EMERGENCY ACTION PLAN
(INSERT NAME AND ADDRESS OF ORGANIZATION HERE)

Version Date: (INSERT DATE HERE)TABLE OF CONTENTS
Workplace Emergencies Introductions…………………………………3General Information…………………………………………….................3

Tenant Emergency Coordinator Roles & Responsibilities……........4Emergency Coordinator……………………………………………..4Floor Captain………………………………………………………....5
Aides for Members with Disabilities………………………………..5

General Instructions for Reporting Emergencies…………………….6
Medical Emergencies………………………………………………..7Fires…………………………………………………………………...8Active Shooter & Workplace Violence……………………………..9Bomb Threats………………………………………………………...10Severe Weather & Natural Disasters………………………………11Extended Power Loss……………………………………………….12
Persons with Disabilities…………………………..………………...13
Attachments………………………………………………………………….14
Zone Listing…………………………………………………………...14
Bomb Threat Card…………………………………………………….15
SAMPLE Position Matrix……….…………………………………….16SAMPLE Personnel Roster…………………………………………..172

WORKPLACE EMERGENCIESIntroduction
This Emergency Action Plan (EAP) establishes guidelines for all reasonably foreseeable
workplace emergencies. Because each emergency situation involves unique
circumstances, the guidelines provide general guidance only. Thoughtful actions basedon situation assessment are always required when responding to an emergency. It isalso important to note that emergency guidelines do not necessarily represent
sequential series of steps.
Special Note: Safety and health are the overriding priorities in all emergency situations.
Think before you act and… if you see something, say something!
General Information (Refer to “EAP Position and Personnel Roster”)
Emergencies can be identified as Medical, Fire, Severe Weather, Bomb Threats,
Chemical Spills, Terrorist Attacks, Criminal Acts, Extended Power Loss, etc. Personnel
should identify these emergencies and report them to the Emergency Coordinator andCALL 911 to alert Police. The local Emergency Services respond to emergencies.
Assembly Area – (INSERT LOCATION)
Alerting Personnel
The following apply during fires and other workplace emergencies requiring evacuation:
•••••
•
•

The fire alarm will be activated and personnel will calmly evacuate using designatedescape routes giving vocal alarms of “FIRE”, etc.
Personnel will look into rooms as they leave the suite and notify personnel to exit; do
not delay your evacuation for this purpose.
Personnel will assemble and remain in the evacuation Assembly Area. Leaving thegroup or failing to report to the evacuation Assembly Area can cause unnecessary
effort locating personnel believed to be missing.
Immediately notify your Floor Captain or the Emergency Coordinator of missing or
unaccounted for personnel.
Stay alert and listen for instructions.
Await guidance to disperse, return to the building or take additional measures.
In the event of a Medical or other emergency that does NOT require evacuation,
CALL 911 to alert Police and notify the Emergency Coordinator.

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ROLES & RESPONSIBILITIESRefer to “EAP Position and Personnel Roster”
Authority: Emergency Coordinator, Floor Captain, and Aides for Persons withDisabilities are responsible only for evacuating personnel out of the suite and assisting
personnel to the Assembly Area. Building Managers assume responsibility once ourpersonnel exit (insert office information). Upon their arrival, Emergency Services(Incident Commander) will assume command.
A. Emergency Coordinator (EC)
Non-Emergency Responsibilities:••••••

Ensure the dissemination, implementation and updating of the EAP.
Review and update EAP annually.
Ensure personnel are assigned to all EAP positions.
Conduct exercises as needed to optimize our personnel emergency response.
Conduct and document an After Action Review following any emergency event andprovide a copy to the organization’s Director.
The EAP will be maintained in accordance with (INSERT ALL GUIDANCE TO BECONSIDERED) and shall include:•••

Emergency escape procedures and emergency escape route assignments.
Procedures to be followed by personnel who remain behind to operate/conduct
critical operational requirements before they evacuate.
Procedures to account for all personnel following evacuation.

