Unit Code: D1.HSS.CL4.10 Slide 1. Plan and conduct an evacuation of premises This unit comprises five Elements : Prepare evacuation policies and procedures

PLAN AND CONDUCT AN EVACUATION OF PREMISES

Unit Code: D1.HSS.CL4.10

Slide 1

Plan and conduct an evacuation of premisesThis unit comprises five Elements :

Prepare evacuation policies and procedures

Prepare for evacuation situations

Update evacuation/Emergency Management Plans

Conduct evacuations

Review evacuation/Emergency Management Plan after actual implementation.

Slide 2

Assessment

Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer or supervisor.

Slide 3


Performance Criteria for this Element are:

Involve relevant personnel in the planning process

Identify the legal implications in relation to planning for an evacuation

Identify potential threats and risks facing the establishment

(Continued)

Slide 4


Develop a written set of evacuation and Emergency Management Plans

Acquire necessary equipment to support implementation of the evacuation and Emergency Management Plans

Locate evacuation and Emergency Management Plan and floor plans in prominent and necessary positions.

Slide 5

Involve relevant personnel in the planning processEvacuation and Emergency Management Plans (EMPs):

Require proper planning

Must address a variety of possible threats faced by the venue.

Slide 6

Involve relevant personnel in the planning processIn relation to EMPs:

An evacuation plan is an EMP

Not all emergencies will require an evacuation

The purpose of an evacuation plan is to remove people from danger to a safe location

‘Relevant people’ should be involved in identifying the need for EMPs and in developing them.

Slide 7

Involve relevant personnel in the planning processThe following should be involved in identifying threats and developing appropriate EMPs:

People with assigned emergency and evacuation responsibilities – Chief warden, area wardens, first aiders, communications officer

Security staff

(Continued)

Slide 8

Involve relevant personnel in the planning process Building or centre management

Maintenance department

Fire services

(Continued)

Slide 9

Involve relevant personnel in the planning process

Ambulance

Supplementary emergency services – Civil Defence

Police

(Continued)

Slide 10

Involve relevant personnel in the planning process Army bomb disposal units

Anyone who could be expected to deal with an emergency – with a focus on night-time workers

The Emergency Management Committee (EMC).

Slide 11


Legal implications include

Common law ‘duty of care’ requirements:

• To prevent ‘foreseeable’ harm

• All people in the property must have their safety and welfare protected

• Anyone injured may sue the property under ‘negligence’.

Slide 12


The legal system is divided into:

Civil proceedings:

• Person sues a person or business

• Case decided ‘on the balance of probabilities’

Criminal proceedings:

• Government against person or business

• Decided on basis of ‘beyond all reasonable doubt’.

Slide 13


Civil outcomes may include one or more of the following:

Business must pay ‘damages’

Must make an apology

Must do a nominated act

Must refrain from doing a specified activity.

Slide 14


If a person or business is found guilty of a crime, results may include:

Warning

Fine

Gaol.

Slide 15


OHS considerations:

Provide specific safety and duty of care obligations on employers and venue

Failure to comply can lead to criminal charges.

Slide 16

Identify potential threats and risks facing the establishmentA ‘risk’ or ‘threat’:

Is anything with the potential to adversely impact on the safety of the people in the building

The terms ‘risk’ and ‘threat’ can be seen to mean the same thing.

Slide 17

Identify potential threats and risks facing the establishmentYou must take into account the following when identifying and determining risks/threats facing a business:

Physical or geographical location

Adjoining properties and businesses

Local events

(Continued)

Slide 18

Identify potential threats and risks facing the establishment Size of the venue

Activities taking place on the premises

Number of people on-site

Advice from authorities

Legal liabilities.

Slide 19

Identify potential threats and risks facing the establishmentRisk analysis:

Vital in risk identification

Is the process of examining identified risk in order understand the totality of each risk in order to use this knowledge as the basis for calculating the risk level each risk presents to the business

Is undertaken by the EMC

Must be a thorough process

Gives rise to disagreement over relevant and important issues.

Slide 20

Identify potential threats and risks facing the establishment‘Consequences’ and ‘likelihood’:

Risk analysis combines:

• Likelihood of a risk occurring, with

• Consequences of the risk occurring

The result:

• Classifies the risk

• Indicates action to be taken.

Slide 21

Identify potential threats and risks facing the establishmentLikelihood may be described as (for example):

Almost certain Likely Possible Unlikely Rare.

Slide 22

Consequence

Likelihood Major

(e.g. death or disability)

Serious (e.g. serious injury or lost

time)

Minor (e.g. first aid

injury)

Insignificant (e.g. incident but no injury)

Very likely (and will almost certainly

happen Extreme High High Medium

Likely (and will probably happen

at some time) High High Medium Medium

Unlikely (but could happen at

some time) High Medium Medium Low

Very unlikely (and might happen only

rarely) Medium Medium Low Low

Identify potential threats and risks facing the establishmentClassification must be done on the basis of:

Information about ‘context’ of each risk

Personal and venue experience with each risk

Previous history relating to the risk

Occurrences in similar businesses

Anticipated frequency of the ‘risk’.

Slide 23

Identify potential threats and risks facing the establishment‘Consequences’ of a risk may be labelled:

Insignificant Minor Moderate Major Catastrophic.

