EMERGENCY MANAGEMENT PLAN

Transcription

1 EMERGENCY MANAGEMENT PLAN FEBRUARY 2014

2 2 EMERGENCY CONTACT DETAILS Security Services for all Emergencies (24 Hours) Newcastle Ourimbah Port Macquarie If Security Services cannot be reached contact: Fire, Ambulance or Police: 000 (Prime emergency call service number) 112 (International standard emergency number) 106 (Emergency relay service for the hearing or speech impaired) Incident Assessment Team Infrastructure & Facilities Services IT Services Media & Public Relations Health and Safety Risk and Assurance Services PROVIDE THE FOLLOWING: 1. Name and location of the Facility 2. Number of injured persons and the nature of injury 3. The type and scale of emergency including a brief description 4. Hazards involved (e.g. substances) 5. Telephone contact number (for any return calls - Usually a mobile number for the person making the call) Other Emergency Numbers: State Emergency Services: Ausgrid (Electricity): Water / Sewer: (Newcastle - Hunter Water) (Ourimbah Wyong Shire Council) Telstra (Phones): Jemena (Gas): WorkCover: (business hours) (after hours) Revision 1 Page 2 of 40

3 3 Document Control Revision: 1 Date: 4 February 2014 Status: Document change control: Approved by EPC Revision # Change Description Date Author 1 Initial document release as per draft 2.5 4/02/2014 Andrew Sargent approved by EPC The content of this document is managed and controlled by Risk and Assurance Services who will ensure that it is reviewed when any significant structural or operational changes necessitate it and at least annually. Any suggestions for improvement or amendments should be forwarded to the Associate Director, Risk and Assurance. This document will be authorised by the Emergency Planning Committee Chair. This document is publicly available on the UoN web site, which will contain the current version. The electronic version is to be stored on TRIM. Printed versions should be considered uncontrolled copies. Revision 1 Page 3 of 40

4 4 TABLE OF CONTENTS 1. DEFINITIONS AND ABBREVIATIONS SCOPE / PURPOSE Scope Priority of Safety Objectives Stakeholders Legislative / New Directions Requirements INCIDENT RESPONSE FLOW CHART / ROLE STATEMENT EMERGENCY WARNING SYSTEM Emergency Alert Evacuation Lockdown (Shelter in Place) ROLES AND RESPONSIBILITIES Vice Chancellor Faculties, Schools, Divisions and Campus Partners All Persons on Campus (particularly for after-hours incidents) Security Services - Chief Warden (Member of ECO) Security Services Communications Officer (Member of ECO) Emergency Warden / Building Warden (Member of ECO) First Aid Officer (Member of ECO) Incident Assessment Team Emergency Planning Committee (EPC) Health and Safety Critical Incident Director (Chief Operating Officer or Delegate) Risk and Assurance Services Organisational Resilience Officer Infrastructure and Facilities Services Media and Public Relations IT Services TRAINING AND AWARENESS Employees, Conjoint Appointments, Campus Partners, Contractors & Volunteers Students Visitors Emergency Wardens / Building Wardens (ECO Members) Security Services EPC Training REVIEW & TESTING OF EMERGENCY PROCEDURES Triggers for Review Evacuation Drills Emergency Response Exercise Key Performance Indicators...24 Revision 1 Page 4 of 40

5 5 8. SUPPORTING DOCUMENTATION Emergency Response Procedures Emergency Management Sub Plans Personal Emergency Evacuation Plans (PEEPs) Evacuation Maps Traffic Management Plans EMERGENCY PLANNING COMMITTEE (EPC) Purpose Membership Emergency Threat Identification & Assessment APPENDIX INFORMATION FOR ECO...30 Appendix 1 Fire...30 Appendix 2 Medical Emergency or Injury...31 Appendix 3 Bomb or Substance Threat...32 Appendix 4 Internal Emergency...33 Appendix 5 External Emergency...34 Appendix 6 Personal Threat / Security...35 Appendix 7 PEEP...36 Appendix 8 Bomb Threat Checklist...38 Appendix 9 Callaghan Campus Map...39 Appendix 10 Ourimbah Campus Map...40 Revision 1 Page 5 of 40

6 6 1. DEFINITIONS AND ABBREVIATIONS Assembly Area Bomb Threat Campus Partners Chief Warden CID Combat Agency Communications Officer Competent Person Critical Incident ECO Emergency EMP EPC Emergency Response Drill Emergency Response Exercise The designated place or places where people assemble during the course of an evacuation A threat, written or verbal, delivered by electronic, oral, or other medium, threatening to place or use an explosive, chemical, biological, or radiological device at a time, date, place or against a specific person or organisation. Third parties or controlled entities which operate on UoN campuses such as UoN Services, TAFE, NUsport, retail outlets etc. Member of Security Services who leads the ECO. On becoming aware of an emergency responds and takes control at the site determining the nature of the emergency and implements appropriate action. Briefs emergency services on their arrival on site. Critical Incident Director - the staff member who has overall responsibility for coordinating the University s response to a critical incident. The external emergency service agency primarily responsible for responding to a particular emergency i.e. Police, Ambulance, NSW Fire Service, State Emergency Service. Member of Security Services who after receiving emergency notification, contacts ECO, Combat Agency, COO and the Incident Assessment Team to advise of the emergency. In accordance with the AS3745 Planning for Emergencies in Facilities, a person who has acquired through training, education, qualification, experience or a combination of these, the knowledge and skill enabling him/her to correctly perform the required task. An event that may cause or has caused injury to staff, students or UoN community; major disruption to a faculty, service or UoN as a whole; significant property or environmental damage or loss; and/or poses a serious threat to UoN financial standing or public image. Emergency Control Organisation persons appointed to direct & control the implementation of the emergency response procedures. An event that arises internally, or from external sources, which may adversely affect the occupants or visitors in a Facility, and which requires an immediate response. documentation of the emergency arrangements for preparedness, prevention and response activities including emergency roles, responsibilities, strategies and systems. Emergency Planning Committee - responsible for the development, implementation and maintenance of the emergency management plan, emergency response procedures & training requirements. Scheduled annually for each building by Health and Safety and facilitated by Security Services. Drills are designed to test fire alarm systems and building evacuations upon activation of a building fire alarm. Designed to test the effectiveness of the emergency response procedures, ECO actions and emergency communications for a variety of situations. Revision 1 Page 6 of 40

7 7 Emergency Response Procedures Emergency Warden / Building Warden Emergency Threat Identification and Assessment Evacuation Incident Assessment Team Hazard Hazardous Substance Incident ORO PEEP WHS Legislation Emergency Warden Control Point WorkCover Documentation of assigned responsibilities, actions and procedures within the emergency plan to respond to & manage emergencies. ECO members who implement emergency response procedures for their area / location alerting others of the emergency. Communicates status to the Chief Warden. A risk assessment process which reviews past UoN incidents and known events which have occurred at other University s to determine emergency response procedures required to be implemented at UoN. The orderly movement of people from a place of danger. Consists of Infrastructure & Facilities Services, Health & Safety, Risk & Assurance, Media & Public Relations and IT Services. Assesses the extent of damage & impact on on-going operations & makes recommendations to the COO with respect to Critical Incidents. A potential or existing condition that may cause harm to people or damage to property or the environment. A substance which contains ingredients which may be harmful to health. Any event resulting in, or having a potential for injury, ill health, damage or other loss. Organisational Resilience Officer Personal Emergency Evacuation Plan The Work Health and Safety Act 2011 and Work Health and Safety Regulation The location from which emergency wardens can receive / relay instructions and information to occupants or the Chief Warden. May also be a Warden Intercommunication Point or WIP. Occupational Health and Safety Authority for NSW under the Work Health and Safety Act 2011 NSW Revision 1 Page 7 of 40

