DULA Emergency Policy

OFFICE SAFETY AND HEALTH

 

I.          Purpose.

This program is intended to protect employees from potential health and safety hazards in the office. This policy emphasizes the elimination or reduction of hazards by workplace and job design, taking into account differences among tasks and individuals.

 

II.         Scope.

This chapter applies to all DULA employees, students and Faculties.

 

III.        Responsibilities.

A.         Responsible Safety Officer’s responsibilities include:

1.         Working with the local safety and health committee to supplement this chapter to meet the needs of the specific office environment;

2.         Ensuring office safety and health inspections are conducted quarterly;

3.         Training all employees on this chapter;

4.         Providing proper storage for office supplies;

5.         Ensuring that office equipment is in safe working order; and

6.         Ensuring that safe procedures for processing incoming mail and deliveries are utilized.

B.         Employee Responsibilities include:

1.         Reporting all safety or health concerns to management;

2.         Maintaining an orderly and sanitary office environment; and

3.         Following all office safety and health policies.

 

IV.        Procedure.

A.         Housekeeping.

1.         All aisles and passageways in offices must be free and clear of obstructions. Proper layout, spacing, and arrangement of equipment, furniture, and machinery are essential.

2.         All tripping hazards must be eliminated. Some common hazards are damaged carpeting, cords in walking areas, and projecting floor electrical outlet boxes.

3.         Chairs, files, bookcases and desks must be maintained in a safe operating condition. Filing cabinet drawers must always be kept closed when not in use.

4.         Materials stored in supply rooms must be safely stacked and readily accessible. Care must be taken to stack materials so that they will not topple over. Heavy objects will be stored at low levels. Under no circumstances will materials be stacked within 18 inches of ceiling fire sprinkler heads or Halon plane of operation.

5.         Hazardous materials must be properly handled and disposed of. A waste receptacle of hazardous material must be labeled to warn employees of the potential hazards.

B.         Electrical Safety.

1.         Electrical cords must be examined on a routine basis for fraying and exposed wiring. Particular attention should be paid to connections behind furniture, as files and bookcases may be pushed tightly against electric outlets, severely bending the cord at the plug. Defective cords will be replaced or repaired as needed.

2.         Electrical equipment and wiring must be approved and used in accordance with NEC and local requirements.

3.         Non-business related small appliances, such as space heaters, are not permitted in the office unless approved by management. Re-locatable power taps (power strips) can be used in conjunction with small appliances if listed and labeled for such use.

4.         Use of extension cords:

a.         Extension cords must only be used as temporary wiring in accordance with OSHA’s electrical standards.

b.         Extension cords must be kept in good repair, free from defects in their insulation. Defective cords will be removed from service until repaired or replaced.

c.          Extension cords must be positioned so that they do not present a tripping or slipping hazards.

d.         Extension cords must not be placed through doorways having doors that can be closed and thereby damage the cord.

C.         Indoor Air Quality (IAQ).

1.         Smoking is prohibited within all DULA offices and buildings, except in designated locations. Smoking materials must be extinguished and placed in appropriate containers before leaving smoking areas.

2.         The Safety Officer will investigate all complaints of IAQ. Air sampling will be conducted, when appropriate, and the results will be shared with employee(s) and their union representative(s).

D.         Noise.

1.         Sound levels must be considered during the procurement and location or of any office equipment.

2.         Provide proper maintenance of equipment, such as lubrication and tightening loose parts, to prevent noise.

3.         Locate loud equipment in areas where its effects are less detrimental. For example, place shredders away from areas where people must use the phone.

4.         Barriers, walls, or dividers can be used to isolate noise sources. Acoustically-treated materials can be used as buffers to deaden noise and appropriate padding can be used to insulate vibrating equipment to reduce noise.

5.         Schedule noisy tasks at times when it will have the lease effect on other tasks in the office.

E.         Hazard Communication Program.

1.         Every employee must be made aware of all hazardous materials they may contact in the office.

2.         The hazard communication program must follow the requirements of the hazard communication portion of this manual.