Slide 24

Consequence

Likelihood Major

(e.g. death or disability)

Serious (e.g. serious injury or lost

time)

Minor (e.g. first aid

injury)

Insignificant (e.g. incident but no injury)

Very likely (and will almost certainly

happen Extreme High High Medium

Likely (and will probably happen

at some time) High High Medium Medium

Unlikely (but could happen at

some time) High Medium Medium Low

Very unlikely (and might happen only

rarely) Medium Medium Low Low

Identify potential threats and risks facing the establishmentRisk assessment matrix:

Used to calculate and display ‘severity of consequences’

Shows rating for each risk in a standard form across the venue:

• Numerical form (1 – 10)

• Colours (Red = high risk level: Green = low risk level)

• Word/letter form (L = Low risk; E = Extreme risk)

Highest rated risks must be addressed first.

Slide 25

Identify potential threats and risks facing the establishmentEMPs should be prepared for:

Fire

Gas leak

Bomb threat

Suspicious package

Robbery or armed hold-up

Other?

Slide 26

Develop written evacuation and Emergency Management PlansEMPs:

Are the basis for practice and responses to emergencies

Must be workplace based – for individual venues

Must reflect planning that has been done

Must be in writing.

Slide 27

Develop written evacuation and Emergency Management PlansAn emergency is:

Unforeseen

A threat

Something demanding immediate attention.

Slide 28

Develop written evacuation and Emergency Management PlansStandard, non-negotiable requirements when an emergency arrives:

Follow and implement workplace EMPs

Saving people takes priority over saving property

Never put yourself in harm’s way

Get assistance; notify others immediately.

Slide 29

Develop written evacuation and Emergency Management PlansRoles of EMPs:

Guide action to be taken

Indicate sequence of actions

Allocate roles and responsibilities to staff

Provide contact details of key personnel and agencies

Identify evacuation routes and assembly areas.

All EMPs should be evaluated against these criteria.

Slide 30

Develop written evacuation and Emergency Management Plans

There are several topics to address to customise EMPs to the needs of individual workplaces – these include:

Preparing site plans – a detailed and grid-referenced site plans showing layout of rooms and location of emergency equipment and support infrastructure

Preparing floor plans – showing access points and differentiating between various access options

(Continued)

Slide 31


Allocating positions, roles and responsibilities to individual staff for each EMP

How people (‘head’) counts will be undertaken at evacuation assembly points to identify whether or not people are missing

Providing for guest welfare in the immediate short-term

(Continued)

Slide 32

Develop written evacuation and Emergency Management Plans Oraganising media liaison – to enable control of

information being given out to the media

Preparing flip cards – to optimise compliance with requirements of plans

Determining special needs assistance and how it will be provided

(Continued)

Slide 33

Develop written evacuation and Emergency Management Plans Obtaining MSDS for all on-site chemicals

Preparing a ‘Bomb Threat’ checklist

Developing ‘appropriate’ plans:

• Addressing identified threats and risks

• Allowing flexibility

• Incorporating training & drills

(Continued)

Slide 34

Develop written evacuation and Emergency Management Plans Creating warning and information protocols

• Audible alarms

• Public broadcast messages:

Code red = Fire

Code orange = Evacuation

Code yellow = Explosion, person trapped, toxic emission

Code purple = Bomb threat

Code green = All clear.

(Continued) Slide 35


Creating emergency communications

Identifying necessary staff training

(Continued)

Slide 36

Develop written evacuation and Emergency Management Plans Planning for evacuations:

• Immediate evacuations

• Pre-warned evacuations

Obtaining feedback from authorities on plans.

Slide 37

Develop written evacuation and Emergency Management PlansEMP – Responding to terrorist attack:

Notify security

Evacuate

Shut down power and equipment

Notify adjacent properties

Maintain communication

Allow professionals to do their job.

Slide 38

Develop written evacuation and Emergency Management PlansEMP – Responding to an immediate threat:

Comply with what is being demanded

Notify security

Retreat

Try to end the situation

Note details of offender.

Slide 39

Develop written evacuation and Emergency Management PlansEMP – Responding to an assault emergency:

Call for internal assistance

Give basic first aid

Circulate description of attacker

Provide location of attacker

Implement ‘Respond to medical emergency’ EMP requirements.

Slide 40

Develop written evacuation and Emergency Management PlansEMP – Responding to fire:

Call emergency services

Implement evacuation plan

Notify neighbouring businesses and properties

Close doors and windows

Turn off air conditioning

Fight fire – if safe & if trained.

Slide 41

Develop written evacuation and Emergency Management PlansEMP – Responding to a gas leak emergency:

Call emergency services

Turn off or remove ignition sources

Notify neighbours

Evacuate

Open windows & doors

Turn off gas – if safe to do so.

Slide 42

Develop written evacuation and Emergency Management PlansEMP – Responding to a medical emergency:

Call an ambulance

Never assume you know the cause

Do not move the patient

Do not ‘act in hope’

Keep public away

Do not comment on the incident to anyone.

Slide 43

Develop written evacuation and Emergency Management PlansEMP – Responding to a bomb threat:

Stay calm

Listen for background noise and caller clues

Ask questions and record answers – see Bomb Threat Checklist

Do not hang up

Advise designated person quickly and quietly

Initiate evacuation – never assume it was a hoax.

Slide 44

Develop written evacuation and Emergency Management PlansEMP – Responding to a suspicious package:

Decide quickly if it is a ‘suspicious package’ situation

Do not touch it – leave it where it is

Telephone police

Move people away – initiate evacuation

Turn off possible triggers.

Slide 45

Develop written evacuation and Emergency Management PlansEMP – Responding to a hostage situation:

Secure the area

Notify designated workplace person

Communicate information about the situation

Implement evacuation

Do not try to rescue hostages

Never put yourself in danger.

