EMERGENCY ACTION PLAN

SACRAMENTO HALL EMERGENCY ACTION PLAN For Sacramento Hall Occupants and Evacuation Team Members Updated August 2015

TABLE OF CONTENTS INTRODUCTION...3 SACRAMENTO HALL...3 REPORTING EMERGENCIES...4 FIRE ALARMS & EXTINGUISHERS...4 EVACUATION PROCESS...5 EVACUATION ROUTES...5 EVACUATION ASSISTANCE FOR PHYSICALLY DISABLED INDIVIDUALS...6 EVACUATION ASSEMBLY AREA (RALLY POINT)...6 RE-ENTERING THE BUILDING...6 NEAREST TELEPHONES...6 SHELTER IN PLACE PROCEDURES...7 COMMUNICATION...7 EMERGENCY PRACTICE DRILLS...7 BUILDING EVACUATION TEAM... 8-9 EMERGENCY SUPPLIES... 9-10 APPENDICES APPENDIX 1: EVACUATION MAPS/ 1 st and 2 nd FLOOR... 11-12 APPENDIX 2: EVACUATION ASSEMBLY AREA (RALLY POINT)...12 APPENDIX 3: ASSISTING PHYSICALLY DISABLED INDIVIDUALS...13 APPENDIX 4: BUILDING EVACUATION TEAM...14 APPENDIX 5A: 1 st FLOOR MARSHAL ZONE ASSIGNMENTS...15 APPENDIX 5B: 2 nd FLOOR MARSHAL ZONE ASSIGNMENTS...16 APPENDIX 6: EMERGENCY ACTION PLAN AT A GLANCE...17 2

INTRODUCTION This Emergency Action Plan is a guide to help the occupants of Sacramento Hall prepare and respond to emergency events. It is also provided to Public Safety so that campus emergency responders have appropriate information about Sacramento Hall s plan in case of an emergency. Response to emergencies will vary depending upon the severity, magnitude, duration and intensity of the event. This plan aligns with the University s Emergency Action Plan, which represents the comprehensive emergency plan and protocol for the campus. This plan and the Campus Emergency Plan require the full support of faculty, staff and students to successfully implement. Effective preparation and response to emergencies means that each individual is trained and understands the University s emergency protocol and the clear lines of decisionmaking authority that take effect during an emergency. The plan includes a list of the Sacramento Hall Evacuation Team members and their responsibilities, emergency telephone numbers, building evacuation routes, location of the emergency assembly point, fire alarms and extinguishers, and other useful information. Questions about this Sacramento Hall Emergency Action Plan should be directed to: Sarah Whyte Senior Director, Business and Administrative Services (916) 278-7450 / whytes@csus.edu SACRAMENTO HALL Sacramento Hall houses administrative offices and conference rooms, including the following executive offices: Office of the President Office of the Provost and Vice President for Academic Affairs Office of the Vice President and CFO (Administration & Business Affairs) Office of the Vice President for Advancement Office of the Vice President for Public Affairs and Advocacy No classrooms or laboratories are located in the building. Each department is responsible for its own files and safeguarding and recovery of critical records should be part of each department s Business Continuity Plan. Electronic access control has replaced key locks on most external office doors in Sacramento Hall. Responsibility for these systems and access codes are maintained by Facilities Management. The northwest and south entrances to the building are kept locked and are only accessible via electronic entry. The main building entrance near the Transit Center is unlocked during business hours and is staffed by a Community Service Specialist (Public Safety employee) who can provide assistance during a building evacuation or emergency event. 3

