emergency preparedness and response guide

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1 YWCA USA Resource Library emergency preparedness and response guide Note: The procedures and checklist included in this guide can be adapted to meet the existing policies and the needs of local association YWCAs. Soliciting recommendations from local emergency preparedness, fire and police officers is highly recommended. Updated fall, 2014 Adapted from the States of Illinois and Massachusetts Childcare Emergency Preparedness Guides and the Emergency Management Plan developed by New Zealand s Ministry of Education. YWCA West Central Michigan s Safety Assessment Tool is included Please note: this information is presented as a resource, not advice. YWCA resource materials are reserved for YWCA use only and copyright restrictions apply. For the development of any major agreement or plans, be sure to engage appropriate counsel Emergency Preparedness and Response Guide 1 This document is part of the YWCA USA Online Resource Library. Find more resources on the intranet at

2 YWCA Emergency Planning Guide Table of Contents Emergency Planning Overview Emergency Responsibilities Designation List and Contact Form...6 Nature of Emergencies. 7 Emergency Action Overview... 8 Procedures for Sheltering in Place. 9 Lock-Down Procedures.10 Evacuation Procedures Sample YWCA Site Map and Evacuation Areas.. 14 Communication with Guardians Fires: Considerations and Procedures Checklist Missing or Abducted Child: Considerations and Checklist Weather Emergencies: Considerations and Checklist Utility and System Threats: Considerations and Checklist...20 Hazardous Chemical Spills: Considerations and Checklist Bomb Threats: Considerations and Checklist Violent Intruder, Hostage or Potential Hostage Situation, and/or Possible Assault with Weapon: Considerations and Checklist Rabid Animal/Animal Disturbance Considerations and Checklist...28 Serious Injury or Death Considerations and Checklist. 29 Safety Assessment Tool Please note that this guide is designed to address incidents that occur on or near YWCA properties. Specialized practices and training should be added for whose positions include neighborhood or home visits. Emergency Preparedness and Response Guide 2

3 Emergency Planning Overview The YWCA often contains a large number of people, including children, at any given time. Unfortunately disasters can occur without warning, therefore this emergency plan has been developed to protect and render safe all who are at the facility or on the grounds at any time. Simply put, in the event of an emergency YWCA staff members are responsible for the safety of participants, clients, residents, and visitors and for coordinating plans and actions with public safety officials should they become involved. These emergency plans cover the following four areas: prevention, preparation, response, and recovery. Plans are regularly updated with input from personnel and drills are regularly held. Prevention Prevention involves taking steps to reduce the risk and effects of a potential disaster. For every staff member, this process requires looking at the probability of a disastrous event occurring in your program area or elsewhere in the facility. Study walks around your area should be frequent to sight any apparent changes in the structure which could create a disaster due to heavy winds, snow or rain. No matter their position, all staff need to stay continually aware of sources of hazardous materials and identify and report potentially dangerous placements of furniture, fixtures, loose blinds, windows, wall cracks, leaks etc. Vehicles also need to be checked on an ongoing basis. Supervisory staff for the facility regularly employs the organization s Risk Management Checklist to help ensure adequate levels of protection throughout the facility and grounds. (also included in the YWCA USA Online Resource Library: Operations Policies Section) Preparation Everyone has a role in emergency planning and responding. Keywords are: Plan Practice Communicate YWCA staff and program volunteers are responsible for the safety of all who are in YWCA facilities and/or on its properties, and are expected to coordinate actions with each other and in conformance with the established protocols and procedures. Preparation for emergencies involves having a well thought out plan that is practiced through the conduction of drills. To this end, staff members are expected to: Overall: Know that the first consideration in any unforeseen and/or emergency situation is the safety of all in the building and on the grounds. Know identified in-facility exit routes, property and neighborhood shelter areas and procedures for emergency situations. Regularly conduct drills to familiarize program participants with general emergency procedures and teach participants evacuation routes using developmentally appropriate language. Use different emergency scenarios during each drill to keep staff familiar with their responsibilities during an emergency event. Critique the drill, identify opportunities for improvement and make suggestions to your supervisor for modifications. The administrative office maintains records of all drills and critiques. Emergency Preparedness and Response Guide 3