8 8 2. SCOPE / PURPOSE 2.1 Scope This (EMP) applies only to the human / life safety aspects of emergencies within the University and does not cover University operational incidents, community disaster management, business continuity, security or environmental impacts beyond the University. This EMP defines the minimum level of requirements to be met for the University of Newcastle. Due to the wide range of sites and activities covered by this EMP, more detailed Faculty, Division or Campus Partner specific emergency response procedures may be required. It will be the responsibility of the relevant Faculty, Division or Campus Partner to ensure where required, these procedures are in place to address their needs. These supplementary procedures must not contradict the University s EMP but only enhance the relevant area s response. 2.2 Priority of Safety This EMP was developed based on the requirements of AS3745 Planning for Emergencies in Facilities, which outlines the minimum requirements for the establishment, validation and implementation of an emergency plan to provide for the safety of occupants and visitors leading up to and during an emergency. 2.3 Objectives This EMP and associated procedures are an integral part of the UoN Business Continuity Framework. The objective of the EMP is ensure that plans and capabilities are in place so that in the event of an emergency, such situations are managed so as to preserve the health and safety of people, protect the environment and the University s capability and reputation. In the event of an emergency at UoN, the following principles guide all actions: Ensure the safety and wellbeing of students, employees and the general public. This principle overrides all others. Ensure assets are protected and prevent harm to the environment Ensure that normal operations are maintained and/or affected operations are resumed as quickly as possible Ensure that internal and public confidence is enhanced through a visible and professional response Revision 1 Page 8 of 40

9 9 Ensure legislative compliance Manage the financial implications and Undertake action to prevent reoccurrence and where possible, improve future responses. 2.4 Stakeholders The EMP applies only to University of Newcastle sites within Australia. The key stakeholders identified which have the potential to be involved in various ways either directly or indirectly include: Emergency Planning Committee Emergency Control Organisation including Security Services and Emergency Wardens University Employees including conjoint appointments. Students Controlled Entities Contractors Campus Partners such as NuSport, TAFE, Child Care Centre s etc Visitors to the University Combat Agencies including Fire and Rescue NSW, Ambulance and Police services. Relevant government regulatory authorities Consultation will take place with the above as is necessary and information will be provided upon request to the above stakeholders or when communication of certain applicable aspects of the EMP are required such as for site inductions, WHS Committee meetings or for regulatory reporting requirements. To ensure the effectiveness of the University s EMP, it is a requirement that all campus partners have their own EMP or equivalent. Furthermore, the EMP is based on the assumption that campus partners will dovetail with the University s EMP when the University is the owner of the campus. In addition, campus partners are expected to provide their own ECO, and comply with directions from the Chief Warden or Combat Agency. Where University employees are working in a facility owned or managed by another organisation, they will comply with that organisations EMP, provide members for the ECO as required, undertake any required training and participate in emergency drills / exercises as requested. 2.5 Legislative / New Directions Requirements The Work Health and Safety Regulation 2011, Clause 43, places a duty on a person conducting a business or undertaking to prepare, maintain and implement an emergency plan. To ensure that this duty is met, UoN has developed this EMP in accordance with the requirements of AS3745:2010 planning for emergencies in facilities. The following documents were also considered in the development of this Emergency Plan: Safe Work Australia Code of Practice Managing the Work Environment and Facilities December 2011 In addition, UoN New Directions Strategic Plan defines the University s vision, values and strategic objectives. The EMP aligns with the Campus, Capital & IT Plan, Strategic Objective 4.2 which is focused on ensuring the health and safety of all persons on site in the event of an emergency. Successful implementation of the EMP provides assurance that UoN procedures are capable of providing a response focused on maintaining the health and safety of staff, students and visitors. Revision 1 Page 9 of 40

10 10 3. INCIDENT RESPONSE FLOW CHART / ROLE STATEMENT Revision 1 Page 10 of 40

11 11 4. EMERGENCY WARNING SYSTEM The principal emergency response activities at UoN campuses centre on the actions of Security Services and the Emergency Control Organisation (ECO). Upon notification of an emergency, Security Services and Emergency Wardens are to follow the emergency procedures guide (see appendix). All persons should be aware of the following 3 responses to identified emergency situations: Emergency Alert Evacuation (Partial or Full) Lockdown (Shelter in Place) 4.1 Emergency Alert An emergency alert is a message or communication that is released to the campus to advise that an incident has occurred or may occur on site with the potential to escalate into an emergency. The intent is to warn all persons (either whole campus or targeted area) that they may have to take action to ensure their personal health and safety. Actions to take when notified of an emergency alert are: Conduct a visual search of the area to identify signs of danger or an emergency. Stay where you are you may be moving into danger or get in the way of an emergency response. Prepare to evacuate you are not yet required to leave. Await further instructions from the Emergency Warden. 4.2 Evacuation Partial To be followed in the event of an evacuation of a building or section of a building. Upon hearing the evacuation alarm, being instructed to evacuate or becoming aware of a dangerous threat: Stay calm Follow the directions of the Emergency Wardens or Senior Management person in attendance Grab immediately available personal items such as keys, handbag, wallets etc. but only if safe to do so. Move in a calm orderly fashion towards the emergency exit (green illuminated EXIT signs). Do not use the lifts. When navigating stairs to exit, move in single file down the stairs, keeping to the left. (This will allow emergency services access while people are evacuating). Proceed to the designated assembly area. See Note. Remain in the assembly area until given further instruction. NOTE: If the threat is violent, leave the area immediately if it is safe to do so, do not congregate at assembly areas, maintain cover (behind solid walls, vehicles, large live trees, earth banks etc.) and contact the Police or Security Services to advise what is happening. Revision 1 Page 11 of 40

12 12 Full To be followed where it has been decided that the safest option is to evacuate the entire campus. The aim will be to remove all persons from site in the safest and most efficient manner. Once you have been instructed to leave the campus: Proceed in an orderly manner to your car or exit point. Be aware that depending on the nature of the emergency, you may not be able to access your vehicle. If that is the case, leave it behind and make alternative arrangements to leave such as getting a lift, public transport etc. Once a direction has been made to evacuate the campus, the only vehicles that will be allowed entry will be those associated with emergency services. Follow all directions from Security Services and/or Combat Agencies and all traffic controls even if this means heading in the opposite direction to your destination. Be patient, remain calm and observe the campus speed limits 4.3 Lockdown (Shelter in Place) This response may be required when there is a threat outside the building and it is safest to remain indoors OR when there is a violent threat and you have no safe opportunity to escape. When required to Lockdown: If you are inside: Follow instructions from the Emergency Warden or Senior Management person in attendance Enter the closest office/classroom stay out of public areas such as corridors or foyers. Secure all doors and windows, shut window coverings if practicable and turn off lights. If you can t lock the doors, block them with desks and chairs if there is an imminent threat. Put phones on silent mode. Move away from doors and windows. Sit on the floor out of sight and remain quiet. DO NOT leave the room or building for any reason. DO NOT open doors or windows for any reason. Only leave the building/ room once Security Services or the Police have communicated that it is safe to do so. If you are outside: Try to determine the location of the threat and move in the opposite direction. If outside, crouch down low and seek cover from the threat - look for something solid to hide behind (solid walls, vehicles, large live trees, earth banks, rocks etc.) Put phones on silent mode. Contact Security Services and the Police if you are able. Wait for advice from Security Services or Police to advise the situation is over. Revision 1 Page 12 of 40

