The template is a guideline for your Agency’s use to develop your own Emergency Action Plan manual. There are macros established to make it easier to select and change sections to personalize for your agency; these sections are in blue. Please update/delete accordingly. Contact State Risk at 602-542-2175 for further assistance. Click on the red box borders to delete these notes from your own Manual.

Emergency Action Plan

and Procedures

Introduction

Emergencies, disasters, accidents, and injuries can occur in any setting and at any time, usually without warning. Being prepared physically and psychologically to handle emergencies is an individual responsibility as well as an organizational one. This plan is designed to assist in minimizing the effects of an emergency. Knowing the proper response to make will reduce panic and confusion. It will allow a planned response rather than an undirected reaction. No matter what the crisis, think and then act swiftly to limit exposure to danger.

Purpose

The purpose of the Emergency Action Plan (EAP) is to provide written procedures for the building occupied by staff and visitors.

The best method for avoiding emergency situations is to prevent the conditions that lead to an emergency. Tenants should always endeavor to practice good housekeeping rules.

This EAP fulfills the requirements established under the Occupational Safety and Health Administration (OSHA) 1910.38, State Risk Management’s Administrative Code Title 2 Chapter 10 Section 207.4 and conforms to the 2003 International Fire Code Chapter 4 adopted by the State Fire Marshal’s Office.

The written procedures include:

Roles and responsibilities in an emergency or drill

Procedures to follow in an emergency

Procedures for reporting a fire or other emergency

Procedures for accounting for occupants in the event of an evacuation

Initial orientation and annual review of the EAP with existing and new employees

Additional procedures included:	Page

A.	Fire Alarm Pull Stations	5

B.	Alarm Activation	5

The “Additional procedures included” is an automated table of contents and will need to be updated after you revise this manual for your Agency. With your mouse, right click anywhere in the above table, select “Update Field” and choose “Update entire table.” (note: may need to also update the formatting) C.	Automated External Defibrillators	5

D.	Fire Extinguishers	6

E.	Emergency Phones	6

F.	Panic Alarms	6

G.	Employees Requiring Assistance	6

H.	Communications (Communicator NXT, Fax Net 1)	7

I.	Cafeteria Evacuation Procedures	7

J.	Sensitive Documents and Money	8

K.	Hazardous Material Storage and SDSs	8

L.	Halon/FM 200 Fire Suppression System Activation Procedures	8

M.	Spill Kits	8

N.	Extended Power Loss	8

O.	Critical Operations	9

P.	Additional Procedures	10

Q.	Emergency Procedures for Parking Structures	10

R.	Fire Prevention	10

S.	Building Evacuation Procedures	11

T.	Building Re-Entry Procedures [For Secure Buildings]	12

U.	Harbor/Shelter in Place Procedures	12

V.	Assembly Areas	13

W.	Alternate Assembly Areas	13

X.	After Evacuation Instructions	13

In addition to this EAP, the Department of Public Service (DPS) Capitol Police has established the Capitol Mall Incident Management Procedures (IMP) – 2010. This EAP is intended to integrate into the Capitol Mall IMP and also the State Emergency Response and Recovery Plan (SERRP) developed by the Arizona Department of Emergency and Military Affairs (ADEM). The SERRP is available at the following web site:

http://www.dem.azdema.gov/preparedness/planning.html

Additional information is also available at the Arizona Department of Homeland Security website: http://www.azdohs.gov/ and the Department of Health Services Web site: http://www.azdhs.gov/

If an emergency occurs that requires the evacuation of a facility for an extended period, the Director may initialize your Agency’s Continuity of Operation Plan (COOP).

Floor Wardens and Alternate Floor Wardens

Floor Wardens and Alternate Floor Wardens are to be appointed by the for their respective Divisions. At a minimum, one Floor Warden is to be appointed for each Agency, Board, Commission, or Division represented in the building. A good guide is to appoint one Floor Warden for no more than twenty to thirty employees. A Floor Warden or Alternate is an employee who is routinely in the building during normal working hours. If the Floor Warden is absent, the Alternate Floor Warden will assume the Floor Warden responsibility. The Floor Warden and Alternate know the location of all exits and fire alarm pull stations on their floor.

