Personal Evacuation Egress Plan (PEEP) Reference Number AR-RMD-HSMS36 DOCUMENT HISTORY. 1.0 May Sept Jan-06 8.

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1 Higher Education Corporation Title Personal Evacuation Egress Plan (PEEP) Reference Number AR-RMD-HSMS36 DOCUMENT HISTORY Issue Date Amendment(s) 1.0 May Sept Jan Nov Jan Oct Jan March 17 Annual Review Minor amendments to terminology, formatting, grammar, and hyperlinks Changed support service to professional service. Change of VC name 5.0 Oct May 11 Author Name: P Varley S Lynam S Post Walkling K. Burton Reviewer Name: HSPG Authorised by Name: I. Martin Vice Chancellor Issued by Name: AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 0 of 17

2 Higher Education Corporation Personal Evacuation Egress Plan (PEEP) Table of Contents 1. Executive Summary Personal Evacuation Egress Plan (PEEP) Policy Application Responsibilities and Requirements Vice Chancellor and Board of Governors Health and Safety Policy Group Student Services Deans of Faculty and Directors of Professional services Estates and Facilities Service Appendix 1 Emergency Evacuation Requirements Questionnaire... 8 For Students... 8 Appendix 2- Emergency Evacuation Requirements Questionnaire... 9 For Staff... 9 Appendix 3 Example of a Pocket PEEP...10 AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 1 of 17

3 Higher Education Corporation 1. Executive Summary It is the policy of to ensure, so far as is reasonably practicable, that every effort is made to prevent placing persons with a disability in locations from which they cannot evacuate without assistance. If, and only if, this is not possible then a personal evacuation egress plan (PEEP) must be developed in order to provide such persons with the necessary information and assistance to enable their escape from the premises in emergency situations. It is the responsibility of deans of faculty and directors/directors of professional services to ensure that those within their areas are aware of the appropriate safety information (alarm system, emergency escape routes etc) and that their area is covered by a suitable number of fire marshals (see AR-RMD-HSMS30). It is also their responsibility to develop, where appropriate, and implement, via the risk assessment process (see AR-RMD-HSMS22), a faculty/ professional service emergency plan. In addition, using the guidance contained within this document, a PEEP will be prepared by Student Services for all students who require one and by deans (or nominee) and directors/directors of professional services for all persons other than students (staff, contractors, visitors etc) within their area of responsibility who require one. This document is accompanied by an emergency evacuation requirements questionnaire and guidance on emergency evacuation and the form to be used to record the PEEP. This is to be completed by using a pocket PEEP which is included in Appendix 3 of this document. For assistance with any fire safety issue please see the fire safety pages of s (RM) intranet site ( or contact the risk management officer for fire safety. Originating Legislation: Health and Safety at Work Act 1974 Management of Health and Safety Regulations 1999 Equality Act 2010 The Regulatory Reform (Fire Safety) Order 2005 Other relevant documents: Health and Safety Management System Procedure for the Control of Contracts, operating other than under the CDM Regulations Risk Assessment AR-RMD-PEEP01/Issue 10.0 MARCH 2017 AR-RMD-HSMS18 AR-RMD-HSMS22 Page 2 of 17

4 Higher Education Corporation Fire Safety AR-RMD-HSMS30 2. Personal Evacuation Egress Plan (PEEP) 2.1 Policy is committed to ensuring that all its employees are consistently provided with a level of competent health and safety management appropriate to the degree of risk associated with their activities. will ensure, so far as is reasonably practicable, that the risks to the health and safety of staff, students and visitors will be managed in compliance with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 and other appropriate regulations and guidance. With regard to PEEPs, will adopt the requirements of the Equality Act 2010 as setting minimum standards. To comply with the relevant legislation and guidance Anglia Ruskin University will: Appoint competent persons, within (RM), to assist colleagues in understanding, coming to terms with and complying with the regulations Clearly define the role of all personnel in order to help them to effectively meet their responsibilities within the university health and safety management system (HSMS) Ensure that all staff are suitably trained to deal with the health and safety issues relevant to their position Provide suitable and sufficient information, instruction, training and supervision to all relevant staff, students and visitors Ensure effective liaison with local authorities and other external bodies where appropriate Identify the possible egress concerns to the health, safety and welfare of persons with a permanent or temporary disability and take appropriate steps to reduce the risk of these materialising AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 3 of 17