Slide 46

Develop written evacuation and Emergency Management PlansEMP – Responding to a chemical spill:

Call emergency services and report the situation

Provide as much detail as possible

Implement evacuation

Open windows and doors

Prevent access to area

Obtain MSDS

Contain the spill – if possible, safe to do so.

Slide 47

Develop written evacuation/Emergency Management PlansEMP – Responding to a deranged customer emergency:

Attempt to control the situation yourself

Be prepared to contact & involve Supervisor &/or Security

Remove people to a safe area

Restrict access to the area

Protect property.

Slide 48

Develop written evacuation and Emergency Management PlansEMP – Responding to armed robbery:

Comply – do not stall; do not stare at offenders

Try to remember offender details

Call police as soon as safe and possible

Do not talk to anyone – record pertinent details

Gather witnesses

Close venue.

Slide 49

Develop written evacuation and Emergency Management PlansEMPs should identify ‘chain of command’ positions for:

Chief Warden

Deputy Chief Warden

Communications Officer

Floor or Area Wardens

Wardens

First Aid personnel

Security.

Slide 50

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Chief Warden:

Determine emergency and the action to take

Ensure emergency services have been notified

Advise Area or Floor Wardens

Initiate evacuation

Monitor and coordinate responses

Brief emergency services on arrival

Cooperate with emergency services.

Slide 51

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Deputy Chief Warden :

Carry out duties of Chief Warden – when Chief Warden is absent

Assist the Chief Warden as required – where Chief Warden is present.

Slide 52

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Communications Officer:

Ascertain details of emergency

Notify relevant internal and external personnel

Transmit instructions and directions

Record action taken

Detail progress of evacuation and responses including problems encountered.

Slide 53

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Floor or Area Warden:

Commence evacuation

Implement emergency responses

Communicate with Chief Warden

Direct action of Wardens

Advise Chief Warden of action taken

Identify list of people on the premises

Confirm evacuees.

Slide 54

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Warden:

Act as Area or Floor warden when required

Search areas, rooms, departments

Oversee and facilitate evacuation

Assist special needs persons

Control evacuation assembly area

Undertake first attack response, where safe and trained to do so

Slide 55

Develop written evacuation and Emergency Management PlansRoles and responsibilities of First Aid providers:

Report to Warden

Assist Warden with mobility impaired and special needs people

Render basic first aid

Communicate with Area Warden on proposed action and issues arising

Record first aid provided.

Slide 56

Develop written evacuation and Emergency Management PlansRoles and responsibilities of Security staff:

Work as directed by chain of command

Close doors and windows; turn off power and gas

Remove patrons

Control crowds

Meet and assist emergency services on arrival

Protect assets.

Slide 57

Acquire necessary equipment to support implementation of plansRequirements of equipment to support EMP implementation:

Must be suitable

Must be sufficient

Must be located at identified locations.

Slide 58

Acquire necessary equipment to support implementation of plansPossible equipment required:

Fire detection devices

Installation of devices and wiring to boards

Fire protection equipment

Fire-fighting equipment.

Slide 59

Acquire necessary equipment to support implementation of plans‘Comms’ systems may require acquisition of:

Internal communications system

Portable comms units

Megaphones.

Slide 60

Acquire necessary equipment to support implementation of plansEmergency lighting may include:

Generator

Emergency lights in nominated places

Battery-powered lights

Emergency ‘exit’ signs

Emergency ‘evacuation route’ signs.

Slide 61

Acquire necessary equipment to support implementation of plansA Command or Control centre (or room) should contain:

Landline telephone

Mobile phones and two-way radios

Torches

Complete set of EMPs

Fax and photocopier

Whiteboard.

Slide 62

Acquire necessary equipment to support implementation of plansFirst aid requirements may include:

Need to be able to deal with multiple casualties

Oxygen

Beds and cots

Chemical showers

Defibrillators.

Slide 63

Acquire necessary equipment to support implementation of plansPersonal protective equipment and clothing required may include:

Helmets, masks and goggles

Respirators and Breathing Apparatus

Batons

Gauntlets

Steel-capped boots

Fire-proof clothing.

Slide 64

Locate plans in prominent and necessary positionsEvacuation, floor and EMPs should be located:

On each floor

In every EMP folder

In each staff room

On the intranet

In all Command and Control rooms

With each of the emergency services

(Continued)

Slide 65

Locate plans in prominent and necessary positions With each EMC member

With each Chain of Command member

Within established in-house training materials

So ‘Bomb Threat Checklists’ are provided at each telephone.

Slide 66

Locate plans in prominent and necessary positionsFor guests:

Include information in ‘Function kits’ & draft contracts

Post information on website

Put evacuation posters behind each guest room door

Place warning notices in elevators

Insert material in the in-room guest compendium.

Slide 67

Summary – Element 1

When preparing evacuation policies and procedures:

Identify and include relevant stakeholders including emergency services representatives

Be aware of the legal obligations attaching to preparing effective plans to respond to foreseeable emergency situations

Take time to identify all the threats, risks, hazards and dangers faced by the venue

(Continued)

Slide 68


Determine ‘likelihood’ and ‘consequences’ for all identified risks and threats

Calculate the severity of consequences for all identified risks

Begin by preparing plans for the highest rated risk

(Continued)

Slide 69


Develop written evacuation and emergency plans for all identified risks and threats

Establish an internal chain of command (with roles and responsibilities) for staff to respond to emergencies

Acquire the necessary resources (systems and equipment) to enable implementation of plans

(Continued)

Slide 70


Distribute plans and related information throughout the venue for staff and guests

Provide plans to emergency services for their information.