F.         Emergency Action Plan.

1.         DULA has a written emergency action plan covering actions that must be taken to ensure employee safety from fire and other emergencies, such as earthquake or bomb threats.

2.         The written emergency action plan must, at a minimum, including the following information:

a.         Emergency escape procedures and emergency escape route assignments;

b.         Procedures to account for all employees after emergency evacuation has been completed;

c.          The methods of reporting fires and other emergencies;

d.         The alarm or emergency notification system used to alert employees of emergencies;

3.         Employees will be trained on the emergency action plan when first hired, whenever the plan changes, whenever any person’s responsibilities under the plan change, and not less than annually.

G.        Fire Extinguishers.

1.         Employees are not to use fire extinguishers unless they have been trained in their proper use.

2.         The responsible Safety Officer will ensure that all portable fire extinguishers are visually checked on a monthly basis and inspected annually.

J.          First Aid.

1.         First Aid kits must be available in designated place.

2.         The first aid procedures outlined in the First Aid and CPR Chapter must be followed.

 

EMERGENCY CONTINGENCY PLAN

 

I.          Purpose.

The purpose of this plan is to ensure each employee is provided a safe working environment. The emergency contingency plan has been developed to provide an organized plan of action to prepare and respond to major natural and human-caused emergencies.

 

II.         Scope.

The program applies to all DULA employees, students and Faculties. This Chapter includes the following emergency action plans.

 

III.        Responsibilities.

A.         The responsible Safety Officer will ensure:

1.         Development and implementation of office specific emergency programs;

2.         Employees are trained on emergency procedures;

3.         Exercises are conducted to evaluate the effectiveness of the emergency action plans; and

4.         Maintenance of training records and documentation related to incidents and exercises.

B.         Employees, students and Faculties are responsible for:

1.         Attending emergency training;

2.         Reporting potential emergency situations to their responsible Safety Officer; and

3.         Following emergency action plans as directed.

 

IV.        Procedures.

A.         Emergencies will be assessed by the responsible Safety Officer and/or emergency personnel for size and the potential to cause injury or illness to DULA employees. The appropriate emergency plan will be implemented based upon the nature and seriousness of the emergency.

B.         Exercises will be conducted annually to evaluate the effectiveness of the plans.

C.         Any time an emergency plan is implemented, whether it is for an actual emergency or an exercise, the response will be documented. The documentation will include the date, description of the scenario, actions taken or parts of the plan implemented, participants, and critique. The critique will identify what went well and what areas need improvement. Plans will be modified as necessary to correct deficiencies.

 

V.         Responsible Personnel

The personnel responsible for the operation of the emergency plan are listed below. Their agreement to participate is appreciated by the University.

In cases of emergency, or in practice drills, it is expected that all instructions be followed properly and completely.

 

Emergency Director --------------------------------------     Andreas Choi

Communication Director ---------------------------------    Arturo Aguirre/Emilio Lopez

Communicator, Second Floor ---------------------------    Jin Kim

Communicator, Third Floor ------------------------------    Yae Jin Chang

Communicator, Fourth Floor -----------------------------    Stephan Seo

Alternate Communicator --------------------------------     Anze Jones/Maintenance on duty

 

DULA Office Monitor ------------------------------------     Joann Kim

OMC Monitor --------------------------------------------- Jun Woo Kim

           

            * Responsible personnel is subject to change according to Emergency director’s decision

VI.        Position Descriptions for responsible personnel

A.         Emergency Director;

Basic responsibilities during drills / emergencies

1.         When a fire is reported to you, you must find out the location of the fire, the type of fire, size of the fire, likelihood of the fire spreading and the name of the person reporting the fire.

2.         Call Fire Dept. (911) first. And Tell the fire dept. where the fire is in the building and type of fire.

3.         Announce the Emergency Evacuation with PA system or our emergency mic located at basement area fire control room. And be available to help with any aspect of the evacuation – have keys with you to all areas of building.