5 2.2 Application Higher Education Corporation It is our policy to ensure, so far as is reasonably practicable, that every effort is made to prevent placing persons with a disability in locations from which they cannot evacuate without assistance. If, and only if, this is not possible then a Personal Evacuation Egress Plan (PEEP) must be developed in order to provide such persons with the necessary information and assistance to enable their escape from the premises in emergency situations. This policy document applies to those in managerial positions (i.e. deans of faculty and directors/directors of professional services and their managers and supervisors) as their duties include ensuring that PEEPs are developed for all those staff or students who require one. For the purpose of this policy the term disability will include both permanent disabilities and temporary disabilities and illness. Any temporary disability should be identified on the PEEP, with appropriate timescales for the disability and the subject of the PEEP is required to inform Student Services/HRS, via their dean/head of any change in their condition. 3. Responsibilities and Requirements 3.1 Vice Chancellor and Board of Governors The vice chancellor and board have overall responsibility for the establishment, ongoing development, implementation, monitoring and review of the HSMS 3.2 Health and Safety Policy Group The Health and Safety Policy Group (HSPG) have been delegated operational responsibility for planning and guiding the ongoing development, implementation, monitoring and review of the HSMS, including this procedure 3.3 Student Services The director of student services is responsible for: Issuing essential information and an emergency evacuation requirements questionnaire (Appendix 1) to all student applicants who have registered a relevant disability at application, admission, registration or subsequently AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 4 of 17

6 Higher Education Corporation Producing and keeping up to date a complete register of students requiring a PEEP. This is indicated to them through the completion of an emergency evacuation requirements questionnaire (Appendix 1) Developing and implementing a PEEP for each individual student who requires one, taking into account the guidance contained within Appendix 3. The PEEP must be recorded on the form contained within the pocket PEEP in Appendix 3 and should: Contain all the necessary information to enable the correct level of assistance to be made available Identify the extent of emergency egress assistance required, that is the number of assistants and the methods to be employed. These assistants may need training on the provision of specialist equipment, in which case please contact the RM, in the first instance Be carried out with the support and advice of the RM, Student Services, Estates & Facilities Services and the dean of faculty if required and appropriate A pocket PEEP booklet can be obtained from Risk Management. Please see Appendix 3. Emergency evacuation requirements questionnaire for students can be obtained from forms section on the Risk Management website; Note: 1. Given the unique characteristics of each building and the faculties/professional services they house, and the need for a PEEP to be unique to the buildings and the individual s own capabilities, then disabled persons who regularly use different buildings should have each building included in the PEEP. 2. For the purpose of this policy the term disability should include both permanent disabilities and temporary disabilities and illness Managing the register of students who require a PEEP (as in 3.2.2) above and maintaining a copy of it on the J-drive for RM to check on a monthly basis to ensure fire marshals are kept informed of PEEPs in their buildings Issuing copies of the PEEP to the student, the relevant faculty administrator responsible for receiving via reasonable adjustment summaries and Estates and Facilities Services where any issues need addressing. AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 5 of 17

7 Higher Education Corporation 3.4 Deans of Faculty and Directors of Professional services The deans of faculty and directors of professional services are responsible for: The implementation of these procedures within their area of responsibility Identifying the required level of general health and safety competency required by their managers Ensuring that there are arrangements in place to provide appropriate information to members of staff, students, visitors etc Ensuring that all staff within their area of responsibility are vigilant with regard to students who may have temporary conditions or illnesses and refer these students to Student Services who will assess the need for a PEEP Establish in consultation with the disabled person whether they require any assistance in the event of an emergency and confirming with Student Services to ensure a PEEP has been completed for all areas a disabled student will visit. Establish in consultation with the disabled person and Student Services that procedures are in place to monitor the condition with a view to reviewing the PEEP should the condition worsen. For staff/visitors ensure a PEEP is prepared as per the guidance below. The implementation of the risk assessment policy (AR-RMD-HSMS22) within their area of responsibility, including taking emergency egress and perceived risk levels into account The implementation of the fire safety policy (AR-RMD-HSMS30) within their area of responsibility. The implementation of the non-cdm contract policy (AR-RMD- HSMS18) within their area of responsibility. In addition, the directors of Estates and Facilities is responsible for the implementation of the control CDM contracts policy (AR-RMD-HSMS17) Ensuring that all documents are subject to the requirements of the control of health and safety documents chapter of the HSMS (AR-RMD- HSMS12) Providing a report each semester to the HSPG, in order to aid their review of the HSMS Note: 1. The deans of faculty and directors/directors of professional services may delegate the above tasks to specific managers, within their area of responsibility, as appropriate. AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 6 of 17