13 13 5. ROLES AND RESPONSIBILITIES 5.1 Vice Chancellor The Vice Chancellor is responsible for the implementation of this. Resources shall be obtained and maintained to provide the level of protection required by this plan. As a minimum, the Vice-Chancellor shall ensure: All UoN employees understand the requirements of this plan All employees and personnel on campus understand and uphold their roles and responsibilities under this. The Vice Chancellor holds overall responsibility to ensure effective implementation of emergency preparedness and response activities including: Ensuring all hazards relating to foreseeable emergency situations are identified for each campus and that effective controls are in place to mitigate the risk Ensuring a threat assessment has been established that formally documents the hazards, impacts and controls relating to foreseeable emergency situations on campus. Ensuring that resources are provided to enable the development and implementation of the Ensuring an is established in accordance with relevant legislative and industry best practice requirements and is reviewed and approved by appropriate personnel; Ensuring the remains effective and is reviewed and updated on a regular basis; Identifying and rectifying deficiencies and opportunities for improvement in the Emergency Management Plan and Emergency Response Procedures Ensuring that all personnel are appropriately trained. Ensuring tests of the EMP and its associated documents occur on a regular basis. 5.2 Faculties, Schools, Divisions and Campus Partners Deputy Vice Chancellors, Pro Vice Chancellors, Heads of School, Directors and Campus Partner Managers are responsible for: Ensuring all that all hazards relating to foreseeable emergency situations are identified for each area under their control, and that effective controls are in place to mitigate the risk. Ensuring this is effectively communicated to employees under their control. Ensuring adequate coverage and appointment of Emergency Wardens for their respective areas and to report Emergency Warden changes to Health and Safety. Ensuring relevant training in emergency procedures is undertaken by the employees under their direct control and that no employees undertake emergency response responsibilities without sufficient training. Ensure that any contractors under their supervision have emergency preparedness and response procedures in place that comply with relevant legislative and good industry practice. Immediately report any incidents, hazards or near misses using the Online Incident Management System. Identifying and rectifying deficiencies and opportunities for improvement in the Emergency Management Plan and Emergency Response Procedures and reporting same to an EPC member. Revision 1 Page 13 of 40

14 14 Ensuring that an appropriate manager or staff member is available to advise on activities undertaken and / or chemicals present within their area of responsibility in the event of an emergency situation. Such person may need to be contactable after hours. 5.3 All Persons on Campus (particularly for after-hours incidents) Everyone including employees, conjoint appointments, students, campus partners, visitors and contractors is responsible for their own health and safety and has a duty to carry out their work in a manner which does not present a risk to themselves or others and is consistent with UoN Policies and this. All persons are responsible for and required to report incidents or unsafe conditions and identifying and rectifying deficiencies and opportunities for improvement in the and Emergency Response Procedures. All persons must ensure that they implement any part of this as required or requested by the ECO or a Senior Manager in the event of an emergency situation. Everyone is responsible for ensuring they understand this and where they do not, to seek clarification where required. All occupants and visitors regardless of their abilities have some obligation to take responsibility for their own safety and prepare a plan for Evacuation in an emergency. 5.4 Security Services - Chief Warden (Member of ECO) The nature of the activities conducted at UoN campuses coupled with varied hours and staff attendance, means that having a designated building Chief Warden is not practical. UoN has a Security Services section that is always on site when campus is operating and can be at the location of an emergency within minutes. In addition, Security Services staff are highly skilled, and trained to respond to emergencies and are familiar with the campus. As a result, Security Services will act as Chief Warden for each emergency on site. On becoming aware of an emergency, Security Services will dispatch an officer to act as Chief Warden and take the following actions: Proceed to the site of the emergency and establish a control point from where they can assess the extent of the emergency, communicate with wardens and control the response. Evaluate the nature of the emergency and implement appropriate action in accordance with the emergency response procedures. Confirm that the appropriate emergency service has been contacted. Select the preferred assembly area if not already identified. Establish communication with the emergency wardens Where necessary, evacuate all or part of the building or site if no emergency wardens or senior management person are present. Control access to the building or site Respond to mobility impaired persons. Confirm location of persons with a PEEP. Note those that refuse to evacuate and refer to area management for review. Where required, isolate any applicable energy sources (gas, electricity etc.). Infrastructure and Facilities Services to assist and can be called on Monitor progress of the emergency response and record any action taken in an incident log. Revision 1 Page 14 of 40

15 15 Brief the emergency services personnel on arrival on the type, scope and location of the emergency, the status of the evacuation and then act on the senior officer s instructions. When the emergency services specify that the emergency has been controlled, Security Services shall again assume full control and will ensure the following procedures are observed: - The site shall be made safe. This must be done with the Director, Infrastructure and Facilities Services (or delegate) and will include removal of damaged equipment, the safe disposal of any waste and drainage of any liquids remaining after the emergency response. - All emergency alarms, firefighting equipment and general safety equipment must be returned to full active status. This will include recharging fire extinguishers used and replacing any damaged firefighting equipment and alarms. - The requirements for public relations and debriefing, and any necessary Statutory Investigations are to be fully observed. Ensure that there is no interference with evidence and that any cleaning up, repairs etc, apart from that necessary to bring the emergency under control, does not occur without approval of investigating officers from the authorities above. When an emergency has been deemed safe, advise the ECO members to enable the occupants to return to their locations. Organise a debrief with the ECO and if possible with the attending emergency service. Compile a report for the EPC which details all the actions taken along with any opportunities for improvement and positive attributes. Conduct evacuation drills with the assistance of the relevant Emergency Wardens in accordance with the annual schedule prepared by Health and Safety. Secure the scene of any incident to prevent further injury or interference with the emergency response. 5.5 Communications Officer (Member of ECO) Security & Media & Public Relations As an additional aspect of their emergency coordination role, Security Services will act as Communications Officer in the first instance. This would normally be the person who answers the Security Services emergency number. The Communications Officer (Security) on becoming aware of an emergency shall take the following actions: Ascertain the nature and location of the emergency from the caller. If the emergency requires, notify the appropriate emergency service. Dispatch an officer to act as Chief Warden at the site location. Notify the site /location ECO members (Emergency Wardens and First Aid) Contact the Media and Public Relations (MPR) Manager to advise of the incident and take over the role of Communications Officer. The Media and Public Relations Manager will: Dispatch a MPR member to the emergency site with necessary communications tools to act as Communications Officer. Revision 1 Page 15 of 40

16 16 Contact key stakeholders within UoN to advise of the emergency (Chief Operating Officer and Incident Assessment Team). Transmit instructions and information between Chief Warden, ECO, COO, Incident Assessment Team and Combat Agency as required. Record a log of the events that occurred during the emergency. The log should note brief details and times of calls received, calls made, any decisions made and by whom. Act as directed by the Chief Warden. Provide updates on the emergency to Media and Public Relations so they can provide messages to the UoN population and provide information to media outlets as required. 5.6 Emergency Warden / Building Warden (Member of ECO) The ECO is responsible for managing the initial response to an emergency, particularly evacuations and provision of first aid until the Combat Agency arrives. On hearing an alarm or becoming aware of an emergency, wardens shall take the following actions: Implement the Emergency Response Procedures for their floor or area relative to the type of emergency. Alert other Emergency Wardens in case they are not yet aware of the emergency. Put on Emergency Warden hat and vest to enable identification by the Combat Agency. ECO Position Chief Warden Communications Officer Emergency Warden First Aid Officer Colour White White Red or Yellow Green (white cross on a green background) Proceed to the Emergency Warden control point. Operate the communications system in place if required. Check the floor or area for any abnormal situation such as signs of smoke, fire / chemical smells or suspicious objects that are not normally found in the area. Establish communication with the Chief Warden and act on instructions. In case of fire, if required and safe to do so, commence fire fighting. Check that any fire doors and smoke doors are properly closed. Commence evacuation if the circumstances warrant ensuring an orderly flow of people into protected areas e.g. stairways. Assist occupants with disabilities and report any mobility impaired persons or refusals to evacuate to the Chief Warden. If evacuating, ensure that a thorough search of the area is completed and that all people have been evacuated. Assist the Chief Warden as directed or proceed to the assembly area. Advise the Chief Warden of the circumstances and actions taken confirming that all warden activities have been completed. Participate in evacuation drills with the assistance of Security Services in accordance with the annual schedule prepared by Health and Safety. 5.7 First Aid Officer (Member of ECO) The First Aid Officer will: Revision 1 Page 16 of 40

