E

University Contingency Plans: Emergency Procedures

A Paper presented to the University Health and Safety Committee meeting, on 30th March 2006, by Alastair Reid

Preface to the Emergency Procedures

The University has identified key risks in its central Risk Register, under the headings Academic, Operational and Environmental, Physical and Financial and Other. The central Risk Register is supplemented by Risk Registers at Support Group/School levels (e.g. Corporate Services Risk Register) and at department/service level, e.g. Health and Safety Risk Register. The Emergency Procedures contained in this document illuminate the section of the central Risk Register associated with occupational safety and health, and form an umbrella Contingency Plan which overarches and draws together existing Plans in this area, which follow in their designated sections. Plans to help direct the response to emergencies, and the model of response, can be usefully divided into 3 levels Strategic, Tactical and Operational. In the context of the U of E Strategic Level is perhaps synonymous with Senior Management of the University, whilst Operational Level equates to Divisions, Units, Research Groups etc. Tactical Level is less easy to clearly delineate, but is likely to equate roughly to College / School / Support Group level, with elements added in from the other two Levels. Strategic Level plans tend to deal with events which have the potential to have an impact institution wide, and these inevitably involve a requirement for a contribution from agencies external to the University e.g. Local Authority services, Public Health, environmental agencies etc. Operational Level plans tend to be designed with highly focussed objectives e.g. preventing a spillage in a biological containment laboratory from leading to contamination outwith the confines of the containment area. Tactical Level plans inhabit the territory between these two Levels. The over-arching Strategic Plan, which has three main functions: Providing a clear and unequivocal statement of commitment from the Universitys Senior Management to ensure that contingency planning is taken seriously throughout the organisation. Setting out a structure whereby strategic emergency co-ordination can be achieved, by identifying key people, allocating resources, and formulating policies and procedures. Establishing and confirming dependent relationships between constituent Tactical and Operational Level plans and response structures within the University, and relevant external plans and organisations.

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Contingency Plans already in place

Strategic/Tactical Level
Fire Asbestos Legionella Meningitis Hazardous Waste Emergency Evacuation of MIP - policy Y2K plan* * Now not current, but the successful approach taken for Y2K is applicable in other circumstances, e.g. G8

Operational Level
COSHH emergency procedures Radiation emergency procedures GM/pathogen emergency procedures Local general emergency plans (e.g. MRI Brain Imaging Unit) Emergency evacuation of MIP Personal Emergency Evacuation Plans

General Philosophy
Whatever variety of emergency arises which affects the University, one consistent feature is the need to set up a control group of relevant personnel, to anticipate and direct each facet of the emergency as it develops. The role of this group does not end with the end of the emergency phase per se a number of members will have roles in the disaster recover/business continuity phases which follow. When designing an overarching plan, we can envisage this control group in the form of the graphic equaliser on a stereo system, with each frequency band representative of an expertise area on the control group. Depending upon the type and course of the emergency we encounter, the contribution which has to be made by each area of expertise will rise or fall. For example, the Health and Safety and Estates and Buildings Departments will have much input into an asbestos, fire or Legionella emergency, whilst having lesser input to a meningitis (public health) event; C&PA will have a more constant, substantial input in all cases.

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Emergency Procedures
1. Introduction
The University has well known and clearly defined procedures for responding to a number of situations including the following: Summoning first aid and medical assistance (Appendix 1). Death or serious illness or injury of a student (Appendix 2). Meningitis outbreak involving students (Appendix 3) Legionella outbreak (Appendix 4) Asbestos incident (Appendix 5) Serious Fire Incident Hazardous Waste Incident Influenza Pandemic

Many of these procedures have been tested in a practical sense over recent years, in real emergency situations, and have proved robust. The purpose of this document is to provide additional guidance to those staff likely to be involved in any major incident affecting this University. It will be regularly reviewed and revised in light of experience and following any exercises that may be conducted to test its effectiveness. This document details the procedures to be taken in immediate response to a serious incident. THESE PROCEDURES WILL BE ADOPTED IN PART OR IN FULL DEPENDING ON THE SEVERITY OF THE INCIDENT. Please ensure that these procedures are readily available at all times.

1.1

Implementation
Implementation of the procedures can be brought into operation if the incident is such that it falls within the remit of the definition at 1.2 below. Depending upon the incident, it may only be necessary to implement part of the plan.