Duties/Responsibility during an Emergency:
••
•
•
•

Ensure Floor Captains initiate and complete accountability and/or evacuation.
Coordinate the orderly evacuation of personnel when needed.
Obtain accountability for our personnel following the incident and/or evacuation.
Provide Emergency Response personnel with necessary facility information.
Notify Building Management & Emergency Response of unaccounted for personnel.

B. Floor Captain (FC)A minimum of one floor captain will be assigned to each zone (see Attachment 1).
Non-Emergency Responsibilities:•Understand the building's emergency procedures and be prepared to assume
his/her responsibilities promptly and calmly in an emergency.

4•

Maintain an accurate roster of all members assigned to his/her zone, which will beupdated at least twice a year and upon the arrival of any new personnel. Provide
updated information on personnel in your zone to the EC within 2 business days.

Duties/Responsibilities during an Emergency:••••

Put on a vest, take your cellphone and copy of the EAP Position and Personnel
Roster and ensure accountability for all personnel in your zone.
During an evacuation, direct people out of your zone and exit via the stairwells;
remind employees NOT to use the elevators, as they will be taken out of service.
Upon arrival at the Assembly Area, confirm all personnel are present or areotherwise accounted for (e.g., illness, travel, vacation, meetings).
Immediately notify Emergency Coordinator of unaccounted for/missing personnel.

C. Aide for Persons with Disabilities (APD)
Non-Emergency Responsibilities:•Understand the building's emergency procedures and be prepared to assume
his/her responsibilities promptly and calmly in an emergency.

Duties/Responsibilities during an Emergency:••••

Put on vest, take your cellphone and copy of the EAP Position and Personnel
Roster.
Locate the Mobility Impaired Person(s) and assist them in getting to the designatedmobility impaired location—the stairwell landing.
Contact the Emergency Coordinator via the contact information located on yourrecall roster and let them know what stairwell you are located in and that you havearrived there safely with the person needing assistance.
Continue to wait on stairwell landing until flashing strobes/alarms have beensilenced. Once the alarm has been shut off, assist the person back to their workstation.

D. All other Personnel•••

Understand all information in the EAP.
Read updates to the EAP when provided.
Know the names and contact info for personnel serving as EC/FC/APD, where tofind the AED, evacuation routes and procedures, Assembly Area location.

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GENERAL INSTRUCTIONS FOR REPORTING
EMERGENCIES

911

Summon emergency assistance by CALLING 911
Be prepared to provide the following information:•Your name and location.

•Phone number from where the call is being made.

•Location of the emergency, including facility name, Bldg #, suite #, full address.

•Type of emergency:



•

MedicalFire
Confined Space Rescue
Hazardous Material
Criminal Act
Bomb Threat

Other important Information:
 Number and condition of victims.
 Location and extent of situation, hazard, fire, etc.
 Involvement of Hazardous Materials (as available, give product name and/ordescribe any markings, labels or placards).

•What is needed

DO NOT HANG UP FIRST. Let emergency personnel hang up first.
After the call, station someone to direct Emergency Response personnel to the scene ofthe emergency.

6MEDICAL EMERGENCIES
Survey the scene; evaluate personal safety issues.
Request assistance (SHOUT FOR HELP)
Call 911
Provide the following information:• Number and location of victim(s)• Nature of injury or illness• Hazards involved• Nearest entrance (emergency access point)
Alert trained employees to respond to the victim’s location and bring a first aid kit orAutomated External Defibrillator (AED).
Location of First Aid Kits and Automated External Defibrillator(s)First Aid Kit
Automated External Defibrillator(INSERT LOCATION)(INSERT LOCATION)

Procedures• Only trained responders should provide first aid assistance.
• Do not move the victim unless the victim’s location is unsafe.
• Take “universal precautions” to prevent contact with body fluids and exposure tobloodborne pathogens.
• Meet the ambulance at the nearest entrance or emergency access point; direct themto victim(s).