4.         When you have ascertained where the problem is (from operators or other team members funneling info to you) direct appropriate team members to their area (i.e., Communicators, Monitors)

5.         Act as liaison / spokesperson to fire dept., police, etc.

6.         If communications are down, assign someone to run or drive to nearest phone to summon help.

7.         Assign someone to stand near driveway entrance to flag down fire truck, ambulance, etc. when they arrive.

8.         Announce re-entry O.K. only after all areas are reported clear.

9.         Be knowledgeable of all other emergency team member’s basic responsibilities.

10.       During an earthquake drill, station yourself at switchboard to await report from communicators that drill is complete, then advise them to announce end of drill.

11.       During actual earthquakes, obviously no announcements can be made immediately, so follow same procedure as everyone else in the building (i.e., get under your desk). When quake and immediate aftershocks have subsided, you may see fit to order an evacuation due potential gas leaks, etc., if quake was substantial.

12.       We do not have significant water storage for our people for post-earthquake survival.  Ascertain the nearest evacuation/disaster relief center and direct them to the disaster relief center.

B.         Communicators;

Basic responsibilities during drills/emergencies

1.         If anyone other than the Emergency Director informs you that there is fire, immediately contact the Emergency Director, Report the location and wait for further instructions.

                        2.         Assist Emergency Director in whatever way directed.

3.         If evacuation alarm is sounded, “Please evacuate the building immediately”, Repeat several times.

                        4.         For Fire or Other Evacuation Type Drills:

a.         When instructed to initiate or other evacuation type drill, announce throughout your entire floor (including the lunchroom, conference areas, etc.)

b.         “This is a drill. Please evacuate the building immediately.”, Repeat several times.

                                    c.          Report to Emergency Director and assist in whatever way directed.

 

5.         For Earthquake Drills

a.         When instructed to initiate an earthquake drill, announce throughout your entire floor.

b.         “This is an earthquake drill. Please get under your desks or tables immediately.”, Repeat several times. Make a mental note of non-cooperative persons.

c.          Report to Emergency Director at switchboard when complete. He will advise you when you should announce the end of the drill.

d.         After evacuation – report your assigned group to obtain roll call results.

e.         Write down and be prepared to give names of people not accounted for to the Emergency Director when asked for it.

            C.         Monitors;

Basic Responsibilities during drills/emergencies

1.         Monitors are the key individuals in any emergency. By their actions the can maintain calm in their groups intact, and ensure effective communications between the disaster team leaders and students, faculty and staff of the University.

2.         Monitors are responsible for maintaining a roster of the individuals in their groups and for knowing who is at the facility so that in event of an evacuation they can report individuals who may still be in the building. This is a most important responsibility as it may be necessary to search for individuals at risk of human lift.

3.         Monitors are also the communication link between the communicators and the students, faculty and staff.

4.         Monitors are responsible for getting access to class schedules/intern schedules/patient roster

5.         Upon hearing announcement to evacuate building, instruct everyone in your area (including visitors, VIPs, etc.) to leave the building immediately via the nearest exit.

6.         Re-check the area to make certain everyone is gone.

7.         Report to the Emergency Director that your area is clear.

8.         Exit the building if no further instructions are given to you by the Emergency Director.

9.         Prevent people in your group from re-entering the building until re-entry is ordered by the Emergency Director.

10.      Take the roll of your group and report individuals unaccounted for (and last known location) to the communicator who requests it.

11.       Pass along to individuals in your group the information given to you by communicators. This will include information regarding finding individuals unaccounted for, termination of any drill, authorization to return to the building, authorization to start automobile engines, instructions to go home, etc.

 

VII.       Emergency Action Plan

 

            A.         FIRE PLAN

1.         PLAN AHEAD: Be familiar with the locations of stairwells, fire alarm pull locations and fire extinguishers. See the floor plan posted in your office.