1.2

Definition
The University has adopted the following definition, the first paragraph of which is that used by all the Emergency Services to describe those circumstances which will lead to the implementation of the Universitys Emergency Procedures. Any disaster or serious disruption of life arising with little or no warning, causing a situation in excess of that which can be dealt with by the Police, Fire and Rescue Service, Health Services and Local Authorities, operating individually or collectively, under normal procedures and which therefore can call for special mobilisation and organisation of those services. In addition, any other situation having a severe effect on the University and which, in the view of a member of the Incident Control Co-ordination Group (see paragraph 5.3), warrants the implementation of all or part of these procedures even though it does not constitute a disaster according to the definition adopted by the Emergency Services.

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2. 2.1

Responsibilities Police
To co-ordinate operations and assume overall charge at the scene of the non-fire incident. To take charge at a fire incident, once the Fire and Rescue Service have completed fire fighting operations.

2.2

Fire and Rescue Service

To co-ordinate operations and assume overall charge at the scene of a fire or chemical-related incident. All fire-fighting, rescue and spillage handling.

2.3 2.4 2.5

Ambulance Service
The treatment and transport of casualties.

Other Services
As required by the police.

The University of Edinburgh

To provide necessary services and facilities as required, including those that may be required by the police, City of Edinburgh Council Incident Control and/or other emergency services.

2.5.1 Security Services

To take initial action as described in Section 4 until the arrival of the Police or the University Incident Control Officer.

2.5.2 Chief Security Officer, Security Services

To assume control of traffic activities and crowd control; and liaise with the Police and other Emergency Services as required.

2.5.3 Director, Health and Safety

To advise on the controlling of immediate risks to personnel and to subsequently carry out an investigation into the cause(s) of the incident. To liaise with the enforcement authorities and to act as Deputy Disaster Executive, where appropriate.

2.5.4 Director of Corporate Services

To take responsibility as the Disaster Executive.

2.5.5 Director, Estates & Buildings

To assume responsibility for reinstating the safety of premises and the restoration of services. To liaise with relevant authorities and to act as Deputy Disaster Executive, where appropriate.

2.5.6 Head of School / School Safety Officer

To identify particular hazards in respect of any premises affected and to provide relevant information to those requiring the same. To indicate other appropriate contacts at School, Division, Unit level and below, who would be able to assist with the management of the incident.

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3. 3.1 3.2

Overall control and responsibility

The University, in line with all the Emergency Services, recognises that the Chief Constable or the Firemaster has overall responsibility for all such operations. The University will assist all the Emergency Services in siting incident control point(s) and providing services as required. University personnel will be able to identify particular hazards in respect of any property affected.

3.3

Rendezvous points
The scale of the incident may affect rendezvous requirements. Police, in conjunction with other services, will decide on the most suitable rendezvous point.

4. 4.1

Action by University staff First person receiving Information

internal extension number 2222, or by dialling (0131) 650 2257 from an external line. Notify them of: (a) The place where you are speaking from, your name, telephone number and School (b) The exact location and nature of the incident (c) The origin of the report (d) The casualty position, if known (e) Whether any mobility impaired, or otherwise disabled, person may be involved (f) Any other relevant information (g) If at the scene, what you intend to do after providing this information (h) Details of route to scene having regard to any known obstruction preventing access. Wait for confirmation that your message has been understood. If, after ten minutes, the appropriate Emergency Service has not arrived, repeat the emergency call to Security. If possible, arrange for someone to be at the main entrance to the building / site, to direct the Emergency Services to the incident.

4.1.1 Immediately inform Security Operations Room, Appleton Tower by dialling

4.2

Action by Member of Security Staff Receiving the Information

4.2.1 Notify police and other emergency services via 999 and give as much detail of the incident as is known at the time. 4.2.2 Upon receipt of the information that an emergency has occurred, assume
command until the arrival at the incident of the Chief Security Officer.

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4.2.3 Direct the Shift Supervisor to the scene, together with available Security Officers, giving the necessary details of the incident. 4.2.4 Staff present in the Operations Room at the time will assist with emergency
communications to expedite response from emergency services.

4.2.5 If necessary summon medical aid via the prescribed procedures advising them of
the location and extent of casualties.

4.2.6 Commence an INCIDENT REPORT recording all relevant details. 4.2.7 Inform the Chief Security Officer, and activate the emergency call out list. If out
of hours, summon School Staff from Emergency Contact List.

4.2.8 The Emergency Contact List is retained at the Operations Room and contains
information of essential personnel.

4.2.9 Await further instructions from the Chief Security Officer, Director of E&B, Director of H&S,or the Director of Corporate Services. 4.3 Action by First Security Personnel at Scene
course vary depending on the nature and type of incident.