17 17 In a medical emergency or injury, respond as appropriate to render assistance to the injured or ill person until they have adequately recovered or an ambulance arrives. If an evacuation is ordered, grab the first aid kit and evacuate the building. First aid assistance will only be rendered once evacuees have reached the designated assembly area or are in a secure location away from danger. Note: In the case of an emergency evacuation, removal of persons from danger takes precedence over the provision of first aid. 5.8 Incident Assessment Team The Incident Assessment Team consists of the following positions: Associate Director, Infrastructure & Facilities Services Associate Director, Health & Safety Manager, Risk & Assurance Services Manager, Media & Public Relations and Associate Director, IT Services. In the event of an emergency the Incident Assessment Team will be notified by the Communications Officer (usually Head of Security Services) and will liaise with each other to assess the extent of any damage and determine the impact of the emergency on on-going operations considering the: Severity describes the intensity of the impact (both direct and indirect) on life and property. Consequences (from the UoN Risk Management Matrix) range from severe, major, moderate and minor to insignificant. Urgency describes the time available to prepare. Should action be taken immediately, within the next hour, within the next day or not at all. Certainty describes the confidence that the event will occur or has occurred and has resulted in the severity defined. Likelihood (from the risk matrix) ranges from almost certain, likely, possible, unlikely to rare. Scope describes - type of emergency situation such as fire, storm, earthquake, security etc. - area of impact such as building, precinct, campus, reputation, disruption etc. - state of the operation such as rescue, recovery, repair, maintain etc. This information will enable the COO to notify relevant stakeholders, develop an action plan and if required declare a critical incident. 5.9 Emergency Planning Committee (EPC) The EPC will: Provide advice and make recommendations to the Vice Chancellor and /or Executive Committee on all matters related to emergency preparedness across the University s campuses and locations. Oversee the development, implementation, monitoring, testing and review of the emergency management plan, emergency response procedures and other documents required for approval by the Vice Chancellor. Ensure arrangements for the University s Emergency Control Organisation (ECO) are established to operate in accordance with this EMP including continuing operation due to leave, resignations, training attendance etc. Ensure that strategies are in place throughout the University for access to training and information about the EMP and response procedures. Revision 1 Page 17 of 40

18 18 Ensure protocols are in place for effective communication between key stakeholders during an emergency including ECO, Security Services, organisation units, students, campus partners, visitors, contractors and external agencies. Review the implementation of the EMP as soon as practicable after an emergency situation to facilitate review and continuous improvement as necessary. Assist in identifying events that could reasonably produce emergency situations. Review resources provided to enable the development and implementation of the EMP including time, finance, equipment and personnel. Authorise the release and implementation of the EMP including awareness of emergency response procedures, provision of training to ECO, testing of emergency procedures and monitoring and review of procedures at all stages of the implementation process. Review the testing of emergency response procedures and the EMP at least annually. Ensure that a record of each emergency event is compiled and retained Health and Safety Health and Safety will carry out some duties defined for Chief Warden in AS3745:2010 Planning for emergencies in facilities, in addition to their substantive role including: Maintain an Emergency Warden database to assist in complying with legislation for the provision of emergency wardens in all areas of the University. Coordinate Emergency Warden and first aid training provided through a contracted service provider. Track and record Emergency Warden and First Aid training attendance and provide reports of same to the EPC on an annual basis. Develop an annual schedule for emergency response drills. Review and maintain records of each drill and prepare an annual summary for the EPC detailing opportunities for improvement and completion of the planned schedule. After an emergency has occurred, ensure the requirements of UoN s Incident Investigation Procedure (Document No ) are implemented and that the relevant investigation is carried out by competent persons to ensure that findings are recorded and corrective actions put in place to eliminate and / or mitigate the risk of an incident reoccurring. Where an emergency results in death, serious injury or a dangerous occurrence (as defined under Part 3 of the NSW WHS Act 2011), immediately or as soon as is reasonably practicable, notify and liaise with WorkCover to undertake an investigation of the incident and comply with any directions provided by WorkCover. Regularly review chemicals / substances used on site to ensure that Material Safety Data Sheets are available on Chemwatch and accessible to Combat Agencies in an emergency. As a member of the Incident Assessment Team, provide advice and assistance to COO, as needed, in assessing and determining Critical Incident Critical Incident Director (Chief Operating Officer or Delegate) Where an emergency situation is thought to be a Critical Incident as defined by the Critical Incident Management Procedure (Document No ), the Chief Operating Officer (COO) shall be notified and provided with information necessary to confirm the Critical Incident. If the COO determines the emergency to be a critical incident, then the Critical Incident Procedure will be enacted. Revision 1 Page 18 of 40

19 Risk and Assurance Services Risk and Assurance Services is responsible for: Receive and assess reports of damage to property or impacts to ongoing activities and arrange response from insurance perspective. As a member of the Incident Assessment Team, provide advice and assistance to COO, as needed, in assessing and determining Critical Incident. Provide advice and expertise on Business Continuity to areas affected by emergencies and assist with implementation of the Business Continuity Plan Organisational Resilience Officer The Organisational Resilience Officer (ORO) will carry out some duties defined for Chief Warden in AS3745:2010 Planning for emergencies in facilities, in addition to their substantive role including: Develop, maintain and update an in compliance with legislative and industry best practice requirements in consultation and communication with senior management, employees and campus partners. Ensure document control requirements are adhered to while developing, communicating and maintaining this. Establish training strategies for managers and employees to understand and apply the requirements of this. Ensure that the is readily identifiable and available to the appropriate persons. Establish strategies to ensure students, campus partners, visitors and contractors are made aware of emergency response procedures as required. Ensure that the EMP and emergency response procedures remain viable and effective by reviewing and testing the emergency response procedures on a regular basis in consultation with relevant internal and external stakeholders. Identify and rectify deficiencies and opportunities for improvement in the Emergency Management Plan and Emergency Response Procedures. In consultation with Security Services, Emergency Wardens and where possible emergency services, review the effectiveness of the EMP and associated emergency response procedures following completion of an emergency. Immediately update the EMP and associated procedures in relation to any improvements highlighted by the site emergency. Provide support to the EPC Ensuring that the is reviewed at the end of the validity period, after an emergency, an exercise, or any changes that may affect the Emergency Management Plan. Ensuring that a permanent record of events for each emergency is compiled, retained and reported using the online incident management system. At least once per year organise an emergency response exercise to provide more rigorous testing of the and Emergency Response Procedures Infrastructure and Facilities Services Infrastructure and Facilities Services will carry out some duties defined for Chief Warden in AS3745:2010 Planning for emergencies in facilities, in addition to their substantive role including: Revision 1 Page 19 of 40

