Word Document Template for Department Disaster Plan

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Word Document Template for Department Disaster PlanWord,WORD,for,Plan,plan,PLAN

    Washington University in St. Louis

    [Enter Your Department Name Here]



    Washington University in St. Louis

    Disaster and Business Continuity Planning Committee

    Copyright ? 2010-Washington University in St. Louis



INTRODUCTION........................................................................................ 1

    A) PREPAREDNESS.............………………............................................... 3

    Getting Organized

    Supplies and Equipment

    Establishing Emergency Communications Systems

    Planning Ahead for Evacuations

    Reducing Exposure to Risks and Hazards

    Templates: Emergency Organization: Team Rosters

    Emergency Organization: Headquarters and Supply Locations

    Emergency Team Wallet Card Template

    Emergency Communications: Establishing Notification Systems

    Evacuation Roster: Persons with Disabilities

    B) RESPONSE .........…………………………........................................... 15


    Emergency Response Actions

    To Implement an Evacuation

    How to Assist People with Disabilities During and Evacuation

    Templates: To Report an Emergency Incident

    To Get Emergency Information

    Department Emergency Message

    Department Evacuation Maps

    Emergency Evacuation Sign-in Sheet

    C) RECOVERY ……………………………................................................ 24

    Support Services and Assistance

    Documenting Emergency Outcomes

    Templates: Summary: Department Recovery Status

    Recovery: Detailed Space Assessment

    Recovery: Detailed Equipment Assessment

    Recovery: Detailed Personnel Impacts

    Copyright ? 2010-Washington University in St. Louis i


    Emergencies and disasters can happen at any moment - and, they usually occur without warning. When an emergency strikes, our immediate safety and prompt recovery will depend on the existing levels of preparedness among faculty, staff, and students.

    Each department at Washington University in St. Louis (WUSTL) has an important role to play in maintaining the University’s emergency preparedness and safety. We are an interdependent community.

    At WUSTL, Department Emergency Plans are written to provide fundamental support for the general medical school Emergency Plan. During a major emergency or disaster, the University Crisis Management Team will rely on effective communication between the WUSTL “Emergency Operations

    Center (EOC)” and corresponding “Department Operations Centers (DOCs)” in individual campus departments.

    Clearly, Department Emergency Plans are an essential building block of the University’s emergency response. They are also part of every unit’s basic health and safety responsibilities and business

    continuity planning. Department Emergency Plans outline how an organization will

     Protect the safety of students, faculty, staff and visitors in the department,

     Safeguard vital records and resources related to the department’s mission, and

     Coordinate with the University’s emergency response and recovery procedures

The “Safety and Security” handbook is distributed to every WUSTL department to provide information on

    how to respond to various types of emergencies, and it, along with this template offer a model for developing local area contingency plans. Your Department Emergency Plan should contain comprehensive, yet simple and flexible, procedures that units can apply to a variety of emergency incidents that may occur, including


     ;Fires or Explosions

    ?;Hazardous Materials Releases

    ?;Extended Power or Utility Outages


     Mass Casualty Events

    Materials in this Handbook provide guidance for any emergency level. The guidelines will help department managers identify key emergency roles and responsibilities, plan ahead for safe building evacuations and effective emergency communications, and develop strategies for resuming normal functions after emergency conditions subside.

Copyright ? 2010-Washington University in St. Louis 1


The manual is divided into three sections:




    Each section contains information, checklists and forms that outline the basic components of these three critical areas. The materials can serve as templates to create a new Department Emergency Plan, or they can be incorporated directly into existing Department documents. By keeping emergency preparedness plans in a loose-leaf binder, departments can easily customize or update the contents

The enclosed forms should be adapted or augmented to fit an organization’s mission, staffing, relative

    location(s), or other unique circumstances. For example, an emergency plan in a laboratory science department will address hazardous materials concerns; while an administrative service unit will address client issues.

    Whatever form a Department Emergency Plan takes, it should include the unit’s policies relating to the emergency “chain of command,” a definition of essential personnel and mission-critical functions, staff

    release-time policies, and internal emergency communications procedures.

    The Emergency Plan must be known and understood before an emergency occurs. Department heads should take immediate steps to:

     Share this important safety information with all faculty, staff, researchers and students annually

     Brief all new personnel as they join the department

     Keep multiple copies of the Plan in accessible locations throughout the organization

     Ensure that managers keep a copy of the Department Plan at home

On-line copies of all of the materials contained in the “Emergency Handbook” are available to facilitate

    making duplicate copies and annual updates. The URL is:

    WUSTL Emergency Management provides planning consultations, hazard assessments, and safety training to support department emergency preparedness programs. Call 314-935-9261 for more information.