Slide 71



Inform staff in relation to evacuation and Emergency Management Plans

Test emergency and evacuation systems and equipment

Train staff in emergency and evacuation procedures

(Continued)

Slide 72


Undertake initial evacuation drill

Undertake on-going evacuation drills.

Slide 73

Inform staff in relation to evacuation plans and EMPsTo ensure staff understand the evacuation/ plans and EMPs:

Use dedicated sessions:

• Staff information sessions

• Staff briefings

• Staff Question and Answer sessions

• Feedback sessions

(Continued)

Slide 74

Inform staff in relation to evacuation plans and EMPs Inspect items

• Tour of premises

• Identify and explain what items can and cannot do

• Handle, use and become familiar with items

• Name parts of the item or equipment

(Continued)

Slide 75

Inform staff in relation to evacuation plans and EMPsIdentify areas:

Identify evacuation assembly areas – primary and secondary

Describe factors likely to make evacuation assembly points unusable

Tour venue to identify evacuation routes – primary and secondary.

Slide 76

Test emergency and evacuation systems and equipmentSystems, equipment and protocols that are part of an EMP must be tested:

When installed

On a regular, ongoing basis.

Slide 77

Test emergency and evacuation systems and equipmentSystems and equipment are tested to:

Verify they work as expected

Ensure they deliver the results required or expected

Show staff how they work

Identify where attention, service, replacement is required

Discharge duty of care obligations.

Slide 78

Test emergency and evacuation systems and equipmentAlways advise emergency services of intention to conduct workplace tests – tests can include:

Testing communication systems and units

Testing alarm systems

Testing fire detection systems and equipment

(Continued)

Slide 79

Test emergency and evacuation systems and equipment Testing fire suppression & fire-fighting equipment

Trialling evacuation routes

Trialling evacuation assembly points.

Slide 80

Train staff in emergency and evacuation proceduresStaff training can include:

In-house training:

• May be mandatory

• May be delivered by an external provider

• Must include theory and practice

• Must be competency-based

(Continued)

Slide 81

Train staff in emergency and evacuation procedures Off-site training:

• Using an external, purpose-built facility

Role plays:

• To reflect workplace situations & scenarios to the best extent possible

• At different times

• Must feature a debriefing session.

Slide 82

Train staff in emergency and evacuation proceduresChain of Command positions should receive specialist training – Chief Warden and Deputy Chief Warden:

Decision making

Leadership

Communication

Delegation

Interacting with emergency services

Knowledge of emergency services.

Slide 83

Train staff in emergency and evacuation proceduresTraining for a Communications Officer may include:

Operation of all communication equipment, systems and units

Communications protocols

Options for communicating in emergency situations

Knowledge of constraints and limitations.

Slide 84

Train staff in emergency and evacuation proceduresTraining for Wardens may feature:

Knowledge about their roles and responsibilities

Relationships with other chain of command personnel

Venue knowledge

Search and rescue skills.

Slide 85

Train staff in emergency and evacuation proceduresTraining for First Aid providers should feature ‘advanced’ training :

Treating burns

Treating puncture wounds

Dealing with stressed patients

Operating a defibrillator

Giving oxygen

Working with emergency services.

Slide 86


The ‘initial’ drill is vital to:

Test the plan

Trial evacuation routes

Time the evacuation

Enable staff practice/experience

Discharge duty of care obligations

Observe practice – to determine necessary changes.

Slide 87


Requirements and concerns when conducting an initial drill:

Advertise the drill to

• Staff

• Customers

• Emergency services

Scheduling – daylight; week day

(Continued)

Slide 88


Planning:

• Training has been delivered to staff

• Staff understand their responsibilities

• A simple evacuation scenario is identified

• The initial drill must focus on evacuation – not other responses allied to an evacuation

(Continued)

Slide 89


• Must include development of checklists – to assist observation and recording of action taken

• Must appoint ‘observers’ – to help with analysis of the evacuation/drill

• Must ensure the EMP as written is implemented – the aim is to test the plan, not to test the ability of staff to respond to ‘unforeseen circumstances’.

Slide 90

Undertake on-going evacuation drillsOn-going drills must be conducted to:

Discharge duty of care obligations

Involve new staff

Determine effectiveness of plans

Identify workplace changes impacting on plans.

Slide 91

Undertake on-going evacuation drillsKeys in participating in drills:

Attend all drills

Take them seriously

Follow EMP directions

Use designated protective equipment and clothing

Take notes.

Slide 92

Undertake on-going evacuation drillsOn-going drills should address:

Increasing complexity

A variety of scenarios

Changing basic aspects – time, day of the week

(Continued)

Slide 93

Undertake on-going evacuation drills Different sections of the building

Involvement of all staff

Conducting regular drills

Adequate scheduling in advance of drills

(Continued)

Slide 94

Undertake on-going evacuation drills Liaison with emergency services

Realism – to the greatest extent possible

Use of observers

A debriefing.

Slide 95


When preparing for evacuation situations:

Inform staff about evacuation and EMPs using a variety of communication options focussing on the acquisition of knowledge and gaining of first-hand experience

Trail established plans

Test systems, technologies, equipment and protocols

(Continued)

Slide 96


Record the outcomes from trials, tests and drills for use in debriefings and revisions to plans

Train staff as required by the plans and supporting equipment, systems and protocols required to implement them

Provide speciality training to individual staff as required by their role and position when an emergency and the need for evacuation occurs

(Continued)

Slide 97


Schedule, plan and undertake an initial evacuation drill

Revise plans and other arrangements on the basis of the outcome of the initial drill

Schedule, plan and undertake ongoing evacuation drills varying the times, the focus, the parameters and the context of each.