20 20 Ensure that emergency alert and response equipment is operational and fully maintained at all times including items such as fire / smoke detectors, emergency exit signs, building alarms, fire extinguishers, fire hoses, sprinklers, emergency showers etc. In emergency situations, assist Security Services with the isolation of energy sources such as gas and electricity as required. When the emergency services specify that an emergency has been controlled, assist Security Services to: - Make the site safe including removal of damaged equipment, safe disposal of any waste and drainage of any liquids remaining after the emergency response. - Ensure all emergency alarms, fire fighting equipment and general safety equipment are returned to full active status including recharging of fire extinguishers and replacing any damaged fire fighting equipment and alarms. As a member of the Incident Assessment Team, provide advice and assistance to the COO, as needed, in assessing and determining Critical Incident Media and Public Relations All emergencies shall be notified to Media and Public Relations, particularly those with potential to attract media attention or impact the reputation of the University. An emergency situation on a UoN site may draw adverse media attention. Security Services shall have the responsibility to control news media personnel at the site of the emergency however in general, they will be denied access to all sites. It is then vital that Media and Public Relations are kept informed of the details of any emergency situation No media statements will be issued unless authorised by UoN Media and Public Relations. To ensure consistent, timely communication, Critical Incident Communication Procedure (document ) is to be followed. Redirect any queries from the media to UoN Media and Public Relations. The contact phone number is Media and Public Relations will: Receive information on emergencies from the Communications Officer, Critical Incident Director and/or Vice Chancellor. Draft and assist with communication of emergency messages to all persons at the UoN campus affected by the emergency. Draft and release media communication on campus emergencies. Arrange for a suitable spokesperson to talk to the media when the situation arises. As a member of the Incident Assessment Team, provide advice and assistance to COO, as needed, in assessing and determining Critical Incident IT Services IT Services will: In emergency situations, assist Security Services with advice on and isolation of IT equipment as required. Revision 1 Page 20 of 40

21 21 When the emergency services specify that an emergency has been controlled, assist Security Services to make the site safe including isolation and removal of damaged equipment and safe disposal of any waste. As a member of the Incident Assessment Team, provide advice and assistance to the COO, as needed, in assessing and determining Critical Incident. 6. TRAINING AND AWARENESS All persons shall receive sufficient information to enable them to act in accordance with this and associated Emergency Response Procedures. 6.1 Employees, Conjoint Appointments, Campus Partners, Contractors & Volunteers The training for all employees (including campus partners, contractors and volunteers) will include the following: Outline of responsibilities to comply with this and Emergency Response Procedures. The types of emergencies covered by the Emergency Response Procedures How to report an emergency including activation of alarms where appropriate Recognising, reporting and correcting unsafe conditions The support and guidance to be provided by Security Services and the ECO. Reacting safely to emergencies and alarms Alert, Evacuation and Lock Down procedures The location of egress routes and assembly areas. Post emergency protocols such as emergency termination and return to normal activities. 6.2 Students Students will be provided with sufficient information to enable them to act in accordance with the and Emergency Response Procedures. This information will cover the issues outlined in 7.1 above and be available in both electronic and print formats. Foreign students or students with special needs will have access to information in a format suited to their needs. 6.3 Visitors Visitors to the campus will be provided with information on emergency response verbally. It is the responsibility of the UoN staff employee organising the visit to ensure that basic emergency response information is conveyed. Visitors should always be in the presence of a UoN, campus partner or contractor employee. 6.4 Emergency Wardens / Building Wardens (ECO Members) All ECO members will be trained to develop the skills and knowledge required to undertake the duties in the emergency response procedures. This training shall include: Duties of the ECO as defined in this EMP and emergency response procedures Responding to alarms and reports of emergencies Revision 1 Page 21 of 40

22 22 Reporting emergencies and operating installed emergency warning equipment Communication during emergencies Pre and post emergency activity Occupants with disabilities including PEEP s Use of installed emergency response equipment Use of building emergency equipment such as fire doors, emergency lights, exit signage, sprinklers, detectors and fire stairs. The training will also include fire awareness and the use of first attack fire fighting equipment. Operation of this equipment (fire extinguishers, fire blankets, fire hoses etc) is only to be by persons trained in their use and comfortable with its operation. Emergency Warden and first aid training is coordinated through the Senior Safety Officer and provided through a contracted service provider. It is the responsibility of all Emergency Wardens to attend one ECO training course every 3 years. The databases managed by Health and Safety will track and record training attendance. Attendance reports will be provided to the EPC on an annual basis. 6.5 Security Services As Security Services are the initial contact point for emergencies and carry out the roles of Communications Officer and Chief Warden, they need to have a high base level of training including: Training as for Emergency Wardens noted in 7.4 Understanding of roles and responsibilities within the EMP Decision making, command and control Record keeping Actions for specific emergencies as per the emergency response procedures. Coordination of communications during emergencies including use of communications equipment Liaison with Combat Agency (Emergency Services) Coordination of evacuation activities Post emergency activities in accordance with the EMP. Members of Security Services likely to carry out these roles should complete Emergency Services Officer training. 6.6 EPC Training Training will be provided to all members of the EPC to enable them to competently perform their duties including: Developing, managing and maintaining an emergency plan Duties of the EPC and ECO as defined in this EMP and emergency response procedures. The role of Security Services in emergency response procedures. Establishment and maintenance of the ECO. Management and development of assessment activities. Revision 1 Page 22 of 40

23 23 Development and implementation of training activities including emergency exercise management. Emergency mitigation, emergency preparedness and emergency prevention. Installed fire safety systems Liaison with emergency services Post emergency management 7. REVIEW & TESTING OF EMERGENCY PROCEDURES 7.1 Triggers for Review Risk and Assurance Services shall ensure that this and the associated Emergency Response Procedures are reviewed upon the following situations: Legislation change or new legislation is introduced Stakeholder changes Significant changes in activities Change in buildings/locations Changes in emergency contacts and numbers Plant, equipment or building modification Outcomes from incidents/hazards on campus or in other Universities Changes in circumstances in any adjacent properties Changes in operating and safety procedures At least annually 7.2 Evacuation Drills Evacuation drills will be carried out annually within individual buildings on University campuses. The purpose of these exercises is to provide the ECO with an opportunity to practice their skills and to educate building occupants in the correct manner of evacuating a building in the event of an emergency situation. These evacuation drills will be conducted by Security Services with the assistance of the relevant emergency wardens. Review sessions will accompany each evacuation drill. Buildings that are assessed by the Associate Director, Health and Safety as a high risk may be required to undertake additional evacuation drills. These drills will be carried out to an annual schedule developed by Health and Safety. Records of each drill will be kept and reviewed by Health and Safety with an annual summary detailing opportunity for improvement and completion of the schedule to be provided to the EPC. 7.3 Emergency Response Exercise At least once per year, the Organisational Resilience Officer will coordinate an emergency response exercise for Callaghan and Ourimbah Campuses to provide robust testing of the Emergency Management Plan and Emergency Response Procedures. This exercise may be a desk top exercise. This annual exercise is intended to: Inform the Executive Committee and Emergency Planning Committee (EPC) on critical gaps within the University s (EMP) and Emergency Response Procedures; Provide a Report describing key lessons learnt and steps required to inform and educate key stakeholders and the wider UoN community of their emergency management responsibilities. Provide an opportunity for ECO to employ practical skills learned during training in a controlled and non-threatening situation. Revision 1 Page 23 of 40

24 24 Provide an opportunity to increase awareness of emergency management procedures amongst staff and students. Demonstrate awareness of a safe and timely response to an emergency. Test implementation of the University s Emergency Management Response Procedures as applicable to the scenario. Demonstrate awareness and activation of the University s emergency management communication and emergency alert strategy. Demonstrate understanding of the involvement of Emergency Services relative to the scenario including ECO communication of response status in handover to Emergency Services. Achieve a safe, complete and timely evacuation of all persons as assessed by scenario observers and emergency services personnel. Document feedback from designated exercise observers on the positive and negative attributes of the exercise with associated actions to facilitate improvement. Test communication and escalation frameworks. Provide practical training for all persons involved. The outcomes of reviews including any recommendation for necessary training and instruction will be provided to the EPC. 7.4 Key Performance Indicators Evacuation Drills Health and Safety will prepare an annual evacuation drill schedule to ensure that an emergency drill occurs at least once per year for each building. Security Services will ensure that the drills are carried out and produce review reports highlighting positive and negative attributes of each drill. Copies of evacuation drill reports will be provided to the building ECO and relevant stakeholders particularly when a drill involves a building occupied by Campus Partners. Health and Safety will complete an annual report to the EPC which will include a summary of these drills highlighting common issues, opportunities for improvement and completion of these drills against the schedule. Emergency Exercises The Organisational Resilience Officer will schedule an emergency management trial for each campus under UoN control per year. These trials are aimed at testing emergency communication and response for different emergency situations not simply the safe evacuation of a building. The ORO will provide a report on each emergency trial highlighting strengths and opportunities for improvement for presentation to the EPC. and Supporting Documentation The Organisational Resilience Officer will ensure that an annual update of the Emergency Management Plan and its supporting documentation is completed each year including sub plans, response procedures, forms etc. The ORO will provide an annual report to the EPC at the end of each year which will include the status of each document and any changes made in its review. Revision 1 Page 24 of 40