Copyright ? 2010-Washington University in St. Louis 2



    The first step in building department preparedness is to assemble appropriate human and physical resources to do the job.

Every WUSTL Department should have an “Emergency Preparedness Coordinator” to help develop and

    implement their Department Emergency Plan. An Emergency Preparedness Coordinator must be familiar with the Department’s programs and physical facilities, and should be a person with the management experience and financial authority to:

     Collaborate with the Department head to develop and maintain the

    information in the Department Emergency Plan

     Recruit a core “Emergency Preparedness Committee” that represents staff,

    faculty, and principal investigators from the department’s major divisions or


     Arrange related staff safety education and training

     Purchase department emergency supplies and equipment

     Be ready to support the Department head and business manager during an

    emergency incident (and be called back to campus if necessary).

     Be ready to help prepare post-disaster impact summaries and insurance


     Emergency Preparedness Coordinators whose supervisors serve at the

    University Emergency Operations Center will also interface with the Public

    Affairs as “Information Coordinator” for their area

    Some Departments already have individuals assigned to coordinate safety functions (for example, areas with active “Departmental Safety Coordinators”), and may already have broad-based Safety Committees.

    These units can easily incorporate emergency preparedness planning into their programs.

    Both existing and newly formed Emergency Preparedness Committees should consider dividing their members into an Emergency Response Team and an Emergency Recovery Group to handle those specialized activities.

     The “Emergency Response Team” should be trained to help disseminate emergency instructions,

    assist evacuations and security, and provide first aid if necessary.

     The “Emergency Recovery Team” should be prepared to document the effects of the emergency

    and coordinate facility and program restoration, according to priorities identified by the

    Department executive.

Copyright ? 2010-Washington University in St. Louis 3



    Departments will need basic emergency supplies and equipment to be as self-sufficient as possible after an emergency. Department emergency kits will vary in size and composition according to an organization’s structure and function, but all departments should have the following essentials in an accessible location:

     First aid supplies, with instructions

     Flashlights/batteries, approved power strips and extension cords

     Portable AM/FM radios/batteries

     Laboratory spill kits

     Portable emergency water

     Employee rosters

    Other resources departments may consider to add to their emergency supplies include such items as megaphones, two-way radios, rescue tools, stretchers, cots, and packaged emergency rations.

    Every WUSTL manager should encourage employees to keep a personal emergency kit in their work area. These kits should contain the employee’s flashlight, back-up eyeglasses and medications, sturdy

    shoes, a sweater, a wrapped snack and water packet, and personal emergency contact numbers.


    The WUSTL Emergency Plan explains that, during an emergency, department heads

     Ensure that life-safety emergencies are reported to WUSTL Police Department at 5-5555 from a

    campus phone, or 314-935-5555 from a non-campus phone, when the emergency exists at the

    Danforth, North or West Campuses, or reported to Protective Services at 2-HELP (2-4357) from a

    campus phone, or 314-362-4357 from a non-campus phone, when the emergency exists at the

    Medical School Campus.

     Account for the safety of department personnel

     Contact appropriate campus emergency response departments for safety or repairs assistance

     Danforth, North or West Campuses: WUSTL Emergency Operations Center at 935-9621

    (phone lines active only if WUSTL EOC is established; if EOC is not established, contact

    WUSTL Police at 935-5555), Facilities Planning & Management at 935-5544, Environmental

    Health & Safety (EH&S) Danforth Campus emergency cell phone at 314-578-9097, Radiation

    Safety emergency pager at 826-3440, etc.

     Medical School Campus: WUSM Emergency Operations Center at 362-0410, 362-0471, or

    361-9803 (phone lines active only if WUSM EOC is established; if EOC is not established,

    contact Protective Services at 362-4357), Facilities Management and Building Services at

    362-3100, Custodial Services at 362-3563, EH&S emergency pager at 790-5317, Radiation

    Safety emergency pager at 826-3440, etc.

     Deliver critical University information and instructions to their constituents

     Forward disaster impact reports to the WUSTL Emergency Operations Center (EOC) and

    disseminate EOC disaster instructions

    Be certain that your Emergency Plan includes procedures for making critical notifications during business hours and during after hours emergencies.

     Establish “telephone trees” and “distribution” voicemail and email lists to initiate rapid emergency

    notifications. (Be ready to use your web page for making updates during extended incidents). Copyright ? 2010-Washington University in St. Louis 4


Create a department “Emergency Hotline” so that faculty, staff, and students can call into your

    department to hear recorded announcements and instructions about emergency effects on your


    All departments equipped with voicemail can designate one of their phone lines as an

    “emergency hotline” (an announcement service). If you have a large department or

    division, you may wish to contact Telecommunication Services, either at 935-5005 for the

    Danforth, North and West Campuses, or at 362-2888 for the Medical School Campus, for

    more information on how to establish an emergency hotline that will allow multiple

    persons to phone in at the same time to hear a departmental recorded message, or to

    send a recorded message to multiple departmental phones.

