EMERGENCY PROCEDURES

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EMERGENCY PROCEDURES
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Overview

• Fire Evacuation Procedures
• Bomb Threats
• Natural Disasters
• Utility Failures
• Medical Emergencies
• Violence or Threatening Situations
• Biohazardous Accidents

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SATELLITE OFFICES

• Not all listed procedures will apply to satellite
  offices (i.e., designated safe places, etc.)
• Separate instructions will be included for those
  locations

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FIRE EVACUATION PROCEDURES

• FOR LARGE FIRES
• Pull fire alarm call 911
• Alert others in the building. Use intercom, if
  possible.
• Evacuate building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

• FOR SMALL FIRES
• Close office doors
• If Preschool is in session, designated staff
  (and/or alternates) proceed to classrooms to help
  the children to exit the building
• Leave by the nearest exit and avoid the fire area
• Proceed to the area across the street in order to
  allow access to the building for emergency
  personnel and vehicles. Signal traffic to stop
  while everyone is crossing the street.

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FIRE EVACUATION PROCEDURES

• FOR MOBILE MAIN OFFICE WHEN PRESCHOOL IS NOT IN
  SESSION
• Employees will proceed to the Emergency Meeting
  Location (parking lot across the street from the
  UCP building), using caution when crossing the
  street. The Administrator on Duty will take a
  head count to determine if everyone has left the
  building. The Administrator on Duty will be
  responsible for reporting to the Fire Department
  personnel whether any employees may remain in the
  building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR MOBILE MAIN OFFICE WHEN PRESCHOOL IS IN
  SESSION
• Following announcement of a fire, all employees
  must close office doors, and all except the
  Administrator on Duty must proceed to the
  Preschool classrooms immediately. Preschool
  teachers will assign each child to one or more
  adults to assist in evacuation. Preschool
  teachers will supervise all UCP employees in
  evacuating the preschool students.
• Teachers will begin the evacuation procedure by
  removing non-ambulatory children from standers,
  chairs and positioning equipment, laying them on
  the floor. Once staff members have arrived at
  the preschool classrooms, teachers will assign
  children to one or more UCP staff employees.
  Each child will be assisted out of the building
  with an adult, and no child will be left
  unsupervised. Once each child has been assigned
  to an adult and successfully evacuated, teachers
  will evacuate the building. As the situation
  permits, teachers will bring class rolls and
  necessary student equipment and medication with
  them upon exiting the building.

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FIRE EVACUATION PROCEDURES

• FOR MOBILE MAIN OFFICE WHEN PRESCHOOL IS IN
  SESSION
• If any structure at the main office location of
  UCP of Mobile is rendered unusable or
  uninhabitable, administration and/or program
  services will temporarily be provided at Mobile
  Association for the Blind (2440 Gordon Smith
  Mobile, AL 36617). In outlying areas, where our
  services are community-based, employees will
  temporarily work from their homes, except Troy
  Supported Employment, until other properties can
  be identified to house employees. The staff of
  Troy SE will work from the Pike Area Career
  Center.
• If buildings at Mobile Association for the Blind
  are also rendered unusable or uninhabitable, UCP
  staff and services will operate out of North
  Baldwin Infirmary, located at 1815 Hand Avenue,
  Bay Minette, AL 36507.

