared when an emergency situation arises. This section outlines the steps for establishing emergency and evacuation plans including instructions for the evacuation of persons with disabilities. Information on specific emergencies including fire, natural disaster/severe weather, hazmat emergencies, technological, bomb threats, and workplace violence are covered. Also covered is contingency planning in case of business interruption. It is extremely important that all personnel know exactly what to do in the event of an emergency. Established emergency plans should be periodically communicated to all employees, tested by actual drills and updated whenever necessary. There is no single emergency plan that is adaptable to all situations. To develop specific plans each entity will need to draw upon any expertise that is available from their police departments, government agencies, and security specialists.

Emergency Planning Process

Step 1 -- Establish a Planning Team

Step 2 -- Analyze Capabilities and Hazards

Step 3 -- Develop the Plan

Step 4 -- Implement the Plan

STEP 1 ? Establish a Planning Team

??????????? Determine who is in charge of developing the emergency management plan. The following is guidance for making the appointment.

1. Form the Team - the size of the planning team will depend on the facility's operations, requirements and resources. Usually involving a group of people is best because:

??????????? ?a. It encourages participation and gets more people invested in the process.?

??????????? ?b. It increases the amount of time and energy participants are able to give.

??????????? ?c. It enhances the visibility and stature of the planning process.

?d. It provides for a broad perspective on the issues. Determine who can be an active member and who can serve in an advisory capacity. In most cases, one or two people will be doing the bulk of the work. At the very least, you should obtain input from all functional areas.

2. Establish Authority - demonstrate management's commitment and promote an atmosphere of cooperation by "authorizing" the planning group to take the steps necessary to develop a plan. The group should be led by the chief executive or entity manager. Establish a clear line of authority between group members and the group leader, though not so rigid as to prevent the free flow of ideas.?

3. Issue a Mission Statement - have the chief executive issue a mission statement to demonstrate the entity's commitment to emergency management. The statement should:

??????????? a. Define the purpose of the plan and indicate that it will involve the entire organization

??????????? b. Define the authority and structure of the planning group

4. Establish a Schedule and Budget - establish a work schedule and planning deadlines. Timelines can be modified as priorities become more clearly defined. Develop an initial budget for such things as research, printing, seminars, consulting services and other expenses that may be necessary during the development process.

STEP 2 -- ANALYZE CAPABILITIES AND HAZARDS

??????????? This step entails gathering information about current capabilities and about possible hazards and emergencies, and then determining the facility's capabilities for handling emergencies.

1. Where do you stand right now?

Review Internal Plans and Policies Documents to look for include: ?

??????????? a. Evacuation plan

??????????? b. Fire protection plan

??????????? c. Safety and health program

??????????? d. Environmental policies

??????????? e. Security procedures

??????????? f. Insurance programs

??????????? g. Employee manuals

??????????? h. Hazardous materials plan

??????????? i. Process safety assessment

??????????? j. Risk management plan

2. Meet with Outside Groups

??????????? Meet with government agencies, community organizations and utilities. Ask about potential emergencies and about plans and available resources for responding to them. Sources of information include:

??????????? a. Community emergency management office

??????????? b. Mayor or Community Administrator's office

??????????? c. Local Emergency Planning Committee (LEPC)

??????????? d. Fire Department

??????????? e. Police Department

??????????? f. Emergency Medical Services organizations

??????????? g. American Red Cross

??????????? h. National Weather Service

??????????? i. Public Works Department

??????????? j. Planning Commission

??????????? k. Telephone companies

??????????? l. Electric utilities

3. Identify Codes and Regulations

Identify applicable Federal, State and local regulations such as

??????????? a. Occupational safety and health regulations

??????????? b. Environmental regulations

??????????? c. Fire codes

??????????? d. Transportation regulations

??????????? e. Zoning regulations

??????????? ?f. Corporate policies? ?

4. Identify Critical Products, Services and Operations

??????????? You'll need this information to assess the impact of potential emergencies and to determine the need for backup systems. Areas to review include:

??????????? a. Entity products and services and the equipment needed to produce them

??????????? b. Products and services provided by suppliers, especially sole source vendors

c. Lifeline services such as electrical power, water, sewer, gas, telecommunications and transportation

??????????? d. Operations, equipment and personnel vital to the continued functioning of the entity

5. Identify Internal Resources and Capabilities

??????????? Resources and capabilities that could be needed in an emergency include:

?a. Personnel -- fire brigade, hazardous materials response team, emergency medical services, security, emergency management group, evacuation team, public information officer

?b. Equipment -- fire protection and suppression equipment, communications equipment, first aid supplies, emergency supplies, warning systems, emergency power equipment, decontamination equipment

c. Facilities -- emergency operating center, media briefing area, shelter areas, first-aid stations, sanitation facilities

??????????? d. Organizational capabilities -- training, evacuation plan, employee support system

??????????? e. Backup systems -- arrangements with other facilities to provide for:

??????????????????????? 1. Payroll

??????????????????????? 2. Communications

??????????????????????? 3. Customer services

??????????????????????? 4. Shipping and receiving

??????????????????????? 5. Information systems support

??????????????????????? 6. Emergency power

??????????????????????? 7. Recovery support ?

6. Identify External Resources

??????????? There are many external resources that could be needed in an emergency. In some cases, formal agreements may be necessary to define the facility's relationship with the following:

??????????? a. Local emergency management office

??????????? b. Fire Department

??????????? c. Hazardous materials response organization

??????????? d. Emergency medical services

??????????? e. Hospitals

??????????? f. Local and State Police

??????????? g. Community service organizations

??????????? h. Utilities

??????????? i. Contractors

??????????? j. Suppliers of emergency equipment ?

7. List Potential Emergencies

??????????? List all emergencies that could affect your facility, including those identified by your local emergency management office. Consider both:

??????????? a. Emergencies that could occur within your facility

b. Emergencies that could occur in your community Below are some other factors to consider: Historical -- What types of emergencies have occurred in the community, at this facility and at other facilities in the area?

??????????????????????? 1. Fires

??????????????????????? 2. Severe weather

??????????????????????? 3. Hazardous material spills

??????????????????????? 4. Transportation accidents

??????????????????????? 5. Earthquakes

??????????????????????? 6. Tornadoes

??????????????????????? 7. Terrorism

??????????????????????? 8. Utility outages

??????????????????????? 9. Flooding

??????????? Geographic -- What can happen as a result of the entity's location? Keep in mind:

??????????????????????? 1. Proximity to flood plains, seismic faults and dams

??????????????????????? 2. Proximity to companies that produce, store, use or transport hazardous materials? ???????????????? 3. Proximity to major transportation routes and airports

??????????????????????? ?4. Proximity to nuclear power plants

Technological -- What could result from a process or system failure? Possibilities include: 1. Fire, explosion, hazardous materials incident

??????????????????????? 2. Safety system failure

??????????????????????? 3. Telecommunications failure

??????????????????????? 4. Computer system failure

??????????????????????? 5. Power failure

??????????????????????? 6. Heating/cooling system failure

??????????????????????? 7. Emergency notification system failure

Human Error -- What emergencies can be caused by employee error? Are employees trained to work safely? Do they know what to do in an emergency? Human error is the single largest cause of workplace emergencies and can result from:

??????????????????????? 1. Poor training

??????????????????????? 2. Poor maintenance

??????????????????????? 3. Carelessness

??????????????????????? 4. Misconduct

??????????????????????? 5. Substance abuse

??????????????????????? 6. Fatigue

Physical -- What types of emergencies could result from the design or construction of the entity?s facility? Does the physical facility enhance safety? Consider:

??????????????????????? 1. The physical construction of the facility

??????????????????????? 2. Hazardous processes or byproducts

??????????????????????? 3. Facilities for storing combustibles

??????????????????????? 4. Layout of equipment

??????????????????????? 5. Lighting

??????????????????????? 6. Evacuation routes and exits

??????????????????????? 7. Proximity of shelter areas

Regulatory -- What emergencies or hazards are you regulated to deal with? Analyze each potential emergency from beginning to end. Consider what could happen as a result of:

??????????????????????? 1. Prohibited access to the facility

??????????????????????? 2. Loss of electric power

??????????????????????? 3. Communication lines down ?