7FIRES
Fire Emergency Plan
If a fire is reported, pull the fire alarm, (if available and not already activated) to warn
occupants to evacuate. Then Dial 911 to alert Fire Department. Provide the following
information:
••
•
•
•
•
•

Business name and street address
Nature of fireFire location (building and floor)
Type of fire alarm (detector, pull station, sprinkler waterflow)
Location of fire alarm (building and floor)
Name of person reporting fire
Telephone number for return call***Emergency Coordinator and Floor Captains to direct evacuation of personnel***Evacuation Procedures••••

Evacuate building along evacuation routes to primary assembly areas outside.
Redirect building occupants to stairs and exits away from the fire.
Prohibit use of elevators.
Evacuation team to account for all employees and visitors at the Assembly Area.

8ACTIVE SHOOTER AND
WORKPLACE VIOLENCE
Profile of an Active Shooter
An Active Shooter is an individual actively engaged in killing or attempting to kill people
in a confined and populated area, typically through the use of firearms.
How to respond when an Active Shooter is in your vicinity
1. Evacuate• Have an escaperoute and plan inmind• Leave yourbelongings behind• Keep your handsvisible

2. Hide Out• Hide in an area outof the activeshooters view
• Block entry to yourhiding place and lockdoors.

3. Take Action• As a last resort andonly when your life isin imminent danger.
• Attempt toincapacitate theactive shooter• Act with physicalaggression andthrow items at theactive shooter**********************CALL 911 WHEN IT IS SAFE TO DO SO*******************************How to respond when Law Enforcement arrives on the scene
How you should react when Law
Enforcement Arrives• Remain calm and follow officers
instructions• Immediately raise hands andspread fingers• Avoid making quick movements
towards officers such as attempting
to hold on to them for safety••

Avoid pointing, screaming, and/oryelling
Do not stop to ask officers for helpor directions when evacuating. Just
proceed in the direction from which
the officers entered the premises.

Information you should provide to Law Enforcement• Location of active shooter• Number and type of weapon(s)• Number of shooters, if more than one• Number of potential victims at thelocation• Physical description of shooter(s)9BOMB THREATS
Phone Bomb Threat•

Stay calm – do not alarm others.

•Notify your supervisor who will report the threat to law enforcement byCALLING 911. If supervisor is not present, you make the call.

•Fill out the Bomb Threat Card (See Attachment 2) to assist responding agency.

•Decision to evacuate the building will be made by law enforcement personnel.

•Take the Bomb Threat Card with you if the building is evacuated.

Written Bomb Threat•

Remain calm and leave the message where it is found.

•

Do not handle the document any more than necessary to preserve fingerprints andother evidence.

•

Do not alarm others.

•

Notify your supervisor who will report the threat to law enforcement byCALLING 911. If supervisor is not present, you make the call.

•Do not give information to anyone except supervisor and law enforcement
personnel.

10SEVERE WEATHERAND NATURAL DISASTERS
Tornado:• When a warning is issued by sirens or other means, seek shelter inside. The
following are recommended locations for shelter:o Small interior rooms on the lowest floor and without windows,
o Hallways on the lowest floor away from doors and windows, ando Rooms constructed with reinforced concrete, brick, or block with no windows.
o When a warning is issued by sirens or other means, seek shelter inside.
• Stay away from outside walls and windows.
• Use arms to protect head and neck.
• Remain sheltered until the tornado threat is announced to be over.
Earthquake:• Stay calm and await instructions from the Emergency Coordinator.
• Keep away from overhead fixtures, windows, filing cabinets, and electrical power.
• Assist people with disabilities in finding a safe place.
• Evacuate as instructed by the Emergency Coordinator or the designated official.
Flood:• Be ready to evacuate as directed by the Emergency Coordinator.
• Follow the recommended primary or secondary evacuation routes.
• Climb to high ground and stay there.
• Avoid walking or driving through flood water.
• If car stalls, abandon it immediately and climb to a higher ground.
Blizzard:• Stay calm and await instructions from the Emergency Coordinator.
• Stay indoors!
• If there is no heat:o Close off unneeded rooms or areas.
o Stuff towels or rags in cracks under doors.
o Cover windows at night.
• Eat and drink. Food provides the body with energy and heat, and fluids prevent
dehydration.