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FIRE EVACUATION PROCEDURES

• FOR ADULT SERVICES BUILDING
• Pull fire alarm call 911
• Alert others in the building. Use intercom, if
  possible.
• Close office doors and report to the Adult
  Activities Area.
• Personnel will begin by removing non-ambulatory
  adults from the area and moving outside the
  building.
• Each adult will be assisted out of the building
  and led to the Emergency Meeting Location (down
  the west end of the sidewalk past Buttercream
  Dreams)
• The Administrator on Duty will take a headcount
  to ensure that everyone has left the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR MCINTOSH LOCATION
• Pull fire alarm call 911
• Alert others in the building. Use intercom, if
  possible.
• Close office doors.
• Leave by the nearest exit and avoid the fire
  area.
• Proceed to the area in front of the building and
  ensure that everyone has left the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR TROY CHARLES HENDERSON LOCATION
• When alarm sounds, dial 911 to notify the Troy
  Fire Department stating this is _____ at the
  Charles Henderson Child Health Center. We have a
  fire alarm reporting a fire. The call to the
  Fire Department will be simulated if the alarm is
  a practice drill.
• Announce over the intercom Please leave the
  building. Walk, do not run. The staff will help
  you. Please leave the building.
• Assist persons in waiting room to exit via the
  glass doors. Check both restrooms.
• DO NOT USE THE ELEVATORS AND PREVENT ANYONE ELSE
  FROM USING THE ELEVATORS.
• Close office doors.
• Leave by the nearest exit and avoid the fire
  area.
• Proceed to the area in front of the building and
  ensure that everyone has left the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR THE ANDALUSIA LOCATION --
• Following announcement of a fire, all employees
  must close office doors and proceed to the
  Emergency Meeting Location (parking lot in front
  of the building or the lot in the back of the
  building), using caution when exiting the
  building. The Administrator on Duty will take an
  office head count to determine if everyone has
  left the building. The Administrator on Duty
  will be responsible for reporting to the Fire
  Department personnel whether any employees may
  remain in the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR THE AUBURN/OPELIKA LOCATION
• Following announcement of a fire, all employees
  must close office doors and proceed to the
  Emergency Meeting Location (parking lot in front
  of the building), using caution when exiting the
  building. The Administrator on Duty will take an
  office head count to determine if everyone has
  left the building. The Administrator on Duty
  will be responsible for reporting to the Fire
  Department personnel whether any employees may
  remain in the building
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR THE MONTGOMERY LOCATION
• Following announcement of a fire, all employees
  must close office doors and proceed to the
  Emergency Meeting Location (parking lot in front
  of the building), using caution when exiting the
  building. The Administrator on Duty will take an
  office head count to determine if everyone has
  left the building. The Administrator on Duty
  will be responsible for reporting to the Fire
  Department personnel whether any employees may
  remain in the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR THE ROBERTSDALE LOCATION
• Following announcement of a fire, all employees
  must close office doors and proceed to the
  Emergency Meeting Location (parking lot in front
  of the building), using caution when exiting the
  building. The Administrator on Duty will take an
  office head count to determine if everyone has
  left the building. The Administrator on Duty
  will be responsible for reporting to the Fire
  Department personnel whether any employees may
  remain in the building
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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FIRE EVACUATION PROCEDURES

• FOR THE TROY-VR LOCATION
• Following announcement of a fire, all employees
  must close office doors and proceed to the
  Emergency Meeting Location (front parking lot of
  the Charles Henderson building), using caution
  when exiting the building. The Administrator on
  Duty will take an office head count to determine
  if everyone has left the building. The
  Administrator on Duty will be responsible for
  reporting to the Fire Department personnel
  whether any employees may remain in the building.
• DO NOT RE-ENTER THE BUILDING UNTIL GIVEN
  PERMISSION BY THE FIRE MARSHALL OR ADMINISTRATOR
  ON DUTY.

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TORNADO PROCEDURES

• If Preschool is in session, designated staff
  and/or alternates proceed to take children to the
  interior classroom.
• All staff proceed to the nearest interior office
  or room.
• Lie down or crouch on the floor.
• After the storm is over, check for missing
  people.
• Evacuate the building.

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BOMB THREATS

• May be received by either telephone or written
  message
• The President / CEO will evaluate the validity of
  the threat.
• The decision to evacuate the threatened buildings
  or shut down utilities will be made by the
  President / CEO based on the validity of the
  threat.
• Satellite offices would need to contact the local
  authorities and follow their instruction.

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TELEPHONE BOMB THREATS

• STAY CALM!
• Attempt to keep the caller on the line as long as
  possible to permit tracing and to gather
  information.
• Record exact words using the Bomb Threat Call
  Checklist
• Attempt to determine sex, age, attitude and
  motives for his or her actions

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BOMB THREAT CHECKLIST

• BOMB THREAT CALL CHECKLIST
• Questions to Ask Exact Wording of the Threat
• When is the bomb going to explode? _____________
  _____________
• Where is it right now? ________________________
  __
• What does it look like? _______________________
  ___
• What kind of bomb is it? _______________________
  ___
• What will trigger it? _________________________
  _
• Did you place the bomb? ________________________
  __
• Why? __________________________
• What is your name? __________________________
• What is your address? _________________________
  _
• Sex of caller _____ Age _____ Race _____
  Length of call _____ minutes
• Callers voice (circle all that apply)
• Calm Laughing Lisping Disguised Angry
  Crying Raspy Accent Excited Normal Deep
  Familiar Slow Distinct Ragged Rapid
  Slurred Clearing throat Soft Nasal Deep
  breathing Loud Stuttering Cracking voice
• If familiar who did it sound like?
• Background sounds
• Street noises Motor Factory Telephone booth
  House noises Static Music Local Clear
  Voices Office equipment Long Distance
  Dishes/utensils PA system Animal noises
• Threat Language

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NATURAL DISASTERS

• Tornado Watch Conditions are such that a
  tornado may occur Be on the lookout for hail,
  roaring noise or a funnel cloud.
• Tornado Warning It means a tornado has been
  sighted. Take precautionary measures.

