Health and Safety Draft Performance Standard HSPS 012 Provision of Personal Emergency Evacuation Plans (PEEPs) (Fire Safety) 1
Safety, Health and Environment Unit Title Reference Number Provision of Personal Emergency Evacuation Plans (PEEPs) (Fire Safety) HSPS 012 DOCUMENT HISTORY Issue Date Details 1? May 2009 Issued Amendments to this Draft Performance Standard: see Fire Safety Document Control Log held in the SHE Unit Author Andrew Briggs Signature Date Reviewer Bernard Angus Signature Date Authorised by Signature Date Issued by SHE Unit Signature Date 2
Contents 1. Purpose of Draft Performance Standard 4 2. Scope of Draft Performance Standard 4 3. Details of Draft Performance Standard 4 3.1 Introduction and outline 4 3.2 Responsibilities sources of information 5 3.3 Responsibilities implementing PEEPs 5 3.4 Responsibilities providing individual PEEPs 5 3.5 Specific procedure for individual PEEPs 5 3.6 Training and competence 6 4. Effects and Actions in case of non-conformance 7 5. Relevant legislation and official guidance 7 6. Associated documents 7 Page Appendix A Personal Emergency Evacuation Plan Initial Questionnaire 8 Appendix B Personal Emergency Evacuation Plan form 9 3
1. Purpose of Draft Performance Standard To ensure the safe evacuation of persons with disabilities in the event of a fire emergency, and to ensure that their evacuation does not impede the evacuation of other persons. 2. Scope of Draft Performance Standard All buildings and facilities used by the University. All University departments. All staff, students and visitors with disabilities as defined within this Draft Performance Standard. Note until the arrangements described are developed and implemented, performance will not be measured against this Standard. The contents of this document should be used as best practice guidance until such time as these arrangements are fully developed. 3. Details of Draft Performance Standard 3.1 Introduction and outline a) Disabilities may affect persons ability to evacuate promptly and safely in an emergency. In the event of a fire alarm signal, systems which facilitate access at other times (e.g. lifts) may be unavailable. b) The definition of person with disability in this context is any person who may be unable, be significantly impeded, or have other difficulties, in evacuating unassisted or who, in evacuating slowly, may impede other persons. This may differ from other definitions and includes persons with non-physical disabilities such as those with hearing impairments, dyslexia, Parkinson s disease, Asperger syndrome and other cognitive/psychological/emotional disabilities which, for example, may cause them to become disorientated. Also included are persons with temporary impairments such as broken limbs or limitations arising from medical conditions, including recuperation from medical treatment. c) Assistance in this context may range from the simple prior supply of information [in an alternative format] to the assigning of trained persons and/or equipment to physically effect the person s evacuation. d) A range of Standard, generic PEEPs is described in the Fire Emergency Plan for each building. e) Visitors may require one or more of the options shown. On making themselves known to local staff (e.g. Reception or departmental) they should receive information and guidance on what to do in an evacuation. f) Regular building users may require closer individual consideration and discussion of their needs. If required, pre-planned arrangements are agreed, recorded and implemented according to their needs: these planned arrangements are referred to as Individual PEEPs. In many cases these will simply choose from and identify Standard options; in others, individual strategies will be devised. g) Individual PEEPs are communicated to those who will provide assistance, to the person themselves, and to relevant management where strictly necessary. 4
3.2 Responsibilities sources of information a) The following functions are required, within the remit of their own operations and as far as reasonably practicable, to actively identify persons who may require PEEPs. This information should be brought to the attention of the Head of Department and reported to the Safety, Health and Environment Unit. Admissions DDSS Accommodation Office Human Resources (recruitment) International and European Offices All departments (in relation both to students and to staff) b) Whilst the University will endeavour to identify all buildings likely to be used regularly by each person, there is a requirement on individual persons themselves to request PEEPs should they expect to be using a building more than occasionally. 3.3 Responsibilities implementing PEEPs a) Responsibilities are as specified within building Fire Emergency Plans and individual PEEPs. Wherever practicable, local resources (i.e. provided within buildings and at or close to specific locations within them, as necessary) will be provided. b) It is the responsibility of relevant Heads of Departments to ensure that requirements for producing, resourcing and implementing PEEPs are identified and acted upon. Specific responsibilities will emerge as implementation and experience progress. c) and d) below specify an emerging or later stage of development of this system:- c) Human resources for producing, resourcing and implementing PEEPs are in the first instance the responsibility of departments occupying buildings at or near the relevant locations. Where occupancy of certain areas is shared between departments, those departments must cooperate and coordinate in order to ensure that suitable provisions are made and the relevant staff informed, instructed and/or trained accordingly. d) The Fire Safety Advisor (Safety, Health and Environment Unit) oversees and coordinates all PEEPs and holds all records and will provide advice and assistance on request. e) Campus Watch will provide assistance as necessary insofar as possible during an incident. 3.4 Responsibilities providing Individual PEEPs a) The Fire Safety and Environment Adviser currently discusses, agrees and records individual PEEPs, accompanied by Security staff. These responsibilities will mostly be transferred or delegated to others at a later stage of implementation and progress. b) Departments are required to provide reasonable assistance as required. 3.5 Specific procedure for individual PEEPs a) Each person identified as potentially requiring an Individual PEEP is invited to assess their own need for a Plan via a brief questionnaire [see Appendix A], in relation to each building they are likely to use regularly. This is based on their understanding of the building Fire Emergency Plan (supplied to them at the time). A standard explanatory letter accompanies the questionnaire. 5