4 Communications: Know the established communications protocols for each emergency situation, especially about how warnings depend on each situation and will be communicated throughout the building and grounds. Keep parents and participants informed of the emergency plan and revisions. Ensure that all rules and regulations concerning communication with and the release of children to guardians are followed. Make plans for extended hours of operation in the event that parents cannot pick up their children. Staying Safe and Available: Know the Dos and Don ts, e.g. Don t operate electrical switches in the event of flooding or fire. Participate in CPR, first aid and emergency situation training during their orientation and be familiar with their role and responsibilities in an emergency or disaster Have an emergency home plan with contact numbers and personal emergency provisions (in a backpack) at the facility in case they are not be able to leave the facility to attend to their own families in the event of a YWCA emergency. Materials and Supplies: Responsibilities and methods and for keeping information current and protecting the information and crucial documents in an emergency evacuation. How the facility is to be notified by municipal/government agencies of an outside disaster/emergency. Prepare and have at the ready: (supplies should be easily accessible at or on the way to each designated shelter or evacuation area) -Battery powered radios, (inc. 2-way) flashlights and new batteries -Cell phones, charged and ready, battery operated radio, whistles -Water and emergency food supplies for at least 48 hours -Blankets-(clean and wrapped) -If children are often at the facility, boxes of books, magazines, paper, pencils/crayons, and toys -Box with duct tape, scissors, paper supplies including toilet paper, wet wipes, paper towels, and diapers, if applicable These areas of work can be assigned to an applicable staff member and/or department for development and upkeep. A master list with all the designee information should be kept in (at least) two protected, easily accessible locations. Remember, during an emergency all will react exactly as they have been trained. Practice gives everyone confidence to know what to do. Emergency Preparedness and Response Guide 4

5 Recovery Period In the event of major damage to the facility, how quickly recovery and restoration of operations occurs has much to do with pre-emergency planning and establishment of support agreements and prevention efforts to lessen vulnerability. For example, administrative staff have arranged the following: A backup system for computer files to assist in getting back to business as usual. A list of vendors who can provide critical repair or replacement services.. Arrangements for an alternate location until the facility is safe again for operation Plans for engaging mental health counselors, if need be, to help those having difficulties coping during the emergency aftermath. Damage assessment and insurance reporting processes Repair prioritization according to restoration needs, recordkeeping of all damage related expenses. Involvement of participants and families in restoration activities where possible to provide closure to the disruptive event and return to normal activities. Response We respond to emergency situations as outlined and rehearsed, and follow the advice and guidance of officials in charge.. Summary Assistance with this plan has been obtained through contact with local emergency services agencies and governmental offices e.g. local law enforcement, local fire department and the local chapter of the American Red Cross. Also, we strive to stay in touch with our neighbors and community partners to discuss mutual aid and safe emergency shelter in the case of evacuation. Keeping the emergency plan updated, keeping staff, volunteers, participants, and residents well informed, and staying ready, willing and able to carry out their responsibilities in the event of an emergency are priority goals for YWCA operations. For all staff members: be sure to provide ideas to improve the plan, drills, or the plan s implementation. YWCA emergency procedure details are to be shared only among staff and volunteers For added detail and workplace safety samples and checklists, go to: or Emergency Preparedness and Response Guide 5

6 Responsibility Designation List for Emergencies In the event of an emergency staff (position or person) designated for each major responsibility are as follows: This information is posted in locations that are easily accessed by staff. Person responsible for making the call to 911: Primary: Back Up: Person to call for and lead a Shelter in Place, Lockdown or Evacuation process. Primary: Back Up: Person responsible for closing windows and doors before evacuating (if safe) Primary: Back Up: Person responsible for shutting off electrical/water/other applicable systems (if safe) Primary: Back Up: Person or persons responsible for evacuating disabled participants Primary: Back Up: Person acting as searcher to ensure that everyone has left the building and responsible for checking restrooms, vacant rooms, storage areas, and other spaces. Primary: Back Up: Person responsible for ensuring all participants, staff, and visitors are accounted for. Primary: Back Up: Person responsible for keeping and bringing the accurate and up-to-date building attendance list Primary: Back Up: : Person responsible for carrying off-site the emergency supply pack(s). Primary: Back Up: : Person responsible for ensuring that the first aid kit is present. Primary: Back Up: Person responsible for providing first aid/leading first aid efforts and dispensing medications if needed. Primary: Back Up: Person responsible for taking off-site the emergency contact information for all participants and staff. Primary: Back Up: Person responsible for organizing and documenting releases/departures at the designated pick-up point. Primary: Back Up: Emergency Preparedness and Response Guide 6

7 Nature of Emergencies Depending on the nature of the emergency, there are five types of protection/evacuation procedures Causes for protection/evacuation procedures needing to be implemented include but are not limited to fire, bomb threat, intruder, explosion, flood, severe weather event, flooding, toxic fumes, and/or electrical, heat, or structural failure. Delayed Opening/Early Closing The decision to close the facility or delay its opening will be based on the following factors: -The amount of natural light in the facility -The temperature in the facility. -The availability of heat, water, and/or food -The risk to the health and well-being of participants, residents and staff Sheltering- In-Place and Lock Down: Keeping all who are in the building in place inside the building and securing the facility in the event of an emergency. Examples would be a tornado warning, shooting, explosion or other threat outside of the building. On-site Evacuation of Facility: Movement of those who are in the building and likely be affected by an emergency and relocating them to other areas on the property or an adjacent property. Off-site Evacuation of Facility and Property: Movement of those likely to be affected by an emergency out of the facility and property to a designated shelter. An example of the need for an off-site evacuation is a situation that makes the YWCA building unsafe, unsanitary, and/or unhealthy that is not likely to be remedied within a short period of time (hours). In the event of a major environmental hazard that necessitates a large evacuation such as several neighborhoods due to a large nonconfined hazard, a local government agency will likely determine the mass shelter location. Emergency Preparedness and Response Guide 7

