EMERGENCY PREPAREDNESS PROCEDURES-HSE DOCUMENTS

 

EMERGENCY PREPAREDNESS PROCEDURES-HSE DOCUMENTS

Emergency Preparedness Procedures: A Crucial Step for Safety

Emergency preparedness procedures are a set of outlined actions designed to keep people safe and minimize damage during unexpected events. These plans encompass various aspects, including:

Identifying Potential Risks: 

This involves assessing the local area's vulnerability to natural disasters, technological hazards, or human-caused emergencies.

Developing Response Plans: 

Creating specific procedures for different emergencies, such as evacuation routes, shelter-in-place protocols, and communication strategies.

Assigning Roles and Responsibilities: 

Designating individuals or teams responsible for specific tasks during an emergency, ensuring everyone knows their part.

Communication Protocols: 

Establishing clear communication channels to disseminate information quickly and effectively during a crisis.

Training and Drills: 

Regularly conduct training and drills to familiarize everyone with the emergency procedures and ensure smooth execution.

By having well-defined emergency preparedness procedures in place, individuals, families, communities, and organizations can significantly increase their chances of staying safe and minimizing the negative impacts of unexpected events.

Table of Contents

1.0. Emergency Action Plan (EAP)

1.1. Minimum Elements of an EAP

1.2. Employee Alarm System

1.3. Training

1.4. Review of EAP

2.0. Emergency Evacuation Procedures

2.1. Fire, Explosion, Gas Release

2.1.1. Alerts:

2.1.2. Policy:

2.1.3. Routes:

2.1.4. Extinguishers:

2.1.5. Duties:

2.1.6. Assembly:

2.2. Tornado

2.2.1. Alerts:

2.2.2. Duties:

2.2.3. Accounting:

2.2.4. Workplace Violence

3.0. Emergency Notification Plan

4.0. Emergency Plan for Adverse Weather

4.1. Initial Planning

4.2. Storm Preparation

4.3. Return to the Facility/ Jobsite – Resume Operations

5.0. Emergency Action Plans

5.1. Fire Protection and Prevention Program/ Plan

5.2. Explosion Plan

5.3. Collapse Plan

5.4. Gas Release Plan

5.5. Injured Person Plan

6.0. General Emergency Information

6.1. Work-Related Injuries or Fatalities

6.2. Hazardous Material Exposure

6.3. Violence in the Workplace

For every [Company Name] facility (or site) and at the beginning of each project, management (office or site) will determine the location of appropriate medical providers with input from the company insurance carrier. A call to each provider to verify these providers can process worker’s compensation claims and administer drug and alcohol screenings is required as well. Telephone numbers for medical providers and other emergency services must be maintained on the job site.

All trained/certified personnel should render first aid and CPR, if qualified until medical emergency personnel take over treatment. Gloves and mouthpieces should be available in the first aid kit and used when First Aid/CPR is administered.

Personnel who are trained in First Aid/CPR may potentially be exposed to blood-borne pathogens if a serious event occurs. Every project should have at least one blood-borne pathogen kit. A blood-borne pathogen kit is available (at no cost) from [COMPANY NAME]’s safety department. Although the risk of exposure is low, in the event our personnel administer First Aid/CPR, they are to treat all bodily fluids as infectious. Employees who have occupational exposure to blood will be provided (at no cost) with a medical evaluation.

The Emergency Action Plan is to be developed and reviewed before work begins. Management (office or site) will develop and review the plan with all new employees, when duties change, in staff or weekly safety meetings, and when the plan is revised.

All personnel must know where the nearest emergency medical provider is (as it relates to the facility or site) and how to travel there in the event of an emergency.

All resources will be made available to respond to an emergency. Management (office or site) will ensure that all employees understand what their roles are and what to do in the event an emergency occurs.

Management (office or site) will determine the appropriate emergency phone numbers for fire, ambulance, and/or police at the assigned project. They will be responsible for identifying and establishing the evacuation plan, including designated routes and assembly points.

