Manual for Principals and Governors

Writing an emergency evacuation procedure

Writing an Emergency Evacuation Procedure

Introduction

This booklet is aimed at assisting school management to write a suitable and sufficient evacuation procedure for the building(s) they control.

The safe evacuation of people is in all cases the prime consideration. No attempt should be made to fight a fire until the safety of the building’s occupants is assured. Anyone attempting to fight a fire after this prime objective is achieved should only do so without exposing themselves to risk.

The primary legislation that applies is the Health and Safety at Work (Northern Ireland) Order 1978. This order places a general duty on the employer (i.e. EA) to ensure, so far as is reasonably practicable, the health, safety and welfare of all its employees. Employees have a duty to co-operate with their employer in health and safety matters and employers have a further duty to conduct their undertaking without a risk to non-employees (i.e. pupils/students etc).In addition there is a specific requirement under The Fire Safety Regulations (Northern Ireland) 2010 to establish appropriate procedures to be followed in the event of serious or imminent danger to relevant persons from fire.

Considerations in emergency evacuation procedures

The following are component parts of an organisation’s evacuation procedure: -

Emergency evacuation alarm systems

Evacuation procedure

Evacuation drills

Induction

Duties of key personnel

Evacuation of disabled persons

Fire prevention

Records

This booklet contains advice on the formulation and operation of the right key areas listed above.

Emergency evacuation alarm system

Alarm systems consist of two main types – manual and automatic.

Manual systems include the following: -

Hand bells

Wall mounted hand operated bells or sirens

Electrical systems linked to the activation of glass break points and a central control panel

Automatic systems are similar to the electrical system but contain additional features such as heat and smoke detectors or radiation flame detectors. They may also be linked to a sprinkler system and automatic closing fire doors. Whichever system is in operation in your premises you should familiarise yourself with its operation.

Testing of system

The alarm system should be tested (after or before normal working hours) once a week by a competent person, i.e. it should be test activated from different points in the premises. It should be audible from all points within the building.

System battery units

The alarm system back up battery units (and those of the emergency lighting where fitted) should be examined weekly by a competent person and tested periodically by a board approved electrical contractor.

Potential emergency situations

The prime emergency situation that normally requires evacuation is FIRE.

The recognised tone for a fire alarm is continuous bells or siren. If for whatever reason your system signals in any other way this should be brought to the attention of all concerned.

What should your procedure state?

Your evacuation procedure should state: -

Whether your alarm system is bells or siren. Whether it is continuous or intermittent noise. How to activate it. If it is linked to smoke detectors etc. The requirement for someone to dial 999 to call the Fire Service. This should be

carried out manually by a nominated person, even if the alarm system is designed to summon the Fire Service automatically.

Evacuation procedure

FIRE

Fire is the most likely cause of emergency evacuation in most premises. A simple written procedure should be formulated to deal with it. It should be clear and unambiguous. Brevity means that it can be produced in placard form (A4) and posted in offices, classrooms, corridors etc.

The procedures should be printed on a commercially produced sign meeting BS 5499 Part 1:1990 Requirements for Fire Safety Signs. Examples of fire action notices are given below.

NOTE

1. Employees/pupils should be told or shown how to activate the alarm.

2. It should be explained that the Fire Brigade should only be contacted away from the immediate danger.

3. The fire should only be fought if it is small enough to be controlled and the person(s) involved is in no danger.

4. All exits from the building should be pointed out to staff/pupils within their first week in a building.

5. The reason for closing doors should be explained during induction training.

6. The assembly point should be indicated to staff/pupils within the first week of using a building.

Assembly points

The assembly point(s) to be utilised in the event of any premises evacuation should meet the following criteria: -

Large enough to cope with the occupancy of the building.

Far enough from source of risk to be safe.

Provide no prospect of evacuees inadvertently interfering with the work of the emergency services.

Evacuation drills

All drills should be held without prior warning at least once every term.

‘Notional’ danger areas should be closed off prior to the drill to exercise staff/pupils in the use of alternative means of escape.

Drills should be carried out at different times of the day to monitor potential problems relating to the time and enable them to be remedied prior to a real emergency, e.g. lunch times etc.

Where possible all staff/pupils should be accounted for at the assembly point. Where this is not possible the building should be ‘cleared’ by nominated fire marshals.

A record should be kept indicating the following: -

Date

Time

Evacuation time

Number of participants

Remarks

Signature

This should be kept with the building’s fire logbook.

Induction

Health and safety forms a significant component part of any induction training system. Fire safety and emergency evacuation procedures should be included in any induction programme. This part of the induction programme, for new staff in the work place or new students in schools, should include the following: -

Conducted tour of building indicating items worthy of note, e.g. emergency exits, break glass points, alternative routes, assembly point(s) etc.

Fire warning system. The system should be explained with a demonstration of the audible warning. The use of continuous rings and intermittent rings should be explained if applicable.