??????????????????????? 4. Ruptured gas mains

??????????????????????? 5. Water damage

??????????????????????? 6. Smoke damage

??????????????????????? 7. Structural damage

??????????????????????? 8. Air or water contamination

??????????????????????? 9. Explosion

??????????????????????? 10. Building collapse

??????????????????????? 11. Trapped persons

??????????????????????? 12. Chemical release

8. Assess the Potential Human Impact

??????????? Analyze the potential human impact of each emergency -- the possibility of death or injury.

9. Assess the Potential Property Impact

??????????? Consider the potential property for losses and damages. Consider:

??????????? a. Cost to replace

??????????? b. Cost to set up temporary replacement

??????????? c. Cost to repair

10. Assess the Potential Business Impact

Assess the impact of:

??????????? a. Business interruption

??????????? b. Employees unable to report to work

??????????? c. Contractual agreements

??????????? d. Interruption of critical supplies

??????????? e. Interruption of product distribution

11. Assess Internal and External Resources

??????????? Next assess your resources and ability to respond. To help you do this, consider each potential emergency from beginning to end and each resource that would be needed to respond. For each emergency ask these questions:

a. Do we have the needed resources and capabilities to respond?

b. Will external resources be able to respond to us for this emergency as quickly as we may need them, or will they have other priority areas to serve?

c. If the answers are yes, move on to the next assessment. If the answers are no, identify what can be done to correct the problem. For example, you may need to:

??????????????????????? 1. Develop additional emergency procedures

??????????????????????? 2. Conduct additional training

??????????????????????? 3. Acquire additional equipment

??????????????????????? 4. Establish mutual aid agreements

??????????????????????? 5. Establish agreements with specialized contractors

STEP 3 -- DEVELOP THE PLAN

You are now ready to develop an emergency management plan. This section describes how.

PLAN COMPONENTS

Your plan should include the following basic components:

1. Executive Summary The executive summary gives management a brief overview of: the purpose of the plan; the facility's emergency management policy; authorities and responsibilities of key personnel; the types of emergencies that could occur; and where response operations will be managed.

2. Emergency Management Elements This section of the plan briefly describes the entity's approach to the core elements of emergency management, which are:

??????????? a. Direction and control

??????????? b. Communications

??????????? c. Life safety

??????????? d. Property protection

??????????? ?e. Community outreach

??????????? f. Recovery and restoration

g. Administration and logistics. These elements, which are described in detail in Section 2, are the foundation for the emergency procedures that your entity will follow to protect personnel and equipment and resume operations. ?

3. Emergency Response Procedures The procedures spell out how the entity will respond to emergencies. Whenever possible, develop them as a series of checklists that can be quickly accessed by senior management, department heads, response personnel and employees. Determine what actions would be necessary to:

??????????? a. Assess the situation

b. Protect employees, customers, visitors, equipment, vital records and other assets, particularly during the first three days

c. Get the business back up and running. Specific procedures might be needed for any number of situations such as bomb threats or tornadoes, and for such functions as:

??????????????????????? 1. Warning employees and customers

??????????????????????? 2. Communicating with personnel and community responders

??????????????????????? 3. Conducting an evacuation and accounting for all persons in the entity?s facility

??????????????????????? 4. Managing response activities

??????????????????????? 5. Activating and operating an emergency operations center

??????????????????????? 6. Fighting fires

??????????????????????? 7. Shutting down operations

??????????????????????? 8. Protecting vital records

??????????????????????? 9. Restoring operations

4. Support Documents

??????????? ?Documents that could be needed in an emergency include: Emergency call lists -- lists (wallet size if possible) of all persons on and off site who would be involved in responding to an emergency, their responsibilities and their 24-hour telephone numbers. Building and site maps that indicate:

??????????? a. Utility shutoffs

??????????? b. Water hydrants

??????????? c. Water main valves

??????????? d. Water lines

??????????? e. Gas main valves

??????????? f. Gas lines

??????????? g. Electrical cutoffs

??????????? h. Electrical substations

??????????? i. Storm drains

??????????? j. Sewer lines

??????????? k. Location of each building (include name of building, street name and number)

??????????? l. Floor plans

??????????? m. Alarm and annunciators

??????????? n. Fire extinguishers

??????????? o. Fire suppression systems

??????????? p. Exits

??????????? q. Stairways

??????????? r. Designated escape routes

??????????? s. Restricted areas

??????????? t. Hazardous materials (including cleaning supplies and chemicals)

??????????? u. High-value items

Resource lists -- lists of major resources (equipment, supplies, services) that could be needed in an emergency; mutual aid agreements with local companies and other government agencies. Some entity facilities may be required to develop:

??????????? a. Emergency escape procedures and routes

b. Procedures for employees who perform or shut down critical operations before an evacuation

c. Procedures to account for all employees, visitors and contractors after an evacuation is? completed

??????????? d. Rescue and medical duties for assigned employees

??????????? e. Procedures for reporting emergencies

??????????? f. Names of persons or departments to be contacted for information regarding the plan

THE DEVELOPMENT PROCESS

???????????

??????????? The following is guidance for developing the plan.

1. Identify Challenges and Prioritize Activities

??????????? Make a list of tasks to be performed, by whom and when. Determine how you will address the problem areas and resource shortfalls that were identified in the planning process.

2. Write the Plan

??????????? Assign each member of the planning group a section to write. Determine the most appropriate format for each section. ?Establish an aggressive timeline with specific goals. Provide enough time for completion of work, but not so much as to allow assignments to linger. Establish a schedule for:

??????????? a. First draft

??????????? b. Review

??????????? c. Second draft

??????????? d. Tabletop exercise

??????????? e. Final draft

??????????? f. Printing

??????????? g. Distribution

3. Establish a Training Schedule

??????????? Have one person or department responsible for developing a training schedule for your entity. For specific ideas about training, refer to Step 4.

4. Coordinate with Outside Organizations

??????????? Meet periodically with local government agencies and community organizations. Inform appropriate government agencies that you are creating an emergency management plan. While their official approval may not be required, they will likely have valuable insights and information to offer. Determine State and local requirements for reporting emergencies, and incorporate them into your procedures. Determine protocols for turning control of a response over to outside agencies. Some details that may need to be worked out are:

a. Which entrance will responding units use? b. Where and to whom will they report? c. How will they be identified?

??????????? d. How will entity personnel communicate with outside responders?

e. Who will be in charge of response activities? Determine what kind of identification authorities will require to allow key personnel into entity facilities during an emergency.

5. Contact other offices and divisions to learn:

??????????? a. Their emergency notification requirements

??????????? b. The conditions where mutual assistance would be necessary

??????????? c. How offices will support each other in an emergency

??????????? d. Names, telephone numbers and pager numbers of key personnel

6. Review, Conduct Training and Revise

??????????? Distribute the first draft to group members for review. Revise as needed. For a second review, conduct a tabletop exercise with management and personnel who have a key emergency management responsibility. In a conference room setting, describe an emergency scenario and have participants discuss their responsibilities and how they would react to the situation. Based on this discussion, identify areas of confusion and overlap, and modify the plan accordingly.

7. Seek Final Approval

??????????? Arrange a briefing for the Legislative Manager to obtain written approval.

8. Distribute the Plan

??????????? Place the final plan in three-ring binders and number all copies and pages. Each individual who receives a copy should be required to sign for it and be responsible for posting subsequent changes. Determine which sections of the plan would be appropriate to show to government agencies (some sections may include private listings of names, telephone numbers or radio frequencies). Distribute the final plan to:

??????????? a. Chief executive and senior managers

??????????? b. Members of the emergency response team

c. Community emergency response agencies (appropriate sections) Have key personnel keep a copy of the plan in their homes. Inform employees about the plan and training schedule.

STEP 4 -- IMPLEMENT THE PLAN

Implementation means more than simply exercising the plan during an emergency. It means acting on recommendations made during the vulnerability analysis, integrating the plan into company operations, training employees and evaluating the plan.

INTEGRATE THE PLAN INTO OPERATIONS

Look for opportunities to build awareness; to educate and train personnel; to test procedures; to involve all levels of management, all departments and the community in the planning process; and to make emergency management part of what personnel do on a day-to-day basis. Test How Completely The Plan Has Been Integrated By Asking:

??????????? a. How well does senior management support the responsibilities outlined in the plan?

b. Have emergency planning concepts been fully incorporated into the entity's accounting, personnel and financial procedures?

c. How can the entity's processes for evaluating employees and defining job classifications better address emergency management responsibilities?

d. Are there opportunities for distributing emergency preparedness information through corporate newsletters, employee manuals or employee mailings?