8 Higher Education Corporation 2. For the purpose of this policy the term disability should include both permanent disabilities and temporary disabilities and illness. 3.5 Estates and Facilities Service Estates and Facilities Service are responsible for: Ensuring any reasonable adjustments are made and maintained to buildings or grounds Ensuring emergency refuge areas are available and maintained with appropriate means of communication PEEPs are completed for students in university accommodation Must notify the relevant dean of faculty or director of professional service if proposed works will affect buildings being used for teaching or offices RM is responsible for: Providing support to all staff required to carry out PEEPs, if requested and appropriate Carrying out PEEP training, if requested and appropriate Providing upon request a pocket PEEP booklet. Keeping fire marshals informed of PEEPs in individual buildings Monitoring the quality of individual assessments via a random sampling process Carrying out internal audits on compliance with all HSMS documents, as per the document on health and safety management system audits (AR-RMD-HSMS08) 3.7 Human Resource Services HRS is responsible for; Liaising with the appropriate faculty/professional service at recruitment stage and during the course of employment, if Occupational Health identifies that there may be issues which may require a PEEP to be carried out. AR-RMD-PEEP01/Issue 10.0 MARCH 2017 Page 7 of 17

9 EERQ - Student Appendix 1 Emergency Evacuation Requirements Questionnaire For Students We want all students to be fully involved with every aspect of university life, benefit fully and enjoy the learning and life experiences we can offer. By taking certain steps it is hoped we can fulfil this desire, enabling students to get the most out of their time studying and living here at our university. Why do anything? Various pieces of legislation place responsibilities on us and this basic questionnaire is designed to enable us to fulfil our duty of care under health and safety legislation, which seeks to ensure no one is harmed or hurt during their time at Anglia Ruskin. It also allows us to make any reasonable adjustments to ensure you enjoy your time with us before you arrive. Please complete the following and return it as soon as possible to: Student Services,, Tindal Building, 2 nd Floor, Chelmsford Campus, or Student Services,, East Road, Cambridge CB1 1PT depending on the campus your course will be delivered on. Name... Course. Faculty. Please tick a box 1 Do you suffer from any physical reason that would prevent you leaving a building quickly in an emergency? 3 Do you find stairs difficult/impossible to use? 4 Are you a wheelchair user? 5 Do you have personal care needs? 6 Do you have a visual impairment? 7 Do you have a hearing impairment? 8 If yes to any of the above questions will you be staying in university accommodation during your stay with us? Yes No Unsure Thank you for completing the short questionnaire; if you need any further information on any aspect of your forthcoming time at Anglia Ruskin please let us know. AR-RMD-PEEP01/Issue 10.0 Page 8 of 17

10 EERQ Staff Appendix 2- Emergency Evacuation Requirements Questionnaire For Staff We want all staff to be fully involved with every aspect of university life, benefit fully and enjoy the learning and life experiences we can offer. By taking certain steps it is hoped we can fulfil this desire, enabling staff to get the most out of their time whilst working here at our university. Why do anything? Various pieces of legislation place responsibilities on us and this basic questionnaire is designed to enable us to fulfil our duty of care under health and safety legislation, which seeks to ensure no one is harmed or hurt during their time at Anglia Ruskin. It also allows us to make any reasonable adjustments to ensure you enjoy your time with us before you arrive. Please complete the following and return it as soon as possible to:, Ashby House, Chelmsford campus. Name... Faculty/Professional service.. Please tick a box 1 Do you suffer from any physical reason that would prevent you leaving a building quickly in an emergency? 2 Do you need assistance in evacuating a building within 2-3 minutes? 3 Do you find stairs difficult/impossible to use? 4 Are you a wheelchair user? 5 Do you have a designated carer? 6 Do you have a visual impairment? 7 Do you have a hearing impairment? 8 If yes to any of the above questions will you be staying in University accommodation during your stay with us? Yes No unsure Thank you for completing this short questionnaire Once has received this form we can determine if a personal evacuation egress plan (PEEP) is needed and issue you with a pocket PEEP booklet if required. AR-RMD-PEEP01/Issue 10.0 Page 9 of 17