b) If they indicate any special evacuation requirements, a meeting is arranged. Suitable staff see 3.4 a) and 3.6 a) review and discuss their needs, insofar as possible match these to the Standard PEEPs available, and develop an escape plan strategy in partnership with the person. Any further needs are identified and addressed, and reasonable adjustments made. c) The above is documented and communicated to relevant persons or functions, to ensure that the Plan(s) will be reliably implemented at all material times. It is essential that all relevant persons, including the disabled person themselves, are sufficiently familiar with the content and implementation of the Plan. d) Where necessary, plans will include consideration of potential effects on other persons evacuating. In some cases, persons with disabilities would be expected to wait until the main flow has passed, so as not to impede it. This is made clear to them. e) Careful consideration should be given to the reliable availability of key elements of PEEPs (equipment and staffing). f) Where advantageous, Individual PEEPs should be incorporated into fire drills and/or specific exercises in order both to test emergency procedures and to enhance familiarity and training of all concerned. In any case, a test evacuation should be conducted at least once a year for each Individual PEEP. 3.6 Training and Competence a) Information, instruction and training for persons providing PEEPs must include Fire and Safety Awareness course, or equivalent Fire Emergency Response course, or equivalent Disability equality and awareness training Specific training/instruction from Safety, Health and Environment Unit regarding PEEPs Knowledge of the relevant building Fire Emergency Plan and arrangements Awareness of general Campus provisions (e.g. Evac Chair carry-downs) b) Competence for persons assisting disabled evacuation must include Fire and Safety Awareness course, or equivalent Personal safety related elements of Fire Emergency Response course, or equivalent Disability equality and awareness training PEEP-specific knowledge of individuals requirements, and relevant features of the building c) Competence for persons providing information and guidance to visitors (e.g. Receptionists and relevant departmental staff) must include Fire and Safety Awareness course, or equivalent Disability equality and awareness training Knowledge of the relevant building Fire Emergency Plan including Standard PEEPs d) At all times, all persons involved must exercise appropriate care to observe the dignity and, where required by law, the confidentiality of persons with disabilities. 4. Effects and Actions in case of non-conformance 6
If this Draft Performance Standard is not applied it may or will result in: A person with a disability being at significant, intolerable risk of injury or death in the event of fire Potential prosecution A non-compliance with fire safety and/or disability legislation Departures from this Draft Performance Standard must be brought to the attention of the department(s) concerned and of the Fire Safety and Environment Adviser who will advise on corrective and preventive action, which the relevant manager(s) will expedite. 5. Relevant Legislation and Official Guidance Regulatory Reform (Fire Safety) Order 2005 DCLG Fire and Resilience Guides, in particular: DCLG Fire Safety Risk Assessment: Means of Escape for Disabled People (Supplementary Guide, 2007) BS 9999:2008 University policy and guidance (Safety, Health and Environment Unit website) 6. Associated Documents Building Fire Emergency Plan (and Fire Risk Assessment) * Individual PEEPs Letter (template)** Individual PEEPs Initial Questionnaire Individual PEEPs Discussion Outline** Individual PEEP form Individual PEEPs database ** * Held by the Responsible Person for the building and the Safety, Health and Environment Unit ** Held by the Safety, Health and Environment Unit 7
Appendix A Please return to: Personal Emergency Evacuation Plans Initial Questionnaire - CONFIDENTIAL Fire Safety and Environment Adviser Safety, Health and Environment Unit Keynes College University of Kent Canterbury CT2 7NP Name Date Building Telephone Email 1. Do you understand the evacuation procedure (relevant parts of the Fire Emergency Plan) for the above building? YES / NO (Please indicate if you require further information, or information in an alternative format.) 2. Do you consider yourself able to perceive the fire alarm signal, respond to it and to leave the building without assistance within 5 minutes? YES / NO 3. If YES to question 2, is there a possibility that you might impede the escape of other persons evacuating (for example, if descending a staircase slowly)? YES / NO If you answer YES to 1 and 2 and NO to 3 above, we will understand that you are able to make your own way out of the building(s) promptly, unaided and without impeding any other person s emergency escape. On the reverse of this sheet, please list any other University buildings you (will) use regularly we will address these with you in due course. Thank you for your co-operation. 8
Appendix B Name Department Building Floor(s) Room(s) Dates from/to CONFIDENTIAL PERSONAL EMERGENCY EVACUATION PLAN FOR: Awareness of the alarm signal, response to it, and evacuation or other planned action will be ensured by the following standard, generic methods (as per DCLG fire safety guidance and Appendix B of the building Fire Emergency Plan): Persons Designated to Assist The following have been designated to provide evacuation assistance: Name/function Contact details Type of assistance Name/function Contact details Type of assistance Name/function Contact details Type of assistance Assistance Methods and Cautions (transfer methods, contra-indications, etc.) 9
Appendix B Equipment (including communication) Action to take on entering Premises/Area/Room Action to take on Alarm Signal Safe Route(s) Signed (all relevant persons): date) (Print names and 10