8 Emergency Action Overview While every event is unique, there are some basic steps to follow when responding to any emergency, which are outlined below Event occurs Assess Assess impact impact on on occupants, building, school/ece property Depending on the event Call Emergency Services: Respond Notify to event the supervisor Consider on need duty for as outlined Call in this 911 evacuation plan. Determine need for action Notify the Principal and Take appropriate action staff -Delayed Opening/Early Closing See -Shelter in Place event-specific -Lockdown checklists -On-site Evacuation -Off-site Evacuation Notify the Follow event-specific Manager plans if: / - A Principal bomb threat - and Violent all intruder staff - Trespasser - Suspicious package Initiate Initiate parent/caregiver evacuation plan if need contact be plan Emergency Preparedness and Response Guide 8

9 Procedures for Sheltering in Place Sheltering in Place is most often used when there is a severe weather event predicted, when there is a threat of violence near the building or on the property, or if the air or environment outside the building becomes unsafe. City officials may call for Sheltering in Place, or the YWCA may call for Sheltering in Place. Designated shelter rooms should have at least ten square feet of floor space per person in order to provide sufficient air to prevent carbon dioxide buildup for five hours and include a bathroom. Shelter in Place procedures include: Weather Response Actions - General Threat Emergency/risk becomes apparent and is reported via Discovered established system. Calls 911 and announces activation of the Sheltering in Place Supervisor on plan. Duty or Additional call(s) are made to utility service providers if need Designee be. Program Leaders Designated Program, Administrative and Facility Staff Designated Facility Staff Supervisor on Duty Before leaving their program or administrative area, staff leaders confirm attendance by conducting a roll call to ensure all participants, residents, volunteers and other staff members are accounted for. Ensure that emergency supplies are available in the designated areas or assign staff to locate and bring emergency supply pack/backpacks with them into the shelter area. Move groups in the facility move to a designated interior room, Take attendance once in the designated shelter area. Check for any injuries or illness and take applicable action. Close and lock all windows and doors and direct group members to huddle in the safest part of the area, under tables, if possible, and away from anything that could break or fall over. For air quality emergencies and once in the shelter area, duct tape all windows and vents. For air quality emergencies, turn off the heating, ventilation, and air conditioning systems and ducts. The facility director or designee continues to monitor the situation via battery-powered radio/cell phone. Gives the All clear signal when conditions are safe, or follows instructions of municipal officials. Emergency Preparedness and Response Guide 9

10 Lock Down Procedures Lock-Down procedures are used in situations taking place in or near the building that may result in harm to persons inside, such as a shooting, hostage incident, intruder, or trespasser. Response Actions - General Threat Emergency/risk becomes apparent and is reported via the Discovered established system. Supervisor on Calls 911 and announces activation of the Lockdown Plan via the Duty or established system. The alert is made using a pre-selected code Designee word. Designated The building entrances are secured to ensure that no unauthorized Facility Staff individuals enter the building. Designated Program, Administrative and Facility Staff Supervisor on Duty Keep participants/residents in program areas or other designated locations that are away from the danger. If a designated shelter area is used, follow instructions above for Shelter-In-Place. Account for all who are in the building in their designated service area and ensure that no one leaves the safe area. Check for any injuries or illness and take applicable action. As long as an intruder is not in the space, remain in the program area, lock the program area or shelter area door. If possible, turn off the lights, cover the windows, and encourage group members to get under desks, behind cabinets, etc. If appropriate, engage in quiet activities until all clear is announced. Monitors the situation, working with municipal officials Gives the All clear signal when conditions are safe, or implements instructions of municipal officials. NOTE: There may be an opportunity to evacuate some participants. The administrator or staff designee notifies the program areas to be evacuated and specifies the route to take out of the building and the designated area for assembly outside. The importance of staff and participants remaining calm cannot be over emphasized. Quick, silent evacuation is the goal. Emergency Preparedness and Response Guide 10