11 Appendix 3 Example of a Pocket PEEP This booklet is available in alternative formats if required. SECTION 1: PEEP Introduction It is our policy to ensure, so far as is reasonably practicable, that every effort is made to prevent placing persons with a disability in locations where they cannot quickly leave or evacuate the building in an emergency, without assistance. If, and only if, this is not possible then a personal evacuation egress plan (PEEP) must be developed in order to provide such persons with the necessary information and assistance to enable their escape from the premises in emergency situations. If you need any general guidance in the completion of a PEEP then please contact a member of the Risk Management team, our individual contact details are below: Head of Paul Varley Ext: 5330 paul.varley@anglia.ac.uk Officer (Corporate risk) Officer (Health and Safety) Officer (Health and Safety) Officer (Health and Safety) Andy Chapman Ext: 4228 andrew.chapman@anglia.ac.uk Sarah Day Ext: 4239 sarah.day@anglia.ac.uk Heidi Everdell Ext: 2823 Heidi.everdell@anglia.ac.uk Wendy Grocock Ext: 2823 Wendy.grocock@anglia.ac.uk AR-RMD-PEEP01/Issue 10.0 Page 10 of 17

12 SECTION 2: Evacuation in an Emergency Assisting wheelchair users down stairs Where disabled persons are located above the ground floor and, as a consequence, cannot affect a horizontal evacuation route, there are a number of considerations. In all the following cases Risk Management will be able to give additional advice and will assist in identifying safe refuges and the most appropriate evacuation routes. Refuges A refuge is a designated temporary place of safety where disabled people can wait for assistance from fire marshals and/or security. They are, where possible, in an area that is both separated from a fire by fire resistant construction and provides a safe route to final exit, e.g., the head of a protected stairway. The provision of a refuge will permit a staged evacuation to be implemented. A refuge area must be clearly signed and should be of sufficient size to accommodate both people using it as a refuge and any people passing through on their way out of the building. A means of communication should be provided at refuge points and/or appropriate management controls implemented Refuges should only be defined after consultation with as the requirements for fire separation and structure is very specific and the inclusion of a refuge in the building will also require alteration to the building fire Risk assessment. A refuge is merely the first stage in the evacuation procedure for disabled persons - they are not the solution. Thus a specific procedure is required to ensure that persons can be evacuated from the refuge under safe and controlled conditions. It is the responsibility of the university (namely the faculty/professional service) to ensure that persons are evacuated and not left for the fire brigade to affect their escape. AR-RMD-PEEP01/Issue 10.0 Page 11 of 17

13 Lifts Most lifts cannot be used in an emergency. Any lift used for the evacuation of disabled people should be either a fire-fighting lift or an evacuation lift. /Estates & Facilities Services will be able to tell you if, and in what circumstances, a lift may be used in the event of a fire. Where suitable lifts are available, then Estates & Facilities Services or will advise on the correct procedure for using the lift as an evacuation lift and will also advise on the signage and training necessary. Safe Routes A PEEP should contain details of the escape route(s) the disabled person will be expected to use, having given consideration to available circulation routes, corridors and floor layouts and the likely sources of ignition. This should be considered at the PEEP planning stage. It is especially important to ensure that the evacuating persons can operate all locks, doors and other devices. It is not suitable to have an escape route in which the door furniture is inaccessible. If changes are required please contact Estates & Facilities Services. If at all possible, alternative escape routes should be identified, to take account of possible sources of fire within a building. Evac-Chairs These can be used to assist disabled people downstairs and are provided in university buildings. A PEEP may identify this as the only practical solution in certain circumstances, in which case it may be necessary to provide additional evac-chairs in the relevant buildings. AR-RMD-PEEP01/Issue 10.0 Page 12 of 17

14 SECTION 3: Visual & Hearing impairments Deaf and Hearing Impaired persons Generally, most deaf people working alongside hearing colleagues/students will not require special additional equipment, providing they have been made aware of what to do in the event of a fire. They will be able to see and understand the behaviour of those around them. However, deaf or hearing impaired persons working alone may need an alternative method of being alerted to an emergency. This should be identified through the use of a 'PEEP' and advice sought from /Estates & Facilities Services. Blind and partially sighted persons Both staff and students should be offered orientation training and, where applicable, this must include alternative means of escape from the building. If a blind person uses a guide dog, it is important that the dog is also given ample opportunity to learn these routes. Buddy systems and the use of mentors (e.g. fire marshals/learning support assistants) to assist in their evacuation may also be employed. The PEEP will identify this, hence it's importance. AR-RMD-PEEP01/Issue 10.0 Page 13 of 17

15 SECTION 4: Training To be effective, any egress plan depends on the ability of staff to respond efficiently. Staff may therefore require instructions, practical demonstrations and training in order to undertake their duties safely and without risk to themselves or to those who they are seeking to help. The following are available from Risk Management: Fire Drills for staff and students. Fire Marshal training Specific training in the use of Evac-chairs, handling people, evacuation lift operation Assistance with or training in writing PEEPS AR-RMD-PEEP01/Issue 10.0 Page 14 of 17

