BUILDING EMERGENCY PLAN

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1 CONVOCATION CENTER BUILDING EMERGENCY PLAN Prepared By: EMU Emergency Management Date Revised: 7/28/2010 THIS DOCUMENT MAY CONTAIN SENSITIVE INFORMATION. FOR INTERNAL DISTRIBUTION ONLY. For Internal Use Only/Sensitive Information 1 P a g e

2 TABLE OF CONTENTS Section I: Section II: Section III: Section IV: Section V: Section VI: Section VII: Appendices: Plan Development and Validation Your Building Emergency Plan 1. Introduction 2. Responsibilities 3. BEP Requirements 4. Training 5. Personal Safety Building Information 1. Building Administrator and Alternates Contact Information 2. C-CERT Members 3. Building Description 4. Building Alarms Command and Control Evacuation 1. Evacuation Policy 2. Evacuation Procedures 3. Evacuation Guidelines for People with Special Needs and Those Who Assist Them 4. Fire Shelter In Place 1. Types 2. When to Shelter in Place 3. Procedures 4. Building Specific Shelter In Place Procedures Emergency Announcement Scripts Appendix A: Appendix B: Appendix C: Appendix D: Appendix E: Appendix F: Appendix G: Appendix H: Assist Them Acronyms and Term Definitions Floor Plans Arena Seating Stage Setup Bomb Threat Response Protocol and Form Suspicious Letter or Package Protocol Guidelines for Events Using Pyrotechnics Procedures for Persons with Special Needs and Those Who For Internal Use Only/Sensitive Information 2 P a g e

3 For Internal Use Only/Sensitive Information 3 P a g e

4 SECTION II: YOUR BUILDING EMERGENCY PLAN INTRODUCTION The Building Emergency Plan is designed to provide students, faculty, staff and visitors basic emergency response information, to include shelter-in-place and building evacuation, for natural and human-made events. Eastern Michigan University has the responsibility to ensure a safe environment for its employees, students and visitors to the University. As part of this responsibility, each supervisor has a responsibility to ensure that all personnel are protected in a timely and safe manner and to ensure that all personnel are accounted for following emergency events. The following outlines the responsibility of each level of management. Supervisors Ensure that they are familiar with the requirements of the procedure and their responsibilities during an emergency. Ensure that personnel assigned to their area(s) are trained in the requirements of the procedure as it relates to them and procedures to follow during an emergency. Determine any special needs or assistance that personnel within their assigned area(s) may have. Account for all personnel assigned to their areas following an evacuation and report this information to the Convocation Center Emergency Coordinator(s). Employees / Students / Visitors Be familiar with their responsibilities during an emergency. Assist their department supervisors as needed in the execution of the emergency procedures. BEP REQUIREMENTS 1. The BEP needs to be reviewed at least annually by June 30 th or following any training, drill, exercise, or incident where the after action discussion identifies corrective actions. The EMU Emergency Management Office will also review the BEP, and maintain a copy for availability to response agencies as needed. 2. The BEP must be tested annually through a drill to validate procedures and to ensure building occupant familiarity with the procedures. The drill should be based on a simulated emergency event that highlights an identified element of the procedure to be tested (Evacuation, Shelter in place, etc.). Following any scheduled or actual event, an after action discussion should be held to identify lessons learned and corrective actions. The Emergency Management Office is available to assist in exercise development and after-action reporting. 3. Training is an integral part of the safety and preparedness program for your building. It is the responsibility of each building to ensure all occupants are trained or made For Internal Use Only/Sensitive Information 4 P a g e

5 aware of the Building Emergency Plan for the building(s) they occupy on an annual basis. TRAINING EMU offers training related to emergency preparedness. Building Administrators and alternates are strongly encouraged to join the Campus Community Emergency Response Team (C-CERT). At minimum, it is also strongly recommended that they take the Federal Emergency Management Agency Independent Study courses IS 100.HE, IS200a, IS 700a, and IS 800b. All Independent Study course are available at The EMU Emergency Management Office can also help with arranging classroom delivery of these courses. PERSONAL SAFETY An emergency can happen at any time. Some emergencies give warning like a storm preceding a flood. Others, like earthquakes, utility failures, and explosions give no warning. Once an emergency takes place, the time to prepare is gone and it is time to respond and cope with the aftermath. Take time to examine what you can do to prepare by visiting and These sites provide information for children, adults, and businesses on how to be prepared for an emergency by helping you to prepare, plan, and be informed. EMU Emergency Management is available to help you prepare a personal or family disaster kit, emergency plan, train you in disaster preparedness, and more. Call for assistance. EMU University Health Services can help you prepare for medical emergencies. Contact UHS at EMU Environmental Health and Safety can help you to identify potential workplace hazards and guide you in creating a safe work environment. Contact EHS at EMU Public Safety is available to provide assistance and safety training. Contact DPS at For Internal Use Only/Sensitive Information 5 P a g e

