GEORGIAN COLLEGE OF APPLIED ARTS AND TECHNOLOGY

Physical Resources

Procedure #5-102

Effective Date: April 13, 1991

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

PROCEDURE:

To provide guidelines to the College regarding emergency situations, such as a telephone threat, tornado or chemical spills, to safeguard the health and welfare of College students, employees and visitors.

SCOPE:

All Campuses.

RATIONALE:

Public institutions such as Georgian College are traditionally popular targets for telephone threats or encounter emergency situations as a result of tornados or chemical spills. The College should therefore be prepared to deal with a variety of emergency situations in the event this occurs. This procedure describes steps to be taken in responding to a variety of potential emergencies.

PROCEDURE:

If emergency situations arise, the following steps are to be taken:

1. Obtain as much information as possible about the threat. (Appendix A)

2. Notify Security/Physical Resources (Main Campuses) or Managers of Regional Campuses about the type of threat, giving as much detail as possible.

3. Contact a senior person in charge of the facility for direction as follows:

Director of Physical Resources – Barrie

Principal – Orillia

Principal – Owen Sound

General Manager – Kempenfelt

Managers – Regional campuses

They will consult with the President or Vice Presidents or if not available, make decisions and follow-through with procedures immediately.

4. A central clearing point and alternate will be identified at each campus (e.g. switchboard or reception area).

5. Each building or area on campus will have a designate and one back up person appointed who will act as a prime contact for dissemination of information. The supervisory staff in each area will maintain this list of names and back up names for each building. Evacuation policy for special needs students and staff (Policy # 1-123) is to be used for Special Needs people.

6. The senior person in charge of facilities as identified in #3 will contact the police/fire departments as appropriate. It is the responsibility of the senior person at each location to establish a clear understanding with the local police and fire departments concerning rules and responsibilities of the two departments and the College inspection of building(s) and required action when property and/or personnel are deemed to be at risk.

7. Evacuation from buildings or campus may occur following evaluation of the situation. Each “incident” will be evaluated on its own merit in determining whether evacuation is warranted. In the event of evacuation, key personnel should remain and all others must evacuate. Specific information regarding Barrie, Orillia, Owen Sound and Kempenfelt Conference Centre is attached (Appendix B to E). Switchboard/Reception will notify areas by telephone if fire alarm cannot be activated.

8. Evacuation procedure requires that all students, employees and visitors must vacate College buildings immediately except for those personnel required to carry out duties.

9. Each main and regional campus is responsible for designating an exterior rendezvous location where people should assemble to await further instructions.

10. In the event of an evacuation, designated people will inspect the area, as per fire drill evacuation. If an unidentified object or package is found and its owner cannot be located, the finder must not attempt to move or handle item(s). The finder should contact the Head of Security or a senior person in charge and relay information regarding the location of the object, reason(s) for suspicion and a description of the object. Provisions should be made for a direct communications link between College personnel and local police that would by-pass switchboard lines to ensure immediate contact between Georgian and local authorities.

11. The decision to reopen the buildings will be made by College security in consultation with senior College personnel and local authorities.

College Information Services will notify the media of closures and re-occupation by telephone and facsimile. An announcement will also be made at the designated assembly area.

12. A written report of the occurrence will be made by security or the senior person in charge, and a copy sent to the Director, Physical Resources, Barrie and a copy to the Vice President (Administration).

13. Evacuation: Practice and Procedures including rendezvous points at each campus, (as required in item #9) will be communicated to the College community through information notices posted in strategic locations at each campus including classrooms.

Prepared by:

M. Beaudoin, B. Kennedy, J. Caunter D. Roughley, K. Fairbrother, C. Shaw, M. Fifield, M. Traynor, N. Hannon, M. Watson, S. Jenkins

Recommended by:

Edward Dunlop
Date

Margaret Watson
Date

Approved by:

W.F.J. Busch
Date

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX A

EMERGENCY SITUATION INFORMATION

WHAT CAN YOU DO?

Stay calm.

Be observant.

Follow instructions of Security and emergency personnel.

If you hear a FIRE ALARM, leave the area in a calm and orderly manner by the nearest exit.

Close, but DO NOT LOCK your door. Take portable valuables (i.e. purse) with you.

IF YOU RECEIVE A THREATENING TELEPHONE CALL:

Listen carefully

Pay attention to: what is said

how it is said

the tone of voice used

accents or vocal inflections.

Listen for background sounds.