The first person aware of an event (and able to do so) will contact emergency medical services, fire, and/or police. For all projects, a previously planned alarm (e.g., crane horn, air horn, or other devices) will be used to notify [Company Name] employees and trade employees of an emergency. The following audible alarms are recommended:

ALARMS

A. 1 Continuous Blast A Continuous audible horn (or blast) signifies emergency help is needed near the source of the audible alarm immediately

B. 3 Short Blasts - Repeated series of 3 short audible blasts [3 quick honks and one (1) second off] with a 2-3 second pause between 3 blasts signifies emergency evacuation, notify nearby employees and report to the established assembly area

1.0. Emergency Action Plan (EAP)

An Emergency Action Plan (EAP) must be documented in writing and readily accessible for employee review within the workplace. However, employers with ten or fewer employees may communicate the EAP verbally to their workforce.

1.1. Minimum Elements of an EAP

• Fire and Emergency Reporting Procedures: Clearly defined protocols for reporting fires or other emergencies to designated personnel.
• Emergency Evacuation Procedures: This includes outlining the type of evacuation (full or partial), designated exit routes, and assigned evacuation roles for employees.
• Procedures for Critical Operations Personnel: Specific instructions for employees who must remain to operate essential plant functions before evacuating.
• Employee Headcount Procedures: A clear process for verifying the whereabouts of all employees following an evacuation.
• Rescue and Medical Duties: Protocols for employees trained and designated to perform rescue or provide medical assistance during an emergency.
• Designated Contact Information: Identified individuals (by name or job title) who can be contacted by employees seeking further information about the plan or clarification of their assigned duties.

1.2. Employee Alarm System

[Company Name] facilities or projects must have and maintain an employee alarm system. The employee alarm system must utilize a distinctive signal for each notification type and adhere to the requirements outlined in the Code of Federal Regulations 1910.165.

1.3. Training

Employers are responsible for designating and providing comprehensive training to specific employees who will assist in the safe and orderly evacuation of their colleagues during an emergency.

1.4. Review of EAP

Employees covered by the emergency action plan must be briefed by their employer on the plan's details under the following circumstances:

1. Upon the initial development of the plan or an employee's initial assignment to a specific job.
2. In the event of any changes to an employee's responsibilities within the framework of the plan.
3. Whenever the emergency action plan itself undergoes any modifications.

The site superintendent shall establish (with assistance from [Company Name] safety personnel) the site-specific emergency action plan (EAP) for conditions such as:

• Severe Weather
• Injuries
• Fatalities
• Fires
• Explosions
• Collapse
• Gas Release
• Hazardous Material Exposures
• Violence in the workplace, etc.

These procedures should be developed in conjunction with the local police, local fire, and local rescue authorities. All site management personnel should be trained and/or educated on their role during emergency procedures.

In the event of any emergency, notify your supervisor as soon as possible and then the corporate safety manager.

Public statements shall only be made by a [COMPANY NAME] representative designated by the [Company Name] president at the time of the event.

2.0. Emergency Evacuation Procedures

2.1. Fire, Explosion, Gas Release

2.1.1. Alerts:

In the event of an emergency, employees are notified through a designated communication system:

1 Continuous Blast - A continuous audible horn (or blast) signifies emergency help is needed near the source of the audible alarm immediately

3 Short Blasts - Repeated series of 3 short audible blasts [3 quick honks and one (1) second off] with a 2-3 second pause between 3 blasts signifies emergency evacuation, notify nearby employees, and report to the established assembly area.

2.1.2. Policy:

In the event of fire or other emergency, ALL employees shall evacuate immediately.

2.1.3. Routes:

In the event of an emergency, employees shall evacuate using the nearest available marked exit. Please note the building route maps posted on the premises.

2.1.4. Extinguishers:

The workplace is equipped with portable fire extinguishers readily available for employee use. In the event of a fire, any employee may use extinguishers to attempt to extinguish the fire before evacuating.