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TORNADO WARNING PROCEDURES

• All employees should report to the nearest safe
  area (windowless interior hallway or windowless
  interior room)
• Teachers/Instructors will remove non-ambulatory
  children/adults from standers, chairs, and
  positioning equipment, laying them on the floor
• Once each child has been assigned to an adult,
  each child will be led to the nearest safe area.
• Assigned adult will then help client (child or
  adult) to crouch as low as possible to the floor,
  facing down and covering their heads
• Once tornado has passed, President / CEO will
  give the all-clear to return to your
  workstations
• If significant damage has been done to the
  building, we will attempt to evacuate to a
  temporary shelter

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NATURAL DISASTERS

• When severe weather is predicted, the
  President/CEO will monitor weather reports and
  forecasts and will make a decision to cancel
  programs or services or close the Agency by 700
  a.m., during the workweek. The CEO will notify
  the department managers, who will then notify
  their staff.
• Adverse weather will not affect Agency operations
  unless one or more of the following conditions
  occur
• Agency facilities are damaged and/or determined
  unsafe
• Essential utilities, such as heat and electrical
  service, are lost
• Extremely hazardous travel conditions exist

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HURRICANE / SEVERE WEATHER PROCEDURES

• PROCEDURES WHEN SEVERE WEATHER OCCURS PRIOR TO
  WORKING HOURS
• Employees are expected to make a reasonable
  effort to report to work at their regularly
  scheduled time.
• If the Agency is open and an employee is unable
  to report on time for work due to the weather or
  an emergency situation, the employee should
  notify his/her supervisor or leave a message at
  the office. The employee may request to use
  vacation for the time missed.
• If conditions are such that employees should not
  report to work, employees will be advised by
  their immediate supervisor or an Agency Vice
  President. In this case, salaried employees will
  be paid for the normal time they would have
  worked during the closure. Hourly employees may
  request to use vacation time for the time missed.

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HURRICANE / SEVERE WEATHER PROCEDURES

• PROCEDURES WHEN SEVERE WEATHER OCCURS DURING
  WORKING HOURS
• If severe weather emergencies develop during the
  workday, but the Agency remains open for
  operation, employees should contact their
  supervisor or designated representative for
  permission to leave work. Work time for those
  leaving early will be charged to vacation.
• If severe weather emergencies force cancellation
  of services and/or programs, employees can leave
  to go home, and are eligible for pay for those
  hours normally worked during the period of
  closure.

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HURRICANE / SEVERE WEATHER PROCEDURES

• AT ALL TIMES, UCP URGES INDIVIDUALS TO ASSESS
  THEIR PERSONAL SAFETY IN DECIDING WHETHER TO COME
  TO WORK.
• Staff should keep their supervisor informed of
  their decision and whereabouts.

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HURRICANE / SEVERE WEATHER PROCEDURES

• IN-OFFICE PROCEDURES
• Upon notification of a severe weather status, all
  office-based personnel should attempt to
  accomplish the following on an individual basis
• Clear desktops completely of paper and other
  articles.
• Protect books, valuable papers, and equipment by
  covering with plastic sheeting and masking tape.
• Back up all computer data. All important data
  should be saved to the individuals home
  directory on UCPs server. Administrative
  personnel will back-up that information and store
  a copy both in an off-site location and on-site
  in a fireproof safe. All information not on the
  UCP server should be backed up by the individual
  employee and stored in an off-site location.
• All laptop computers should be undocked and
  stored off-site. All desktop computers,
  monitors, and printers, should be moved away from
  windows, unplugged, and covered securely with
  plastic.