6 SECTION III: BUILDING INFORMATION BUILDING ADMINISTRATOR & ALTERNATE BUILDING ADMINISTRATOR Building Name Convocation Center Campus Address Building Administrator 799 N. Hewitt Rd., Ypsilanti, MI Mark Monahan Campus Map Building Numerical Index # 65 Contact Information Campus Phone Mobile Phone Fax Alternate Building Contact Marcy Szabo Contact Information Campus Phone Mobile Phone Fax Alternate Building Contact Ron Reid Contact Information Campus Phone Mobile Phone Fax Alternate Building Contact Dave Keller Contact Information Campus Phone Mobile Phone Fax For Internal Use Only/Sensitive Information 6 P a g e

7 1. C-CERT MEMBERS C-CERT Zone #: K Name Campus Address Work Phone Ron Reid Convocation Center Karen Hansen Convocation Center BUILDING DESCRIPTION Loading Dock Area The loading dock can be entered from the Westview Drive entrance, which is located to the east of the Convocation Center. The loading dock has the following specifications: Parking for eight busses / trucks Two 12-foot roll up loading doors One 16-foot loading door with elephant door access to main arena One 12-foot loading door with hydraulic leveling system Dressing Rooms / Auxiliary Spaces Two visiting team locker rooms, each equipped with 16 full lockers and full shower and restroom amenities. Two officials locker rooms, each equipped with four full lockers and full shower and restroom amenities. Media Room A - 33' x 17' carpeted room capable of seating up to 60 theater style. Media Room B - 12' x 15' carpeted room adjacent to Media Room A. Electrical Equipped with a total of 1,000 amps of show power, the Convocation Center has the capability of utilizing both cam locks and pig tail connections. The following configurations are available: One 100 amp, 3 phase, 5 wire (120/208 volt) One 200 amp, 3 phase, 5 wire (120/208 volt) One 400 amp, 3 phase 5 wire (120/208 volt) The Convocation Center is also equipped with two 200 amp 480 volt service (with portable transformer) for trade shows. This setup also includes the appropriate cord sets and boxes for trade show booths. Staging Capable of a maximum size of 64' x 40', the Convocation Center's SICO Roll-N-Set Portable System is comprised of the following: Eighteen 8' x 8' H bases (48" to 72" variable height) Eight 4' x 8' reversible decks (green carpet or flat black performance surface) Twelve 8' black stage scrims (48" to 72" variable height) Two 4' guardrails Sixteen 8' guardrails Two adjustable height 10-rise staircases For Internal Use Only/Sensitive Information 7 P a g e

8 SICO Riser Twelve 6' x 8' H tri-height risers with reversible decks (18", 24", 30") Three 4' x 30' ramps with rails (elevates from 0" to 30") Nine 8' black riser scrims (18" to 30" variable height) Two 2-rise portable steps with rails House Lights Capable of being operated from four locations in the facility (security room, backstage, house left rear control room, and remote from center court via lap top computer) the Convocation Center's computer controlled lighting system is comprised of the following: Forty-two 1,000 watt instruments Sixty-five 1,000 watt instruments with shutter capability Total lighting of (107) 1,000 watt instruments producing 250' candles at floor level The system also includes follow spot towers, which are located in each corner, near the catwalk and in the upper rear corners. The distance from the stage is approximately 120' and the vertical distance from the floor is 56'. Follow spots may also be operated from Convocation Center Club Balcony at center-stage front of house. House Sound The Convocation Center has a fully dispersed sound system designed for public address. The system has EV cabinets hung from the catwalk in a uniform pattern throughout the main arena. The Convocation Center also has a hard-wired Telex system with 10 intercom and belt pack units. Locations are throughout the arena including courtside, catwalk and backstage. Also in compliance with ADA, the Convocation Center is equipped with Telex Hearing Assistance Receivers. Steel Height / Rigging Grid The steel height in the facility is 76' 1" to the high steel and 47' 9" to the low steel. A rigging grid is located above the catwalk on the south end of the facility (above the end stage configuration) and is accessible from the catwalk. The capacity of the grid is 40,000 pounds, distributed. The grid is also equipped with both a vertical and horizontal fall arrest system. Dimensions of Rentable Spaces Some of the seating configurations include: Center Stage (9,500) Athletic Events (8,800) End Stage (7,500; sold at 270 degrees) The arena accommodates 20,000 square-feet on the main floor with an additional 18,000 square-feet throughout the entire facility. Space Dimensions Square Footage Arena Floor (with seats retracted) 170' x 120' 20,000 sqf Arena Floor (without seats retracted) 131' x 79' 10,000 sqf Atrium 66' x 103' 7,000 sqf Convocation Center Club Capacity up to 75 people (can be divided into three smaller rooms) For Internal Use Only/Sensitive Information 8 P a g e

9 3. BUILDING ALARMS Type of Alarm Fire Building Control Panel Description Siren with flashing strobe. See Evacuation Signals if building systems are abnormal or if generator needs assistance. Located in room 124. Contact admin. For Internal Use Only/Sensitive Information 9 P a g e