11 Evacuation Procedures In the event of a fire, inclement weather, facility emergency, bomb threat, or any other situation that results in the facility needing to be fully evacuated, all staff adheres to the following plan: Response Actions - General Threat Discovered Emergency/risk becomes apparent and is reported via the established system. Determines state of emergency, calls 911 if need be, determines the need for evacuation and announces activation of the Evacuation Plan if that is the determination, via the established system. The alert may be made using a preselected code word. Supervisor on Duty or Designee The facility director or designated person goes to a visible location to help direct the fire department to the facility. Once the fire department arrives on scene, the facility director or designee establishes contact with the fire department official to discuss what information is needed. Before leaving their program or administrative area, staff leaders conduct a roll call to ensure all participants, residents, volunteers and other staff members are Program Leaders accounted for. Bring attendance list along to evacuation site and if possible, bring along any relevant records that can quickly and safely be accessed. Quickly evacuate all participants and other staff members to the designated safe gathering area away from the building and away from areas that may have falling debris. During the evacuation, participants and staff adhere to predetermined evacuation routes (at least 2 possibilities for each area) as much as possible. However, staff should not hesitate to alter the designated route if it is unsafe. Also, check to see if the coast is clear before moving participants. A roll call of all the participants, residents, staff, volunteers, and visitors in the building is taken to ensure that everyone is out of the building. Staff members are responsible for continuing to account for those in their groups and ensuring that no one leaves the safe area. If there is any threat to those being evacuated at the designated evacuation site an immediate evacuation to a different location is undertaken. When children with special needs are in the facility, assign employees to these individual children for evacuation. Staff keep voice contact at all times, and all staff members should have flashlights and ensure the accessibility of emergency supplies. If any medical attention is required, first aid should be administered. If the situation warrants it, contact 911 again for medical assistance. Under no circumstances should staff to stop for any of their own or participants personal belongings Designated The staff member(s) designated as the Searcher,(s) to the extent that it is safe, Searcher conduct(s) a search of any areas of the building that are behind doors. Designated Facility Staff If safe, all windows and doors in the facility should be shut, and all electrical switches should be in the off position. This should be done while keeping in mind that all in the building need to be evacuated in the shortest time possible. The facility director or designee makes sure no one attempts to reenter the facility until cleared by the fire department. After the danger has passed, designated staff walk through the facility looking for any damage created by the emergency. Facility utilities and systems are tested to ensure that their operation has not been compromised. Emergency Preparedness and Response Guide 11

12 Evacuation Transport Procedures for Childcare Programs Infants - Put up to four non-mobile babies in an evacuation crib or put two infants in rescue packs carried over shoulders of staff or carriers to evacuate. Toddlers and Preschoolers - Gather children in a group and supervise an orderly evacuation to the designated assembly area. Special Needs Children - These children will be assisted by specific staff members who have been trained in their role to evacuate children. Soothing the Fearful: Let the children know that you understand why they are scared. Comfort them, repeat that their parents know where they are or where they may go. Their parents will come to get them as soon as they can. They are safe with you. You will look after them. Encourage the children to talk about their fears. Help them sort out what is real from what is unreal. Encourage them to draw or write about their feelings. Children are less afraid of things that they understand. Return to routine as soon as possible. Parents frequently look to you for advice, so help them understand their children s behavior. Some parents get angry or upset when their children act frightened. Tell the parents that the behavior is natural and will not last. If the child continues to be disturbed for a long period of time, the family may need to seek professional counseling. Off-site Evacuation If the emergency event is of such magnitude that the on-site evacuation assembly areas are unsafe, then employees and visitors will be instructed to evacuate to a designated off-site evacuation assembly area - preferably within walking distance. If an off-site evacuation is ordered, staff must remain at the off-site assembly area until they are released by the emergency coordinator or their designee. Carefully and quickly walk as a group to the designated off-site shelter location and await further instructions. Off-site evacuation area(s) are located at: (fill out and post) Addressing Illness or Injury Staff members should evaluate the situation, and address it when their safety is not compromised. Trained staff responsible for the participant employs first aid techniques. The facility director should also be notified of any major illness or injury and call 911. If the participant has consumed some type of poison, the staff responsible contacts Poison Control at (800) (24 hours) and 911 if necessary. If the illness or injury requires immediate medical attention and a doctor s care, the designated staff member arranges for transportation to the hospital or clinic and accompanies the participant (for children this is done per the instructions of the parent or guardian). The facility director or designee notifies the parent or guardian of the situation and what is being done. The staff responsible for the participant/resident documents treatments and any action that took place in his/her care Emergency Preparedness and Response Guide 12

13 Evacuation Processes at a glance Evacuation from the YWCA building may be required to ensure everyone s safety in an emergency event. In all cases, evacuation procedures need to be planned and practiced. Alarm sounds In Specific Events Tornado: move to designated interior protection area Tsunami - get as high as possible (see Tsunami plan) Teachers: Program Leaders - direct students to evacuate With to rolls predetermined & cell phone, area(s) lead participants - take your to evacuation roll with you area. Contact emergency services Bomb Threat with Bomb threat keep at least Suspicious 100m from Package: area where Move/ package is (see Bomb Threat keep at least plan). 100 yards away. Remember to: - walk calmly and quickly - don t run - check bathrooms etc Following an evacuation Do not return until given clearance to do so Ensure people with special needs are assisted to evacuate At evacuation point, teachers to: At evacuation point, Program Leaders: 1) 1. check Check participants students against with roll roll. 2. Activate back up search plan 2) Manage process for for any missing participants parents picking up their 3. children Ensure that so departures ECE / school are is recorded aware for that participants the child leaving. has 4. been Begin communicating removed safely with (see parents/guardians emergency management as applicable. plan for details) The continuing operation of The continuing operation of programs the school/ece will be determined will be determined by nature of by the nature of the event, the event and the availability with of the resources final decision such made as buildings, by the designated staff, employees supervisor and other resources on duty. The responsibility for deciding whether or not to continue operation following an event rests with: ECEs: The Manager Schools: the Board of Trustees, in consultation with the Principal. Emergency Preparedness and Response Guide 13