2.1.5. Duties:

No employees are assigned to perform medical or rescue duties during emergency evacuation situations

2.1.6. Assembly:

After an emergency evacuation, employees are to gather at the flagpole accounting: After an emergency evacuation, the procedure for accounting for all employees is: Account for what cars are in the parking lot, then account for the owners of the cars.

2.2. Tornado

2.2.1. Alerts:

In the event of an emergency, employees are notified through a designated communication system:

1 Continuous Blast - A continuous audible horn (or blast) signifies emergency help is needed near the source of the audible alarm immediately

3 Short Blasts - Repeated series of 3 short audible blasts [3 quick honks and one (1) second off] with a 2-3 second pause between 3 blasts signifies emergency evacuation, notify nearby employees and report to established assembly area Policy:

In the event of a tornado, all employees should report to a ground-level interior hallway with no windows. Also, use a book or a sturdy object to shield the head and face area.

2.2.2. Duties:

Employees should ensure that everyone around their work area has been notified to seek shelter.

2.2.3. Accounting:

Account for what cars are in the parking lot, then account for the owners of the cars.

2.2.4. Workplace Violence

What should an employee do during a workplace violence event?

• Call 911 as soon as possible.
• Leave the danger zone if possible.
• If leaving the danger zone is not a viable option, then hiding may be necessary. Hide in the best manner available:

- Within COVER – Hide behind or within something that provides cover. The cover is something substantial enough to either stop or drastically reduce the velocity of flying bullets, fragments, and/or debris and that is otherwise safe (i.e. enough breathable air).

- Within CONCEALMENT – If cover is not available, then seek concealment. Concealment is a condition where hiding your presence is the objective.

- If a hiding spot is within a space that has access restricted by doors, attempt to secure the door with a lock and/or barricading with a large number of objects/furnishings (heavy and hard to move is preferred).

- Do not leave until emergency responders contact you or an opportunity presents itself to safely evacuate.

- Notify management.

What should employers do following an event of workplace violence?

• Encourage employees to report and log all incidents, threats, and potential insinuations of workplace violence.
• Ensure prompt and thorough medical evaluation and treatment for all individuals involved in the incident.
• Immediately report violent events to the relevant local authorities.
• Inform victims of their legal right to pursue legal action against perpetrators.
• Convene a staff debriefing to discuss the circumstances of the event. Encourage employees to share insights and suggestions for preventative measures to mitigate similar situations in the future.
• Discuss the circumstances of the event with staff members. 
• Foster a culture of knowledge sharing where employees are encouraged to contribute insights and best practices to prevent similar occurrences in the future.
• Offer stress debriefing sessions and post-traumatic counseling services to help workers recover from a violent event.
• Investigate all violent events and threats, monitor trends in violent events by type or circumstance, and institute corrective actions.
• Provide an update on program modifications during staff meetings.

3.0. Emergency Notification Plan

After eliminating immediate threats, providing first aid, notifying emergency services (via 911), and attending to the medical needs of any personnel requiring assistance, pertinent management shall notify the following points of contact in the following sequence as soon as time permits and regardless of the time of day:

• Corporate Safety Manager (770) 834-4884 (or via mobile phone);
• Human Resources (770) 834-4884;
• Project Manager (via mobile phone); and
• Senior Project Manager (via mobile phone).
• The corporate safety manager (or a representative designated by [COMPANY NAME]’s president) will notify OSHA and any other applicable regulators or reporting agencies should the circumstances of an event require regulatory notifications.
• Additionally, an event report will be completed by the “Event Reporting” section of this EHS Program.
• Review the “Safety Response Matrix” section to ensure all steps have been taken for an event.