REPORTING EMERGENCIES In case of fire or other emergency, call University Police first! 1. From a campus phone - Dial 911 * or 8-6900 or 8-6000 (DO NOT DIAL 9 first) From a cell phone or other off-campus phone** - Dial 278-6900 2. Notify your supervisor and the Building Coordinator immediately (see Appendix 4) Other Important Numbers On campus Cell phone or other Public Safety nonemergency dispatch center 8-6000 278-6000 Building damage, utilities (gas, water, electricity) Emergency Communications 8-6242 or 8-6900 278-6242 or 278-6242 In the event of a major campus emergency, information for faculty, staff, and students will be provided via the Emergency Notification System (ENS), campus website, Building Coordinators, and Public Safety, depending on the nature and extent of the emergency. *DO NOT DIAL 9 FROM A CAMPUS PHONE: If you do, you will be dialing an outside line to the City Police, and they will not know your exact campus location. If you simply dial 911 from a campus phone, University Police/Public Safety dispatchers can see that your physical location is in Sacramento Hall. **DO NOT CALL 911 FROM A CELL PHONE: If you do, you will be connected to the California Highway Patrol, who will then route your call to the Sacramento Police Department, who will then finally direct you to University Police/Public Safety. FIRE ALARMS/EXTINGUISHERS There is a fire alarm pull and nearby extinguisher located at each end of both wings on each floor, near the stairwells and the elevator. In some cases, alarms and extinguishers are adjacent to each other. In others, they may be located on opposite walls. See Appendix 1A and 1B (evacuation maps) for specific locations. 4

BUILDING EVACUATION PROCESS In the event of an emergency such as a fire, earthquake, bomb threat or other circumstance requiring the evacuation of Sacramento Hall, all employees should be aware of and ready to perform a prompt, safe, and successful evacuation. Alarm All fire alarm occurrences and evacuation orders from the department of Public Safety or an officer of the University (vice presidents, deans, and building coordinators) are considered genuine. Once the alarm is sounded or the order is given, evacuation should occur. Evacuation of a Building Only the department of Public Safety or an officer of the University (vice presidents, deans, and building coordinators) can order the evacuation of a campus building. When evacuation is determined necessary or the fire alarm sounds, occupants shall leave the building immediately and quietly by the nearest designated exit, or as advised, and go to the designated Rally Point for Sacramento Hall (see Appendix 2). The building coordinator, floor marshals, or Public Safety will direct the occupants to the designated evacuation assembly area or alternate location. The Building Coordinators and Floor Marshals are identified by brightly-colored orange vests during an evacuation. DO NOT USE ELEVATORS USE THE STAIRS. When evacuating, building occupants should walk, remain calm, and grasp handrails. DO NOT RE-ENTER the building until instructed to do so by the appropriate authorities. Evacuation of the University Only the University President, or the President s designee, can order an evacuation or closure of the University. EVACUATION ROUTES Entry/Exit Doors There are three entry/exit doors in Sacramento Hall: The main (front) door on the north side of the building at the end of the east wing. A (front) door on the north side of the furthest end of the west wing. A (back) door on the south side at the center of the building, where east and west wings converge. Posted Evacuation Maps Evacuation route maps are posted along hallways directing those exiting to the nearest stairwell and exit door (Appendix 1A and 1B). 5

INDIVIDUALS REQUIRING SPECIAL ASSISTANCE IN AN EVACUATION For those needing assistance in leaving the building, an evacuation chair is available for use during emergency, and emergency personnel, Building Coordinators and Floor Marshals are trained in its use. The building evacuation chair is located on the second floor of Sacramento Hall in a storage box next to the central (middle) building staircase. See Appendix 3 for additional information about evacuation of individuals needing special assistance. EVACUATION RALLY POINT (ASSEMBLY AREA) Evacuation Assembly Area The evacuation assembly area for Sacramento Hall occupants has been identified as: the grassy area behind the Transit Center. An alternate Emergency Rally Point, to be used if the primary point is affected by the emergency, will be identified by the Building Coordinator or on-site emergency personnel. RE-ENTERING THE BUILDING The Public Safety Department will determine when it is safe to re-enter the building and will inform the Building Coordinator if available, or the Floor Marshals. The Building Coordinator (or Floor Marshals) will inform the occupants that it is safe to re-enter the building. NEAREST TELEPHONES Public Phone The nearest public telephone is northeast of Sacramento Hall to the west of the Transit Center. Campus Emergency (Blue Light) Phones The nearest campus emergency (blue light) phone is located northeast of Sacramento Hall in the grassy area behind the transit center. Other nearby campus emergency (blue light) phones locations: Northwest of Sacramento Hall in front of the Athletics Center, near the parking permit machine. South of Sacramento Hall, past Kadema Hall entrance. 6