??????????? e. What kinds of safety posters or other visible reminders would be helpful?

??????????? f. Do personnel know what they should do in an emergency?

??????????? g. How can all levels of the organization be involved in evaluating and updating the plan?

CONDUCT TRAINING, DRILLS AND EXERCISES

??????????? Everyone who works at or visits the entity should be required to take part in some form of training. This could include periodic employee discussion sessions to review procedures, technical training in equipment use for emergency responders, evacuation drills and full-scale exercises. Below are basic considerations for developing a training plan.

1. Planning Considerations

??????????? Assign responsibility for developing a training plan. Consider the training and information needs for employees, contractors, visitors, managers and those with an emergency response role identified in

the plan. Determine for a 12-month period:

a. Who will be trained?

b. Who will do the training?

c. What training activities will be used?

d. When and where each session will take place?

e. How the session will be evaluated and documented? Consider how to involve community responders in training activities. Conduct reviews after each training activity. Involve both personnel and community responders in the evaluation process.

2. Training Activities

??????????? Training can take many forms:

a. Orientation and Education Sessions -- These are regularly scheduled discussion sessions to provide information, answer questions and identify needs and concerns.

b. Tabletop Exercise -- Members of the emergency management group meet in a conference room setting to discuss their responsibilities and how they would react to emergency scenarios.

c. Walk-through Drill -- The emergency management group and response teams actually perform their emergency response functions. This activity generally involves more people and is more thorough than a tabletop exercise.

d. Functional Drills -- These drills test specific functions such as medical response, emergency notifications, warning and communications procedures and equipment, though not necessarily at the same time. Personnel are asked to evaluate the systems and identify problem areas.

e. Evacuation Drill -- Personnel walk the evacuation route to a designated area where procedures for accounting for all personnel are tested. Participants are asked to make notes as they go along of what might become a hazard during an emergency, e.g., stairways cluttered with debris, smoke in the hallways. Plans are modified accordingly.

f. Full-scale Exercise -- A real-life emergency situation is simulated as closely as possible. This exercise involves emergency response personnel, employees, management and community response organizations.

3. Employee Training

??????????? General training for all employees should address:

a. Individual roles and responsibilities

b. Information about threats, hazards and protective actions

c. Notification, warning and communications procedures

d. Means for locating family members in an emergency

e. Emergency response procedures

f. Evacuation, shelter and accountability procedures

g. Location and use of common emergency equipment

h. Emergency shutdown procedures

4. Evaluate and Modify the Plan

??????????? Conduct a formal audit of the entire plan at least once a year. Among the issues to consider are:

a. How can you involve all levels of management in evaluating and updating the plan?

b. Are the problem areas and resource shortfalls identified in the vulnerability analysis being sufficiently addressed?

c. Does the plan reflect lessons learned from drills and actual events?

d. Do members of the emergency management group and emergency response team understand their respective responsibilities? Have new members been trained?

e. Does the plan reflect changes in the physical layout of the facility? Does it reflect new facility processes?

f. Are photographs and other records of facility assets up to date?

g. Is the entity attaining its training objectives?

h. Have the hazards in the facility changed?

i. Are the names, titles and telephone numbers in the plan current?

j. Are steps being taken to incorporate emergency management into other entity processes?? Have community agencies and organizations been briefed on the plan?? Are they involved in evaluating the plan?? In addition to a yearly audit, evaluate and modify the plan at these times:

1. After each training drill or exercise

2. After each emergency

3. When personnel or their responsibilities change

4. When the layout or design of the facility changes

5. When policies or procedures change

6. Remember to brief personnel on changes to the plan.

Fire Emergency Planning Guide

??????????? Fire is the most common of all the hazards. Every year fires cause thousands of deaths and injuries and billions of dollars in property damage.

Planning Considerations

1. Meet with the fire department to talk about the community's fire response capabilities. Talk about entity operations. Identify processes and materials that could cause or fuel a fire, or contaminate the environment in a fire.

2. Have the entity facility inspected for fire hazards. Ask about fire codes and regulations.

3. Ask the entity insurance carrier to recommend fire prevention and protection measures. The carrier may also offer training.

4. Distribute fire safety information to employees: how to prevent fires in the workplace, how to contain a fire, how to evacuate entity facilities, where to report a fire.

5. Instruct personnel to use the stairs -- not elevators -- in a fire. Instruct them to crawl on their hands and knees when escaping a hot or smoke-filled area.

6. Conduct evacuation drills. Post maps of evacuation routes in prominent places. Keep evacuation routes including stairways and doorways clear of debris.

7. Assign fire wardens for each area to monitor shutdown and evacuation procedures.

8. Establish procedures for the safe handling and storage of flammable liquids and gases.

9. Establish procedures to prevent the accumulation of combustible materials.

10. Provide for the safe disposal of smoking materials.

11. Establish a preventive maintenance schedule to keep equipment operating safely.

12. Place fire extinguishers in appropriate locations.

13. Train employees in use of fire extinguishers.

14. Install smoke detectors. Check smoke detectors once a month, change batteries at least once a year.

15. Establish a system for warning personnel of a fire. Consider installing a fire alarm with automatic notification to the fire department.

16. Consider installing a sprinkler system, fire hoses and fire-resistant walls and doors.

17. Ensure that key personnel are familiar with all fire safety systems.

18. Identify and mark all utility shutoffs so that electrical power, gas or water can be shut off quickly by fire wardens or responding personnel.

Natural Disaster/Severe Weather Emergency Planning

Floods and Flash Floods

??????????? Floods are the most common and widespread of all natural disasters. Most communities in the United States can experience some degree of flooding after spring rains, heavy thunderstorms or winter snow thaws. Most floods develop slowly over a period of days. Flash floods, however, are like walls of water that develop in a matter of minutes. Flash floods can be caused by intense storms or dam failure.

Planning Considerations

1. Ask local emergency management office whether entity facilities are located in a flood plain. Learn the history of flooding in the area. Learn the elevation of entity facilities in relation to steams, rivers and dams.

2. Review the community's emergency plan. Learn the community's evacuation routes. Know where to find higher ground in case of a flood.

3. Establish warning and evacuation procedures for the facility. Make plans for assisting employees who may need transportation.

4. Inspect areas in the entity facilities, which are subject to flooding. Identify records and equipment that can be moved to a higher location. Make plans to move records and equipment in case of flood. 5. Purchase a NOAA Weather Radio with a warning alarm tone and battery backup. Listen for flood watches and warnings.

6. Flood Watch -- Flooding is possible. Stay tuned to NOAA radio. Be prepared to evacuate. Tune to local radio and television stations for additional information.

7. Flood Warning -- Flooding is already occurring or will occur soon. Take precautions at once. Be prepared to go to higher ground. If advised, evacuate immediately.

8. Ask your insurance carrier for information about flood insurance. Regular property and casualty insurance does not cover flooding.

9. Consider the feasibility of flood-proofing entity facilities.

Severe Winter Storms

??????????? Severe winter storms bring heavy snow, ice, strong winds and freezing rain. Winter storms can prevent employees and customers from reaching the entity facilities, leading to a temporary shutdown until roads are cleared. Heavy snow and ice can also cause structural damage and power outages.

Planning Considerations

1. Listen to NOAA Weather Radio and local radio and television stations for weather information: a. Winter Storm Watch -- Severe winter weather is possible.

??????????? b. Winter Storm Warning -- Severe winter weather is expected.

c. Blizzard Warning -- Severe winter weather with sustained winds of at least 35 mph is expected.

??????????? d. Traveler's Advisory -- Severe winter conditions may make driving difficult or dangerous. 2. Establish procedures for entity shutdown and early release of employees.

3. Store food, water, blankets, battery-powered radios with extra batteries and other emergency supplies for employees who become stranded at the entity facilities.

4. Provide a backup power source for critical operations.

5. Arrange for snow and ice removal from parking lots, walkways, loading docks, etc.

Tornadoes

??????????? Tornadoes are incredibly violent local storms that extend to the ground with whirling winds that can reach 300 mph. Spawned from powerful thunderstorms, tornadoes can uproot trees and buildings and turn harmless objects into deadly missiles in a matter of seconds. Damage paths can be in excess of one mile wide and 50 miles long. Tornadoes can occur in any state but occur more frequently in the Midwest, Southeast and Southwest. They occur with little or no warning.