The Floor Wardens/Alternate Floor Wardens will:

Provide annual updates on emergency and evacuation procedures to the occupants of their areas.

Maintain a current list of all individuals for which they are responsible on a clipboard to use to call roll at the assembly area.

Maintain a list of all individuals in their area that will need assistance during an evacuation and the list of volunteer individuals (assistant) assigned to assist the individual. Each assistant must be familiar with the actual procedures for the evacuation of their assigned individuals.

Know the ‘normal’ route of egress as well as all other alternative routes of egress.

Wear a fluorescent vest. This designates their authority as well as quickly identifying them.

Ensure that all doors are closed but NOT LOCKED during the evacuation process. The objective is to restrain fire or smoke.

Utilize Door Hangers to show a room is unoccupied.

Ensure that restrooms, conference rooms, and break rooms are cleared before leaving the building to ensure all occupants are safely out.

Report the names and locations of any people that will remain in the building to shut down critical operations and any special needs those individuals may have to the Building Coordinator or designee.

Sweepers

Sweepers are assigned to assist the Floor Warden as directed.

This includes:

Clearing the area.

Leading the division to the assembly area.

Assisting with distributing communication or other post evacuation directions.

Performing other assigned duties.

Please refer to detailed checklist, instructions and forms for the Floor Warden and Sweepers.

:	Clears Floor Restrooms
:	Clears Floor Restrooms
:	Clears Floor Restrooms

Employees

Must do the following:

Immediately evacuate the building when the fire alarm sounds.

Follow the directions of their Floor Wardens and Sweepers.

Be accounted for immediately following the evacuation.

Do not attempt to re-enter the building until instructed to do so.

Do not leave the assembly area unless instructed to do so.

Evacuate through the nearest exit.

Do not return to their office area for any reason.

Do Not Run and Do Not Panic.

Do Not Use Elevators to evacuate.

Fire Alarm Pull Stations

Fire alarm pull stations are located throughout the building and identified on the floor plans. Employees should familiarize themselves with the location and operation of the fire alarm pull stations.

Alarm Activation

Each employee has the ability to activate a fire alarm, alert others of an emergency, or take other appropriate action.

If a fire or smoke is noticed on any floor, activate the closest fire alarm pull station and call 911. The person who noticed the fire should then inform the Floor Warden who will notify the ADOA General Services (542-1579) if possible. If in immediate danger, enter stairwell, pulling the fire alarm pull station on the way, and exit the building.

Upon hearing an alarm or notification by the Floor Warden to evacuate the building, proceed to the nearest emergency exit and to the designated assembly area.

After arriving at the assigned assembly area, report to the assigned Floor Warden or Sweeper. Do not leave the assembly area until an “all clear” or additional instructions are issued.

Automated External Defibrillators

Automated External Defibrillators (AEDs) are located on:

Employees should familiarize themselves with the location and use of the AED.

Training is available through the Department of Health Services Bureau of Emergency Medical Services SHARE Program. The following video is provided by the University of Arizona Sarver Heart Center:

http://www.youtube.com/watch?v=M8i5bfBxQhM

Fire Extinguishers

Fire Extinguishers are installed and maintained in accordance with the IFC Fire Code. occupants are not required to utilize fire extinguishers unless trained. Employees are instructed to evacuate the area in the event of a fire.

Emergency Phones

Emergency phones are located in the elevators, The emergency phones are identified by . Please refer to the site map for the locations of exterior emergency phones.

Panic Alarms

A number of suites contain panic or distress alarms. The has implemented Panic Alarm procedures to ensure that alarms are functioning properly and routinely checked.

Employees Requiring Assistance

Individuals needing assistance, in order to exit the building via the stairwells, need to notify their Floor Wardens and identify their assistant(s). The assistant(s) must be physically able to assist them down the stairwells.

If mechanical devices are used, the employee and their assistant(s) need to be trained on the use of the device.