10 SECTION IV: COMMAND & CONTROL The Incident Command System assumes that the first public safety official (law enforcement, fire, medical) to arrive on the scene of an emergency becomes the "incident commander" who takes charge of the scene, assesses the priorities, and requests additional first responders. When sufficient additional personnel arrive, the incident command role may be transferred to a command officer from a law enforcement, fire, or emergency medical unit. The nature of the emergency often determines which agency or individual assumes ultimate command of the event. For example, an incident in which a fire and/or rescue operation is indicated, and mass casualties are present, will be turned over to fire commanders. Law Enforcement and Emergency Medical Services then assume a supporting role. During planned events, the Incident Commander (IC) for an emergency at the Convocation Center is the senior ranking EMU police commander on scene. The police commander remains the incident commander until the event the situation is secured and under control or until incident command is transferred to another agency. In the event of a fire and the Ypsilanti Fire Department (YFD) responds to the EMU Convocation Center, the highest ranking YFD officer becomes the incident commander for the fire response. 1 A Unified Command (UC) structure with EMU Public Safety will be implemented in order to coordinate an effective response for non-fire actions. The UC is responsible for overall management of the incident. Eastern Michigan University will manage Convocation Center incident response from an operations office/incident command post (ICP) established in Room 124 on the Arena level near the loading dock. The ICP may also be at a location outside the Convocation Center that is determined to be safe and secure. In the event the Ypsilanti Fire Department assumes command, the ICP will be located at their discretion. EMU Public Safety, together with the Director of the Convocation Center, or his designee, will make the decision to issue protective actions for the Center. The University President and the Vice President of University Communications will be notified of any protective actions for all or part of the Center. If a university sports event is occurring or scheduled, the EMU Athletics Director will also be notified. All event staff will be involved with the implementation of the emergency procedures and should avoid panic and assist individuals exiting from the center. Patrons should be kept moving at a steady pace and be given instructions to guide them to the proper 1 Under the Michigan Fire Prevention Code, Sec. 7a, Act P.A , as amended, (Upon Finding an Emergency Condition) "If the state fire marshal or the commanding officer of the fire department...or a fire fighter in uniform acting under the orders and directions of the commanding officer...upon finding an emergency condition dangerous to persons or property, may take all necessary steps and prescribe all necessary restrictions and requirements to protect persons and property until the dangerous condition is abated. For Internal Use Only/Sensitive Information 10 P a g e

11 exits. No event staff will be released until directed by the IC. Event staff includes; athletic department employees, physical plant staff, ushers, athletic department volunteers, contract security and event management personnel, temporary and permanent concessionaire employees, and contract police personnel. During the emergency these groups will be subordinate to the IC and will follow instructions originating from the IC. Chain of Command for Convocation Center Incidents Incident Commander/ Unified Command Safety Officer Athletics Director or designee Public Information Officer Convocation Center Director or designee Event Coordinator Liaison Officer In the event an emergency occurs that requires immediate action, the following procedures should be followed: 1. Assemble all key personnel at the Operations Office or the designated Incident Command Post, as appropriate. 2. Review the nature of the emergency and the possible courses of action to implement. Options should include, but are not limited to the following: a. Continue to monitor the situation without any overt action at the present time. b. Alert event staff of potential actions. c. Once the event staff has had ample time to prepare, issue a public address announcement alerting individuals to the situation and on what actions to take. For Internal Use Only/Sensitive Information 11 P a g e

12 SECTION V: EVACUATION 1. EVACUATION POLICY EMU policy requires immediate evacuation when any fire alarm sounds within a building. All faculty, staff, students and any other individuals within the building must immediately depart the building using designated exit routes if safe. a. Departments are responsible to ensure that all people in their building are aware of exit routes and the location of their building s Designated Meeting Areas (DMA.) b. All building occupants will follow instructions relevant to public safety issued by the building administrator or emergency personnel. 2. EVACUATION PROCEDURE 1. Ushers, security personnel, and employees will open all exits and move all tables, carts and gate counters and clear the exits as much as possible. Trash containers and dumpsters may also require removal. 2. Concession staff will immediately close their concession stands, locking them securely and then leave the facility as directed. 3. Crowd control staff and ushers should remain at their assigned location and direct spectators in accordance with the direction issued by Incident Command. 4. Parking staff and DPS officers will direct vehicles to leave. No vehicles will be allowed to enter Convocation Center parking areas (other than emergency response vehicles). 5. After the Convocation Center is cleared, all ushers and crowd management staff will evacuate the center. 6. The incident commander, Convocation Center director and other ICP staff will remain at their station until the facility is evacuated. They will then evacuate the Convocation Center. 7. Convocation Center staff will evacuate to a designated assembly point located at VIP Parking Lot A along with any event attendees that cannot leave the area. 3. EVACUATION GUIDELINES FOR PEOPLE WITH SPECIAL NEEDS AND THOSE WHO ASSIST THEM a. Only attempt an emergency evacuation if you have had emergency assistance training or the person is in immediate danger and cannot wait for emergency services personnel. b. Always ask how you can help before attempting any emergency assistance evacuation. Ask how he or she can best be assisted or moved, and whether there are any special considerations or items that need to come with the person. c. If unable to evacuate, people with special needs are to shelter in place in a Designated Area of Refuge and wait for emergency personnel. The Designated Areas of Refuge are stairwells unless a different location is listed for this building. Be sure to let someone know your location and condition and wait for help. DO NOT USE ELEVATORS! For Internal Use Only/Sensitive Information 12 P a g e