Slide 98

Update evacuation and Emergency Management PlansPerformance Criteria for this Element are:

Identify schedule for communication between relevant personnel

Inspect establishment to identify emerging factors that impact on the evacuation and Emergency Management Plans

(Continued)

Slide 99

Update evacuation and Emergency Management Plans Revise evacuation and Emergency Management Plans

on the basis of feedback

Disseminate revisions to evacuation and Emergency Management Plans.

Slide 100

Identify schedule for communication between relevant personnelEMPs:

Must be regarded as ‘living’ documents

Require regular, organised communication between key personnel

Rely on EMC to arrange necessary communication.

Slide 101

Identify schedule for communication between relevant personnelKeys to effective communication:

Hold regular (monthly, minimum), formal meetings:

• Giving 2 weeks notice

• Identifying date, time and venue

• With an agenda

• Minutes should be taken

(Continued)

Slide 102

Identify schedule for communication between relevant personnel Involve emergency services – as appropriate:

• Advise them in advance

• Encourage them to attend

• Invite them to nominate items and issues for discussion and inclusion on the agenda

(Continued)

Slide 103

Identify schedule for communication between relevant personnel Determine who should attend

• Wardens – all types

• First aid; Comms; Security; Maintenance

• Emergency services

• Department heads

• EMC members

• Co-opted individuals

(Continued)

Slide 104

Identify schedule for communication between relevant personnel Allocate meeting roles:

• Chairperson

• Secretary

• Communications officer

(Continued)

Slide 105

Identify schedule for communication between relevant personnel Record meetings:

• Secretary takes ‘minutes’

• Minutes must be ‘passed’ at next meetings

• Distribute to all attendees and stakeholders

• File for future reference

• File all documents presented to the meeting

(Continued)

Slide 106

Identify schedule for communication between relevant personnel Identify issues to be addressed – may include:

• Reviews of drills

• New threats and hazards

• Draft responses to threats and hazards

• Feedback from relevant personnel and stakeholders

(Continued)

Slide 107

Identify schedule for communication between relevant personnel New drills

New equipment, systems and technology

New or revised protocols to address changed circumstances

Training

Workplace inspections.

Slide 108

Inspect to identify factors impacting on plansPhysical inspections of the workplace are essential to identify changed conditions and threats.

Inspections should involve:

Management

EMC

OHS agencies

Emergency services.

Slide 109

Inspect to identify factors impacting on plansPlanning inspections should address:

Scheduling of inspections to reflect need

Notification to participants

Provision of relevant information

Creation and distribution of checklists

Determination of focus and scope.

Slide 110

Inspect to identify factors impacting on plansWhen conducting the workplace inspection:

Inspect all areas

Address all identified requirements

Inspect all evacuation routes

Inspect all evacuation assembly areas

(Continued)

Slide 111

Inspect to identify factors impacting on plans

Test systems and equipment

Take notes and photographs of issues

Hold a debriefing session.

Slide 112

Revise plans on the basis of feedbackEMPs must be revised when a need arises – this can be:

After an actual workplace incident

According to venue policies

When ordered to do so

(Continued)

Slide 113

Revise plans on the basis of feedback After significant physical changes to the workplace

Following analysis of drills

To address significant changes to relevant workplace characteristics – practices, trade, facilities

When a legitimate concern has been raised.

Slide 114

Revise plans on the basis of feedbackEMP revisions may address:

New plans to address new threats

Revised plans to address changed threats

New protocols

New signage and or maps

(Continued)

Slide 115

Revise plans on the basis of feedback Changes to roles and responsibilities

New or revised evacuation routes and assembly points

Different sequence of action to be taken

New format for plans

(Continued)

Slide 116

Revise plans on the basis of feedback New, more or different equipment

New or revised training and drills

Revised budget

New terminology

Revised version control protocols.

Slide 117

Disseminate revisions to plans

Revisions to EMPs must be communicated to relevant others:

Inserting revised pages into existing plans

Updating EMP folders

Changing workplace posters and signage

Integrating changes into staff training

(Continued)

Slide 118


Notifying emergency services

Updating website and intranet

Changing staff handbooks

Updating policy and procedure manuals

Holding staff meetings and briefings

Slide 119


When updating evacuation plans and EMPs:

Develop a schedule of meetings between key emergency personnel

Record the discussions and decisions of meetings of emergency personnel

Develop a schedule for regular workplace inspections focussed on identifying issues impacting on or verifying emergency and evacuation plans

(Continued)

Slide 120


Conduct scheduled workplace inspections using established checklists to guide activities and record findings

Use feedback from stakeholders and results of workplace inspections to revise existing evacuation and emergency plans and create new ones, where required

Communicate changes to plans and new plans to staff and guests

Update and circulate evacuation and emergency plans to stakeholders.

Slide 121

Conduct evacuations


Identify and assess need for evacuation

Initiate evacuation in-line with evacuation plans and Emergency Management Plans

(Continued)

Slide 122

Conduct evacuations

Implement evacuation in compliance with evacuation plans and Emergency Management Plans

Respond to unforeseen circumstances and situations and hazards arising.

Slide 123

Identify and assess need for evacuationInitiating an evacuation must be a reasoned decision:

It is sometimes not an easy decision to make – important factors are:

• Decide quickly

• Err on the side of caution

• Use common sense

• Involve others in the decision.

Slide 124

Identify and assess need for evacuation‘Obvious’ decisions requiring evacuation are instances where people are at risk based on evidence at the time:

Visible evidence

Olfactory evidence

Auditory evidence.