25 25 Training Health and Safety will ensure that a minimum of 2 ECO training sessions are conducted each year. Details of these sessions including attendance numbers and areas represented will be included in the Health and Safety annual report provided to the EPC at the end of each year. Security Services will also provide an annual report to the EPC at the end of each year indicating details of Security Services personnel carrying out ECO functions (Chief Warden and Communications Officer) and the training that these personnel have received. The Organisational Resilience Officer will ensure that each EPC member has received training in the role and functions of the EPC. New EPC members shall receive the training before attending their first EPC meeting wherever possible. The ORO will include details of EPC training within the annual report. ECO Coverage and Building Emergency Evacuation Maps Health and Safety will provide details of the number of ECO members available for each building and the currency of their training within the annual report to the EPC. Infrastructure and Facilities Services will provide an annual report to the EPC detailing the status of emergency maps for each building, last review dates and details of any gaps for all UoN buildings. 8. SUPPORTING DOCUMENTATION 8.1 Emergency Response Procedures In line with industry best practice and the Emergency Threat Identification and Assessment, Emergency Response Procedures have been created to provide the Chief Wardens and ECO detailed procedures for the following emergencies: Fire Bomb or Substance Threat Medical Emergency or Injury Personal Threat / Security Breach Internal Emergency (water inundation, power loss, gas leak, chemical spill, building failure etc.) External (storms, road closures etc.) Detailed instructions for ECO members to follow in the event of one of these emergencies can be found in the Appendix to this document or by clicking the links above. It is not feasible to cover every detail for every situation however, the Emergency Response Procedures, whether in detail or in principle, should be followed Emergency Response Procedures will be reviewed by the ORO following each emergency to assess their suitability and accuracy. Any changes required will be reviewed by the EPC as part of the approval process. 8.2 Emergency Management Sub Plans Due to their nature and complexity as evidenced by the Emergency Threat Identification and Assessment, the EMP requires the preparation of 2 sub plans to address emergency management requirements for: Fire Safety Ourimbah Flood Management Plan Revision 1 Page 25 of 40

26 26 Fire Safety Management Plan (FSMP) There are four main objectives of the FSMP: To ensure a comprehensive fire risk management process is applied across the University aimed to minimize University risk and to protect life and property. To ensure that fire safety problems that arise are quickly and effectively contained and resolved. To ensure that the University complies fully with its legal obligations in relation to fire safety. To ensure that appropriate training and information is provided on fire safety to the UoN community. Ourimbah Flood Response Plan (OFRP) The main objectives of the Ourimbah Flood Response Plan are to: Ensure that procedure are in place to identify situations which may lead to a flood event at Ourimbah Document factors contributing to flood events to assist decision making on campus evacuation. Document procedures to take in the event of a flood to protect campus assets. Document a procedure for consultation on flood emergencies with Ourimbah campus partners. Ensure that procedures are in place for the safe evacuation of the Ourimbah campus if required. 8.3 Personal Emergency Evacuation Plans (PEEPs) A PEEP is an individualised emergency plan designed for a person with a disability who may need assistance during an emergency to ensure their safe and speedy evacuation. UoN recommends the preparation of a PEEP for any person who cannot get themselves out of a building unaided to provide a plan to follow in an emergency. PEEP forms are available from Disability Services and are an appendix to this EMP. A PEEP should be prepared with an Emergency Warden for each location the person may be in. PEEPs should be accessible by the Emergency Warden and kept near where the person will be located within the building. The PEEP form should include all relevant information to ensure that appropriate and timely assistance can be provided by the ECO to the relevant person. Where a PEEP is not in place, mobility impaired persons should be evacuated to the landing of the fire stairs or if not possible, taken to a wet space such as a bathroom. If this is not an option, secure the person in an office where there is a phone, close the doors and windows and have a warden or other person remain as long as possible as a buddy. Notify Security Services of the location of the person and advise emergency services where they are located on their arrival on site. Security Services will maintain a list of persons with a PEEP corresponding to locations they are likely to be in. This information will be used by the Chief Warden to check if a person with a disability is located in the area of concern and confirm that they have been located and safely evacuated. Revision 1 Page 26 of 40

27 Evacuation Maps Evacuation maps will be prepared for and displayed in each building where they can be seen by building occupants. The maps will be oriented in the direction of the nearest emergency exit with the words You are Here indicating the map location within the building. They will indicate the preferred emergency exit path in green with fire protection equipment, hoses, extinguishers etc. marked in red. The location of the assembly area will also be noted. Infrastructure and Facilities Services will ensure that Evacuation Maps are current and installed in each building. Evacuation Maps will be updated when there is any change in the layout of a building, change in assembly areas, or any change in access or egress points. At a minimum, evacuation maps will be reviewed and updated every 5 years. 8.5 Traffic Management Plans Traffic management plans will be developed for both Ourimbah and Callaghan campuses. The traffic management plans will indicate preferred traffic directions and exits in the event that a campus evacuation is required. The Traffic Management Plan will include any additional considerations required such as parents needing to enter the campus to collect their children, public transport, etc. The traffic management plans are prepared and maintained by Infrastructure and Facilities Services and used by Security Services to implement traffic controls. Traffic Management Plans will be reviewed when there are new buildings, new roads or changes in roads. At a minimum, traffic management plans will be reviewed and updated every 5 years. 9. EMERGENCY PLANNING COMMITTEE (EPC) 9.1 Purpose The Emergency Planning Committee (EPC) has been established by the Vice Chancellor. The EPC operates as a committee of the Vice chancellor and is responsible for the coordinated development, implementation and maintenance of the University s emergency management plan, emergency response procedures and related training requirements. 9.2 Membership The Emergency Planning Committee will consist of: Director, Council Services and Chancellery (EPC Chair) Director, Regional Campuses Director, Infrastructure and Facilities Services Director Marketing and Public Relations Associate Director, Information Technology Associate Director, Health and Safety Associate Director, Facilities Management Associate Director, Risk and Assurance Services Associate Director, Faculty Services, Faculty of Health and Medicine Associate Director, Tertiary and Regional Partnerships Manager, Governance, Risk and Compliance, UoN Services Security Services Coordinator - Chief Warden Organisational Resilience Officer (competent person and meeting secretary) Revision 1 Page 27 of 40