4.0. Emergency Plan for Adverse Weather

Adverse (or severe) weather procedures should follow a series of steps based on information obtained through emergency services, government agencies, and news reports. Adverse weather typically allows for an advanced notice before impact. A comprehensive plan should be developed to implement precautions in a phased manner. The key to adverse weather planning is communication. The following general steps should be followed at the onset of adverse weather warnings.

4.1. Initial Planning

• Management notifies all [COMPANY NAME] personnel, trades, vendors, suppliers, etc. of the potential for adverse weather.
• Based on facility design and/or varying stages of construction, the project team shall continually evaluate and identify the best location for seeking cover or protection in the event of adverse weather.
• Communicate to all site personnel where the haven to be used in the event of adverse weather is located.
• Management or the superintendent notifies the main office of the plan’s guidance.
• For job sites, the project Manager notifies the owner, architect, and other consultants of the plan’s guidance.
• Monitor local emergency control sites to determine if area(s) should be evacuated.
• Management or superintendent establishes a Severe Weather Coordination Center (site office) and designates a person as Weather Supervisor.
• Notify all persons of control center phone numbers or radio channels and the supervisor's name.

4.2. Storm Preparation

• Secure all building premises and secure all loose objects.
• Secure site offices and secure all objects.
• Secure all equipment.
• Secure or remove all vital records if damage may be expected.
• Protect all glass panes.
• Determine if a shutdown of utilities is necessary.
• Evacuate all personnel.

4.3. Return to the Facility/ Jobsite – Resume Operations

• Return only after approval by authorities.
• Perform inventory/evaluation of damages, take pictures, and video if extensive.
• For job sites, instruct trades to return.
• For job sites, notify the main office of damage.
• For job sites, notify the owner of the extent of the damage.
• Management will initiate notification and communication with relevant insurance carriers, as required by policy terms.
• A comprehensive safety analysis will be conducted to assess any necessary cleanup operations.
• Cleanup and restoration efforts will commence, contingent upon the safety assessment.
• Costs associated with restoring normal operations will be meticulously evaluated and tracked.

5.0. Emergency Action Plans

Emergency Action Plans will vary slightly and are based on the site-specific facility or conditions. That is why each plan must be tailored to fit every facility or project. Whereas 911 is generally the number to dial for all emergencies, some areas may not have the 911 system in place. Management is responsible for reviewing the emergency contact system in each local area before commencing work. This can be accomplished by visiting local emergency providers in the area and discussing variables with them for a facility or at the onset of a project. Doing this will also provide responders with pertinent information about our work allowing a tailored response specific to the needs.

5.1. Fire Protection and Prevention Program/ Plan

• Everyone is to evacuate the building/job site in an orderly manner and reassemble in a designated location.
• Notify the Supervisor of the location of the fire so that 911 or the local emergency responders can be called.
• Supervisors are responsible for maintaining accurate headcounts and the whereabouts of all employees at all times. This rephrases the sentence to emphasize the ongoing responsibility of supervisors in tracking personnel.
• A headcount will be conducted to verify that everyone has evacuated the area. This clarifies the purpose of accounting for personnel, ensuring it's directly linked to the evacuation process. Compile information regarding possible locations of missing/trapped people.
• Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.

5.2. Explosion Plan

• Everyone is to evacuate the building/job site in an orderly manner and reassemble in a designated location.
• Notify the Supervisor of the location of the explosion so that 911 or the local emergency responders can be called.
• Supervisors are responsible for maintaining accurate headcounts and location tracking of all employees at all times. This emphasizes the ongoing responsibility of supervisors in monitoring personnel.
• A thorough headcount will be conducted to verify the evacuation of all personnel from the designated area. This specifies the action to be taken to ensure a complete evacuation.
• Information regarding the potential whereabouts of any missing individuals will be compiled. This rephrases the task with a more formal tone and emphasizes the focus on locating unaccounted personnel. Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.