Those needing assistance are to wait until the majority of people have passed before proceeding down.

Floor Wardens/Sweepers are responsible for notifying Emergency Responders of the stairwell in which the employee and assistant(s) are descending. However, anyone aware of a person waiting in the stairwell should notify their Floor Warden/Building Coordinator (LPC) or an Emergency Responder.

In the event an individual cannot proceed down the stairwell they are to wait in the stairwell and their assistant(s) are to exit the building and notify appropriate personnel of their location.

Note: The stairwells are fire rated. Emergency Responders will assist employees when resources are available or if there is a life safety issue that requires immediate action.

Communications (Communicator NXT, Fax Net 1)

[If Applicable] The utilize the Cassidian Communications Corporation (Communicator NXT). The Communicator NXT is capable of simultaneously transmitting notifications to multiple individuals or groups, defined by predetermined lists via a prerecorded message. These messages may be transmitted to traditional hard line telephones, facsimile machines, pagers, or cell phones. The Communicator has additional functionality as well; such as on-the-fly message recording, call-down trees, emergency and non-emergency notification via email, remote call-out activation and the simultaneous activation of multiple scenarios. The maintain the Communicator NXT call list.

The individual Agencies, Boards and Commissions, and Divisions maintain call trees for notifying all other staff that are not part of the Communicator.

Cafeteria Evacuation Procedures

[If Applicable] During an emergency, Cafeteria personnel will follow their internal emergency procedures and shut down cooking appliances and then exit the building along with the other occupants.

Patrons needing assistance need to contact Cafeteria personnel who will in turn notify . Patrons are to be escorted to the nearest fire exit stairwell until further assistance can be provided.

Sensitive Documents and Money

Areas that handle sensitive documents and or money are to follow their internal written procedures to ensure these materials are secured quickly and that entry to areas with these materials is restricted during an emergency. Written procedures for these areas that address the specific protocols should be developed.

Hazardous Material Storage and SDSs

[If Applicable] Hazardous materials are stored in . Safety Data Sheets (SDSs) are available for review to those that may work in areas where the materials are stored. . A chemical inventory list that identifies all hazardous chemicals present, their physical location and the amount of each chemical present is available and are to be made available immediately to emergency responders, in the event of a fire.

Halon/FM 200 Fire Suppression System Activation Procedures

[If Applicable]

Spill Kits

[If Applicable] Spill Kit location(s) are identified on the evacuation diagrams. Spill kit usage and procedures are included as attachment to this EAP.

Extended Power Loss

In the event of extended power loss to a facility, certain precautionary measures should be taken depending on the geographical location and environment of the facility:

Unnecessary electrical equipment and appliances should be turned off in the event that power restoration would surge; causing damage to electronics and effecting sensitive equipment.

Facilities with freezing temperatures should turn off and drain the following lines in the event of a long term power loss.

Fire sprinkler system

Standpipes

Potable water lines

Toilets

Add propylene-glycol to drains to prevent traps from freezing.

Equipment that contains fluids that may freeze due to long term exposure to freezing temperatures should be moved to heated areas, drained of liquids, or provided with auxiliary heat sources.

Upon Restoration of Heat and Power:

Electronic equipment should be brought up to ambient temperatures before energizing to prevent condensate from forming on circuitry.

Fire and potable water piping should be checked for leaks from freeze damage after the heat has been restored to the facility and water turned back on.

Critical Operations

During some emergency situations, it will be necessary for some assigned personnel to remain at their work areas to perform critical operations or implement shut down procedures.

Personnel that remain on the site to perform critical operations need permission from their Agency Management and Emergency/Building Coordinator.

In case an emergency situation will not permit personnel to implement shut down procedures, the assigned personnel shall notify the Emergency/Building Coordinator as well as the designated contacts.

See attached contact list for offices to be contacted.

Additional Procedures

[If Applicable - Enter additional procedures that are specific to the operations within the building or occupants.]

Emergency Procedures for Parking Structures

[If Applicable - Enter additional procedures that are specific to Parking Structures.]