Slide 125

Identify and assess need for evacuationWhen determining whether to initiate an evacuation in a situation where the decision is not obvious:

Is there a genuine threat?

Can you identify the cause?

Can the threat be dealt with in-house?

(Continued)

Slide 126

Identify and assess need for evacuation Does there appear a need for emergency services to be

involved?

Are people under immediate threat or at immediate risk?

Do things look as if they are going to get worse?

What do other more experienced staff think?

Slide 127

Identify and assess need for evacuationHouse protocol may require, at least, activation of a ‘warning alarm’ as soon as threat is detected.

‘Best advice’ is to activate this alarm if unsure, because:

It notifies others and triggers a response

It is not seen as over-reacting

It can be easily upgraded

It may be the most appropriate response in certain situations.

Slide 128

Identify and assess need for evacuationActivate the ‘evacuate now’ alarm when:

An obvious and credible threat has been identified

The potential for greater impact from the cause exists

You believe the situation cannot be contained in the immediate short-term.

Slide 129

Initiate evacuation in accordance with plansAll EMPs must be implemented and followed when an emergency is identified – four basic requirements are:

Activate ‘evacuate now’ alarm

Notify emergency services

Notify internal personnel

Notify and assist patrons.

Slide 130

Initiate evacuation in accordance with plansActivating ‘evacuate alarm’ now may require:

Pushing a button

Breaking glass and following instructions

Verbal notification to another person requesting they activate the alarm.

Slide 131

Initiate evacuation in accordance with plansNotifying emergency services:

Never assume someone else has alerted the emergency services

Plan and prepare:

• Know your EMPs

• Get advice from supervisor

• Know where emergency telephone lists are

• Pay attention to training and drills.

Slide 132

Initiate evacuation in accordance with plansWhen telephoning emergency services to report an emergency or to request assistance – call the emergency number:

State you want to report an emergency

Let the operator guide you regarding information required

Speak clearly & calmly

Do not hang up.

Slide 133

Initiate evacuation in accordance with plansEmergency services operators will want information about:

Location of emergency

Type of emergency

Numbers involved and impacted

Casualties and injuries.

Never delay calling just because you do not have all the above information

Slide 134

Initiate evacuation in accordance with plansWhen reporting an emergency within your workplace:

Follow house EMP protocols

Identify self, position and location

State you are reporting an emergency

Describe the emergency

(Continued)

Slide 135

Initiate evacuation in accordance with plans Give location of emergency

Identify the extent of threat

Identify numbers impacted

Describe relevant factors

State action you believe is needed

Stay until told to hang-up and leave.

Slide 136

Initiate evacuation in accordance with plansProviding assistance to patrons during emergency may involve:

Telephone designated numbers and rooms

Visit nominated areas to verbally advise patrons

Use a megaphone

Knock on guest rooms doors

Inspect and check nominated areas

(Continued)

Slide 137

Initiate evacuation in accordance with plans Escort individuals

Show people where to go

Assist special needs people

Urge people to evacuate

Tell people to leave personal property behind

Place safety of people above protecting assets or saving pets.

Slide 138

Implement evacuation in compliance with plansDetermine relevant environmental factors applying at the time of an emergency to help determine best response:

Determine wind

Verify threat type

Identify location

Count people involved

Consider time, staff, venue resources.

Slide 139

Implement evacuation in compliance with plansWhen implementing an evacuation plan or EMP:

Safety of people must be the priority

Plans must guide action

Discharge assigned responsibilities

(Continued)

Slide 140

Implement evacuation in compliance with plans Never make the situation worse

Seek greatest good for greatest number

Follow chain of command direction

Help others

Put on safety clothing and equipment.

Slide 141

Implement evacuation in compliance with plans Close down items, systems and equipment

Apply skills to avoid panic and maintain calm:

• Do not panic

• Speak clearly with authority

• Do not yell

• Exude confidence

(Continued)

Slide 142

Implement evacuation in compliance with plans Provide clear instructions:

• Use simple words

• Give brief commands

• Use sign language

• Repeat yourself

• ‘Show and tell’

(Continued)

Slide 143

Implement evacuation in compliance with plans Secure premises – when safe and appropriate:

• Remove property from threat

• Rescue personal belongings

• Prevent access to area

• Stand guard

(Continued)

Slide 144

Implement evacuation in compliance with plans Activate Command, Control and Communications room

(CCC room):

• Arrange furniture and equipment

• Set up, test and verify systems

• Distribute comms units

• Advise emergency services of CCC room

(Continued)

Slide 145

Implement evacuation in compliance with plans

• Capture required internal documentation

• Contact relevant personnel

• Record action

• Plan responses

(Continued)

Slide 146

Implement evacuation in compliance with plans Advise CCC room:

• Report location

• Advise action taken

• Notify progress

• Notify changed circumstances

• Request assistance

(Continued)

Slide 147

Implement evacuation in compliance with plans Provide first response:

• When safe to do so

• If trained

• Avoid responses to designated situations

(Continued)

Slide 148

Implement evacuation in compliance with plans Prepare for arrival of emergency services:

• Remove vehicles

• Remove obstructive items

• Usher people away from arrival zone

(Continued)

Slide 149

Implement evacuation in compliance with plans Assist emergency services on arrival:

• Meet services on arrival

• Provide relevant information and venue knowledge

• Follow their directions

• Assist and support their efforts

• Get out of their way if you cannot help.