28 28 Representative of Persons with a Disability The Chair may invite any person, including representatives from external organisations, to attend meetings of the EPC to provide information and assist as required. Key Stakeholder Areas Director, Council Services and Chancellery Director, Regional Campuses Director, Infrastructure and Facilities Services Director, Marketing and Public Relations Associate Director, Information Technology Associate Director, Health & Safety Key Stakeholder Areas Associate Director, Facilities Management Associate Director, Risk & Assurance Services Associate Director, Faculty Services Faculty of Health and Medicine. Associate Director, Tertiary and Regional Partnerships Manager, Governance Risk and Compliance, UoN Services Head of Security Services Organisational Resilience Officer Representative of Persons with a Disability Responsibility Chair of EPC, provides the communication link between the EPC and the Vice Chancellor. Provides the emergency communication link between Ourimbah Security and the Chief Operating Officer, determines if incident is critical and assumes role of Critical Incident Director (CID) Ourimbah. Responsible for coordinated response and recovery between Security and Facilities Management requirements. Responsible for the coordinated implementation of the emergency management communication strategy to alert and inform the UoN community and media across print, web & social media through established and practised arrangements. Ensure the emergency management plan aligns with IT Business Continuity, coordinates SMS facility requirements when required. Coordinate training requirements, manage warden numbers, promote University-wide compliance with. Responsibility Ensures the design, installation and maintenance of emergency equipment and infrastructure is consistent with emergency management Australian Standards and Codes requirements. Ensures the emergency management plan aligns with Critical Incident and Business Continuity Framework. Ensures representation of faculties and schools in direct partnership with all UoN emergency management processes. For the Ourimbah Campus, ensures the emergency management plan is consulted with and aligns to the needs of campus partners such as TAFE, child care centres etc. Ensures representation of student residences and UoN Services in direct partnership with all UoN emergency management processes. Where possible, maintains the overall intent of the emergency management plan to ensure the safety & wellbeing of students, employees and the general public is achieved. Represents Security Services role as Chief Warden and Communications Officer. Responsible for maintaining the emergency management system. Meets AS3745:2010 requirements for competent person. Reviews the extent to which the emergency management plan provides for occupants with a disability. 9.3 Emergency Threat Identification & Assessment The EPC is responsible to review and approve the UoN Emergency Threat Identification and Assessment compiled by Risk and Assurance Services with assistance from Health and Safety, Facilities Management, Information Technology and Security Services. Revision 1 Page 28 of 40

29 29 The threat identification and assessment identifies analyses and evaluates the risks that face the University based on details of previous UoN incidents and known threats from Universities in Australia and around the world. Consequently, a risk register is established for the significant threats and a risk treatment action plan developed. Progress in relation to the implementation of risk treatments is reported to the EPC annually with review of the risk register. The threat assessment has identified the following potential threats requiring emergency response. Fire Bomb threat Medical / injury Personal or security Internal (water inundation, gas leak, chemical spill, building damage etc.) External (storms, earthquakes, power outage, road closures etc.) Ourimbah Flood Of these, the threats of Fire and Flooding (Ourimbah) were deemed significant enough to require separate management plans to address the prevention and planning aspects. These separate plans are: Fire Safety Management Plan (including bush fire) Ourimbah Flood Response Plan. Revision 1 Page 29 of 40

30 APPENDIX INFORMATION FOR ECO Appendix 1 Fire FIRE EMERGENCY RESPONSE The primary duty of all persons is to ensure the safety of themselves and others. In case of fire REMEMBER RACE! Remove yourself and others from danger. Ensure safety of Self, Scene and Survivors in that order. Rescue or remove persons in immediate danger but only if safe to do so. Alert raise the alarm. Contact Security Services on (Newcastle including Callaghan), (Ourimbah), (Port Macquarie) or via an Emergency Help Point. Alert people nearby. Contact all Emergency Wardens. Activate break glass alarm. Confirm the Fire Brigade has been called. Contain the fire and smoke by closing doors & windows Turn off air conditioning, ventilation and fans where possible. Select and use the correct fire extinguisher. Fight fire but only if it is safe and you have been trained. Evacuate if the fire cannot be contained Follow the directions of the Emergency Warden. Use the fire exits (follow the green exit signs). If smoke is present stay down low and close to the floor. DO NOT use the lift. DO NOT open doors which are warm to the touch. Assist disabled persons to evacuate in accordance with their PEEP or assist to move to a safe place such as a refuge or fire stairs. Inform the Chief Warden or Combat Agency of any people who are injured, unable to evacuate, refuse to evacuate and general status of evacuation. Proceed to the assembly area and remain there until given the all clear to return or evacuate further. DO NOT re-enter the building. Once out stay out! FIRE EMERGENCY RESPONSE Revision 1 Page 30 of 40

31 31 Appendix 2 Medical Emergency or Injury MEDICAL EMERGENCY OR INJURY RESPONSE If you come across a person requiring medical assistance, the first rule is to ensure that you check for danger. Check for danger to you, the casualty and others who may be present. The injured person should only be moved if they are in further immediate danger. Remain calm assess the patient (apply DRSABCD REFER CHART BELOW) Raise the alarm. If required, immediately call an Ambulance. Advise your name and phone number (in case they need to call you back) Advise the patients details age, sex, description of injury / symptoms. Advise the address building name, floor room number street name and cross street. Have someone notify Security Services ( (Newcastle including Callaghan), (Ourimbah), (Port Macquarie) or via an Emergency Help Point to advise the location and wait for the ambulance. Have someone wait outside the building entrance or street location for the Ambulance to arrive. If you are not a trained first aider, call out for one or send someone else to look for If the person requires CPR, commence CPR after calling for help. D Danger R Response S Send A Airway B Breathing C CPR Ensure the area is safe for you, others and the patient. Check for response ask name, squeeze shoulders. Response make comfortable, monitor response. No response then continue with SABCD. CALL AN AMBULANCE FIRST, then Security Services on (Newcastle including Callaghan), (Ourimbah), (Port Macquarie) or via an Emergency Help Point or ask another person to call. Check airway. Open mouth if obstruction present, place patient in recovery position and clear mouth with fingers. Check for breathing look, listen, feel. Normal place in recovery position. Not normal start CPR Start CPR 30 compressions : 2 breaths Continue CPR until help arrives or patient recovers. D Defibrillation Apply defibrillator if available and follow voice prompts. MEDICAL EMERGENCY OR INJURY RESPONSE Revision 1 Page 31 of 40

32 32 Appendix 3 Bomb or Substance Threat BOMB OR SUBSTANCE THREAT RESPONSE Written Bomb or Substance Threat A bomb threat received in writing should be kept including any envelope or container. Avoid unnecessary handling - place it in a paper envelope or folder to protect it. Immediately report the threat to Security Services and your supervisor/manager. DO NOT discuss the threat with anyone else. DO NOT activate the fire alarm or evacuation system unless instructed to by the Police and/or Security Services. Phone Threats Try to remain calm - let the caller finish the message. Keep the caller on line - DO NOT Hang Up the Phone! It may be possible to trace the call. Use the bomb threat checklist in the Emergency Procedures Guide. Immediately report the threat to Security Services and your supervisor/manager. DO NOT discuss the call with anyone else. DO NOT activate the fire alarm or evacuation system unless instructed to by the Police and/or Security Services. Suspicious Items A suspicious item may be anything that looks unusual and is deemed a possible threat due to its characteristics, location and circumstances. If you believe an item may be suspicious: DO NOT touch it, or move it. Immediately report the item to Security Services and also to your supervisor/manager. Evacuate the area, stay nearby behind a solid barrier and prevent others entering the area Wait for Police to arrive and tell them where the item is. If you HAVE opened a suspicious letter or parcel that contains a powdery substance: Cover the object without touching or disturbing it place a garbage bin over the top. If any material has spilt from the item DO NOT try to clean it up. DO NOT brush powder off your clothing or off any other surface. Turn off any fans in the immediate area. Stay in your immediate area and prevent others from entering the area. Ensure that co-workers in the same room also stay where they are. DO NOT LEAVE. Immediately report the item to Security Services and also to your supervisor/manager. DO wash your hands if you are able to access facilities in your immediate area DO NOT touch your face with your hands or any part of your body that has open wounds. If you believe a letter or parcel is suspicious and you have NOT opened it: DO NOT open it or shake it. Place the item into a plastic bag and seal it. Stay in the immediate area and prevent others from entering the area. Turn off any fans in the immediate area. Immediately report the item to Security Services and also to your supervisor/manager. Wash your hands if you are able to access facilities in your immediate area. DO NOT touch your face with your hands or any part of your body that has open wounds. BOMB OR SUBSTANCE THREAT RESPONSE Revision 1 Page 32 of 40