13 d. Check on people with special needs during an evacuation. A buddy system, in which people with disabilities arrange for volunteers (co-workers) to alert and assist them in an emergency is recommended. e. In coordination with the Incident Commander, emergency personnel, after reviewing information provided by the building administrator, will determine if it is safe to attempt to evacuate the individual. f. Faculty and staff who have special needs should let the building administrator or their designee know the location of their usual work area and needs. Document the information in the table below. g. Reference Appendix F for detailed instructions on assisting persons with special needs to evacuate. 4. Fires Employees and students should follow safe practices to minimize the hazard of fire. Supervisors must ensure that safe practices are followed on a daily basis. Supervisors shall check their areas on a regular basis for fire prevention problems and report these problems promptly to the Building Administrator for corrective actions. Eastern Michigan University requires that all persons in a building evacuate that building any time the fire alarm is activated. In the event a fire alarm or an actual fire occurs in the Convocation Center, the following actions should take place: 1. The Convocation Center staff that initially discovers the fire, explosion or smoke will activate the fire alarm by using one of the wall pull stations and notify nearby occupants of the possible danger. If unable to locate a pull station, the employee will dial 911 from a campus phone or from a cell phone. The locations of these stations are identified within the Convocation Center and shown in the floor plans. 2. ONLY IF YOU HAVE BEEN TRAINED - Attempt to extinguish the fire using an extinguisher, but only if it is a small fire using the P.A.S.S. technique - Pull - Aim - Squeeze - Sweep. 3. The Convocation Center Director or designee will determine what portions of the Convocation Center require evacuation and will direct the notification of building occupants. An announcer will make the appropriate announcement over the Convocation Center public address system if an event is underway in the center It is the responsibility of staff to make certain all occupants are out of their immediate area. 5. If exit routes are blocked by fire, move to stairwell if you can. Stairwells are designated areas of refuge. If you cannot reach a stairwell, move to an office with an outside building wall. Place a piece of cloth out of the window to signal 2 See Section VII: Emergency Announcement Scripts For Internal Use Only/Sensitive Information 13 P a g e

14 that the room is occupied. Close the door and stuff all cracks around the entrance doors, windows, and ventilation grills. Use a phone to notify EMU Public Safety at 911 or from a cell phone of your location. Stay calm and wait for help to arrive. 6. The Convocation Center Director or designee will ensure that the fire department and EMU Public Safety has been notified. 7. Upon arrival of the fire department, Incident Command will transfer to the highest ranking fire officer on the scene. 8. Advise the Ypsilanti Fire Department upon arrival if everyone is accounted for. 9. DO NOT RE-ENTER IF THE FIRE ALARM STOPS - THIS IS NOT AN ALL CLEAR SIGN! Wait until a fire official has given the all clear to re- enter the building. For Internal Use Only/Sensitive Information 14 P a g e

15 SECTION VI: SHELTER IN PLACE 1. TYPES OF EMERGENCIES: You may be required to Shelter in Place for events such as: a. Tornado warning or other severe weather events. b. Hazardous materials release. c. Active shooter, building intruder, or civil disturbance. d. As directed by emergency personnel for any other situation that requires you to find protection within a building. 2. WHEN TO SHELTER IN PLACE You must immediately seek shelter in the nearest facility or building (preferably in a room with no windows), if it is safe to do so, when: a. You hear the Tornado Warning Sirens. b. You are directed to do so by emergency personnel. 3. PROCEDURES EMU Emergency Alert Systems will be used to notify the community of a shelter in place situation. a. If you are sheltering due to a tornado warning, immediately go to a safe location in your building. 1). Proceed to the lowest level of the building, preferably a basement or tunnel. Position yourself in the safest portion of the area away from glass. Be prepared to kneel facing a wall and cover your head. 2). In high-rise (four stories or more) buildings, vacate the top floor and move to a lower floor or to the basement. Position yourself in an interior corridor away from glass. Be prepared to kneel facing the wall and cover your head. 3). If time permits, occupants of wood-frame or brick buildings with wood floors should leave the building and go directly to a more substantial concrete building, preferably with a basement. 4). Any occupant who encounters a students or visitors should direct them to take appropriate actions. 5.) Any occupant who encounters an individual with special needs should assist them if possible. 6). Try to obtain additional clarifying information by all possible means (e.g. EMU Homepage, text message, radio, , etc.) b. If you are sheltering due to a hazardous materials (HAZMAT) release, the air quality may be threatened and sheltering in place keeps you inside an area offering more protection. For a HAZMAT situation you should, if possible, take the following actions: 1). Close all windows and doors. 2). Do not go outside or attempt to drive unless you are specifically instructed to evacuate. 3). Do not use elevators as they may pump air into or out of the building. For Internal Use Only/Sensitive Information 15 P a g e