SHELTER IN PLACE PROCEDURES Every emergency is different and during any emergency, people may have to evacuate or shelter in place depending on where they are. What Shelter-in-Place means One of the instructions you may be given in an emergency where hazardous materials may have been released into the atmosphere is to shelter-in-place. This is a precaution aimed to keep you safe while remaining indoors. (This is not the same thing as going to a shelter in case of a storm.) Shelter-in-place means selecting an interior room and taking refuge there. An ideal room to select is one that has few or no windows and that can be locked from the inside. Why You Might Need to Shelter-in-Place Chemical, biological or radiological contaminants may be released accidentally or intentionally into the environment. Should this occur, information will be provided by local authorities and Sac State emergency officials on how to protect building occupants. The important thing is for you to follow instructions and know what to do if they advise you to shelter-in-place. Shelter-inplace may also be used if there is some type of attack which would make going outdoors unsafe. In such a case it might be safer to stay indoors than go outside. It is a way for you to make the building as safe as possible to protect yourself until help arrives. You should not try to shelter in a vehicle unless you have no other choice. Vehicles are not airtight enough to give you adequate protection from chemicals. Each Sacramento Hall office should identify an appropriate area within their space where suitable shelter can be provided to office staff in a shelter-in-place emergency. Supplies to keep in this room may include towels to block windows or damper air leaks, wedges to reinforce door closures, bottled water, non-perishable food, flashlights, batteries, and first-aid supplies. COMMUNICATION During any emergency, the NIMS/SEMS/ECS protocol becomes effective for communicating information on campus. Each division with offices located in Sacramento Hall maintains its own chain of command for decision-making authority about the internal affairs of the division, depending upon the organizational structure, and designated authorities in charge at any given point in time. The President s Office is the chief authority. EMERGENCY PRACTICE DRILLS There may be at least one Emergency Action Drill each year. Employees will be notified that there will be a drill that month, but will not be given the exact date or time. Employees will be instructed to review the evacuation procedure. 7

BUILDING EVACUATION TEAM To prepare for and respond to an emergency, a Sacramento Hall Building Coordinator has been identified and individuals designated to act as Floor Marshals in various zones within the building. There is one primary Floor Marshal and an alternate for each zone. There is one Building Coordinator and two alternates. Assignments change periodically due to staff moves and new hires. A list of Sacramento Hall s current Evacuation Team, including the building coordinators, floor marshals and alternates, is attached as Appendix 4. Maps of Floor Marshals assigned areas of responsibility, or zones, is attached as Appendix 5A and 5B. The appendix lists areas of the building for which each team member is responsible, including room numbers, and references the various University divisions housed in the building. Team members meet periodically to prepare for drills, train in the use of evacuation equipment, and discuss other issues pertinent to the building s emergency action plan. Building Coordinator Responsibilities The Building Coordinator is responsible for all plans, information, and action taken in response to an emergency impacting the building. During an emergency, the building coordinator is the communication liaison between building occupants and floor marshals and on-scene emergency officials (i.e. Public Safety, Fire Department, Police Department, paramedics). Throughout an emergency, the Building Coordinator communicates and maintains contact with Public Safety and the Floor Marshals from the Evacuation Assembly Area as the situation warrants (see Appendix 2 for the Evacuation Assembly Area). In preparation for an emergency, the Building Coordinator: Develops the Emergency Action Plan for the building and distributes to Floor Marshals. Keeps up-to-date building occupant lists. Meets with Floor Marshals periodically to review procedures. Attends emergency training provided by Public Safety. During an emergency, the Building Coordinator: Wears a bright orange vest for easy identification. Manages emergency activities on site until the arrival of campus or city emergency responders. Assists Floor Marshals to evacuate building and direct people to Rally Point. Checks in with Floor Marshals at Rally Point to confirm that each building zone is evacuated. Ensures that Caution Tape and/or Do Not Enter signs are placed in front of each building entrance. Notifies Public Safety or emergency responders that building is cleared, or if there are people who are still in building or are injured. Provides further instructions to Floor Marshals as directed by Public Safety or emergency responders (move people to alternate location, etc.). Keeps Floor Marshals updated on information from Public Safety related to emergency status. Gives All Clear signal to re-enter building. 8