Planning Considerations

1. Ask local emergency management office about the community's tornado warning system.

2. Purchase a NOAA Weather Radio with a warning alarm tone and battery backup. Listen for tornado watches and warnings: a. Tornado Watch -- Tornadoes are likely. Be ready to take shelter. Stay tuned to radio and television stations for additional information. b. Tornado Warning -- A tornado has been sighted in the area or is indicated by radar. Take shelter immediately.

3. Establish procedures to inform personnel when tornado warnings are posted. Consider the need for spotters to be responsible for looking out for approaching storms.

4. Work with a structural engineer or architect to designate shelter areas in the entity facilities. Ask local emergency management office or National Weather Service office for guidance.

5. Consider the amount of space you will need.

6. The best protection in a tornado is usually an underground area. If an underground area is not available, consider:

??????????? a. Small interior rooms on the lowest floor and without windows

??????????? b. Hallways on the lowest floor away from doors and windows

c. Rooms constructed with reinforced concrete, brick or block with no windows and a heavy concrete floor or roof system overhead

??????????? d. Protected areas away from doors and windows

7. Make plans for evacuating personnel away from lightweight modular offices or mobile home-size buildings. These structures offer no protection from tornadoes.

8. Conduct tornado drills.

9. Once in the shelter, personnel should protect their heads with their arms and crouch down.

Hazardous Materials Emergency Planning

??????????? Hazardous materials are substances that are either flammable or combustible, explosive, toxic, noxious, corrosive, oxidizable, an irritant or radioactive. There are a number of Federal laws that regulate hazardous materials, including: the Superfund Amendments and Reauthorization Act of 1986 (SARA), the Resource Conservation and Recovery Act of 1976 (RCRA), the Hazardous Materials Transportation Act (HMTA), the Occupational Safety and Health Act (OSHA), the Toxic Substances Control Act (TSCA) and the Clean Air Act. In addition to on-site hazards, be aware of the potential for an off-site incident affecting entity operations.

Planning Considerations:

1. Identify and label all hazardous materials stored, handled, produced and disposed of by the entity. Follow government regulations that apply. Obtain material safety data sheets (MSDS) for all hazardous materials at each entity location.

2. Ask the local fire department for assistance in developing appropriate response procedures.

3. Train employees to recognize and report hazardous material spills and releases. Train employees in proper handling and storage.

4. Establish a hazardous material response plan:

a. Establish procedures to notify management and emergency response organizations of an incident.

??????????? b. Establish procedures to warn employees of an incident.

c. Establish evacuation procedures.

5. Depending on entity operations, organize and train an emergency response team to confine and control hazardous material spills in accordance with applicable regulations.

6. Identify facilities in the area near the entity that use hazardous materials. Determine whether an incident could affect entity operations.

7. Identify highways, railroads and waterways near the entity used for the transportation of hazardous materials. Determine how a transportation accident near the entity could affect operations.

Technological Emergency Planning

??????????? Technological emergencies include any interruption or loss of a utility service, power source, life support system, information system or equipment needed to keep the entity in operation.

Planning Considerations

Identify all critical operations, including:

1. Utilities including electric power, gas, water, hydraulics, compressed air, municipal and internal sewer systems, wastewater treatment services

2. Security and alarm systems, elevators, lighting, life support systems, heating, ventilation and air conditioning systems, electrical distribution system.

3. Manufacturing equipment, pollution control equipment

4. Communication systems, both data and voice computer networks

5. Transportation systems including air, highway, railroad and waterway

6. Determine the impact of service disruption.

7. Ensure that key safety and maintenance personnel are thoroughly familiar with all building systems.

8. Establish procedures for restoring systems. Determine need for backup systems.

9. Establish preventive maintenance schedules for all systems and equipment.

Man-Made Disaster Emergency Planning

Bomb Threat & Physical Security Planning

??????????? In preparing to cope with a bomb incident, it is necessary to develop two separate but interdependent plans, namely a physical security plan and a bomb incident plan. The physical security plan deals with prevention and control of access to the facility. The bomb incident plan provides detailed procedures to be implemented when a bombing attack is executed or threatened. In planning, a command center should be designated to be focal point of telephone or radio communications. The management personnel assigned to operate the center should have the authority to decide whatever action should be taken during the threat. Obtain an updated blueprint or floor plan of the entity building and maintain it in the command center. Contact the police department, fire department, or local government agencies to determine if any assistance is available for developing a physical security plan or bomb incident plan. If possible, have police and/or fire department representatives and members of entity staff inspect each entity building for areas where explosives are likely to be concealed. Training is essential to properly deal with a bomb threat incident. Instruct all personnel, in what to do if a bomb threat is received. It is very important to organize and train an evacuation unit which will be responsive to the command center and has a clear understanding of the importance of its role.

Security Against Bomb Incidents

??????????? In considering measures to increase security for each entity building or office, it is highly recommended that you contact the local police department for guidance regarding a specific plan for your entity. The exterior configuration of a building or facility is very important. By the addition of fencing and lighting, and by controlling access, the vulnerability of an entity and its? facilities to a bomb attack can be reduced significantly. Parking should be restricted, if possible, to 300 feet from each entity building. If restricted parking is not feasible, properly identified employee vehicles should be parked closest to the entity facilities and visitor vehicles parked at a distance. Heavy shrubs and vines should be kept close to the ground to reduce their potential to conceal criminals or bombs. Unless there is an absolute requirement for such ?ornamentation, window boxes and planters are better removed. If they must remain, a security patrol should be employed to check them regularly. A highly visible security patrol can be a significant deterrent. Even if this ''patrol'' is only one security guard/night guard, he/she is optimally utilized outside the building. If an interior guard is utilized, consider the installation of closed-circuit television cameras that cover exterior building perimeters. Have an adequate burglar alarm system installed by a reputable company that can service and properly maintain the equipment. Post signs indicating that such a system is in place. Entrance/exit doors with hinges and hinge pins on the inside to prevent removal should be installed. Controls should be established for positively identifying personnel who have authorization to access critical areas and for denying access to unauthorized personnel. These controls should extend to the inspection of all packages and materials being taken into critical areas. Doors or access ways to areas such as boiler rooms, mail rooms, computer areas, switchboards, and elevator control rooms should remain locked when not in use. It is important to establish a procedure for the accountability of keys. If keys cannot be accounted for, locks should be changed. Good housekeeping is also vital. Trash or dumpsite areas should remain free of debris. A bomb or device can easily be concealed in the trash. Combustible materials should be properly disposed of, or protected if further use is anticipated. Perhaps entrances and exits can be modified with a minimal expenditure to channel all visitors through someone at a reception desk. Individuals entering the facility would be required to sign a register indicating the name, building, and room number of the person whom they wish to visit. Employees at these reception desks could contact the person to be visited and advise him/her that a visitor, by name, is in the lobby. The person to be visited may decide to come to the lobby to see that the purpose of the visit is valid. A system for signing out when the individual departs could be integrated into this procedure.

Responding to Bomb Threats

??????????? Instruct all personnel, especially those at the telephone switchboard, in what to do if a bomb threat call is received. A calm response to the bomb threat caller could result in obtaining additional information. ?When a bomb threat is called in:

a. Keep the caller on the line as long as possible. Ask him/her to repeat the message. Record every word spoken by the person.

b. If the caller does not indicate the location of the bomb or the time of possible detonation, ask him/her for this information.

c. Inform the caller that the building is occupied and the detonation of a bomb could result in death or serious injury to many innocent people.

d. Pay particular attention to background noises, such as motors running, music playing, and any other noise, which may give a clue as to the location of the caller.

e. Listen closely to the voice (male, female), voice quality (calm, excited), accents, and speech impediments. Immediately after the caller hangs up, report the threat to the person designated by management to receive such information.

f. Report the information immediately to the police department, fire department, ATF, FBI, and other appropriate agencies. The sequence of notification should be established in the bomb incident plan. When a written threat is received, save all materials, including any envelope or container. Once the message is recognized as a bomb threat, further unnecessary handling should be avoided. Every possible effort must be made to retain evidence such as fingerprints, handwriting or typewriting, paper, and postal marks.