16 4). Any occupant who encounters students or visitors should direct them to take appropriate actions. 5). Any occupant who encounters individual with special needs should assist him or her if possible. 6). Try to obtain additional clarifying information by all possible means (e.g. EMU homepage, text message, radio, , etc.) 7). Do not leave until instructed to do so by emergency personnel. c. If you are sheltering due to an active shooter, building intruder or a civil disturbance on campus, immediately go to a safe location in your building if you cannot exit the building. 1). If possible, take refuge in a room that can be locked. If unable to lock the door secure it by any means possible. 2). The room should provide limited visibility to anyone that is outside of it. 3). Hide under a desk, in a closet, or in the corner and create a barricade. 4). After getting to a safe location and without jeopardizing your safety, try to obtain additional clarifying information by all possible means (e.g. EMU Homepage, text message, radio, , etc.) 5). Report any suspicious activity if you can do so without jeopardizing your safety. Call 911 from a campus phone or from a cell phone if possible. If you are directed to shelter in place, but you are unaware of the specific reason, proceed to the lowest level of the building but continue to seek additional information by all possible means to determine the type of incident. Once you have determined the type of emergency, follow the below chart: EMERGENCY Weather-Related Tornado Warning Hazardous Materials (HAZMAT) Release Civil Disturbance Active Shooter DESIGNATED MEETING AREA (DMA) SHELTER IN PLACE Basement corridors, basement offices, basement restrooms Or the lowest level of the building (stay away from windows and doors.) Remain in or find an unaffected office or work area and close windows and doors. Seek a safe location, preferably a room without windows that can be locked or secured by barriers. For Internal Use Only/Sensitive Information 16 P a g e

17 4. BUILDING SPECIFIC SHLETER IN PLACE PROCEDURES 1. All occupants should proceed to the areas designated as a shelter location. The Arena & Concourse level patrons will be moved to the Auxiliary Gym, Media rooms, the hallways & Locker Room areas surrounding the arena. The Upper level patrons will be moved to the above mentioned arena areas until they are full, then the stairwells and north & south concourse areas (away from the East & West concourses due to the windows). Patrons in the handicap accessible areas will be moved into the interior suites and Room 212 (across from the main concessions stand). It may not be possible to move all occupants into these areas so it is necessary to be aware of specific things to AVOID if the shelter area cannot be reached. These include: Wide expanse ceilings Areas containing windows, display cases, or other glass Large open areas Areas with a large amount of debris 2. If an event is running, the announcer will make an announcement to seek shelter Guests will be notified where to seek shelter based on the section they are sitting in as noted above. 4. Staff will proceed to the nearest shelter area after assisting with the sheltering operation. 3 See Section VII: Emergency Announcement Scripts For Internal Use Only/Sensitive Information 17 P a g e

18 SECTION VII: EMERGENCY ANNOUNCMENT SCRIPTS Tornado Warning Your attention please, a tornado warning has been issued for our area. Please remain calm and follow the instructions of athletics staff and emergency personnel for directions on where the section you are sitting in is to move to. Shelter locations include the Practice Gymnasium on the Arena Level and the east Arena Level hallway. It is highly recommended that you not leave the Center, but move calmly to a safer area within the building. Additional information will be provided as it is received. Thank you for your cooperation with theses safety measures. [Repeat this announcement three times and then again five (5) minutes later] Bomb Threat/Evacuation Your attention please. A police emergency has occurred, the event for today is cancelled. Please evacuate the Convocation Center. When exiting the seating area, move through the section entrance and keep moving in order to allow others behind you to exit. Please follow the direction of athletics staff and emergency personnel and move directly to the nearest exit. Do not walk around the concourse. Thank you for your cooperation with these safety measures. [Repeat announcement three times and then again five (5) minutes later] Weapon Discharge Your attention please. A police emergency has occurred, the event for today is cancelled. Please evacuate the Convocation Center. When exiting the seating area, move through the section entrance and keep moving in order to allow others behind you to exit. Please follow the direction of athletics staff and emergency personnel and move directly to the nearest exit. Do not walk around the concourse. Thank you for your cooperation with these safety measures. [Repeat this announcement three times and then again five (5) minutes later] For Internal Use Only/Sensitive Information 18 P a g e