14 Sample YWCA Site Map and Evacuation Areas Communication with Parents and Guardians Evacuation Area A Evacuation Area B Evacuation Area C Gas, Water & Electric Shut-Offs Fire Extinguishers First Aid Kits Off Site Evacuation Area: (e.g. High School Track) Communication Plan for Guardians In the event of an evacuation, YWCA staff, using their cell phones, call their designated parents and guardians. Be sure that program rolls carried to evacuation areas include guardian contact information. Emergency Preparedness and Response Guide 14

15 Fires: Considerations No matter how small or large the fire is, call 911 and begin an evacuation immediately. The fire alarm should be pulled as soon as possible and as the evacuation starts Be sure to name the fire location during the call to 911, emphasizing the W in YWCA. Note: For childcare facilities, many states licensing standards require that in the event of a fire, the area shall be evacuated immediately and the children s safety insured before calling the fire department or attempting to combat the fire. Evaluate the situation: Where the fire is located and the size of the fire The nature of the fire - this is key in determining a course of action. Smoke color may indicate the potential danger of the situation as follows: - Yellow smoke may indicate the presence of toxic gases. Evacuation should proceed immediately and no effort should be made to extinguish the flame. - Gray smoke with brown wisps is indicative of any electrical fire. Again, the area should be evacuated immediately, and all should stay clear of the area. - Gray-black smoke is indicative of a primary fire. The first priorities are evacuation of the immediate area and calling 911. Then, a decision can be made about whether or not to try to extinguish the fire. This should only take place if there is no imminent danger, danger of smoke inhalation, no materials that might explode, and only if fire is very small. Extinguishing by a staff member should only be done if the staff responding to the fire has received the proper training. Fire Checklist Use WITH Evacuation Checklist on page 11 Response actions Any staff, upon discovery of a fire, no matter what the size Ring the fire alarm. Call 911, naming the YWCA and the YWCA address. (emphasize YWCA) If trained and safe to do so extinguish the fire. Quickly take attendance, then collect attendance list, emergency checklists, cell phones, and emergency supplies and take participants to the designated evacuation area via the safest route. Walk calmly and quickly and avoid panic. Program Leaders or designees, on hearing the alarm Facility Supervisor Ensure those with disabilities are assisted by a responsible person. Check rest areas, bathrooms and common rooms en-route to the designated exit. Ensure any visitors are included in the evacuation and accounted for once outside Take attendance and locate any missing people in each group. If any medical attention is required, first aid should be administered by a trained staff member. If the situation warrants it, contact 911 again for medical assistance. Ensure all remain at a safe evacuation points until clearance to leave is given. Connects with the firefighting team and informs the supervisor on duty when the all clear signal has been given and it is safe to re-enter the building. Emergency Preparedness and Response Guide 15

16 Missing or Abducted Child/Dependent: Considerations If a child or program attendee cannot be accounted for at any time, a premises search needs to be implemented immediately. Each area where anyone, especially a child, could potentially hide should be searched, as well as the outdoor areas of the property. For children or anyone requiring a guardian onsite: If the child has not been picked up from his/her program, the program director or designee is notified of the problem while a search is conducted. The Lock Down procedure is implemented, and all exits monitored so no one may enter or leave the facility. The staff member responsible for the person calls 911, since he/she will have the best knowledge of what the person was wearing that day, along with other distinctive features. The following information should be written down: -Name, age, height, weight, age, hair color, clothing being worn and other identifying features -The time at which the child was noticed missing -If child abduction is suspected, information about any suspicious vehicles or persons located around the facility should be relayed as well as information about the appearance of the person or vehicle. While the police are en-route to the facility, staff continue to search the facility for the missing person. The program director stays on the facility premises at all times to be the contact person for the police department, as well as the missing person s guardians. The police should be asked by the program director to activate the appropriate neighborhood/city wide alert system. Missing or Abducted Child Checklist Use with the Lockdown Checklist page 10 Response actions Any Staff: information or notification that a child / person is missing Program Leader: if child/person or is found Confirm: that the person had been present during the day, and if so; when they were last seen Designated staff search the buildings and grounds If, after searching the building and property the child/person is not found, notify program leader to call 911, implement Lock Down procedures and arrange for the parent/guardian to be advised. If person is found injured or ill, call for medical assistance if required. Notify program leader to end Lock Down status, assuming a safe situation and call 911 if emergency personnel have not arrived to provide an update. Establish what happened and complete incident report. Call parent/guardian if a run-away or similar situation. Emergency Preparedness and Response Guide 16

