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  • 1. Publications Committee The Publications Committee has assembled an Emergency Preparedness Plan sample. This is an actual plan used by a small company located in a major US city. Developing an Emergency Preparedness Plan is not as simple, however, as obtaining one used by another company. A company can use a guide such as this one, and tailor it to their needs. All Emergency Preparedness Plans should address warnings, procedural directions and controls, evacuation policies, and the implementation of a business continuity plan, depending on the level of disaster. Key considerations for an Emergency Preparedness Plan should include: 1. Identify a Crisis Management Team. This is a group of people that provides coordination and control of all segments of a business at the onset of an emergency. 2. Establish meeting places for after the business facility has been evacuated. The meeting places should not be near the facility. A location which is a few blocks away is appropriate (parks, parking lots, etc.). You may want to consider segregating the company by floors or departments and having separate meeting places. Account for all employees. Your plan should instruct employees not to go home or elsewhere until they have been identified. The goal here is to make sure all employees are accounted for. 3. Establish Call Trees and disseminate them to all staff. Consider establishing an update process for the Call Trees and also mailing the updated listing once or twice a year to the employees’ home addresses. This helps ensure that the employees have a copy at home in the event there is an emergency before or after work hours. Please see the enclosed sample Emergency Preparedness Plan.
  • 2. Emergency Preparedness Plan Company Name Office Location The function of the Provincial Emergency Program (PEP) is to maintain effective awareness, preparedness, response and recovery programs to reduce the human and financial costs of emergencies and disasters. The Plan is a dynamic document. The function of the Company Emergency Preparedness Plan (EPP) is to maintain effective awareness, preparedness, and response to reduce human costs of emergencies and disasters. 2 Plan written: Plan updated:
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  • 4. TABLE OF CONTENTS Introduction Purpose 3 Levels of Emergencies Plan Implementation Planning 5 Assessment Staff Orientation & Training Drills Evacuation Routes Supplies and Equipment Emergency File Communications 7 Public and Client Affiliate Offices Employees Emergency Actions and Plan Initiation 8 Medical Emergencies Evacuation Procedures Evacuation Procedures 9 Responsibilities 10 Business Continuity Committee Members All Employees Director of Internal Audit, Corporate Counsel, Director of Risk Management Department Heads and Members of Management Chief Executive Officer, Chief Operating Officer INTRODUCTION PURPOSE 4
  • 5. This plan is designed to provide a framework for protecting employees and other staff, as well as to describe the responsibilities of staff members, for a wide range of emergency and disaster situations that may occur. This preparedness program is designed to ensure that individuals will be ready to react effectively once emergencies have occurred. LEVELS OF EMERGENCIES Three LEVELS OF EMERGENCIES: Emergencies, as viewed by Company USA, are described by one of the following three levels: • Level 1 (Disturbance): Conditions, weather or otherwise, have made it hazardous to remain on-site or open the office for business. Management has made the decision to close and staff is not to report to work or leave the building, other than staff in mission critical positions. There is no plan implementation for this level. It is management’s discretion to decide to activate and how to disburse the staff. This is a temporary situation. An example of this type of level is Company USA closes because of snow. • Level 2 (Crisis): The Company USA office space has to be evacuated. This is a moderate to severe emergency, somewhat beyond management’s capability. This requires mutual aid assistance from the fire department, police, etc. Examples: fire, severe earthquake with injuries and/or structural damage. May or may not require the implementation of the Business Continuity Plan, depending on an initial evaluation as to how long we will out of the building. This is considered a temporary situation but could be longer than a few days. An example of this type of level is a fire or flood that has ruined floors in the office space. • Level 3 (Disaster): A major disaster. This is an extreme emergency, clearly beyond management’s capability. Will require large amounts of mutual aid assistance, recovery time will be extensive, and the response time from major supportive agencies will be required. This will require immediate implementation of the Business Continuity Plan. This is considered long term and could also mean Company USA has to establish its residence permanently in other facilities. An example of this type of level is the offices of Company USA are destroyed or declared uninhabitable. PLAN IMPLEMENTATION The Plan will be: 5
  • 6. • Initiated by the Chief Executive Officer, Chief Operating Officer, Risk Manager, Human Resources, Office Service or designee when conditions exist that warrant its execution. • Initiated by building management via fire alarm, P.A. announcement or any other form of notification. • Reviewed and tested at least annually. 6
  • 7. PLANNING ASSESSMENT Once each year, the Risk Manager and Office Services will undertake a physical survey of all hazards likely to be encountered in the evacuation routes from each floor that Company USA occupies to the designated open-space meeting area. STAFF ORIENTATION/TRAINING All staff will be oriented to this Plan by the Risk Manager, Office Services/or designee at the beginning of their employment and once a year thereafter via physical distribution. DRILLS In accordance with the City and the City Fire Department: • Company USA’s building will conduct fire drills on a routine basis. • ALL employees and staff will participate in these mandated drills. Participation is not optional. EVACUATION ROUTES Company USA is responsible for establishing safe evacuation routes from all floors. Evacuation routes are posted on each floor by the elevators. These routes MUST be followed in the event of an evacuation. Entrances to the evacuation routes are clearly marked on all floors by a wall placard indicating “fire exit” and lighted red EXIT sign. SUPPLIES AND EQUIPMENT Company USA maintains a first aid kit on each floor that it occupies: 51th Floor Receptionists Area 52th Floor Closet/Reception Area 53th Floor Mail Room 54th Floor Lunch Room Each employee has been issued an Emergency Evacuation Bag that contains Company USA’s Emergency Preparedness Book which houses the necessary Emergency Preparedness Plan, and the Business Continuity Plan. The bag also contains a flashlight and batteries. Employees also have the option of adding additional items such as a bottle of water and non-perishable food items. 7