Evacuation

??????????? An evacuation unit consisting of management personnel should be organized and trained. The organization and training of this unit should be coordinated with the development of the bomb incident plan, as well as with all tenants of an entity building or facility. When police officers or firefighters arrive at the entity facility, the contents and the floor plans will be unfamiliar to them if they have not previously inspected the facility. Thus, it is extremely important that the evacuation or search unit be thoroughly trained and familiar with the floor plans of the buildings and immediate outside areas. The evacuation or search unit should be trained only in evacuation and search techniques and not in the techniques of neutralizing, removing or otherwise having contact with the device. If a device is located, it should not be disturbed. However, its location should be well marked and a route back to the device noted.

Search Teams

??????????? It is advisable to use more than one individual to search any area or room, no matter how small. Searches can be conducted by supervisory personnel, area occupants or trained explosive search teams. The search conducted by a trained team is the best for safety, morale and thoroughness, though it does take the most time. The decision as to who should conduct searches lies with management, and should be considered and incorporated into the bomb incident plan.

Suspicious Object Located

??????????? It is imperative that personnel be instructed to report suspicious objects. Under no circumstances should anyone move, jar or touch a suspicious object or anything attached to it. The removal or disarming of a bomb must be left to the professionals in explosive ordnance disposal. When a suspicious object is discovered, the following procedures are recommended: 1. Report the location and an accurate description of the object to the appropriate warden. This information should be relayed immediately to the command center, which will notify the police and fire departments, and rescue squad. These officers should be met and escorted to the scene. 2. Identify the danger area, and block it off with a clear zone of at least 300 feet, including floors below and above the object. 3. Evacuate the building. 4. Do not re-enter the building until the device has been removed/disarmed, and the building declared safe for re-entry by authorized personnel.

Workplace Violence Prevention

??????????? The goal of this section is to assist each entity in implementing programs to identify the potential risks of workplace violence and institute corrective measures. No single strategy is appropriate for all entities. Risk factors for workplace violence differ widely among workplaces. Each entity may use a combination of strategies recommended in this section, as appropriate, for their particular workplace. These guidelines consist of the basic elements from which an entity can construct a violence prevention program tailored to meet the specific needs of their workplace. An effective approach to preventing workplace violence includes five key components: (1) management commitment and employee involvement, (2) worksite analysis, (3) hazard prevention and control, (4) safety and health training, and (5) evaluation. Using these basic elements, an entity can fashion prevention plans that are appropriate for their needs, based upon the hazards and circumstances of their particular situation.

Management Commitment

??????????? Management provides the motivation and resources to deal effectively with workplace violence. The visible commitment of management to worker and visitor safety and health is an essential precondition for its success. Management can demonstrate its commitment to violence prevention through the following actions:

Management can delegate the responsibility to one person or a team of employees. If a large entity uses a team approach, it may wish to draw the team members from different parts of the entity, such as representatives from senior management, operations, employee assistance, security, occupational safety and health, legal, human resources staff, or employee representatives. Small entities might assign the responsibility to a single staff member or a consultant.

Prevention Strategies

??????????? After assessing violence hazards, the next step is to develop measures to protect employees and visitors from the identified risks of injury and violent acts. Workplace violence prevention and control programs include specific engineering and work practice controls to address identified hazards. The tools listed in this section are not intended to be a "one-size-fits-all" prescription. No single control will protect employees and visitors. To provide effective deterrents to violence, the entity may wish to use a combination of controls in relation to the hazards identified through the hazard analysis.

Training and Education

??????????? Training and education ensure that all staff are aware of potential security hazards and the procedures for protecting themselves, their co-workers, and visitors. Employees with different roles in the entity may need different types and levels of training.

General Training

??????????? Employees need instruction on the specific hazards associated with their job and worksite to help them minimize their risk of assault and injury. Such training would include information on potential hazards identified in the entity, and the methods to control those hazards.? Training should be conducted by persons who have a demonstrated knowledge of the subject and should be presented in language appropriate for the individuals being trained. Oral quizzes or written tests can ensure that the employees have actually understood the training that they received. An employee's understanding also can be verified by observing the employee at work. The need to repeat training varies with the circumstances. Retraining should be considered for employees who violate or forget safety measures. Similarly, employees who are transferred to new job assignments or locations may need training even though they may already have received some training in their former position.

Training for Supervisors, Managers, and Security Personnel

??????????? To recognize whether employees are following safe practices, management personnel should undergo training comparable to that of the employees and additional training to enable them to recognize, analyze, and establish violence prevention controls. Knowing how to ensure sensitive handling of traumatized employees also is an important skill for management. Training for managers also could address any specific duties and responsibilities they have that could increase their risk of assault. Security personnel need specific training about their roles, including the psychological components of handling aggressive and abusive customers and ways to handle aggression and defuse hostile situations. The team or coordinator responsible for implementation of the program should review and evaluate annually the content, methods, and frequency of training. Program evaluation can involve interviewing supervisors and employees, testing and observing employees, and reviewing responses of employees to workplace violence incidents.

Record keeping

??????????? Good records help employers determine the severity of the risks, evaluate the methods of hazard control, and identify training needs. An effective violence prevention program will use records of injuries, illnesses, incidents, hazards, corrective actions, and training to help identify problems and solutions for a safe and healthful workplace. Each entity can tailor their record keeping practices to the needs of their violence prevention program. The purpose of maintaining records is to enable the entity to monitor its on-going efforts, to determine if the violence prevention program is working, and to identify ways to improve it.

Facility Audit and Inspection Checklists

FACILITY AUDIT AND INSPECTION CHECKLISTS

??????????? The ability to recognize hazards is the core of an effective loss control program. One effective method to identify, detect, correct or control potential hazards is to conduct periodic safety and loss control inspections.

HOW TO GET STARTED

??????????? The checklists contained in this Section may first appear to be overwhelming. It is not intended that the entire checklist be used when conducting the inspections.? You should pick and choose the lists that specifically apply to the areas you will be inspecting.

BUILDING INSPECTION ? INTERIOR (including offices)

ELECTRICAL

_____Are all electrical panels secured?

_____Is a 3-foot clearance provided around all electrical panels?

_____ Are all electrical rooms free from combustible storage?

_____Are all electrical panels cool to the touch?

_____Are all electrical panels free from evidence of burning?

_____Have all electrical circuits been identified?

_____Are all electrical switches and receptacles in good repair?

_____Has the use of extension cords been discontinued?

SMOKING

_____Is smoking prohibited in the building?

_____Are designated smoking areas properly identified?

_____Are non-combustible receptacles provided in smoking areas?

_____Are smoking materials disposed of properly?

HOUSEKEEPING

___Is the work area clean and orderly?

___Have all unnecessary items been removed?

___Are floors clean, dry and not slippery?

___Are spills mopped up in a timely manner?

___Is someone designated to monitor removal of slip, trip and fall hazards (slippery rugs, upturned rug edges, frayed carpet, loose cords, melting ice and snow)?

___Are aisles and passageways clearly marked?

___Is trash removed from the building daily?

___Is storage restricted to designated areas?

___Is storage neatly arranged?

GENERAL INSPECTIONS

ACCIDENT INVESTIGATION

______ Have accident investigation guidelines/procedures been established?

______ Are responsibilities assigned for all phases of investigation process?

______ Who is responsible?

______ Who completes the records/logs?

______ Are Risk Management forms used?

______ Who completes the accident investigation report?

______ Who ensures corrective actions are implemented and effective?

______ Are all accidents and near misses investigated?

______ Are accident investigation recommendations/corrective actions implemented?

______ Are personnel involved in investigation process trained in investigation techniques and procedures?

______ Is the accident prevention plan reviewed at least annually?

______ Are results documented and shared with management/supervisors/employees?

EMERGENCY RESPONSE

______ Are emergency response procedures included in your facility plan?

______ Are emergency routes designated and posted in work areas?

______ Has emergency organization been established and people designated by name or position?

______ Does your emergency communication system include an emergency reporting system?

______ Does your emergency communication system include posted phone numbers for emergency assistance?

______ Have all employees been trainee d to understand hazards in the workplace?

______ Have all employees been trained to understand evacuation procedures?

______ Have all employees been trained to understand use of protective equipment and clothing?

______ Are drills programmed and conducted regularly?

EMPLOYER POSTING

______ Is the required Workers Compensation workplace poster displayed in a prominent location where all employees are likely to see it?