17 Weather Emergencies Procedures When severe weather is predicted, the YWCA may consider a pre-storm closing (night before) or closing early. Severe Thunderstorm or Tornado Watches or Warnings The facility director or designee advises all staff of the weather conditions that are approaching. The facility director or designee monitors radio, television, or NOAA Weather Radio for weather updates. Outdoor activities are modified to ensure quick access to the shelter area. If a storm is imminent. outdoor activities are terminated and participants moved to their designated safe locations indoors. (basement interior or ground floor interior for a tornado warning) The facility director or designee turns off all utilities (if time permits and the turn-off can be done safely). Programs may resume after the danger has passed and the building/property is declared safe. Arrangements are implemented for debris removal such as fallen trees. Blizzard/Snow The facility director or designee advises all staff of the threatening weather conditions that are approaching. The facility director or designee monitors radio, television, or NOAA Weather Radio for weather updates. Outdoor activities are modified to ensure quick access to the shelter area in the case of hazardous conditions. Transportation arrangements are made if necessary to move the children and staff to the designated safe location. Earthquake Since there is usually no warning for earthquakes, quick, decisive action is the key to safety. Get the attention of those you are responsible for and give clear and distinct commands. Speak in a calm voice and give the command of earthquake, which is the cue for participants to Duck, Cover, and Hold On: -Inside, instruct people to duck under a desk or table and hold on to the desk or table leg If there aren t enough sturdy pieces of furniture or equipment to get under, take cover next to inside walls, away from windows, overhead light fixtures and tall pieces of furniture which might topple over when the ground shakes. -Outside, keep people away from overhead power lines, trees, unstable/heavy fixtures and overpasses. Duck under only sturdy but light construction fixtures, i.e. playground equipment. -Stay under cover until the shaking stops (at least one minute after). If a fire erupts, follow the Fire Emergency Procedures. The facility director or designee monitors radio, television, or NOAA Weather Radio for updates and informs others. Earthquakes can cause other dangerous problems such as broken gas and electric lines. If a gas leak is detected, alert the supervisor on duty immediately to evacuate the building as quickly as possible. Earthquake checklist follows. Emergency Preparedness and Response Guide 17

18 Earthquake - Checklist Response actions Program Leaders, during an earthquake If indoors: Instruct your group to drop, take cover under a desk or table and to hold onto the legs until the shaking stops Keep away from shelves containing heavy objects and other large items of furniture Keep away from windows Stay indoors until the shaking stops and it's safe to go outside If outside: All stay on the grounds until the designated staff instructs otherwise. Keep away from buildings and power lines Program Leaders, when the shaking stops Facility Supervisor Ongoing operations following the earthquake Ensure your personal safety while checking on those around you - offer help as necessary. If anyone requires medical assistance, call 911 and/or administer first aid. Evacuate if required and/or that is the safer choice. Get staff and attendees away from dangerous areas If the YWCA is located near the coast line or a large body of inland water, be aware of the possible risk of a Tsunami Listen to the radio for instructions from Civil Defense or applicable authority. Turn off the gas if safe to do so. The responsibility of whether or not to continue programs depends on conditions and municipal instructions/restrictions and rests with the on-duty supervisor. Emergency Preparedness and Response Guide 18

19 Flash Flood - Considerations The facility director or designee monitors radio, television, or NOAA Weather Radio for reports and updates. Participants, residents etc. can be moved to higher floors of the building or outside to higher ground, whichever is safer. Staff designees can move records and valuable equipment to higher floors. Chemicals that are in the facility should be checked to be sure that floodwaters will not come into contact with them. Transportation preparations may be needed to move people in the event that an evacuation to another location is required. If evacuation is necessary and time permits, staff members unplug all electrical appliances. If time permits, all loose outdoor equipment should be moved indoors. Water Main Break Call facility maintenance personnel Shut off the valve at the primary control point. Flooding Checklist Use with Sheltering in Place or Evacuation Checklists, pp 9 & 11 Response actions Program Leaders, once flooding is reported or sighted Facilities Supervisor Ongoing operations Check source of the flood and that no one is in danger Determine state of emergency, designee calls 911 if need be, determines the need for evacuation and announces activation, via the established system, of the Shelter in Place (to a higher floor) or Evacuation Plan if that is the determination Move or Evacuate, if required, following established procedures to get to higher ground. If safe to do so, move records and equipment onto higher floors or onto furniture as high as possible If flood is due to burst pipes etc, turn off the water and other utilities at the mains if safe and possible. The responsibility of whether or not to continue programs depends on conditions and municipal instructions/restrictions and rests with the on-duty supervisor. Emergency Preparedness and Response Guide 19