11

EXTENDED POWER LOSSIn the event of extended power loss to a facility certain precautionary measures shouldbe taken depending on the geographical location and environment of the facility:•Unnecessary electrical equipment and appliances should be turned off in the eventthat power restoration would surge causing damage to electronics and effecting
sensitive equipment.

•Facilities with freezing temperatures should turn off and drain the following lines inthe event of a long-term power loss.
o Fire sprinkler systemo Standpipeso Potable water lineso Toilets•Equipment that contain fluids that may freeze due to long term exposure to freezing
temperatures should be moved to heated areas, drained of liquids, or provided with
auxiliary heat sources.

Upon Restoration of heat and power:•Electronic equipment should be brought up to ambient temperatures before
energizing to prevent condensation from forming on circuitry.

•Fire and potable water piping should be checked for leaks from freeze damage after
the heat has been restored to the facility and water turned back on.

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PERSONS WITH DISABILITIESEmployee and Supervisor Responsibilities
If you are an employee with a disability, there are critical steps you should take to help
ensure that you will be safe during an emergency. First, inform your supervisor if you
require assistance in the event of an evacuation. Second, work with your supervisor todevelop a plan to ensure your safe evacuation in the event of an emergency. If you do
not wish to share your needs with your supervisor you should review the procedures tobe followed in an emergency situation affecting your assigned facility and familiarize
yourself with your evacuation route and assembly area.
If you are a supervisor, you are responsible for reviewing your facility’s EAP with all
employees under your supervision, including those with disabilities, to ensure that eachemployee clearly understands procedures that must be followed during an emergency
event. Be proactive in developing emergency plans to meet the needs of employeeswith a disability. You should also include your employees with disabilities in thedecision-making process when selecting special equipment and developing evacuation
procedures in collaboration with your building managers. Ensure the “Aide for Persons
with Disabilities” (see Attachment 3) is notified of any employee that may require special
assistance in the event of evacuation or emergency.
Procedures
Options for disability evacuation include:• Shelter in Place—Take immediate shelter at the designated location.
• Evacuation Chair or Other Assistive Device—An evacuation chair or escape chair isa lightweight wheelchair used to evacuate a physically disabled person from an areaof danger, such as a burning building. The chair is designed to allow an attendant totransfer the person down stairs more safely than could be done with a normal
wheelchair. Such chairs may be folded to a small size and stowed in much the samemanner as other firefighting equipment such as fire hoses and fire extinguishers.
• Two-person Carry—This is a way to carry a person to safety with the assistance of apartner. The two assistants link arms to form a backrest and grip wrists to from aseat.
Please remember, when making decisions regarding the best way to evacuate
individuals with disabilities from your building, you should work closely with your local
emergency response personnel and their safety specialists.

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ATTACHMENT 1

Zone Listing(INSERT FACILITY FLOOR PLAN COLOR-CODED BY ZONES)14ATTACHMENT 2

Bomb Threat Card

15

ATTACHMENT 3

Position
Emergency
Coordinator
Alternate #1
Emergency
Coordinator
Alternate #2
Emergency
Coordinator
Zone A
Floor Captain
Alternate
Zone A
Floor Captain
Zone B
Floor Captain
Alternate
Zone B
Floor Captain
Zone C
Floor Captain
Alternate
Zone C
Floor Captain
Aide for
Persons with
Disabilities
Aide for
Persons with
Disabilities
Alternate
Aide for
Persons with
Disabilities
Alternate
Aide for
Persons with
Disabilities

Name

SAMPLE Position Matrix

Office Room #16

Mobile Phone

Office Phone

ATTACHMENT 4

SAMPLE Personnel Roster

List Updated as of XX Jan 20XX
FLOOR CAPTAIN
NamePrimaryAlternate

Office Room #Mobile Phone

Office Phone

Office Room #Mobile Phone

Office PhonePERSONNELName

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