19 For Internal Use Only/Sensitive Information 19 P a g e

20 APPENDIX A: Acronyms and Term Definitions Acronyms BA: Building Administrator BEP: Building Emergency Plan C-CERT: Campus Community Emergency Response Team DMA: Designated Meeting Area EMU: Eastern Michigan University Term Definitions Building Administrator (BA): The building administrator is a University employee who has a defined role in that building. In an emergency, the building administrator should report to the Incident Command location to provide building information to emergency responders. The all clear information will typically be communicated to the building administrator when it is safe to return to the building so that the occupants can be notified. Building Emergency Plan: The plan is a document that consists of emergency procedures, activities for preparing for emergencies, and roles and responsibilities of building occupants. Building Administrators Group: A group composed of building administrators and department heads charged with coordinating building safety concerns. Critical Operations: Any potentially hazardous operations located in your facility that requires preplanning for evacuation and/or shelter in place events. Additionally, this information must be readily available to first responders to assist them in their emergency response efforts. Designated Area of Refuge: The area(s) in a building designated as the place to which individuals with special needs should go if they are unable to evacuate in an emergency. The Designated Area(s) of Refuge are the stairwells unless a different location is listed in the BEP for their building. Designated Meeting Area (DMA): A pre-designated safe location near a building where building occupants assemble and report to their administrator for roll call/head count after evacuating their building. Emergency Personnel: Person(s) who provide assistance in an emergency (or potential emergency) situation in a building. They are not building occupants and may be from the EMU Police Department, EMU Emergency Management, Ypsilanti Fire Department, EMU Campus Community Emergency Response Team (C-CERT), Physical Plant, etc. In critical situations, they may take charge of the building and have authority over activities in and around the building. RAVE Text Alerts: A university-wide text-messgaing alert service that sends notifications to registered users if an emergency situation occurs on campus. Shelter-In-Place: To seek immediate shelter inside a building or University residence. This course of action may need to be taken during a tornado, earthquake, release of hazardous materials in the outside air or a civil disturbance. When you hear the sirens, immediately go inside a building to a safe location and use all communication means available to find out more details about the emergency. Remain in place until police, For Internal Use Only/Sensitive Information 20 P a g e

21 fire, or other emergency response personnel provide additional guidance or tell you it is safe to leave. Tornado Warning Sirens: Washtenaw County Emergency Management controls activation of the tornado siren system. Sirens are part of the warning notification system for any major shelter in place event such as tornado warning, building intruder, active shooter, civil disturbance, or as deemed necessary by emergency personnel. For Internal Use Only/Sensitive Information 21 P a g e

22 Appendix B: Bomb Threat Response Protocols The presence of an explosive device and/or the reception of a bomb threat are situations that the University must be prepared to confront in a calm and professional manner. Although many bomb threats turn out to be pranks, they must be taken seriously to ensure the safety of the students, faculty, staff and visitors at EMU. A bomb threat could be written, ed, communicated verbally or received by phone. The majority of bomb threats are delivered by telephone. Generally, a bomb threat call is made for one of two reasons: 1. The caller has definite knowledge about the explosive device and wants to minimize personal injury. 2. The caller wants to disrupt normal activities by creating anxiety and panic. DO NOT use two-way radios or cellular phone; radio signals can cause a detonation. DO NOT evacuate the building until police arrive and evaluate the threat. DO NOT activate the fire alarm. DO NOT touch or move a suspicious package. Threat by Telephone 1. Take the caller seriously. Assume the threat is real. 2. If you have a digital phone, look for the originating number. 3. While the caller is speaking to you on the phone, fill out the "Bomb Threat Checklist". 4. If possible, do not hang up the phone. Have a co-worker call or or call yourself immediately after hanging up. 5. Make every attempt to: Stay calm and indicate your desire to cooperate with the caller. DO NOT antagonize or challenge the caller. Obtain as much information as possible. Prolong the conversation as long as possible. Ask permission to repeat any instructions to make sure they were understood. Attempt to determine the caller's knowledge of the facility. Identify background noises. Contact your Building Administrator. Ensure that the "Bomb Threat Checklist is completed. 6. If directed to evacuate, follow building evacuation procedures. 4 A 911 call made from a campus phone goes to EMU Police Dispatch. A mobile phone call to 911 goes to the City of Ypsilanti or Washtenaw County Public Safety Dispatch. In order to reach EMU Police Dispatch from your mobile phone, call For Internal Use Only/Sensitive Information 22 P a g e

23 Threat by /Text Message 1. DO NOT delete the /text message. 2. Call EMU Public Safety at or Forward the as directed by Public Safety. 4. Contact your Building Administrator. 5. If directed to evacuate, follow building evacuation procedures. Threat by Mail 1. Call EMU Public or Handle mail as minimally as possible. 3. Contact your Building Administrator. 4. If directed to evacuate, follow building evacuation procedures. Threat by Handwritten Note 1. Call EMU Public Safety at or Handle note as minimally as possible. 3. Contact your Building Administrator. 4. If directed to evacuate, follow building evacuation procedures. For Internal Use Only/Sensitive Information 23 P a g e