All means of escape should be indicated to building users. They should be signed appropriately to aid identification.

Action on discovering a fire should be explained to staff/pupils and their attention should be drawn to the ‘Fire action’ placards on display.

Location of fire fighting equipment should be pointed out to those taking part in the induction course. This can be done during the conducted tour. It is unlikely that training in its use will be available at the induction stage.

Fire drill systems should be explained e.g. frequency of drills, target evacuation times, action at assembly points etc.

The policy in relation to smoking at work should be explained and a copy of the policy made available to staff (or pupils in the form of school rules).

Out of bounds, or restricted areas, should be indicated to those who will use the building. An explanation of why there is restriction would be helpful in most cases.

A brief outline of good house keeping practices that aid emergency evacuation should be given, e.g. keeping corridors and emergency exits free from obstructions etc.

The reasons why fire stop doors should be kept closed during normal occupation and while evacuating the building should be explained.

A warning that all breakdowns or faults in the emergency evacuation system or procedures should be reported immediately to management for investigation and remedy.

The above listed are key items to be covered in relation to the evacuation procedures. They are interrelated and could be adequately covered in a 45-minute training session (including 15 minute conducted tour).

Duties of key personnel

To ensure safe evacuation it will be necessary to appoint individuals who normally work on premises to specific roles in the event of any emergency situation. The roles are:

Evacuation controller Fire marshal

Other members of staff in specific functions have also key roles to play in an emergency evacuation. They are: -

Receptionist Security personnel Supervisory officers Principal & teachers in school

The need to have all the above mentioned roles involved depends on: -

The size of the premises. The numbers who work there. The nature and use of the premises.

An organisation will take these factors into consideration when carrying out the fire risk assessment on their premises. The numbers of people involved with specific duties in the emergency evacuation will depend on this risk assessment.

For example

In a small two classroom school the role of evacuation controller and fire marshal could be taken on by the principal.

A larger secondary school would require a formalised structure with clearly defined roles and job descriptions for emergency personnel.

The job descriptions should reflect the following: -

Responsibilities in an emergency situation.

Key duties.

Extra duties outside emergency situation.

Sample job descriptions

Evacuation controller

1. Ascertain circumstances early on in emergency, i.e., is it a fire, where is it? Etc.

2. Report to assembly area and await reports on evacuation, i.e. who is missing and where they are likely to be located.

3. Assume control of situation until emergency services arrive.

4. Report numbers and possible location of missing persons to the emergency services.

5. Responsibilities outside emergency situations include: -

A. Providing leadership to fire marshals.B. Ensuring that appropriate fire safety training takes place as specified.C. Ensuring that regular fire safety inspections are carried out.

Fire marshals

1. Ensure that the alarm activation is met with the appropriate response, i.e. that people actually evacuate.

2. Ensure that their area of control is evacuated promptly and safely.

3. Ensure that all toilets and stores are evacuated.

4. Ensure that no one uses the lift and that no one is trapped in the lift.

5. Ensure that visitors, members of the public, less able bodied or physically impaired people evacuate safely with the staff. Assistance should be rendered where required.

6. Contain a small fire within their area of control. If this is not possible, safely evacuate with staff.

7. Responsibilities outside emergency situations include:

A. Fire safety inspections including fire extinguishers.B. Advice to staff/pupils on fire prevention.C. Promulgating the premises fire safety policy and procedure.

NOTE: The fire marshal should be one of the last people to leave the building in an emergency situation.

Selection of evacuation controller and fire marshals

Staff selected for those parts should be mature, competent and physically fit.

The largest part of their working day should be spent ‘on-site’ if they are to be effective.

Named deputies should be appointed to cover absences etc., and be given the same level of training.

Continued competence in these roles can only be achieved by training and regular drills.

Evacuation of disabled persons

Many buildings are designed, and older ones modified, for ease of access of disabled persons. While this facilitates disabled persons during the normal work situation it does not always follow that the emergency evacuation of disabled persons will be problem free. The following factors should be considered in any evacuation procedure that involves disabled or sensory impaired persons.

The particular disability or sensory impairment of employees/pupils should be taken into account.

Lifts, unless they are specified emergency lifts, should not be used in an evacuation.

Where stairs have to be negotiated a wheel chair user may have to be carried in an “Evac chair”. Able-bodied persons require training to be able to do this safely.

Mentally ill or handicapped persons should be assisted by another member of staff.

A sighted person should lead a visually impaired person to safety staying with them until the emergency is over.

Colleagues should alert those with impaired hearing on the activation of the alarm system if it is audible only, i.e. if there are no flashing lights incorporated into the alarm system.

Those with less obvious disabilities e.g. victims of strokes, heart attacks, epilepsy, poor sight or hearing and women in the late stages of pregnancy may require assistance in an emergency evacuation.