______ Where employees may be exposed to any toxic substances or harmful physical agents, has appropriate information concerning employee access to their personal medical and exposure records made readily available to affected employees? (it should be noted that this information must remain

confidential and be kept separate from personnel records),

______ Material Safety Data Sheets? (MSDS) (See Hazardous SubstancesCommunication Section.)

______ Are signs concerning ?Exiting from buildings,? room capacities, floor loading, exposures to X-ray, microwave, or other harmful radiation or substances posted where appropriate?

______ Are first-aid supplies adequate for the type of potential injuries in the workplace?

EMPLOYEE PROTECTION

______ Are first-aid supplies adequate for the type of potential injuries in the workplace?

______ Are approved respirators provided for regular or emergency used where needed?

______ Is all protective equipment maintained in a sanitary condition and readily available?

______ Where special equipment is needed for electrical workers, is it available?

______ Is protection against the effects of occupational noise exposure provided when the sound levels exceed recommended noise standards?

ENVIRONMENTAL CONTROLS

______ Are all work areas properly illuminated?

______ Are employees instructed in proper first aid and other emergency procedures?

______ Are hazardous substances identified which may cause harm by inhalation, ingestion, skin absorption or contact?

______ Has the training been documented?

______ Is employee exposure to chemicals in the workplace kept within acceptable levels?

______ Can a less harmful method or product be used?

______ Is the work area?s ventilation system appropriate for the work being performed?

______ Has there been a determination that noise levels in the facilities are within acceptable levels?

______ Are steps being take to use engineering controls to reduce excessive noise levels?

______ Is vacuuming with appropriate equipment used whenever possible rather than blowing or sweeping dust?

______ Are employees? physical capabilities assessed before being assigned to jobs requiring heavy works?

______ Are employees instructed in the proper manner of lifting heavy objects?

FIRE PROTECTION

______ Are portable fire extinguishers provided in adequate number and type?

______ Are fire extinguishers mounted in readily accessible site and their location clearly identified?

______ Are fire extinguishers inspected monthly by assigned personnel to ensure adequate charge, serviceability, mounted properly and documented on the inspection tag; inspected annually by authorized distributor?

______ Are employees periodically instructed in the use of extinguishers and fire protection procedures?

_______ Are evacuation maps clearly posted?

FIRST AID AND MEDICAL SERVICES

______ Is there a hospital, clinic, or infirmary for medical care in proximity (20 minutes of your work place)?

______ If medical and first aid facilities are not in proximity of your workplace, is at least one employee on each shift currently qualified to render first aid?

______ If an employee is expected or required to render first aid, have proper precaution been taken by the employer (offered the Hepatitis B series and document the acceptance or declination, universal precaution training, blood-borne pathogen training offered and documented)?

______ Are medical personnel readily available for advice and consultation on matters of employee?s health?

______ Are emergency phone numbers posted?

______ Are first aid kits easily accessible to each work area, with necessary supplies available, periodically inspected and replenished as needed?? (Ensure the kit contains one-way microshield CPR devices, disposable gloves (protective), and does not contain oral medications.)?

______ Are means provided for quick drenching or flushing of the eyes and body (for a minimum of 15 minutes) in areas where corrosive liquids or material are handled?

HAZARDOUS SUBSTANCES COMMUNICATION

______ Is Hazardous Communication Act ?Notice to Employees? posted in all work areas?

______ Have new employees received initial training?

______ Have all employees received annual refresher training?

______ Have you considered the use of an industrial hygienist or environmental health specialist to evaluate your operation?

______ Is there a list of hazardous substances used in your workplace?

______ Is there a Material Safety Data Sheet readily available for each hazardous substance used?

______ Are the MSDS sheets filed in available workbooks?

______ Are hazardous materials storage standards practiced?

______ Do you determine and provide the personal protective equipment required for the handling of the hazardous materials?

______ Is each container for a hazardous substance (i.e., vats, bottles, storage tanks, etc.) labeled with product identity and a hazard warning (communication of the specific health hazards and physical hazards)?

______ Is there a written hazardous communication dealing with Material Safety Data Sheets (MSDS), labeling, and employee training?

______ Is there an employee training program for hazardous substances?? Does this program include:

______ an explanation of what an MSDS is and how to use and obtain one?

______ MSDA content for each hazardous substance or class of substance?

______ an explanation of ?Right to Know?

______ identification of where an employee can see the employers written hazard communication program and where hazardous substances are present in their work areas?

______ the physical and health hazards of substances in the work area, and specific protective measures to be used?

______ details of the hazard communications program, including how to use the labeling system and MSDSs?

______ require the review of the MSDS sheets by all employees who will be working with the hazardous material?

______ train employees in the proper handling of the hazardous materials including the use of properly fitted personal protective equipment?

______ monitor and enforce the use of the personal protective equipment?

______ document the training?

NOISE

______ Are there areas in the workplace where continuous noise levels exceed 85dBA?

______ Is there an ongoing preventive health program to educate employees in safe levels of noise, exposures; effects of noise on their health; and the use of personal protection?

______ Have work areas where noise levels make voice communication between employees difficult been identified and posted?

______ Are noise levels being measured for an 8 hour time weighted average and records being kept?

______ Have engineering controls been used to reduce excessive noise levels?? Where engineering controls are determined to not be feasible, are administrative controls (i.e. worker rotation) being used to minimize individual employee exposure to noise?

______ Is approved hearing protective equipment (noise attenuating devices with the proper Noise Reduction Rating) available to every employee working in noisy areas?

______ Have you tried isolating noisy machinery from the rest of your operation?

______ If you use ear protectors, are employees properly fitted and instructed in their use?

______ Have you considered conducting a baseline audiometric test been performed on an employee prior to employment?

______ Have you considered conducting audio-metric testing on employees in high noise areas to ensure that you have an effective hearing protection

system?

RECORD KEEPING

______ Are employee's medical records and the record of employee?s exposure harmful to hazardous substances or physical agents up-to-date (must be kept confidential and separate personnel files)?

______ Are employee training records maintained and available for employee review?

______ Have arrangements been made to maintain required records for the legal period of time for each specific type record?

SAFETY AND HEALTH PROGRAM

______ Is there a written policy statement?

______ Are current policy statements signed by management?

______ Are copies of the policy provided to new employees?

______ Is someone responsible for the development, implementation and enforcement of the accident prevention plan?

______ Are employee/supervisor responsibilities and authority assigned?

______ Has a safety team been established to monitor the safety and health program?

______ Is there an established procedure for handling employee safety and health complaints?

______ Do you have an active safety and health program in operation?

______ Is one person clearly responsible for the overall activities of the safety and health program?

______ Do you have a safety committee or group made up of management and labor representatives that meet regularly and report in writing on its activities?

______ Do you have a working procedure for handling in-house employee complaints regarding safety and health?

______ Are you keeping your employees advised of the successful effort and accomplishments you and/or your safety committee have made in assuring they will have a workplace that is safe and healthful?

______ Are professional safety services or other sources utilized in revising or updating safety program?

______ Are follow-up procedures in place?

______ Is safety accountability included in all annual performance communications documents?

______ Are records kept on job-related accidents, injuries and illnesses?

______ Is there written documentation of safety activities( meetings, training, inspections, etc.)?

SAFETY AND HEALTH TRAINING

______ Have new employees received orientation training?

______ Do employees participate in regularly scheduled safety meetings?

______ Does management provide resources and participate in employee training?

______ Have employees received and documented required training?

______ Do all employees receive refresher training at least annually?

______ Have employees received instruction on reporting procedures to report unsafe conditions, defective equipment, unsafe acts, incidents, accidents and near misses?

______ Have supervisors received instruction in accident investigation and hazard abatement?

Facility Inspections

AISLES/WALKWAYS

______ Are aisles and passageways kept clear?

______ Are aisles and walkways marked appropriately?

______ Are wet surfaces covered with non-slip materials?

______ Are holes in the floor, sidewalk or other walking surfaces repaired properly, covered or otherwise made safe?

______ Are there safe clearances for walking in aisles where motorized or mechanical handling equipment is operating?

______ Are materials or equipment stored in such a way that sharp objects will

not interfere with the walkway?