24 Bomb Threat Record/Checklist QUESTIONS TO ASK Date: Phone Number Where Call/Threat Received: Where is the bomb located? (Building, Floor, Room, etc.) Eastern Michigan University When will it go off? What does it look like? What kind of bomb is it? What will make it explode? Did you place the bomb? YES NO Why was bomb placed? What is your name? EXACT WORDS OF THREAT INFORMATION ABOUT THE CALLLER Where is caller located? (Background and level of noise) Sex Male Female Accent: Is voice familiar? If so, who does it sound like? Background Noise: Street Noises Airport Noises Office Noises PA system Clear Static Conversation Music Motor Caller s Voice: Angry Calm Coughing Crying Deep Breathing Disguised Excited Laughter Lisp Loud Nasal Normal Rapid Raspy Slow Slurred Soft Stutter Threat Language: Incoherent Message Read Taped Irrational Profane Well-spoken Name of Person Taking Report: For Internal Use Only/Sensitive Information 24 P a g e

25 Appendix F: Suspicious Letter or Package The following guidelines are intended to help identify suspicious letters or parcels and to provide procedures to follow in the event of receiving suspicious mail. If you receive a suspicious letter or package: 1. Do not try to open the package. If there is spilled material, do not try to clean it up and do not smell, touch or taste the material. 2. Do not shake or bump the package or letter. 3. Isolate the package, placing it in a sealable plastic bag, if available. 4. Calmly alert others in the immediate area and leave the area, closing the door behind you. 5. Wash hands and exposed skin vigorously with soap and flowing water for at least 20 seconds. Antibacterial soaps that do not require water are not effective for removing anthrax or other threatening materials. 6. Call EMU Public Safety at from a cell phone or Wait for EMU Public Safety to respond. Do not leave the building unless instructed to do so by Public Safety personnel. For Internal Use Only/Sensitive Information 25 P a g e

26 Appendix G Guidelines for Events Using Pyrotechnics PURPOSE The purpose of this guideline is to ensure that events using pyrotechnics comply with NFPA and University requirements for safe use and storage of these materials. SCOPE This policy applies to all users of pyrotechnics, including staff, faculty, students and outside contractors. RESPONSIBILITIES Event Coordinators Event coordinators must ensure the requirements of the policy are adhered to and enforced. Event coordinators are required to communicate the requirements of this policy to the outside contractor prior to the event being scheduled. Event coordinators shall notify Risk Management, Department of Public Safety and the Ypsilanti fire marshal of the plan to use pyrotechnics. Event coordinators shall obtain the appropriate permit for the event. Event coordinators are required to obtain and submit the required documentation in a timely fashion. Event coordinators shall coordinate the demonstration of pyrotechnics prior to the event. Department of Public Safety The Department of Public Safety shall review the inventory lists, Q sheet, set design/layout and any other information regarding the event. The Department of Public Safety must be present for the demonstration of pyrotechnics prior to the event. The Department of Public Safety can require more stringent safety precautions than the Ypsilanti fire marshal. Risk Management Risk Management must review and approve all certificates of insurance provided by the pyrotechnics users. Ypsilanti Fire Marshal For outdoor events, the Ypsilanti fire marshal and City Council approve the permit for the use of pyrotechnics. For indoor events, the Ypsilanti fire marshal approves the permit for the use of pyrotechnics. The Ypsilanti fire marshal reviews the MSDSs, Q sheet, set design/layout and any other information regarding the event. For Internal Use Only/Sensitive Information 26 P a g e

27 The Ypsilanti fire marshal or his/her designee shall be notified of the time and date for the demonstration of pyrotechnics and shall be requested to make every effort to attend. PROCEDURES The following procedures need to be complied with by those using pyrotechnics: 1. A certificate of insurance must be provided to and approved by Risk Management. 2. The pyrotechnics technician must be licensed in the state of Michigan. A copy of the license must be provided to the Event Coordinator. 3. The pyrotechnics transport, storage and use must comply with NFPA 1124 and NFPA The material safety data sheets (MSDSs) must be provided to the Event Coordinator. The Event Coordinator shall provide copies of the MSDSs to the Health and Safety Office and Ypsilanti fire marshal at least two days prior to the event. 5. The Event Coordinator must coordinate the pyrotechnics demonstration with the Department of Public Safety and the Ypsilanti fire marshal. Only the pyrotechnics demonstrated shall be used for the event. All other pyrotechnics are prohibited. 6. Pyrotechnic demonstrations must be conducted a minimum of six hours prior to the event. 7. A Q sheet must be supplied to the Department of Public Safety and the Ypsilanti fire marshal prior to the demonstration. 8. A map of the pyrotechnics layout must be provided to the Department of Public Safety and the Ypsilanti fire marshal prior to the demonstration. 9. All concussion pyrotechnics must be enclosed in a ¼ inch steel bomb box. The steel bomb box must be approved by the Department of Public Safety and Ypsilanti fire marshal. 10. The Department of Public Safety and/or Ypsilanti fire marshal reserve the right to prohibit any or all pyrotechnic devices. 11. Unauthorized pyrotechnics must be destroyed in an approved manner or removed from the premises immediately. 12. Only pyrotechnics approved for the event shall be stored on-site. 13. Flame retardant certificates or certificates of treatment for flame retardancy are required for all curtains or other potentially flammable equipment used. Compliance with the requirements of Chapter 4 of NFPA 1126 must be maintained. 14. Set design must be in accordance with manufacture specifications for safe use to ensure the performers, patrons and employees are a safe distance from any pyrotechnic device. The Department of Public Safety and/or the Ypsilanti fire marshal can require additional precautions. 15. Failure to comply with these procedures will result in the cancellation of the use of pyrotechnics for the event. For Internal Use Only/Sensitive Information 27 P a g e