TO REPORT A CALL OR SUSPICIOUS OBJECT OR PERSON:

In Barrie: Contact Security/Physical Resources at 722-5100

Orillia and

Owen Sound: Contact Principal(s)

Regional Offices: Contact Managers

Identify yourself, explain what you found, saw or heard and your location.

Specific format for collection of information regarding emergency situations is available through campus switchboard and Principal’s office.

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX B

SUMMARY EMERGENCY EVACUATION (BARRIE CAMPUS)

Supervisors will be requested by the President/Vice President to designate who will be responsible to sweep the area if evacuation is required or search the area if necessary. The designated person(s) will be responsible for clearing the area before they leave their command post.

A command post will be established at Switchboard (C Building) and a back up location will be Physical Resources (F Building). The Director, Physical Resources or his designate must be stationed at the command post. Security and Physical Resources staff will remain on stand-by for further direction.

LASA Students

LASA students that volunteer should be used for traffic and crowd control (not building search).

Faculty

Faculty are to evacuate themselves and their students if in class.

Cook Street

The gate is to be opened immediately by Physical Resources to reduce traffic.

A pamphlet or directive should be distributed explaining how to evacuate. (Student Services was identified as being responsible for disseminating this information for the Special Needs evacuation).

There does not seem to be a logical rendezvous point for the Barrie Campus at this point due to the numbers of people involved. Closure and sending people home may be the best solution in certain situations. Rendezvous points during evacuation should be at least three hundred feet from any building. Buildings F, E, D, and H will evacuate to the end of parking lot #12 (lot to the front of H building). Buildings C, B, and A evacuate to end of lot #3 (parking lot by B). If weather permits, the football field could be used as well.

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX C

SUMMARY EMERGENCY EVACUATION (ORILLIA CAMPUS)

The person on the switchboard after receiving the phone threat will immediately notify the Principal of the Campus and the Manager of Physical Resources. Depending on the information provided by the caller, the Principal/Manager of Physical Resources will determine whether or not a manual evacuation is required or the fire alarm can be pulled to evacuate the building. If the fire alarm is to be pulled the Fire Department must be notified immediately re: this is not a fire BUT a phone threat. The switchboard will serve as the command post. The Manager of Physical Resources will be stationed at the command post until otherwise, directed by the Police upon their arrival. The alarm is then pulled and immediate evacuation of Campus occurs.

The Police Department are called and notified re: the phone threat upon their arrival they will assume control.

Evacuation Procedure

All personnel except for the Physical Resources staff/Principal will vacate the building by the closest exit and move clear of all fire routes. The Manager of Physical Resources will station personnel at the Guard House and at each Parking Lot Exit, to prevent traffic from leaving or entering the premises, other than the Police or Fire vehicles.

Physical Resources staff will check the building to ensure everyone has vacated.

Staff and Faculty will assist in the orderly clearing of classrooms and office areas. Keeping people away from fire routes, and outside the building.

When the Police arrive, the Principal or his/her designate will assist them as requested (identifying volunteers to assist in the sweep of the building).

Physical Resources staff will inform the Campus Community when the Police Department declares the building safe for re-entry.

* In the event that the fire alarm is not able to be activated a physical evacuation must occur.

Day Care

The staff will do an immediate count of all the children. With any evacuation, the E.C.E. workers are to take their attendance boards with them. There is a complete copy of all emergency information for each child, so we can contact release persons from Huronia Regional Centre. The Supervisor also brings the Parent’s Account Book which also has all the important information. Our Emergency location is Huronia Regional Centre.

During an emergency, two Student Services Staff, are to come immediately to the Day Care to help the staff evacuate.

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX D

SUMMARY EMERGENCY EVACUATION (OWEN SOUND)

The Principal’s office will notify Security and Physical Resources. Backup in case the Principal is not in would be College Information Services. Each school and service area is to be notified. Consultation with the President/Vice President should take place. The Police/Fire Services are to be contacted. Evacuation procedures are to be initiated. An Occurrence Report is to be filled out. The Principal’s Office will initiate the re-opening of the building(s).

The Information Outlet – Information Services is the media contact. Backup is the campus Principal.

At the different schools, the following are to be contacts to initiate evacuation procedures, implement and sweep areas, and command rendezvous location. SOB, Chair and appoint backup; SET, Chair and appoint backup, SDVA, Co-ordinator and appoint backup; SCL, Program Supervisor; SD, Chair and appoint backup; SOHT, Co-ordinator and appoint backup; SAAHS, Co-ordinator and appoint backup.

In the different service areas the following are to be contacts: Physical Resources, Finance Admin./Co-op, Learning Resource Centre, and Student Services.