______ Are spilled materials cleaned up immediately?

______ Are changes of direction or elevation readily identifiable?

BUILDING INSPECTION ? INTERIOR

Electrical

______ Are all electrical switches and receptacles in good repair?

______ Has the use of extension cords been discontinued?

Smoking

______ Is smoking prohibited in the building?

Housekeeping

______ Is the work area clean and orderly?

______ Have all unnecessary items been removed?

______ Are floors clean, dry and not slippery?

______ Are spills mopped up in a timely manner?

______ Are all surfaces free from slip, trip and fall hazards

(slippery rugs, upturned rug edges, frayed carpet, loose cords, melting ice and

snow)?

______ Are aisles and passageways clearly marked?

______ Is storage restricted to designated areas?

______ Is storage neatly arranged?

Emergency Evacuation

______ Are all exits and travel paths identified with ?EXIT? signs?

______ Are travel paths leading to exits free of obstructions?

______ Are exits unlocked and operational?

______ Are working emergency lights provided in the building?

______ Are evacuation diagrams posted throughout the building?

______ Have all employees been trained to understand evacuation procedures?

Steps and Stairs (also see ?STAIRS AND STAIRWAYS? checklist section)

______ Are steps and stairs free of hazardous cracks, break-up, damages and debris?

______ Are stairs and stairways surfaces non-slip in character?

______ Are handrails in place and in good repair where appropriate?

______ Is storage in the stairwell prohibited?

______ Are steps and stairs included in the inspection program?

Miscellaneous

______ Are there controls for ensuring daily shutdown coffee makers etc?

______ Are all computer areas free from combustible storage?

ELECTRICAL

______ Are ?cheater plugs? (3 prong to 2 prong) being used?

______ Are portable electric tools, electrical appliances such as vacuum cleaners, polishers, vending machines etc., and equipment grounded or of the double insulated type?

______ Are multiple plug adapters prohibited?

______ Is exposed wiring and cords with frayed or deteriorated insulation repaired or replaced promptly?

______ Are flexible cords and cables free of splices or taps?

______ Do all interior wiring systems include provisions for grounding metal parts of electrical raceways, equipment and enclosures?

______ Are all energized parts of electrical circuits and equipment guarded against accidental contact by approved cabinets or enclosures?

______ Are electrical enclosures such as switches, receptacles, etc., provided with tight-fitting covers or plates.

______ Are employees prohibited from working on electrical infrastructure?

______ Do all employees unplug copy machines, printers etc prior to clearing jams?

EXITING

______ Are all exits marked with an exit sign?

______ Are the directions to exits, when not immediately apparent, marked with visible signs?

______ Are doors, passageways or stairways, that are neither exits nor access to exits and which could be mistaken for exits, appropriately marked ?NOT AN EXIT,? ?TO BASEMENT,? ?STOREROOM?? etc.?

______ Are exit signs provided with the word ?EXIT? in lettering at least 5 inches high and the stroke of the lettering at least ? inch wide?

______ Are exit doors side-hinged?

______ Are aisles width maintained?

______ Are all exits kept free of obstructions?

______ Are there sufficient exits to permit prompt escape in case of emergency?

______ Are special precautions taken to protect employees during construction and repair operations?

______ Is the number of exits from each floor of a building and the number of exits from the building itself, appropriate for the building occupancy load and function?

______ Are exit stairways which are required to be separated from other parts of the building, enclosed by at least a 2 hour fire-resistive construction in buildings more than 4 stories in height, and not less than 1 hour fire-resistive construction elsewhere?

______ Where ramps are used as part of required exiting from a building, is the ramp slope limited to 1 foot vertical and 12 feet horizontal?

______ Where exiting will be through flameless glass doors, glass exit doors, storm doors, etc., are the doors fully tempered and meet the safety requirement s for human impact?

______ Are doors, which are required to serve as exits, designed and constructed so that the way of exit travel is obvious and direct?

______ Are windows, which could be mistaken for exit doors, made inaccessible by means of barriers and railings?

______ Are exit doors operable from the direction of exit travel without the use of a key or any special knowledge or effort (opened with one motion) when the building is occupied?

______ Is a revolving, sliding or overhead door prohibited from serving as a required exit door?

______ Where panic hardware is installed on a required exit door, will it allow to door to open by applying a force of 15 pounds or less in the direction of the exit traffic?

______ Where exit doors open directly onto any street, or other area where vehicles may be operated, are adequate barriers and warnings provided to prevent employees stepping into the path of traffic?

______ Are doors that swing in both directions and are located between rooms where there is frequent traffic, provided with viewing panels in each door?

MACHINE GUARDING (LIMITED LOCATIONS)

______ Is there a training program to instruct employees on safe methods of machine operation?

______ Is there adequate supervision to ensure that employees are following safe machine operating procedures?

______ Is there a regular program of safety inspection of machinery and equipment?

______ Is all machinery and equipment kept clean and properly maintained?

______ Is sufficient clearance around and between machines to allow for safe operations, set up and servicing, material handling and waste removal?

______ Is equipment and machinery securely placed and anchored, when necessary to prevent tipping or other movement that could result in personal injury?

______ Is there a power shut off switch within reach of the operator?s position at each machine?

______ Can electric power to each machine be locked out for maintenance, repair, or security?

______ Are the non-current-carrying metal parts of electrically operated machines bonded and grounded?

______ Are foot operated switches guarded or arranged to prevent accidental actuation by personnel or falling objects?

______ Are manually operated valves and switches controlling the operation of equipment and machines clearly identified and readily accessible?

______ Are all emergency stop buttons colored red?

______ Are provisions made to prevent machines from automatically starting when power is restored after a power failure or shutdown?

Emergency Operating Procedures

EOP: Management Notification

??????????? In the event of an emergency or a situation that could evolve into an emergency, management must be informed immediately. As well, the Division of Protective Services should be contacted along with other emergency service providers, as needed.?

EOP: Emergency Response Team Notification

??????????? This procedure applies to situations that require implementing the Emergency Response Plan for release of hazardous substances or immediate notification of management team of a significant emergency event.

EOP: Employees Notification

Employees may be notified of emergencies by the installed alarm system, public address system or by supervisors. After initial notification, employees will be provided direction by on scene supervisors

EOP: External Notification

??????????? The preferred method for contacting local Emergency Response Assistance is to call 911, this will provide initial notification to Law Enforcement, Fire Department and Kanawha County EMA/LEPC.

EOP: Emergency Evacuation

Background

Need for evacuation can be for many reasons. The keys to a successful evacuation are:

1. If an emergency is detected, which requires professional medical attention, call 911 and contact the capitol nurse.

Evacuation Planning & The ADA

Purpose

??????????? The purpose of this guide is to identify the unique problems associated with emergency evacuation of persons with limiting disabilities from a facility. Additionally, we have provided some examples of techniques that can be used for pre-planning and executing emergency evacuation of disabled persons. Since facility emergency planning must be site specific, it would be impossible to provide specific information and guidance for all instances. This guide may be used by facility owners, directors and managers to familiarize themselves and employees with the basic techniques of emergency evacuation planning for the disabled.

ADA and Emergency Evacuation

??????????? The Americans With Disabilities Act (ADA) legislated equal access to facilities. One segment of the intent of the ADA that has been overlooked is equal exit during emergencies. It is essential that facilities that provide services to the general public such as hotels, motels, restaurants, nursing homes, hospitals, retirement centers and recreation facilities have a pre-planned procedure for evacuation of the disabled.

The Elderly & Children

??????????? In this manual we have included two groups that are not normally associated with the disabled: the elderly and children. As the average age of the population increases, the size of elderly clientele is also increasing. While many of these people may have no impairments, many will be limited by the natural and normal restrictions associated with the aging process. These limitations include, but are not limited to, mobility impairment, hearing and visual difficulties, speech problems, and reduced mental capabilities.? Children pose different problems in emergency evacuation procedures. They are normally provided close supervision by parents, or other responsible adults, who provide explicit direction for their daily activities. During a situation that requires emergency evacuation, children cannot be expected to understand or comply with directions designed for adults. If they have become separated from their caregivers, their link to appropriate action has been severed and they will require special assistance.

Need for Planning

??????????? Significant challenges can be expected during emergencies that require evacuation of a facility and these will be compounded when dealing with the special problems associated with the disabled, the elderly and children. A large reduction in these problems can be achieved through pre-planning, employee training, proper equipment staging and liaison with emergency professionals such as local Rescue & Assistance Squads, Fire and Police Departments.