  • 8. EMERGENCY FILE Similar to the Emergency Preparedness Book described above; the Business Continuity Management Team will have expanded files that contain all the Business Continuity phone trees. The Crisis Management Team is: Director of Information Technology, Office Manager and Risk Manager It is the responsibility of each member to bring the Emergency File to the designated meeting place in the event of an evacuation. 8
  • 9. COMMUNICATIONS During an emergency, walkie-talkies, telephones and cell phones should only be used to report emergency conditions. This will be limited to the Office Services staff to communicate with the building Management. In the event that communication services, telephone and/or electrical service is interrupted, other means must be relied upon to relay information. (Bullhorns and/or runners) PUBLIC AND CLIENT The Chief Executive Officer of Company USA will disseminate all information in regards to the emergency, both company and staff. Only the Chief Executive Officer and the Senior Management Team will make such decisions as to what and how such information will be disclosed. Staff members are not permitted to speak with media members and disclose any company and staff information. The Company USA ‘s website will be updated if possible, to inform the clients. AFFILIATE OFFICES During an emergency, the Crisis Management Team or their designee will contact the affiliate offices with instructions and information. EMPLOYEES Once the staff has assembled at the designated meeting place, accountability information per department will be conveyed verbally to the Business Continuity Management Team. The BCMT is comprised of Director of Internal Audit, Director of Risk Management and Corporate Counsel. If verbal communication of accountability information is not possible, cell phones or walkie-talkies are to be used. If the evacuation has occurred during non-working hours, call the employee emergency number for information. That number is 1-800-555-5555. 9
  • 10. EMERGENCY ACTIONS AND PLAN INITIATION When an emergency occurs, it is critical that all employees and staff take immediate steps to protect themselves and others. Each employee is to be familiar with this plan and if assigned responsibilities, be willing and able to carry them out. All employees must exit the building upon notification to evacuate, in an orderly fashion. The key is not to panic and to assist those employees who may be having trouble. If there is an emergency action and Building Management has not evacuated the building, no employee or staff member who feels unsafe or uncomfortable will be required to remain in the building. The employee is to notify their immediate supervisor, manager, or the Director of Risk Management. MEDICAL EMERGENCIES In the event that an employee or visitor needs emergency medical attention, follow these procedures: 1. Call 911 • State the nature of the emergency • Give your name and phone number • Give the company name and location: Acme USA Any Building Any Street Indicate the floor you are on. 2. NOTIFY AND SEND SOMEONE TO THE MAIN LOBBY OF The Building Building Front Security Desk 555-555-5555 This individual will first notify the front security desk, then will flag down emergency personnel, and escort them to the proper floor. 3. LEAVE SOMEONE TO REMAIN WITH THE PATIENT 10
  • 11. 4. CALL Employee ?????? AT #### OR Employee ????? AT #### One of these individuals will notify Building Management of the emergency. EVACUATION PROCEDURES All employees and staff are to leave the building immediately, in an orderly fashion via the appropriate exits. Proceed to ground level and exit the stairwell into the main lobby. Exit the lobby or the building as directed by fire department personnel. Notify emergency personnel of anyone requiring assistance in the evacuation or needing medial attention. Departments reporting to meeting place A: Sales - Designated Emergency person for Sales Manufacturing - Designated Emergency person for Manufacturing Payroll - Designated Emergency person dor Payroll Departments reporting to meeting place B: 11
  • 12. Research & Development - Designated Emergency person for R & D Marketing - Designated Emergency person for Marketing Please report to your Business Continuity Representative upon arrival at these locations so that you can be accounted for. 12
  • 13. RESPONSIBILITIES BUSINESS CONTINUITY COMMITTEE MEMBERS • Assume overall direction of all emergency procedures based on the outline of this plan. • Accountable for members of your unit and reporting accountability data to a member of the Business Continuity Management Team. • Members of the department or unit are aware of the requirements of this plan. • Good judgement, based upon the facts available in any emergency situation, is of paramount importance. ALL EMPLOYEES • Follow evacuation procedures as directed • Assist those in need of help • Assist Business Continuity Committee members by reporting yourself to your Department Representative • Administer first aid if able CRISIS MANAGEMENT TEAM 13
  • 14. • Assist in the evacuation procedures • Obtain accountability data from Business Continuity Committee Members • Relay accountability data to Director of Human Resources, Chief Operating Officer and Chief Executive Officer. DEPARTMENT HEADS AND MEMBERS OF MANAGEMENT • Assist in the evacuation procedures • Assist Business Continuity Committee Members with their responsibilities or in their absence, assume their responsibilities. CHIEF EXECUTIVE OFFICER • Receive accountability data • Relay the appropriate communications to the appropriate individuals and /or groups so the information can be disseminated. • Assume overall direction of all emergency procedures based on the outline of this plan if all responsibilities above fail. 14