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX E(1)

SUMMARY EMERGENCY EVACUATION (KEMPENFELT CENTRE)

When Fire Alarm sound:

Front Desk Staff (the senior front desk staff member on duty becomes the “Organizer”)

1. Remain at the front desk.

2. Immediately phone the Innisfil Fire Department and report alarm and that we are investigating.

3. Gather Black Reservation Book and Blue file folders.

4. Front desk organizer sends senior staff members to building where alarm is located to evacuate the building.

5. Front desk sends other staff to all other buildings and areas where there are guests to tell them the trouble is in another building, that they are safe, that we are investigating, and we will let them know when we discover what the problem is.

6. Front desk sends one staff member to wait outside main building to tell the fire department what building the problem is located in.

7. If the main building is evacuated, the front desk “Organizer” must take the Black Reservation Binder and the Blue file folders.

8. Alarm bells must not be silenced.

9. If there isn’t a fire and the fire department says OK make sure all guests are told everything is OK.

10. Evacuation Procedures:

- if alarm is in CTMC …..evacuate CTMC to Bayview Classroom #4

- if alarm is in MARDON LODGE …..evacuate MARDON to CTMC Dining Room

- if alarm is in FOSTER HOUSE …..evacuate FOSTER to CTMC Dining Room

- if alarm is in BAYVIEW PLACE …..evacuate BAYVIEW to CTMC Dining Room

EMERGENCY EVACUATION PRACTICE AND PROCEDURE

APPENDIX E(2)

KEMPENFELT CONFERENCE CENTRE EMERGENCY FIRE PROCEDURES

IN THE EVENT OF FIRE:

1. All staff meet at or call the front desk for instructions.

2. Front desk staff will call the fire department to report alarm.

3. The zone panel in the Bayview (by the ladies washroom) should be checked to locate where the area of concern is for the Mardon Lodge and the Foster House.

The zone panel for the CTMC building is located in the main lobby (main entrance).

A continuous alarm indicates that the fire is in that building. An intermittent alarm means that the fire is in one of the other buildings.

4. Someone will be assigned to check that building to see if the alarm is for a fire or a false alarm.

5. Front desk will assign staff to alert all guests of the fact that they should leave the area. (Depending on the situation the guests will be asked to meet in the upper parking lot unless inclement weather exists).

6. If fire is a small one, staff can attempt to extinguish it.

7. Someone will be assigned to direct the fire trucks to the location of the fire.

(On weekends, security staff should make sure that the gates are open, if needed to enter the back entrance).

8. Front desk staff must secure current booking information sheets for confirmation of guest status.

(Black reservation book, blue file folders, and mail box).

9. Each department’s designated supervisor should be in charge to make sure all their employees working their shift be accounted for.

10. Do not re-enter once you have left the building until it is declared safe to do so by the Fire Department Officials.

11. Do not use the elevator.

Front Desk Supervisor on duty to take the elevator key from the front desk box and lock the elevator door open.

EMERGENCY SITUATION INFORMATION REPORT

Bomb Facts (Exact wording of the threat)

Type of Bomb Number Location (bldg,room etc) Time Set to Explode or Burn

Caller’s Identity Origin of Call

Male / Female Adult / Juvenile Est. Age Local Long Distance Internal

Speech (Circle the appropriate ones)

VOICE    SPEECH    LANGUAGE    ACCENT
Loud    Soft    Fast    Slow    Excellent    Good    Local    Not Local
High Pitch    Deep    Distinct    Distorted     Fair    Poor    Foreign    Region
Pleasant    Raspy    Stutter    Nasal    Foul
Inebriated    Other    Slurred    Lisp    Other
Other

MANNER    BACKGROUND    WHY DID YOU PLACE THE BOMB?
Calm    Angry    Factory    Trains
Rational    Irrational    Bedlam    Animals
Coherent    Incoherent    Music    Quiet
Deliberate    Emotional    Office    Voices
Righteous    Laughing    Mixed    Airplanes
Traffic    Party

NOTE:

1. Be calm and courteous. Listen carefully.

2. Pretend difficulty with hearing. Keep caller talking. If caller is agreeable to further conversation ask questions like:

How do you know so much about the bomb?

Why are you doing this?

What is your name and address?

3. Did the caller appear familiar with the building by his/her description and remarks?

Yes No

4. Notify immediately your supervisor/security officer as in accordance with local instructions. Treat the information discreetly.

Name Date of Call Time of Call

THIS FORM SHOULD BE USED IN CONJUNCTION WITH THE EMERGENCY EVACUATION PRACTICE & PROCEDURE #5-102