Floor Marshal Responsibilities Floor Marshals are responsible for alerting the employees, students, and other building occupants in their building zone to immediately evacuate the building through appropriate evacuation routes and go to the Evacuation Rally Point. Floor Marshals assist and provide status reports to the Building Coordinator. In preparation for an emergency, the Floor Marshal: Provides the Building Coordinator with an updated list of building occupants in their zones. Meet with Building Coordinator periodically to review procedures. Disseminated information to building occupants as needed. Attends emergency training provided by Public Safety. During an emergency, the Floor Marshal: Wears a bright orange vest for easy identification. Directs building occupants in their zone to leave the building and go to the Rally Point. Places a colored post-it note to the exterior door of each vacated office and room. Places caution tape and/or post the Do not Enter signs at each building entrance once building is empty. Check in with the Building Coordinator at the Rally point and provide the following information: o That area of responsibility (zone) has been evacuated. o Anyone who remains in building or is injured. Floor Marshals should be aware that other Floor Marshals may not be in the building during an evacuation, and therefore, should check other zone areas as needed to make sure that all areas are evacuated. If the Building Coordinator or alternate is not present during an emergency evacuation, a Floor Marshal should contact Public Safety and let them know that the building has been evacuated and receive further instructions from Public Safety or emergency responders. After Hours Sacramento Hall is closed after business hours and on weekends. If an emergency occurs during this time, Public Safety and/or emergency responders will have responsibility to check that the building is evacuated as necessary. EMERGENCY SUPPLIES Individual Offices Each individual office is encouraged to maintain supplies for potential shelter in place events, such as bottled water. Supplies should be routinely reviewed and replaced as needed. Evacuation Team The Building Coordinators and Floor Marshals and their alternates are provided with a backpack containing the following emergency supplies: Flashlight and batteries First-aid kit 9

Whistle Orange vest Caution tape and building Do Not Enter signs Rally Point map Pad and pen All Evacuation Team personnel are encouraged to carry additional personal supplies as needed, such as an extra pair of glasses, comfortable shoes/socks, bottled water, hat, etc. Evacuation Chair The building evacuation chair is located on the second floor of Sacramento Hall in a storage box next to the central (middle) building staircase. Emergency Action Plan at a Glance This document has been included to allow each office to fill out and post critical emergency and evacuation for its staff (Attachment 6). 10

APPENDIX 1A EVACUATION MAPS FOR FIRST FLOOR, SACRAMENTO HALL APPENDIX 1B EVACUATION MAPS FOR SECOND FLOOR, SACRAMENTO HALL 11

APPENDIX 2 EVACUATION ASSEMBLY AREA (RALLY POINT) Rally Point (Assembly Area): All employees are to meet at the grassy area behind the Transit Center, near the Emergency Blue Phone. If this area is affected by the emergency, you will be directed to the Alternate Rally Point in the Soccer Field behind Yosemite Hall. Emergency Rally Point 12

APPENDIX 3 ASSISTING PHYSICALLY DISABLED INDIVIDUALS During an evacuation, persons with disabilities should be given the highest priority. They should be assisted according to the extent of their disability and the nature of the emergency. DO NOT USE ELEVATORS IN AN EMERGENCY. Wheelchairs: 1. Do not attempt to lift disabled persons from their wheelchair. 2. If on the first floor, disabled persons can exit the building on their own. Direct them to the assembly area. 3. If on the second floor, escort them (in their wheelchairs) to a safe area and send someone to find the Building Coordinator or a Floor Marshal. 4. Do not attempt to move persons in wheelchairs down the stairs in their wheelchairs. Only Building Coordinators, Floor Marshals, or Public Safety personnel have been properly trained to move individuals in the Evacuation Chair. Crutches, Canes or Walkers: 1. Ask if assistance is necessary. 2. Assist person as necessary to a safe area or the assembly area. 3. If individual needs assistance getting to the first floor, follow the wheelchair instructions as listed above. Visual Impairment: 1. Describe the nature of the emergency. 2. Offer to guide them and inquire whether they might prefer taking your elbow. 3. Lead them to a safe area or to the assembly area. Hearing Impairment: 1. Write down the nature of the emergency if you are able. 2. Direct them to the nearest exit. 13