Publicize the University Emergency Information Hotlines.

    WUSTL Emergency Information Hotline: 314-935-9000, 1-888-234-2863

    WUSTL Emergency Information Web Page:

    [Enter] Department Emergency Information Hotline: [If Applicable]

Keep the WUSTL Emergency Operations Center number at-hand.

    Copyright ? 2010-Washington University in St. Louis 5




    During a disaster, departments with large divisions should have their divisions send emergency impact reports to their departmental Department Operations Center (DOC). Department chairs or emergency coordinators will then send prioritized emergency impact reports to the WUSTL Emergency Operations Center (EOC). The EOC serves as a central coordination point for deploying resources and information to campus locations.

The flow of information in a disaster is shown below:

     Division A Crisis Management Department Division B Team at the Operations Center central “EOC” “DOC”

     Division C


A building evacuation is mandatory whenever a fire alarm sounds, and building occupants should exit

    immediately. Building evacuations also follow severe earthquakes, after the shaking stops. After a building has been evacuated, occupants must wait for a safety inspection before re-entry.

    If a complete campus evacuation and closure is necessary during a disaster, it will be announced and coordinated by the WUSTL Crisis Management Team from the Emergency Operations Center. Campus evacuations will be sequential to maintain safety and avoid traffic gridlock.

    Note that it may or may not be necessary to vacate buildings during minor emergency incidents, or even during some major events. Occupants in the area may simply be directed remain on-site and shut down systems, or they may be asked to move to other sectors of their floor or building. In some events (such as extended power outages), evacuations are not necessary unless the incident has generated a hazardous materials incident or immediate health and safety risk. In limited emergencies, wait for evacuation instructions and engage your Emergency Response Team to communicate the information throughout the department.

    Copyright ? 2010-Washington University in St. Louis 6



Review evacuation information and responsibilities with faculty, Principal Investigators, staff and


    Conduct evacuation drills annually. Plan evacuation needs with disabled personnel.

    Plan where to go during an evacuation, and know the routes to get there Building evacuees go to your department’s designated Emergency Assembly Point (EAP).

    EAPs are safe outdoor destinations where personnel meet to notify managers of their safety and get emergency information and assistance.

    ;;Contact the WUSTL Emergency Management Coordinator at 935-9261 for information on EAP site selection or go to

Know how to announce and implement evacuation

    A sample script is: We have a ___________________ emergency.

     Evacuate to (the EAP)

     Take your belongings, do not use the elevators.

Use your Emergency Response Team to assist the evacuation.

Know what to do next

Be prepared to account for your personnel.

     Know how to obtain and disseminate emergency information and instructions.

Copyright ? 2010-Washington University in St. Louis 7



    The following tips can prevent emergencies from happening in your department, and will certainly mitigate

    their effects when they do occur.


    ?;Know the location of alarm stations and extinguishers. Know how to use them ?;Leave fire doors closed at all times

    ?;Clear obstructed corridors, aisles and room exits

    ?;Use only grounded electrical plugs

    ?;Limit use of extension cords and multiple outlets

    ?;Do not use mechanical rooms or utility rooms for storage

    ?;Do not smoke in University buildings


    ?;Maintain a clean work environment

    ?;Post lab safety work rules, train all personnel

    ?;Inventory and label chemicals. Do not purchase excess quantities of chemicals ?;Segregate incompatible chemicals. Keep flammables in flammable storage cabinets ?;Keep copies of Material Safety Data Sheets (see

    ?;Back up cultures and data off-site

    ?;Investigate emergency power options

    ?;Install seismic restraints on chemical storage shelves. Latch cabinet doors ?;Anchor equipment, animal containers, and furniture. Avoid high storage of heavy items ?;Chain compressed gas cylinders at 1/3 and 2/3 points

    ?;Do not store hazardous materials on mobile carts

    ?;Dispose of chemical waste properly (


    ?;Identify and prioritize vital power-dependent functions, operations, and equipment ?;Determine whether you have emergency power outlets in your area. Plan to use them for priority functions only

    ?;Determine if there is emergency lighting in your area. Keep flashlights available in all work areas

    ?;Do not overload power strips. Extension cords are for emergency use only ?;Keep offsite duplicates of critical data and cultures

    Copyright ? 2010-Washington University in St. Louis 8

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