Slide 150

Implement evacuation in compliance with plansQuestioning CCC directions:

Never blindly obey all directions given

Explain reason for not complying or not wanting to comply

Never put self or others at risk.

Slide 151

Respond to unforeseen circumstances, situations and hazards arising

You must notify ‘changed circumstances’ quickly to the chain of command - ‘changed circumstances’ include:

Changed atmospheric conditions

Numbers involved

New threats

Response results and failures

Patron behavior.

Slide 152


Responses to unforeseen circumstances:

Do not put self in danger

Use common sense

Act swiftly

Adapt existing EMPs

Seek approval for proposed action

Notify CCC about action.

Slide 153

Please

Note


When responding to an emergency situation for which no EMP exists:

Notify others including emergency services

Assess situation

Adapt existing EMP if possible

Involve others

(Continued)

Slide 154

Please

Note


Prioritise the safety of people

Contain the situation – as distinct from ‘responding’ to it

Provide constant communication about the situation.

Slide 155

Please

Note


If people are trapped and or injured:

Do not make situation worse

Communicate details to chain of command

Reassure people

Provide basic first aid

(Continued)

Slide 156

Please

Note

Respond to unforeseen circumstances, situations and hazards arising Secure the area

Clear rubbish and debris

Look for ‘live’ wires

Never enter a confined space.

Slide 157

Please

Note


When responding to a ‘falling debris’ situation:

Advise chain of command about situation

Retreat to safety

Take shelter

Prevent access

Never risk personal safety.

Slide 158

Please

Note


When faced by a ‘lack of information’ situation:

Take action to get information:

• Observe, listen, smell

• Ask

• Use observers

• Monitor systems for information

Use last known information as basis for response

Pass on new information to chain of command.

Slide 159


When faced with blocked (or unusable) evacuation routes:

Remove obstructions – if safe, ask others to help

Use secondary routes

Advise chain of command

Use your venue knowledge to determine an alternative.

Slide 160


Where evacuation assembly points are unsafe:

Using secondary points

Escort evacuees

Notify chain of command

Reassure evacuees.

Slide 161


When faced with a situation where systems or equipment do not operate as expected:

Notify chain of command

Seek replacement item

Persist with what is available

Leave the area if there is total failure of an item or a system.

Slide 162


When conducting evacuations:

Determine type and extent of the emergency

‘Act quickly and make prompt decisions

Be prepared to involve others in making an evacuation decision

(Continued)

Slide 163


Always err on the side of caution

Never put yourself in danger

Notify emergency services and designated internal personnel

(Continued)

Slide 164


Activate alarms

Follow EMPs

Put the safety of people above the security of property and assets

(Continued)

Slide 165


Use common sense

Discharge your responsibilities under the applicable EMP

Assist others where possible

(Continued)

Slide 166


Maintain constant communication with the chain of command

Communicate changed, changing and unforeseen circumstances to chain of command.

Slide 167

Review plans after actual implementationPerformance Criteria for this Element are :

Debrief with staff and wardens

Debrief with emergency services

Revise evacuation plans and EMPs on the basis of feedback

(Continued)

Slide 168

Review plans after actual implementation Disseminate revisions to evacuation plan and EMP

Provide for amended training and drills on the basis of revised evacuation plan and EMP.

Slide 169


All emergency situations merit a debriefing.

Debriefing must be planned:

Identifying dates, time and venue

Identifying participants – internal and external

Preparing agenda

(Continued)

Slide 170


Advising participants of need to attend

Arranging the forum

Reviewing on-site intelligence.

Slide 171

Debriefing in session


The ‘right atmosphere’ must be created for debriefing sessions:

Must be a search for truth

Aim must be to determine cause, not allocate blame

Must be a ‘no blame’ policy in effect

Honesty must not equal loss of job.

Slide 172


Emergency situations can result in the need for an ‘Incident Report’ or similar to be completed by all staff who were involved in the incident.

Reports can be:

Verbal

Written

Combination of both.

Slide 173


Verbal incident reports:

Staff answer questions put to them by management and EMC

‘Supposition’ must be avoided – facts only

Are quick and relatively simple to implement

Usually involve a site inspection

May require a supporting written report.

Slide 174


Written ‘Incident Report’ forms may address:

Facts of the emergency – date, time, location

Names of those involved – staff, victims, casualties

Cause

Evaluation of response

Suggestions for the future.

Complete this report as soon as possible after the event.

Slide 175


Written incident reports may be needed to:

Document the facts

Comply with internal policy

Support an insurance claim

Learn from the incident.

Slide 176


Objective 1 = Define the situation:

Describe it in detail

Locate it

Name those involved

List resources deployed

Identify causes

Determine duration.

Slide 177

Objective 1


Objective 2 = Identify responses:

First and follow-up responses

Response to unforeseen circumstances

Name of respondents

Which alarms were activated and when

What in the EMP worked well and what did not

Environmental and situational factors impacting responses

Communication undertaken. Slide 178

Objective 2


Objective 3 = Evaluation of plans:

Consider logistics

Consider training and drills

Consider ‘Command and control’

Consider factors impacting the incident

(Continued)

Slide 179

Objective 3


Identify positive elements of the plans

Identify aspects for revision

Determine the extent to which the plan met the actual event or incident

Determine why sub-standard performance occurred.

Slide 180

Objective 3


Objective 4 = identifying lessons learned, such as:

Need to revise plans

Need to develop new plans

Need to alter training and drills

Need to buy more/different resources

(Continued)

Slide 181

Objective 4


Need for more or different workplace inspections

Action or planning to prevent recurrence

Need to change chain of command roles and responsibilities

Need to amend evacuation routes and assembly points

Suggestions to enhance or optimise response.