APPENDIX 4 SACRAMENTO HALL EVACUATION TEAM BUILDING COORDINATOR Sarah Whyte 8-7450 / whytes@csus.edu ALTERNATE Jeannie Wong 8-2067 / jwong@csus.edu ALTERNATE Sheree Meyer 8-7466 / meyers@csus.edu DEPARTMENT FLOOR MARSHAL ALTERNATE Advancement 1st Floor - Green West Wing partial Advancement 1st Floor - Orange East Wing plus ABA 1st Floor - Blue West Wing partial ABA 2nd Floor - Pink West Wing partial Academic Affairs 2nd Floor - Yellow East and West Wings partial President s Office 2nd Floor - Purple East Wing partial Frances Palu Advancement Assistant 8-7043 / palu@csus.edu Michael Weagraff Development Associate 8-3922 / michael.weagraff@csus.edu Kaye Milburn Director, Auditing Services 8-7439 / kaye.milburn@csus.edu Stacy Hayano AVP, Budget Planning 8-7968 / hayanosj@csus.edu Jing Wang Director, Institutional Research 8-7423 / jwang@csus.edu Vacant Donna Thomason Confidential Office Support 8-6323 / donnat@csus.edu Madonna Barlow Operations Analyst 8-2140 / mkbarlow@csus.edu Kenneth Soto Development Associate 8-3549 / kjsoto@csus.edu Yavette Hayward Senior Mgmt. Auditor 8-7968 / haywardy@csus.edu Gina Curry Interim AVP, Financial Services 8-7461/ curryg@skymail.csus.edu Monica Torres Administrative Support Assistant 8-5925/ monica.torres@csus.edu Judi Brenner Confidential Office Support 8-8758 / jbrenner@csus.edu 14

APPENDIX 5A FLOOR MARSHAL ASSIGNMENTS (ZONES) FIRST FLOOR Frances Palu (Madonna Barlow) Advancement Communications and Stewardship VP Advancement Kaye Milburn (Yavette Hayward) 1. Audit 2. Analytics and Institutional Effectiveness Michael Weagraff (Kenneth Soto) Development Public Affairs 15

APPENDIX 5B FLOOR MARSHAL ASSIGNMENTS (ZONES) SECOND FLOOR Stacy Hayano (Gina Curry) 1. 275 Conference Room 2. Strategic Planning & QI 3. ABA VP s Office 4. AVP Budget/AVP Financial Svcs Jing Wang (Monica Torres) 1. Faculty Senate 2. Institutional Research 3. Academic Affairs 4. Provost s Office 5. General Education Donna Thomason (Judi Brenner) Governmental and Civic Affairs Office of the President University Counsel 16

APPENDIX 6 SACRAMENTO HALL EMERGENCY ACTION PLAN AT A GLANCE BUILDING EMERGENCY TEAM Building Coordinator: Sarah Whyte (8-7450) Alternate Emergency Coordinators: Jeannie Wong (8-2067), Sheree Meyer (8-5344) Floor Marshal: Alternate Floor Marshal: OFFICE NUMBER: DEPARTMENT / DIVISION: EVACUATION ROUTE / EXIT DOOR: EVACUATION ASSEMBLY AREA / RALLY POINT: Emergency Rally Point The evacuation assembly area for Sacramento Hall occupants has been identified as: the grassy area behind the Transit Center. An alternate Emergency Rally Point, to be used if the primary point is affected by the emergency, will be identified by the Building Coordinator or on-site emergency personnel. LOCATION OF EMERGENCY AND FIRST AID SUPPLIES FOR MY OFFICE: EMERGENCY PHONE #: Dial 911 from campus phone OR 278-6900 from a cell phone Effective Date: / Updated By: 17