4.3.1 The safety precautions to be taken are of paramount importance and will, of

4.3.2 Your prime role is to protect life.

following action.

This can best be achieved by taking the

Follow common sense and be careful AT ALL TIMES.

4.3.3 DO NOT GET INVOLVED IN RESCUE WORK OR FIRE FIGHTING. 4.3.4 Obtain the following details and radio them to the Operations Room.
(a) Where you are speaking from (b) The exact nature of the incident (c) The exact location of the incident (d) The source of the report (e) Estimate of the number of casualties, and of disabled persons potentially involved, and extent of damage (f) Fully describe the incident (g) Action that has already been taken or is about to be taken

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(h) Identify a point from which the Police and Emergency Services can approach the incident, direct a Security Officer to that point, informing the Operations Room accordingly (i) Be available to give a situation report to the first Police Officer to arrive, and/or Fire, Ambulance or other Emergency Services Officer (j) Keep staff, students and the public as far away as is possible. (k) Keep witnesses available for the Police (l) Hand over control to the Police/Fire and Rescue Service upon their arrival and then follow all their instructions and requests.

4.4

Action by the Chief Security Officer.

their absence, the Shift Supervisor, will proceed to the location of the incident.

4.4.1 Upon notification of the incident, the Chief Security Officer or his Deputy or, in

4.4.2 The situation will be assessed and he will arrange for key University personnel to
be notified of the situation.

4.4.3 He will identify himself to the EMERGENCY SERVICE INCIDENT OFFICER *

and establish how they require the University to respond. * Police / Fire / Ambulance Incident Officer as appropriate

5. 5.1

Incident organisation and key Personnel Incident Executive

The Incident Executive will be the Director of Corporate Services, or in his absence the Director of Estates and Buildings and/or Director of Health and Safety, as appropriate. The Chief Security Officer will assume control until the arrival of the Incident Executive at the scene of the incident.

5.1.1 He will arrange for the notification of the appropriate Senior Officers of the
University, in particular those who will form part of the INCIDENT CONTROL GROUP, if not already advised.

5.1.2 He will identify and establish the Universitys INCIDENT CONTROL ROOM
(Paragraph 5.2.1).

5.1.3 At or near the scene of the incident the Incident Executive will remain easily identifiable as the person responsible for co-ordinating the Universitys response.

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5.2

Incident Control Room

from the Security Operations Room.

5.2.1 The University will normally establish its own Incident Control Room, separate

5.2.2 The Incident Executive will arrange the staffing level of the Incident Control
Room.

5.3

Incident Control Co-ordination Group

ordinating group to assimilate the details of the incident and determine the action the University must take. Director of Corporate Services Director of Health and Safety or Deputy Relevant Specialist H&S Practioner(s) e.g.UBSA, URPA, where appropriate Chief Security Officer Director of Estates & Buildings or Deputy Director of Registry or Deputy Director of Human Resources or Deputy Director of Communications and Public Affairs or Deputy Representative of the School / building(s) affected by the incident Director of Accommodation Services or Deputy Director of Computing Service/MIS

5.3.1 The following persons as required by the nature of the incident will form a co-

Any other member of University staff considered necessary, e.g. representatives from the relevant College management may be appropriate, in some instances.

5.3.2 All School personnel likely to be implicated in the Emergency Call Out Procedure
should endeavour to have suitable identification available when called out, such as the Universitys Staff ID card. It would be helpful if eaqch member of the ICCG could carry a mobile phone during the course of the incident.

5.3.3 The Group will be assisted where appropriate by:

Communications and Public Affairs Staff Shift Supervisor, Security Health and Safety Department Staff as required Accommodation Services Staff as required Telephone / switchboard personnel Students Association Any other member of University staff whose assistance or support is considered necessary

Key personnel/contact information will be updated annually or sooner as required by Chief Security Officer.

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5.3.4 If deemed necessary a Reception Centre for students will be identified by the
Incident Executive at the Students Association Building, Teviot or other area as appropriate.

6. 6.1

Statements to the media

In the event of an incident there are likely to be a large number of phone calls from journalists. It is essential that all calls from journalists are referred to the Press & Public Relations Office, Communications and Public Affairs, via the University switchboard on tel. 0131 650 1000. In the interests of accuracy, the reputation of the University and for legal reasons, it is important that staff do not comment on the incident to the media. If journalists phone other University offices to say that the Press & Public Relations Office line is engaged, they should be advised to fax requests for a statement to fax. 0131 650 2147.

6.2

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