28 APPENDIX H: Procedures for Persons with Special Needs and Those Who Assist Them Elderly Individuals Always ask the person how you can help before beginning any assistance even though it may be important to evacuate quickly. Ask if the person has limitations or problems that may affect his or her safety. Some elderly persons may respond more slowly to a crisis and may not fully understand the extent of the emergency. Repeat questions and answers if necessary. Be patient! Taking time to listen carefully or to explain again may take less time than dealing with a confused person who may be less willing to cooperate. Before moving an elderly person, assess his or her ability to see and hear. o Persons with a hearing loss may appear disoriented and confused when all that is really wrong is that they can t hear you. o If the person has a vision loss, identify yourself and explain why you are there. Let the person hold your arm and then guide him or her to safety. o If the person has dementia, identify yourself and explain why you are there. Speak slowly and in a calm voice, using short words in a calm voice. Ask yes or no questions: repeat them if necessary. Maintain eye contact. Individuals with Service Animals Always ask the person how you can help before beginning any assistance. Even though it may be important to evacuate quickly, respect their independence to the extent possible. Ask if they have limitations or problems that may affect his or her safety. A service animal is not a pet. Do not touch or give the animal food or treats without the permission of the owner. When a dog is wearing its harness, it is on duty. In the event you are asked to take the dog while assisting the individual, hold the leash and not the harness. Plan to evacuate the animal with its owner. Do not separate them! Individuals with Mobility Limitations Always ask the person how you can help before beginning any assistance. Even though it may be important to evacuate quickly, respect the person s independence to the extent possible. Ask if they have limitations or problems that may affect his or her safety o Are you able to stand or walk without the help of a mobility device like a cane, walker or a wheelchair? o You might have to [stand] [walk] for quite awhile on your own. Will this be ok? Please be sure to tell someone if you think you need assistance. o Do you have full use of your arms? Do not try to carry or move someone yourself. Inform emergency personnel of the location of someone that needs to be rescued. A person using a mobility device may be able to negotiate stairs independently. Do not interfere with the person's movement unless asked to do so, or the nature of For Internal Use Only/Sensitive Information 28 P a g e

29 the emergency is such that absolute speed is the primary concern. If this is the case, tell the person what you will need to do and why. Individuals with Hearing Impairments There is a difference between hard-of-hearing and deaf. People who are hearing impaired vary in the extent of hearing loss they experience. Some are completely deaf, while others can hear almost normally with hearing aids. If possible, flick the lights when entering an area or room to get their attention. Establish eye contact with the individual. Use facial expressions and hand gestures as visual clues. Offer pencil and paper. Write slowly and let the individual read as you write. Written communication may be especially important if you are unable to understand the person's speech. While written communication should work for many people, others may not understand English well enough to understand written instructions. Keep instructions simple and in the present tense, and use basic vocabulary. Do not allow others to interrupt you while conveying the emergency information. Individuals with Visual Impairments There is a difference between visual impairment and blindness. Some people who are legally blind have some sight, while others are totally blind. Announce your presence, speak out, and then enter the area. Speak naturally and directly to the individual. Do not shout. State the nature of the emergency and offer the person your arm. As you walk, advise them of any obstacles. Offer assistance but let the person explain what help is needed. Do not grab or attempt to guide the person without first asking them. Let the person grasp your arm or shoulder lightly for guidance. Be sure to mention stairs, doorways, narrow passages, ramps, obstacles, etc. When guiding someone to a seat, place the person's hand on the back of the chair. If leading several individuals with visual impairments, ask them to guide the person behind them. When you have reached safety, orient the person to the location and ask if any further assistance is needed. Individuals with Autism or Cognitive Impairments Approach the person in a calm manner. Try not to appear threatening. Speak calmly. Use direct, concrete phrases with no more than one or two steps, or write brief instructions on a pad. Allow extra time for the person to respond. The person may repeat what you have said, repeat the same phrase over and over, talk about topics unrelated to the situation, or have an unusual or monotone voice. Avoid touching the person and, if necessary, gesture or slowly guide the person. For Internal Use Only/Sensitive Information 29 P a g e

30 If the person is showing obsessive or repetitive behaviors, or is fixated on a topic or object, try to avoid stopping these behaviors or taking the object away from him or her, unless there is risk to self or others. Make sure that the person is away from potential hazards or dangers (busy streets, etc.) since he or she may not have a fear of danger. Be alert to the possibility of outbursts or impulsive, unexplained behavior. If the person is not harming themselves or others, wait until these behaviors subside. For Internal Use Only/Sensitive Information 30 P a g e