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HURRICANE / SEVERE WEATHER PROCEDURES

• IN-OFFICE PROCEDURES
• Upon notification of a severe weather status, all
  office-based personnel should attempt to
  accomplish the following on an individual basis
• Close doors.
• Turn off lights and disconnect all electrical
  equipment including computer equipment,
  refrigerators, shredders, computers, printers,
  etc. Be sure to unplug all wires from the wall
  to the equipment.
• All essential files and other sensitive materials
  should be raised off the floor (in case of
  flooding).
• Before leaving the facility, the Administrative
  personnel will ensure that all electrical
  equipment is unplugged and that all windows and
  doors are securely fastened.

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HURRICANE / SEVERE WEATHER PROCEDURES

• COMMUNITY-BASED PROCEDURES
• Upon notification of a severe weather status, all
  community-based personnel should attempt to
  accomplish the following on an individual basis
• Secure all client and/or service information.
• Work with client and his/her family to establish
  a workable severe weather plan.
• If community-based service is provided in an area
  that falls in a voluntary evacuation zone, UCP
  employees should contact their supervisor or
  designated representative for permission to leave
  work. If they choose to remain at work, UCP will
  continue to pay them at their regular rate.
• If community-based service is provided in an area
  that falls in a mandatory evacuation zone, UCP
  employees should contact their supervisor or
  designated representative. Under no
  circumstances should a UCP employee report to a
  work location that falls in a mandatory
  evacuation zone. If they choose to do so, UCP
  will not pay them for their time.

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HURRICANE / SEVERE WEATHER PROCEDURES

• RESUMPTION OF SERVICES
• The decision to reopen the Agency will be made by
  the President/CEO. The President will relay
  information to the Vice-Presidents who will relay
  it to Supervisors, who will then relay
  information to their respective employees.
  Additionally, the Agency can establish a
  temporary hotline through UCP National at
  1-800-872-5UCP. When hotline is in service,
  employees are encouraged to check it on a regular
  basis.

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UTILITY FAILURES

• Employees will remain on the premises until
  utilities are restored.
• If out a long time, President / CEO will decide
  whether to dismiss for the day.
• If blackout goes on for longer than 2 hours,
  employee should disconnect any appliances or
  electronics to prevent a power surge when the
  power comes back on

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MEDICAL EMERGENCY

• Basic first aid supplies are provided in the
  first aid kit located in the Breakroom in the
  Mobile office and at the front desk in the
  satellite offices.
• Please use supplies only as needed.
• Some basic supplies include
• Bandages
• Aspirin
• Ice packs
• Antacids
• Gauze
• Antibacterial ointment

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EMERGENCY EYE/FACE WASH

• Covered under OSHA standard 29 CFR 1910.531
• Used when there is a foreign object in eye
• Directions are on the kit itself

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VIOLENCE OR THREATENING SITUATIONS

• If there appears to be a threat of violence, pick
  up the nearest phone and dial the Page button
  (Satellite offices push the Intercom button)
  and say
• Page Mr. Green any available person needs to
  report to the named location ASAP
• Page Mr. White means to call 911 immediately,
  as a severe threat is present
• Posted on every phone in the building

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VIOLENCE OR THREATENING SITUATIONS

• Step 1
• Respond calmly
• Dont take behavior personally
• Ask questions
• Summarize
• Step 2
• Set limits
• Ask individual to stop behavior
• Tell person that he/she will be disciplined

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VIOLENCE OR THREATENING SITUATIONS

• If person seems dangerous
• Do not isolate yourself with this person.
  Maintain a safe distance, do not turn your back
  and stay seated.
• Use a calm, nonconfrontational approach.
• NEVER touch the person.
• Set limits to indicate behavior needed
• Signal for assistance.
• Do not mention discipline or the police if you
  fear an angry response.
• Try to find a way to excuse yourself and call
  911.

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BIOHAZARDOUS ACCIDENTS

• No biohazardous materials are handled at our
  facility, but there is a potential for a spill
  off of nearby railway line.
• If a spill occurs
• Senior Leadership should be alerted immediately.
• They will alert all others.
• Close all doors and windows in the facility.
• Turn off ventilation systems.
• Call emergency services from a secure area.
• Give name, phone number, location and type of
  emergency.
• Remain near phone to assist responders.
• UNDER NO CIRCUMSTANCES SHOULD ANY EMPLOYEE LEAVE
  THE SECURED PREMISES UNTIL EMERGENCY PERSONNEL
  HAVE DEEMED IT SAFE TO EXIT.

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ANY QUESTIONS?