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17 SECTION 5: Completion of Personal Evacuation Egress Plan (PEEP) Here is an example of a PEEP form and how you would complete it, you must complete a PEEP egress procedure for every building that you study/work in or are likely to use Number 1 of 1 (for persons with more than one PEEP) Name Staff/Student/Visitor/Contractor Faculty/Professional service Building Floor/Room no Sarah Day Staff Rivermead Gate Building 2 nd Floor Designated assistant? = Yes / No Name(s) of assistant(s): N/A Personal Evacuation Egress Procedure Egress procedure - List a step by step account, beginning from first alarm to arrival at assembly area, indicating safe routes, refuge areas to be used and any equipment provided/needed and any other action required: Leave office on 2 nd floor, turn right out of office and walk through single fire door. Then approach another fire door on my left side, press the green button to release the door lock and then open the door. Through the door, approach landing area (Safe Area), and make my way down the stairs to the ground floor if safe to do so. If the stairwell is crowded, I will then wait in safe area until the stairs are clear and then make my way down the stairs if safe to do so. If I need any assistance make myself known a fire marshal (identified by their yellow hi-visibility jackets) or a lead fire marshal (orange hi-visibility jacket). If a fire marshal is not present, let another member of staff exiting my floor know where I am and that if I need assistance. They will then inform the fire marshal or the lead fire marshal. A telephone is fitted on the landing and may be used to contact Security, ext 6666 if required. Once I have made my way down the stairs to the ground floor, I will exit the building by the front double doors and walk over to the fire evacuation meeting point. Continue on further sheet if required and affix to this sheet. I fully understand and accept the contents of this PEEP and my role in any evacuation has been fully explained. Name Signed Date Subject of PEEP Sarah Day Signature here 15 th March 2009 Assistant(s) N/A Faculty Dean/Head of professional service Paul Varley Signature here 15 th March 2009 AR-RMD-PEEP01/Issue 10.0 Page 16 of 17

18 Copies should be sent to: Individual concerned Faculty Dean, Estates and Facilities Services where appropriate. Also Human Resource Services (for staff matters). Personal Evacuation Egress Plan (PEEP) Number of (for persons with more than one PEEP) (Please complete a PEEP Egress Procedure for every building that you study/work or are likely to use) Name Staff/Student/Visitor/Contractor Faculty/Professional service Building Floor/Room no Joe Bloggs Student ALSS Various in Cambridge Various Designated assistant? = Yes / No Name(s) of assistant(s): Personal Evacuation Egress Procedure Egress procedure - List a step by step account, beginning from first alarm to arrival at assembly area, indicating safe routes, refuge areas to be used and any equipment provided/needed and any other action required: Student Services met with Joe on 10 Jan 2011 to discuss his wheelchair egress from various buildings. Joe was made aware of the following and is comfortable in his ability to egress the buildings and will contact Student Services should his condition deteriorate or he has any other problems. HELMORE There are two lifts in Helmore: one at the front of the building which, unfortunately, should not be entered in an emergency and the second by the refectory at the back of the building which is an EVAC lift and can be used in an emergency. If the way to the fire evacuation or EVAC lift is unsafe, a safe area should be found indicated by signs. Fire Marshalls who sweep the buildings will help and the Fire Service will be informed. Joe can contact Security if feels he has not been noticed by Fire Marshalls. There are EVAC chairs in safe areas. MELLISH Because this building does not have an EVAC lift Joe would use the safe area in the stair well on activation of the fire alarm. Fire marshals will sweep the building and locate him. There is an EVAC chair if needed. If Joe were on the ground floor and needed an alternative exit route to the main exit there is a fire exit through the sculpture studio MEL 014 out to Broad St. and the Peter Taylor Hall ramp. COSLETT As this building has no EVAC lift the fire exits at each end of the building are designated safe areas. Joe is aware of the green escape route signs which should be followed to reach these areas. Fire marshals are present and sweep the building on actuation of the fire alarm and will locate Joe. He has the tel number of Security if necessary. AR-RMD-PEEP01/Issue 10.0 Page 17 of 17

19 Continue on further sheet if required and affix to this sheet. I fully understand and accept the contents of this PEEP and my role in any evacuation has been fully explained. Subject of PEEP Assistant(s) Name Signed Date Faculty Dean/Head of professional service Copies should be sent to: Individual concerned Faculty Dean, Estates and Facilities Services where appropriate. Also Human Resource Services, via Dean/Head (for staff matters). AR-RMD-PEEP01/Issue 10.0 Page 18 of 17