Fire Prevention

The best fire protection is fire prevention. Following is a list of precautionary steps to note:

Flammable or combustible supplies are not to be stored on the premises.

Extension cords in lieu of permanent wiring are not permitted.

Appliances and cords are to be U.L. approved and kept in good repair.

Equipment or appliances shall not be used without approval from ADOA General Services Division or Property Management Office. The building's wiring is designed to carry normal electrical load. An additional load may result in heat generation, which can trip a circuit breaker and potentially cause a fire.

Ensure that coffeemakers are turned off at the end of each workday. This is one of the most common causes of small fires in office buildings.

Anyone spotting potential fire hazards in the building shall report them to Agency Management.

Keep stairwells, landings, hallways, aisles, passageways, and exits on your premises clear of obstructions at all times.

The prompt removal of all waste materials, especially the combustible type, from premises is very important.

Building Evacuation Procedures

When the alarm sounds, individuals must evacuate through the nearest exit, regardless of where they are in the building. Do not return to the department for any reason.

Do Not Run. Do Not Panic.

Do Not Use Elevators to evacuate the building during a real or simulated emergency.

The building has two main stairwells to be used in the event of an evacuation. The stairwells exit on the and sides of the building.

If the primary exit is blocked or obstructed, proceed to the secondary exit.

Any person can transmit a fire alarm by activating the nearest fire alarm pull station.

Individuals may also report emergency situations by contacting . Fire systems are monitored 24-hours-a-day. If in an area not covered by DPS Capitol Police, dial 911.

All doors should be closed to contain the fire, but left unlocked. Use door hangers to indicate a room has been cleared.

When using stairs always use the handrails.

Stay to the right side of stairwell when descending.

Merge alternately, when two lines meet at various floor landings to keep all lines moving smoothly.

Keep conversation to a minimum; The Floor Warden requires your full attention.

Assembly areas are located at least 100 feet from the building. All employees are to report and remain at their assigned assembly areas until the Floor Warden gives further instructions.

Any individual who impedes/delays an evacuation or refuses to evacuate shall be reported to the and will be included in the evaluation report covering the evacuation.

Building Re-Entry Procedures [For Secure Buildings]

will clear individuals with ID badges for re-entry at building entrances. Individuals without ID badges will be directed to screening areas/magnetometers prior to being allowed into the building.

Harbor/Shelter in Place Procedures

In the event of an emergency, employees may need to find a location to harbor/shelter in place within the building. Employees should identify these locations as part of their orientation of the building.

In the case of an active shooter an employee must determine what the best course of action is in order to protect themselves; either by evacuating the building or finding an area within the building until such time as the authorities arrive. Make sure employees review instructional videos provided.

Events outside the building, such as a summer or winter storm, demonstrations, active shooters, or some other event may necessitate remaining within the buildings and seeking shelter.

In the case of an event outside the building employees should find a place as far from the danger as possible. Do not stand near windows during a storm event or during demonstrations that occur outside your building.

Remain in the building until the event has subsided and it is safe to exit the building.

For other Emergency Procedures refer to the State of Arizona Emergency Response Procedures (Orange Flip Chart) or insert specific written procedures.

Assembly Areas

There are evacuation assembly areas based on your location within the building:

LOCATION 1:

Example: Use the driveway between XXXXX and the parking garage to reach the Location 1 assembly area. Do not go into the parking garage.

LOCATION 2 :

Alternate Assembly Areas

You may be directed by your Floor Warden to alternate assembly areas as you exit the building or upon arrival at your designated assembly area.

After Evacuation Instructions

The will give additional instructions if needed, such as directions to move to an alternate area or if the building is closed and no re-entry is possible.

The will notify the occupants if the building will close and employees are sent home.

All information to the press concerning the evacuation and/or closure of the office will be coordinated by the Public Information Officer (PIO).

will clear individuals with ID badges for re-entry at building entrances. Individuals without ID badges will be directed to screening areas/magnetometers prior to being allowed into the building.

ASSEMBLY AREAS

FLOOR DIAGRAMS