20 Utility and System Threats Gas Leak If a gas leak is suspected or evident, action needs to be taken immediately by pulling the fire alarm, calling 911 and evacuating the building. Do not turn ON or OFF electrical switches. The facility should not be entered by anyone until the fire department announces it is safe to return. Gas leak Checklist Use with Evacuation Checklist, page 11 Response actions Facilities Supervisor, upon suspicion or evidence of gas leak Turn off the main valve Call emergency services 911 If a leak is detected, evacuate the building. If possible and safe to do so open windows to allow the gas to dissipate. Rescue any person in immediate danger but only if safe to do so. If not safe, immediately alert 911 responders to the injury upon their arrival. Call local gas company: Company: Ph: Our account number: Warn others in the immediate neighborhood Do not: operate any electrical switches, including lights or alarms. use cell phone in area where leak is occurring even if outside of building allow anyone to smoke in the vicinity re-enter building or outside area until cleared by authorized personnel Electrical Power Failure In the event of a power failure and if there is no backup generator, contact the electric company. If there is danger of fire, evacuate the facility. If an electrical short is suspected, turn off power at the main control point if safe to do so. Emergency Preparedness and Response Guide 20

21 Hazardous Chemical Spills - Considerations All chemical spills must be treated as toxic and dangerous. They can be in liquid form, solids, powder or gas. The following section is a general response to a hazardous chemical spill in the facility. In general, the most dangerous chemicals located on the premises are locked in a secure location. When handling chemicals, be sure to follow the instructions written on the product. Never mix products together. Evacuate the area immediately where a hazardous chemical has spilled. All staff need to: Avoid turning any electrical switches on or off when exiting the room. Extinguish open flames. Evacuate, in the event of fumes, to an area upwind and uphill from the location of the spill. Avoid containing, touching, or identifying the hazardous material. Avoid attempting to rescue anyone who has passed out due to fumes given off by the hazardous materials spill unless safe to do so. If not safe, immediately alert 911 responders to the injury upon their arrival. Hazardous Chemical Spills Checklist Use with Shelter in Place or Evacuation Procedures pp 9 & 11 Response actions Facilities supervisor, upon becoming aware of chemical spill Program Leaders Notify the supervisor on duty. Facilities director and supervisor determine the need for contacting emergency services via 911 and the need for evacuation If required, announce activation of the Shelter in Place or Evacuation Plan via the established system. Move all people in the vicinity to a safe area: evacuate building if required or, it may be safer to stay indoors and seal doors, windows, other openings and switch off any air intake units. Give appropriate first aid to anyone in contact with the spill if trained to do so and it is safe. Ongoing operations The responsibility of whether or not to continue programs depends on conditions and municipal instructions/restrictions and rests with the on-duty supervisor. Supervisor on Duty Monitors the situation, working with municipal officials Gives the All clear signal when conditions are safe, or implements instructions of municipal officials. Emergency Preparedness and Response Guide 21

22 Bomb Threats Any bomb threat should be taken seriously and treated as a real situation until proven otherwise. Any suspicious packages or letters found/that arrive on the property/inside the building should be reported to authorities. If the threat involves the inside of the building and it is safe to evacuate, do so, otherwise implement Shelter in Place procedures. Evacuation should be to another location as far from the facility as possible. The area that is being evacuated should be searched quickly for information that may be important for the responding law enforcement. Upon arrival of the law enforcement response team, the facility director or designee assists with any questions that the law enforcement response team may have. No person enters the facility until the law enforcement response team has been consulted and the situation has been resolved. Threat by Telephone The staff member taking the call should notify another staff member that a bomb threat is in progress so that the building may be evacuated immediately and 911 called. The staff member talking to the caller should keep the caller on the line as long as possible, recording information as quickly and accurately as possible e.g.: the time the call was received, the caller s exact words, a description of the caller s voice, and If possible, where the bomb is located; when the bomb is set to go off. Written Threat The staff member receiving the written threat should handle the letter as little as possible, and save all materials contained in the letter, to be turned over to local law enforcement authorities. In the event of Weapons of Mass Destruction threat, evacuation to a predetermined location may be called by the local fire, and/or police authorities. In an emergency, evacuation of the facility should proceed as rapidly and safely as possible. If there is reason to suspect that a WMD event has originated nearby, listen to the radio station designated for emergency broadcasts or call 911 for instructions and monitor a battery-powered radio for updates. Bomb Threats Caller Checklist follows. Emergency Preparedness and Response Guide 22

23 Bomb Threats Caller Checklist If phoned, keep calm. Do not hang up. A dialogue with the caller is important as information that may be gleaned from the caller can help assess the current situation and help police with further inquiries. Let the caller talk, ask the questions as the opportunity arises and avoid being confrontational Does the phone number of the caller show? If Yes, what is it?: Questions Answers When is the bomb going to explode? Where is the bomb? What does the bomb look like? What kind of bomb is it? What is the explosive type and quantity? Why did you place the bomb? What is your name? Where are you? What is your address? Exact wording of the threat: The Caller s Gender: Male Female Estimated age: Any speech impediment or identifying characteristics? (specify): Accent, if any (specify): Voice- loud soft etc: Speech fast slow etc: Manner, calm emotional etc: Did you recognize the voice? Yes No If so who do you think it was? Was the caller familiar with the area? Yes No Threat Language Well spoken Incoherent Irrational Taped Message read by caller Abusive Other: Any background noises? Street noise House noise Aircraft Voices Music Machinery Vehicle Other: Call taken Date: / / Time: Length of call: YWCA number call came in to: This checklist for bomb threats should be kept by the phone. Staff who would normally answer the phone should be briefed on the questionnaire to ensure some familiarity with it. Emergency Preparedness and Response Guide 23