Where stairs have to be negotiated emergency evacuation chairs can be used to evacuate disabled persons by staff that are trained in their use. Their use, however, should be with the prior agreement of the disabled person who has to sit in the chair. Care should also be

taken to ensure the able bodied evacuate down the stairs before the evacuation chair or a dangerous ‘bottleneck’ could occur.

Fire prevention

The objective of any fire safety policy is the prevention of fire. If this objective is achieved there is little likelihood of a ‘real’ emergency evacuation due to fire. This objective can be achieved by applying the following regime: -

The test and inspection of all electrical appliances to BS 7671:1992 (Portable Appliance Testing)

The reduction of the risk of electrical ignition where there are flammable dusts, vapours, liquids or gases.

The testing, to BS 7671:1992 standard, or prohibition of all personal electrical appliances in the work place.

The avoidance of all temporary electrical connections.

Ensuring the competence of all people carrying out electrical work on the premises.

The clearance of space around all electrical switchgear, lights and appliances that are sources of heat.

The disconnection of portable appliances at the end of each day if their continued operation in not required.

The housekeeping throughout the premises should be of a high standard with a maximum use made of proper storage facilities.

Only suitable stores should be used for storage not boiler houses, switch rooms or oil storage areas.

Refuse and waste should be stored, preferably externally, in lockable bins or secure storage areas.

Flammable liquids should be stored in purpose built stores or cabinets. No other storeroom or cabinet should hold more than 50 litres of flammables.

Letterboxes should be fitted with an enclosed metal container to prevent arson.

Protection against arson can be enhanced by control of perimeters and appropriate security procedures.

Hot work, e.g. wielding by contractors etc, should be controlled by a ‘permit to work’ system where the controller of premises authorises it to take place under strictly controlled conditions.

Fire stop doors should be kept closed at all times.

This is not an exhaustive list. The fire risk at each site should be identified by a fire risk assessment and controls appropriate to the risk should be implemented. The list previously mentioned should aid the assessment.

How fire starts

For a fire to start the following factors need to be present: -

Fuel: i.e. something to burn.

Air: oxygen to feed the fire.

Heat: i.e. a hot source of combustion

How to extinguish a fire

If fuel, air or heat is removed a fire will be extinguished or will not happen in the first place. Fire is therefore extinguished by: -

Starving: i.e. removing the fuel.

Smothering: i.e. removing the oxygen.

Cooling: i.e. removing the heat.

Fire fighting equipment

Fire fighting equipment in EA premises consists of the following items: -

Fire hoses Fire extinguishers Fire blankets

The safe use of all these items requires ‘hands on’ training experience.

TYPE IDENTIFYING COLOUR

APPLICATION

Fire hose Paper, wood and other free burning material.

Water extinguisher

Paper, wood and other free burning material.NOTE: not to be used on electrical equipment or burning oil.

Foam extinguisher

Oils, fats, paints and petrol

Dry powder extinguisher

Flammable liquids and gases. Safe to use on all types of fire.

Carbon dioxide extinguisher

Electrical fires.

Wet chemical extinguisher

Cooking oil and deep fat fryer fires. Can also be used on wood, paper or textile fires. Normally used in kitchens.

Fire blanket Flammable liquids in a container.

Each premise should maintain a fire logbook on the site, which contains the evacuation procedure and records of the following: -

Fire Detection Test Record (Weekly)IndicatingDate, Satisfactory (Yes or No), LocationFire alarm, Automatic door release, Automatic detectorsSignature

False Fire AlarmsIndicatingDate, Time, Location, Type, Action Taken, NameSignature

Fire Extinguisher Test Record (Monthly, Annually)IndicatingDate, Location, Inspected or Tested, Results, Details of fault and action taken, NameSignature

Hose Reel Test RecordIndicatingDate, Location, Inspected or Tested, Results, Details of fault and action taken, NameSignature

Sprinkler System Test Record (Weekly)IndicatingDate, Gauges correct, Water levels, Water Motor Alarm, Automatic Pump Start, Diesel Engine Restarting, Details of fault and action taken, NameSignature

Emergency Escape Lighting Test Record (Monthly, Six Monthly, Annually)IndicatingDate, Test of luminaires, Test central battery system, Test generator operating, Test engine of generator operating, Details of fault and action taken, NameSignature

Miscellaneous Equipment Test RecordIndicatingDate, Item tested, Satisfactory, Details of fault and action taken, NameSignature

Fire Instruction RecordIndicatingDate, Instruction duration, Person receiving instruction, Nature of instruction, NameSignature

Fire Drill RecordIndicatingDate, Nature of drill, Person/section taking part, Evacuation time, Details of deficiencies and action taken, NameSignature

Fire Safety Inspection VisitsIndicatingDate, Inspecting Officer, Inspecting Officer Signature, Comments

Each premise should draw up a set of record forms using the above headings. A sample Northern Ireland Fire and Rescue Service (NIFRS) fire log book template is available from the EA intranet. The logbook should be available on site for inspection by EA’s Health and Safety section and the NIFRS.