Environment, Health and Safety Manual – Chapter 04.21: Building Emergency Coordinators

Environment, Health & Safety

Title

Environment, Health and Safety Manual – Chapter 04.21: Building Emergency Coordinators

General

The University has designated an Emergency Coordinator(s) for all of its occupied buildings. Each Emergency Coordinator is responsible for the following items:

1. Before an emergency

Prepare a departmental emergency plan (see attached document: “Emergency Action Plan Worksheet”) which includes:

  1. Designation of the name of the emergency coordinator and alternates (deputies) to represent the department.
  2. Designation of an area away from building (100′ if possible) for key staff to assemble after building evacuation.
  3. Making a Communication Plan (please see Definitions, below) for notifying staff when building re-entry is permitted. This can be as simple as motioning with your hand to evacuated occupants while stating that it is ok to reenter the building.
  4. Compiling an Emergency Information List about building and occupants to be given to the University Sector Commander or the responding emergency response personnel. This list should include but is not limited to:
    1. A list of names and room numbers of building occupants, indicating persons needing assistance in evacuating.
    2. A list of rooms containing hazardous materials, including type and potential maximum quantity on hand.
    3. A list of equipment needing special attention in the event of power disruption. Also, you can include any special actions such as vulnerable areas which must be secured before leaving the building. Keep in mind that your life is more valuable than property.
    4. A list of departmental employees and home telephone numbers.

2. During an emergency

Each Emergency Coordinator is responsible for the following in accordance with University emergency management procedures:

  1. Sweep through assigned area to alert occupants that an evacuation is in process and/or notify occupants that evacuation is mandatory when the fire alarm is sounding.
  2. Help building occupants needing assistance, and notify evacuation monitors, if any, to assist in the evacuation of all persons from the building or your department’s area if occupancy is shared with other departments.
  3. Be prepared to report to the Emergency Command Sector with emergency information contained on the Emergency Information List. This vehicle will display a flashing light-green, blue or red – depending upon which agency is managing the operation.
  4. If possible, assist Emergency Response Personnel in locating necessary areas in building to mitigate the problem.
  5. Account for the employees designated in your area by meeting building occupants at the assembly area, taking a head count, and when necessary implementing the Communication Plan for re-entry. This includes advising building occupants regarding the situation when the Emergency Command Sector recommends it and notifying occupants when re-entry is permitted.
  6. In some cases, the Emergency Coordinator can advise Facilities Services/Physical Plant personnel in clean-up operations.

3. After an emergency

The Emergency Coordinator will often receive evacuation reports from evacuation monitors and report evacuation status to the Sector Commander. Emergency Coordinators and monitors should report as much information as possible to EHS Fire Safety in an effort to improve future evacuations in their building.

These duties are also described in the online Annual Emergency Coordinator Training.

Definitions

  • Communication Plan is defined as how an Emergency Coordinator decides on notifying building occupants to re-enter the after the Emergency Response Personnel have determined that the building is safe to re-enter. Hand signals or verbal notification can be used.
  • Emergency Information List can be made by hand using notebook paper, or done on a computer and printed out. It can consist of anything the Emergency Coordinator feels is important to note during an emergency including the aforementioned items.
  • Emergency Command Sector also includes (Emergency Response Personnel) and consists of any of the following three agencies: Environment, Health and Safety, Campus Police, and/or Chapel Hill Fire Department; who will work together or separately to provide mitigation in the event of a campus emergency.

Contact Information

Primary Contact

If you are an Emergency Coordinator for your building or department, or if you are interested in becoming one, call a fire safety professional at 919-962-5507 with Environment, Health and Safety.

Contact Environment, Health and Safety for the name of the Emergency Coordinator for your building. Thank them for contributing to your safety.

Back to Chapter 04.20 – Tents/Canopies Permit

Proceed to Chapter 05.01 – Industrial Hygiene Program Requirements

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