ERG 500.02: Emergency Preparedness

Principal Guidance 

While not exhaustive, the following guidance is applicable and should be reviewed: 

• BPPM 50.39- Emergency Planning and Preparedness  

Emergency Notification 

See Official Notifications in BPPM 50.39 for information regarding notifications. 

Internal Communications During an Emergency 

During an emergency, OAE will utilize Microsoft Teams instant messaging to communicate with employees.  As such, all employees are required to have Teams installed on a mobile device that will be accessible during an emergency.  Employees are also asked to provide their cell phone number and an emergency contact in case Teams is unavailable or an incident requires communication with an emergency contact.

Personnel Responsible for Coordination During an Emergency 

During an emergency, members of the department Safety Committee (Project Specialist and Executive Director) coordinate with University officials and emergency responders, communicate with employees, implement emergency procedures, and maintain an inventory of emergency supplies and resources.  

First-Aid and Emergency Supplies and Resources 

The department maintains a first-aid kit and emergency supplies in a cabinet identified with a first-aid cross in 208E.  Any use of first-aid emergency supplies or resources should be reported to the Safety Manager for incident reporting and restocking.

Active Threat and Building Emergency Requiring Lockdown 

As a general rule, the response to an active threat such as a shooter or shooting is: run, hide, fight.  If an employee is near an area where an active threat is identified, employees should take actions necessary to protect themselves. If the threat is in the employee’s area, the employee should get away from the incident.  

If an employee is notified or aware of an active threat but they are not hearing gunfire, screams, or see an assailant, they should lockdown immediately. If circumstances lead an employee to believe that lockdown allows them to better protect themselves, despite having heard gunfire, screams, or seen an assailant, then they should lockdown immediately. In the event of an emergency requiring a lockdown, employees should:  

• Clear themselves and visitors from public areas such as 201 
• Clear themselves and visitors from unsecured rooms such as 208 and 208E 
• Shut and lock all the doors leading to 209 and 210 
• Turn off all lights, audio, and video in 209 and 210 
• Enter a private office or room such as 204, 206, 209A, C, D, E, F, G, or 211, and lock the door behind them.  
• Once behind a locked door in a private office, turn off all lights, close all blinds, silence all cell phones, stay close to the ground, and work as a group to develop a plan should further action be necessary.   

Biological/Weather Events and Building Emergency Requiring Shelter-In-Place 

One of the instructions an employee may be given in an emergency such as a biological or potential weather event is to shelter-in-place. This means employees should stay indoors until authorities tell them it is safe or they are told to evacuate. 

In case of a shelter-in-place order, employees should: 

• Select a small, interior room, with no or few windows. 
• Close and lock all windows and exterior doors. 
• If possible, turn off or block all fans, heating, and air conditioning systems.  
• Bring supplies that may be necessary, including, water, food, first-aid, flashlights, and a radio if available. 
• Shelter in a place with a hard-wired telephone since cellular telephone equipment may be overwhelmed or damaged during an emergency. 
• Use duct tape and plastic sheeting (heavier than food wrap) to seal all cracks around the door and any vents into the room. 

Building Emergency Requiring Evacuation 

Employees will receive instructions on what to do during a building evacuation emergency. In the event an evacuation is mandated, evacuation maps are posted in the Commons in 208E and 201. Areas of Refuge for individuals who are disabled and unable to evacuate are identified in the Commons as 213 and 204. The gathering location for OAE is the parking lot of Cougar Health Services, located on the opposite side of both Washington Street and Idaho Street from the Commons (as indicated with a star on the map below). This is where, upon activation of emergency alarms, employees should gather and wait for further instructions from the person identified as in charge.  The Safety Manager will conduct a head count and call emergency services if they are not already on the scene.