A report is optional.

Slide 182

Objective 4


The staff-warden debriefing is not the forum to discuss:

Individual performance and compliance with EMP requirements

Recognition of effort and or achievement

Legal issues

(Continued)

Slide 183

Debrief with staff & wardens

Media attention

Budget

Loss of property

Operational issues

Insurance.

Slide 184


A debriefing must occur with emergency services after every evacuation or emergency ensuring:

Truth and honesty from the venue

All involved agencies are represented – single agency debriefings, or multiple agency debriefing?

EMC members attend

(Continued)

Slide 185


Findings from internal debriefing are available

Reports from emergency services are available

A tour of the site can be undertaken if required

Coverage of the EMPs in place & used

Responses by venue

Initial notification of the incident to emergency services

Feed back from emergency services on relevant topics.

Slide 186


Facts are compared with reports and internal debriefing

Minutes and notes are taken

Venue provides feedback to emergency services regarding their performance

Coverage of how victims and casualties were treated

A final report if prepared.

Slide 187

Revise plans on the basis of feedbackIn relation to EMPs standard practice is:

Revise EMPs on basis of feedback and reviews where there is a need to do so – never ignore the need for change

Review regularly – every 12 months

Review after significant workplace change

Involve emergency services.

Slide 188

Revise plans on the basis of feedbackBefore commencing revision of EMPs:

Have a sound knowledge of the EMPs

Gain a comprehensive knowledge of changed factors, conditions and other issues warranting a change in EMPs

Know the amendments required by agencies, authorities or other stakeholders.

Slide 189

Revise plans on the basis of feedbackWith EMPs, do not change what does not need changing – legitimate changes may relate to:

Operational changes within plans

‘Cosmetic’ and ancillary changes to plans.

Never ignore a legitimate need for change.

Slide 190

Revise plans on the basis of feedbackOperational changes to EMPs may include:

More detail – to a variety of issues, such as:

• Scope; purpose; action; logistics

Additions, deletions and or amendments to steps, SOPs and or instructions

Alterations to personnel and roles and responsibilities

(Continued)

Slide 191

Revise plans on the basis of feedback Integration of new or different equipment into plans

New or revised evacuation routes

New or revised evacuation assembly points

Amendments to sequence of activities

Provision of links to other EMPs.

Slide 192

Revise plans on the basis of feedback‘Cosmetic’ and ancillary changes to EMPs could include:

Clearer layout

Clearer fonts and larger font size

Revisions to service and maintenance support

Revision to membership of internal emergency groups or committees

Re-scheduling of emergency group meetings

Development of more and or different supporting materials.

Slide 193

Revise plans on the basis of feedbackChanges to EMPs may be subject to ‘version control’ protocols:

To identify the version of the document being used

To identify the date the document takes effect

To identify who prepared the revised document

To identify the file name for the update

To indicate when the revision must be reviewed.

Slide 194

Revise plans on the basis of feedbackWhen updating EMPs remember to:

Remove out-of-date pages when inserting new pages

Double-check plans to ensure they are complete

Archive all ‘out-of-date’ documents.

Slide 195

File Identifier

Name Date created

Version no (eg V1) Date of next revision

Version Control


Items potentially requiring revision and dissemination include:

Site maps

Site plans

Training notes

Evacuation-related public signage and posters

(Continued)

Slide 196


Staff handbook

Individual EMPs

Website

Intranet

SOPs

Checklists, forms, flip cards.

Slide 197


Distribution of EMPs:

May be governed by a ‘distribution schedule’

May require distribution to:

• Emergency services and nominated authorities

• Head office

• Insurers

• Internal staff

• Nominated physical locations.

Slide 198


Changes to EMPs should be accompanied by explanation:

Why changes were necessary

Who recommended the changes

Of the details of the changes

Of the impact of the changes

Of timing

Of support available to staff for the changes.

Slide 199

Provide for amended training and drills on basis of revisionsAmended training and drills:

Are required to support all revised EMPs

Should be recorded

Can include on-site, one-off training

Can feature external agencies or institutions

May use ongoing, workplace training.

Slide 200

Provide for amended training and drills on basis of revisionsDrills following EMP revisions could require:

Introduction of new drills into the established schedule for drills

Amendment to scheduled drills

A new focus for drills

Involvement of different emergency services

Observers

A debriefing session.

Slide 201


When reviewing evacuation plans and EMPs after actual implementation:

Require staff to complete internal reports regarding the emergency situation and use these as part of the basis for debriefing sessions

Actively plan and prepare for the debriefing sessions – set dates and times, venue, invite participants, develop agenda

Participate actively and honestly in all debriefing sessions

(Continued)

Slide 202


Debrief with internal staff and external authorities, agencies and emergency services

Record minutes of debriefing sessions

Aim to identify causes and learn lessons for the future rather than allocate blame

(Continued)

Slide 203


Review and revise evacuation plans and EMPs on the basis of feedback, direction and or recommendations and suggestions as a result of what happened during the actual incident

Revise all items and documents supporting the evacuation plans and EMPs – EMPs are not independent, stand alone documents

Advise stakeholders of changes to the evacuation & EMPs and explain why the changes were necessary

(Continued)

Slide 204


Distribute hard copy revisions to identified internal and external stakeholders

Provide supporting training and drills regarding changes to evacuation plans and EMPs.

Slide 205

Documents

Unit Code: D1.HSS.CL4.10 Slide 1. Plan and conduct an evacuation of premises This unit comprises five Elements : Prepare evacuation policies and procedures