Management Responsibility

??????????? Owners and managers have the legal and moral responsibility to provide emergency plans for their facilities. This includes having the proper immediate emergency equipment, emergency & evacuation plans and a properly trained staff. While most facilities have some sort of plan, either formal or informal, most do not provide for the special needs that will arise during evacuation of the disabled, elderly and children. Under the ADA, architectural barriers must be removed or redesigned to accommodate access for the disabled. Unfortunately, emergency routes have, in many cases, been neglected. While the use of elevators in multi-storied buildings are not safe emergency exit routes, stairwells and ladders cannot be navigated by many elderly and disabled people without assistance. Additionally, to provide the required assistance, the facility employees must know where these people are and how to evacuate them safely without increasing the danger to them or to the people they are trying to assist.

Employees Role in an Emergency

??????????? During emergencies people generally look to authority figures for direction. The general public normally expects this direction to come from facility employees and will, in most cases, comply adequately. For employees to provide proper direction and leadership in an emergency they must have had proper training in the procedures to be followed and this implies that management has a detailed plan for them to implement. In the absence of an effective plan and training, employees are left to their own choices in a crises. This can result in abandonment of responsibility, counter productive actions, and even increase the severity of the emergency situation. Employees must be trained to act in concert with each other and in accordance with the facility's policies and emergency plan. While no plan can cover all contingencies, the absence of a formal program and continuing employee training will result in unnecessary endangerment of people and property.

Disabilities and Evacuation Problems

Hearing Impaired

??????????? The most significant problem during emergencies for the hearing impaired is immediate notification of the emergency. Emergency alarms should incorporate a distinct visual signal as well as audible signal to alert persons with hearing difficulties. Hearing impairment covers a wide range, from loss of high frequency hearing to total loss of auditory perception. Many people who augment their hearing with electronic aids often remove them at night and in an emergency might not hear the audible alarms designed to warn them of danger. Even after they become aware of the emergency they may forget to install their hearing aids in a crisis. People with no hearing disability can temporarily lose their hearing if a loud sharp noise occurs such as an explosion. Designing alarm systems and search & notification procedures with the idea that normal communication modes might not be effective will provide a facility the means of communicating danger and necessary actions to the hearing impaired. Another problem encountered by the hearing impaired is their inability to ensure their communication of an emergency has been received. When using telephones or other communication devices they cannot see the intended recipient. Special procedures should be implemented to allow the hearing impaired to communicate that an emergency situation exists and/or obtain assistance.

Speech Impaired

??????????? In emergency situations persons with speech impairments are not only limited by their own disability but also limited by the inability of others to recognize they are trying to communicate non-verbally. Under normal circumstances the techniques employed by speech impaired persons to communicate their needs, wants and desires are effective when the recipient provides adequate focus on the communication. In emergencies employees must be trained to take the necessary time to understand the ideas being communicated. As an example: During an evacuation of a facility due to fire an employee encounters a guest that is exhibiting the need to communicate but is not coherent. This person is motioning and possibly making sounds. The employee knows that this person must leave the area by the emergency route and tries to communicate this necessity. The person resists. In this and similar cases, the employee must be trained to take the few seconds required to calmly attempt to receive the communication. The disabled person may have knowledge of a hazardous condition or location of persons needing assistance. Training employees to communicate with speech-impaired persons is not difficult and does not require the learning of the American Sign Language. The idea here, as in the above case of communicating with hearing impaired persons, is to provide the disabled person an opportunity to communicate.

Visually Impaired

??????????? As with hearing and speech-impaired persons, visual impairment runs a wide spectrum. For those people with significant reduction in visual acuity, being in an unfamiliar environment causes them difficulty in navigating their surroundings. In an emergency they would be at a significant disadvantage unless aided. To assist persons with limited sight ability the following techniques will be helpful: (See also Signage and Communicating an Emergency)

1. Install phones with large button faces and numbers. Numbers should be of a significant contrast to the button face to facilitate recognition.

2. Signs and emergency directions should be large print and in colors that do not preclude recognition by persons with color blindness.

3. Install Braille imprints on all doors.

4. Provide Braille or verbal emergency instructions for visually impaired

employees and guests.

5. Provide familiarization tours for the visually impaired. Providing proper sensitivity training for employees can prevent inappropriate behavior. It has been noted that some people have a tendency to speak louder and more slowly to visually impaired persons. This is an inappropriate reaction on their part in their attempt to deal with their misconception of visual impairment.

Mobility Impaired

??????????? When most people think of disabled persons they have a mental picture of someone in a wheelchair. Mobility impairment however also has a wide range. While persons restricted to wheelchairs may be the most limited, accommodations must be made for all types of mobility restrictions. These restrictions may include conditions that require the use of crutches, canes, walkers, and people with motor dysfunction and health problems that limit mobility. Evacuation of people with mobility impairment is compounded by the nature of emergency route design. Stairwells used in lieu of elevators present the largest obstruction for evacuation. Employees need to be trained in techniques for assisting the mobility impaired. This includes knowing their own physical limitations and ascertaining the mobility impaired person?s condition and preferences by asking them. Disabled people live with their disability every day and probably know the best methods for assistance. Adequate and proper emergency equipment should be staged at strategic locations throughout the facility to enable not only employees to assist the disabled but also for use by emergency professionals that may respond to the scene.

Mentally Impaired

??????????? Again, as with all the previous disabilities discussed, mental impairment may range from slightly diminished abilities to total incapacitation. Effective communication of the need to evacuate may be hampered if employees are not calm and persistent in their efforts to assist the mentally impaired. Though it is not always the case, some mentally impaired people may react to an emergency in an unexpected manner. Employees should be trained to handle unexpected behavior and provide the proper assistance attention to these people during evacuation. Additionally, they should be trained to be sensitive to mentally impaired persons attempts to communicate information or questions.

Elderly Persons

??????????? Determining the limitations of an elderly person is sometimes difficult. The normal aging process causes diminished physical and mental abilities. These may occur sooner for some, later for others, all to varying degrees. Elderly persons may have all or some of the impairments discussed earlier. Accommodations that are designed for the disabled may be used successfully for the elderly. It should be noted that the percentage of elderly persons in the United States is growing dramatically larger. This trend will continue for the next 50 years.

Children

??????????? As stated earlier, children are normally provided close supervision by parents, or other responsible adults, who provide explicit direction for their daily activities. During a situation that requires emergency evacuation, children cannot be expected to understand or comply with directions designed for adults. If they have become separated from their caregivers, their link to appropriate action has been severed and they will require special assistance. As the number of facilities that provide on-site childcare rises, facility planning for emergency evacuation of children has become more important. Childcare areas should be located and designed to allow close and unrestricted access to emergency exits.

Evacuation Pre-Planning: Increase Margin of Safety

??????????? Pre-planning and preparation will increase the margin of safety, save lives and property when an emergency arises. Evacuation of the disabled can be carried out successfully if proper policies and techniques are implemented to: A Train employees in methods of assisting the disabled A Train employees how to effectively communicate an emergency A Assign specific tasks during an emergency A Identify specific needs of the disabled A Provide a facility specific response plan.

Facility Emergency Coordinator

??????????? Adequate management of any emergency plan relies on coordination and planning. Assigning a management level individual the responsibility for emergency planning will allow development of a resident expert who will be able to monitor policies, procedures and employee training. This person could also be assigned as the facility ADA Coordinator. The designated person should be familiar with the facility emergency plans, types of rescue and assistance available from local fire departments & police, the Life Safety Code, applicable local regulations, and ADA requirements for facility accommodations.

Identification of People and Needs

??????????? For facilities that provide lodging, special care must be taken to provide adequate measures to identify the specific needs of disabled persons. The following list provides some procedures that would assist facility staff. ?

1. Provide a means of communicating the facility's understanding of the special needs of the disabled. This can be achieved through several means.

??????????? ?1. Signage at registration desks that provides a policy statement in brief.

??????????? ?2. Training counter persons to tactfully express the facility's desire to be helpful.

??????????? ?3. Space on registration cards to provide annotation for special needs by the disabled.?

2) Color Coding for identification of room locations. This technique has numerous applications beyond identification of the location of disabled persons for emergency evacuation. Procedures for color-coding should be simple and easy to update. A single color should be assigned to each specific type of disability. When more than one disability is involved the most limiting one can be applied or a multi-colored system may be used.