33 33 Appendix 4 Internal Emergency INTERNAL EMERGENCY RESPONSE An Internal emergency could include Gas leak, Hazardous Material Spill, Building Collapse, Loss of Power, Loss of Water, Sewer Leaks, Water Inundation, Explosion etc. In all situations, the standard emergency procedure should include: Quickly assess the situation Raise the alarm. Call Security Services and notify your ECO. Evacuate (if necessary). Assist and guide other people Take care not to move people from safety into danger. Administer first aid if needed Liaise with the Combat Agency and UoN staff Do not re-enter until advised by the ECO or Combat Agency that it is safe to do so. In addition to the above: For Gas Leaks: Turn off the gas at the source if possible. Security Services will notify Facilities Management to assist. Isolate the area if dangerous fumes are released by closing doors and windows. For Hazardous Chemical, Hazardous Material Spills or Release: The primary concern is to protect health and safety. No action should be taken during an emergency response that directly or indirectly violates this principle. Isolate the spill if safe to do so. Control the source. Contain free liquids by damming, absorbing if appropriate. Contact the senior person in the area with knowledge of the chemical and Health and Safety. Eliminate all possible sources of ignition. Ensure fire protection for flammable spills. Do not attempt to clean up the spill unless you know exactly what it is and how to clean it up. For Explosions or Building Damage: Leave the building as quickly and calmly as possible. If you are trapped in debris, tap on a pipe or wall so that rescuers can hear where you are. Assist others to exit the building - Keep roadways and walkways clear for emergency crews. For Water Leaks or Flooding: Check what s in the water? Any dangerous chemicals, sewage etc.? How deep is the water? Is the water alive with electricity? Isolate electrical sources. Security Services will notify Facilities Management to assist. Turn off water at the source if possible. Spill kits can be used to restrict water flow Do not move people from safety into danger flood waters are unsafe and evacuees should not walk through water. INTERNAL EMERGENCY RESPONSE Revision 1 Page 33 of 40

34 34 Appendix 5 External Emergency EXTERNAL EMERGENCY RESPONSE An external emergency may be caused by natural disasters or man-made disasters such as bushfire, earthquake, storms, flood, major road accident, plane crash, civil disturbance etc. Steps to take for emergency response to external incidents include: Assess the situation - if deemed necessary, activate a building evacuation by pressing an evacuation break glass alarm. This will alert emergency wardens. Contact Security Services and explain what the emergency is and how it will impact. Follow the instructions of the ECO and Combat Agencies as directed. For Storms: If storms are approaching, secure loose items, stay under cover (not under a tree) and avoid using telephones during electrical storms. Stay inside and shelter clear of the windows - Listen to radios for storm updates If you are outdoors, find emergency shelter Check the building for damage - fallen power lines, building damage, flooded drains etc. Check trees near the building for damage and stability Report any damage to UoN Security Services. If a storm occurs overnight or on the weekend, ensure that an inspection for damage is carried out first thing next day. For Earthquakes: If indoors, stay there. Keep clear of windows, overhead fittings and outer walls. Shelter under a door frame, desks or beside an internal wall. Tuck your head into your knees and cover your head with your arms. Do not use elevators. If outside, keep well clear of buildings, overhead structures, walls, bridges, power lines, trees etc. Shelter under strong archways or doorways of buildings. Do not go under awnings or parapets as they may collapse. If driving, stop in an open area until the shaking stops. Beware of downed power lines and road damage. Listen to warnings before moving. Check for injuries. Apply first aid. Do not move the injured unless in immediate danger. Turnoff electricity, gas, water and do not light matches until you have checked for gas or fuel leaks. Check for broken water, sewerage or electrical mains and report damages. Check for cracks/damage in roof, walls etc. and report damages. Evacuate if badly damaged. Be prepared for aftershocks. Stay calm and help others if possible. For Power Outages: Contact Security Services. They will advise Facilities Management of the situation. Consider evacuation particularly if the power does not come back on quickly and if the weather is hot. Partial evacuation may be appropriate. Evacuation can be triggered by the ECO or activating a break glass alarm. Consider persons with a disability who may not be able to leave the building (ask for a PEEP!) and the impact on students living on campus. EXTERNAL EMERGENCY RESPONSE Revision 1 Page 34 of 40

35 35 Appendix 6 Personal Threat / Security PERSONAL THREAT / SECURITY RESPONSE Personal Threat / Security can be categorised as: - confrontation with an armed person; confrontation with an unarmed person; armed hold-up; assault; threatening the life of others or oneself; or hostage/kidnap scenarios. In the event of being confronted by an aggressive or potentially violent person: Try to remain calm - alert someone nearby to raise the alarm. Be firm but polite with the person - let them know their behaviour is not acceptable. If intervention is required, Security Services are trained to handle these situations. Use Help points or telephone to contract Security Services. These are placed at strategic points on campus and are identified by a blue light. They are connected directly to Security Services 24 hours a day. In the event of a firearm attack: ESCAPE If under immediate gunfire, take cover initially but attempt to leave the area as soon as it is safe to do so. Escape by the nearest exit or window. Leave books, bags, purses, etc. where they are. If gunfire is nearby, leave the area immediately moving away from the gunfire. Do not congregate at evacuation points. Maintain cover - From Gunfire use substantial brickwork or concrete walls, engine blocks of vehicles, large live trees or earth banks, mounds etc. - From View use internal partitions, car doors, wooden fences, curtains etc. SEE Where possible obtain information on the firearms being used, whether the perpetrator is stationary or moving, number of casualties, other people in the area, number and description of offenders, motives if known and any other items they may be carrying. TELL Contact Security Services and the Police if you have a mobile phone and advise them of your exact location. Keep your phone on silent but stay on the line. If You Can t Escape ACT Secure your immediate environment. Turn off all the lights, close and lock all windows and doors. If you cannot lock the door, try to block the door with desks and chairs. Move away from the door, get on the floor out of the offender s sight or line of fire and remain quiet. Keep out of public areas such as foyers or corridors. Consider (only as a last resort) options for arming yourself with improvised weapons to defend yourself if you are located. If the shooter exits your area and you are able to escape, leave the area immediately. While escaping, as soon as you see a Police officer put your hands over your head and immediately comply with the officers instructions. PERSONAL THREAT / SECURITY RESPONSE Revision 1 Page 35 of 40

36 36 Appendix 7 PEEP This PEEP is to be used to assist the Emergency Control Organisation (Security Services & Emergency Wardens) with the notification and evacuation of persons from University buildings in an emergency, in the event that they are not able to get themselves out of the building unaided. Please complete this PEEP in consultation with Security Services and provide as much information as possible to enable the establishment of a suitable PEEP. Name: Primary Locations: (List building names & room numbers) Building Room Is an Assistance Animal Involved? Yes No Are you aware of the emergency response procedures including evacuation procedures? Yes No What is your preferred method of receiving a Notification of Emergency? (Please state: visual alarm, sms, personal vibrating device, Safe Zone app etc) Type of Assistance Required? (Please list procedures necessary for assistance) Equipment Required for Evacuation: (Please list) Revision 1 Page 36 of 40

37 37 Egress Procedure: (Give step by step details) Do You Have Any Designated Assistants or Contact Persons? Name Phone Are your Designated Assistants aware of the emergency response procedures including evacuation procedures? Yes No Are you Designated Assistants trained in using the evacuation equipment? Yes No Diagram of the Preferred Route for Assisted Evacuation: (Please Provide Diagram if Necessary) PEEP Issue Date: PEEP Owner: Disability Support Services Security Services (Chief Warden) (Signature) (Signature) (Signature) Next Review Date: Date: Date: Date: Revision 1 Page 37 of 40

38 38 Appendix 8 Bomb Threat Checklist Revision 1 Page 38 of 40

39 Appendix 9 Callaghan Campus Map

40 Appendix 10 Ourimbah Campus Map