24 Violent Intruder, Evidence of Weapon, Hostage or Potential Hostage Situations: Considerations Although considered improbable, the facility may be subject to hostage situations or an assault with a weapon from disgruntled employees, parents/guardians, or terrorists. Bear in mind that the criminals/terrorists may use an explosion to spark an evacuation and wait to take hostages once people move outside. All physical threats made inside or outside the facility must be taken seriously. Included in the YWCA s building access and security procedures is making it clear to all who enter the facility that security policies, restricting visitors to only public areas and ensuring that all visitors are identified and appropriately cleared before they move through the facility are consistently and strictly enforced. The aftermath of a violent intruder incident will require careful management as even in the best case scenario of no one being killed or injured there will likely be traumatized people as well as a possible state of chaos and confusion, disruption, and, media interest. In this event counselors and other assistance will be called for by the administrative office as need be. As a preventative measure, all staff should be vigilant and constantly on the lookout for unusual behavior, persons or things such as: -Unusual, unsolicited deliveries -Individuals hanging around for no apparent reason -Suspicious items left around the outside of the facility Keep in mind that an unwelcome intruder may be a relative of a staff member or volunteer, a YWCA current or past employee, client, resident or other person who has or has had a relationship with the YWCA. In the event of a hostage/potential hostage situation and/or assault with a weapon, staff encountering the intruder need to: Treat all verbal threats the same way as physical threats. Remain calm, remain polite and exude a watchful but accommodating attitude Pay attention to the intruder(s) to try to get details of what they want, follow their instructions and accommodate them as long as it seems safe to do so. Minimize any danger - do not resist, do not try a rescue. Do not physically restrain or block the intruder s movement. Other staff need to: To the extent possible, provide as much information as possible to the police when they arrive. Separate, if possible, those involved in the altercation while taking appropriate actions to insure the safety and well-being of all present, e.g.: activating Shelter in Place, or an evacuation. If a potentially violent individual gains access to the facility and leaves: When the individual leaves the premises, note their car make and model, license plate, and the direction of their travel. Log the information and report the incident to police. Note: If the individual is leaving and taking a child or staff member, it is sometimes better to let the individual leave rather than prompt a confrontation that would increase the risk of injury. Emergency Preparedness and Response Guide 24

25 If a potentially violent individual gains access to the facility and remains: If safe to do so, try to isolate the potential aggressor from as many others as possible. If the individual has entered a program area, seek to draw them into the least utilized portion of the room. Remain calm and be polite. If one or more staff members are with the potentially violent individual, other available persons should direct unaffected program areas to move to locations around the facility that are farthest from the incident point. This selective evacuation should precede room-byroom and as orderly and quietly as possible, being careful to use routes not visible to the incident point. Once the police arrive they will take over the situation, negotiate and dictate further movements. If a decision is made to relocate to the alternate site while negotiations go on, follow the appropriate evacuation procedures. Checklists follow Emergency Preparedness and Response Guide 25

26 Trespasser on the Grounds Checklist Use with Shelter in Place or Evacuation Procedures pp 9 & 11 Only follow this process if it is clear that the trespasser does not come under the category of Violent Intruder (for this process, see following page). Trespassing is where a person enters the building and/or grounds and either: does not have permission to be there, or their behavior is such that the YWCA would not give permission for them to be there. Response actions Staff encountering the trespasser If the trespasser refuses to leave when requested Follow-up actions Notify the supervisor on duty of the description, location and activity of the trespasser. Assess the nature of the trespasser: benign or aggressive (if aggressive follow the violent intruder process). Ensure that program areas are kept secure. Greet the trespasser, advise them who you are, and ask them why they are there. Whenever possible, ensure that you have a colleague with you. If the reason for the visit appears legitimate, call the staff member with whom the person says they have an appointment and have them come to the reception area vs allowing the person to move through the building. If the reason for the visit is not legitimate, explain that they need to leave the premises. If the person leaves the building and property when requested they are no longer considered a trespasser. Explain that staff are required to call the police when someone arrives without known business to conduct. If the trespasser still refuses to leave use the designated system to alert the building supervisor to call 911. If it is safe, stay with the trespasser until the police arrive. If the trespasser gives any indication of violence calmly walk away to a safer area. (if possible keep the trespasser under observation from a safe distance until police arrive). When police arrive update them on the situation. Ensure the incident is documented and filed (including providing a report to police). Consider: debriefing staff on the incident and assess if the emergency management process worked correctly or needs adjustment. debriefing participants if the incident was a public one to prevent rumors and speculation. Note: If a trespasser refuses to leave when requested, he or she should be told that the police will be called. The police have the option to arrest and charge the person with an offence, however they will assess each incident and take what they think is appropriate action. Emergency Preparedness and Response Guide 26