5.3. Collapse Plan

• Everyone is to evacuate the building/job site in an orderly manner and reassemble in a designated location.
• Notify the Supervisor of the location of the collapse so that 911 or the local emergency responders can be called.
• Supervisors are responsible for maintaining accurate headcounts and location tracking of all employees at all times. This emphasizes the ongoing responsibility of supervisors in monitoring personnel.
• A thorough headcount will be conducted to verify the evacuation of all personnel from the designated area. This specifies the action to be taken to ensure a complete evacuation.
• Information regarding the potential whereabouts of any missing individuals will be compiled. This rephrases the task with a more formal tone and emphasizes the focus on locating unaccounted personnel. Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.
• Depending on what has collapsed, (i.e. a scaffolding collapse is different from a wall collapse) different actions will be taken. If the structural integrity of the building has been compromised, then stay out until emergency responders are on the scene and then take direction from them. If the collapse is from some external component, then the Supervisor must use his knowledge and experience to assess the situation and direct the actions of the on-site personnel.
• Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.

5.4. Gas Release Plan

• Everyone is to evacuate the building/job site in an orderly manner and reassemble in a designated location.
• Notify the Supervisor of the location of the leak so that 911 or the local emergency responders can be called.
• Shut off the gas supply if possible.
• Supervisors are responsible for maintaining accurate headcounts and location tracking of all employees at all times. This emphasizes the ongoing responsibility of supervisors in monitoring personnel.
• A thorough headcount will be conducted to verify the evacuation of all personnel from the designated area. This specifies the action to be taken to ensure a complete evacuation.
• Information regarding the potential whereabouts of any missing individuals will be compiled. This rephrases the task with a more formal tone and emphasizes the focus on locating unaccounted personnel. Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.
• Do not return to the area until the commanding office for emergency responders has confirmed the area is safe to re-enter.

5.5. Injured Person Plan

• Remain with the victim and provide any feasible assistance.
• Dial 911 or your local emergency services and report:
• Jobsite name/location
• Location of injured within the facility or job site.
• Type of emergency (injured person, fire, etc.)
• Number of people injured
• Type of injury(s)
• Emergency response unit required
• Any special conditions
• Stay on the phone until the response unit arrives.
• Designate someone to meet the ambulance outside.
• Once paramedics arrive, notify the supervisor of the event if they are not present.
• Safety persons/superintendents move to the event location.
• Assist emergency response personnel in the evacuation of injured persons.

6.0. General Emergency Information

6.1. Work-Related Injuries or Fatalities

[COMPANY NAME] and Associate employees should be familiar with the guidance within Section 5.3 “Emergency Notification Plan” of this EHS Program and know where it is in case of an emergency. This policy shall be followed in the event of any [COMPANY NAME] injury or fatality within 24 hours.

All work-related inpatient hospitalizations, amputations, and all losses of an eye require OSHA to be notified (by [COMPANY NAME]’s safety manager) within 24 hours of the event. If a workplace fatality occurs, or for fatalities occurring within 30 days of the work-related incident, OSHA must be notified within 8 hours of the event

Sub-contracted companies must notify [COMPANY NAME] of any injury sustained on a [COMPANY NAME] project site and submit an event report to [COMPANY NAME]’s on-site superintendent within 24 hours of the event. In addition, sub-contracted companies must comply with all regulatory guidelines as it relates to injuries and illnesses in the workplace.

6.2. Hazardous Material Exposure

There are hundreds of hazardous materials that workers could potentially come into contact with at any given time during a project. The safety data sheets (SDS) books, maintained at each site, list the required actions that need to be taken for each specific exposure. Keep the SDS(s)/ manuals readily accessible and in a location where anyone can get to them easily. SDS(s) should also be posted near or on the job site bulletin board. Remember that it may well be the Supervisor that is exposed so everyone must know where to find the required information.

6.3. Violence in the Workplace

Violence will not be tolerated by [COMPANY NAME] whether, in the field or the office, our employees and craftspeople entrusted to our care expect and deserve to work in an environment that is free from the threat of violence. Any acts of violence are grounds for dismissal and possible criminal charges.

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