2.         If a fire is observed or suspected, do the following.

a.         Alert others around you and activate the fire alarm.

b.         Notify the Emergency director and provide as much information as you can about the location, nature and size of fire.

c.          Evacuate the building if the evacuation alarm is sounded or directed to do so.

d.         If you are leaving the building, close, but do not lock all doors as you leave. Ensure that all windows are closed.

e.         Use the stairwells. DO NOT USE ELEVATORS.

f.          Do not re-enter the building until given approval by the Emergency Director.

                        3.         DON’T:

a.         Panic

b.         Use elevators

c.          Re-enter the building for valuables

d.         Break windows

e.         Open hot doors

f.          Become a spectator

g.         Congregate at building entrances/exits after evacuation

 

B.         EARTHQUAKE

1.         DO:

a.         Take cover under a desk, in a doorway or in the center interior of the building, or sit down against an interior wall.

b.         Stay clear of windows, bookcases, file cabinets, storage racks and similar items.

c.          Follow the instructions of the Emergency Director and emergency personnel.

d.         Remain calm.

e.         Turn off all electrical equipment.

f.          If an evacuation is signaled, follow your escape route to the closest available stairwell, exit the building.

                        2.         DON’T:

a.         Use telephones;

b.         Use elevators;

c.          React in a manner that may cause undue panic or alarm;

d.         Stand near windows;

e.         Use matches if the power fails;

f.          Panic if you are in an elevator. Emergency personnel will take action to remove passengers from inoperative elevators.

 

C.         DEMONSTRATIONS AND CIVIL DISORDERS

1.         All Occupants will:

a.         Avoid contact with demonstrators and all media representatives;

b.         Continue working normally;

c.          Keep lobby and corridors clear;

d.         Stay away from windows and entrances; and

e.         Report the presence of unauthorized persons in your office to the Federal Protective Service.

 

D.         BOMB THREAT PLAN

1.         If a bomb threat is received, do the following.

a.         Identify the time threat was received.

b.         Ask questions about the location, time set to go off, type of bomb, who put it there, and why was it put there

c.          Listen for voice characteristics, speech pattern, background noise, age and sex of caller.

d.         If a threat is received via mail, hand carry it immediately to your supervisor and attempt to preserve it for fingerprints.

e.         Notify the Federal Protective Service.

                        2.         If a bomb is observed or suspected, do the following

a.         Notify the Emergency Director and provide as much information as you can about the location, time set to go off, type of bomb.

b.         Evacuate the building if the evacuation alarm is sounded or if directed to do so.

                        3.         DON’T:

                                    a.         Antagonize the caller

                                    b.         Touch or Move the suspected Bomb

c.          Re-enter the building until you were notified by Emergency Director.

                                    d.         Retrieve your automobiles until notified that it is safe to do so.

 

E.         EXPLOSION PLAN

1.         If an explosion occurs:

a.         Vacate the office to a safe area.

b.         Notify the Federal Protective Service or pull the nearest fire alarm box.

c.          Prohibit persons from entering the area.

d.         Follow instructions given by emergency personnel.

2.         If you are unable to evacuate the affected area:

a.         Get down in the prone position

b.         Get under the best available cover (desk, table, etc.)

c.          Get away from glass, open areas or perimeter rooms

d.         Protect head, eyes and torso

 

F.         POWER FAILURE

1.         In the event of a power failure, do the following.

a.         Turn off electrical office machine appliances including computer equipment.

b.         Remain calm. Emergency lighting will be available.

c.          Personnel should remain in their areas and await further instructions from their first line supervisors.

d.         Further direction or instruction to floor occupants will be issued by the floor communicator.

e.         Only by the sounding of the fire alarm will all personnel vacate the building.

 

G.        SEVERE STORM

1.         If the Severe Storm occurs, do the following.

a.         Stay away from windows and outside walls. Close all drapes and blinds on outside windows.

b.         Close all doors to outside offices.

c.          The Emergency Director will keep you posted on any further information and instructions.

2.         DON’T:

a.         Attempt to leave the building; you are safer in one of the safe areas of the building than you would be in the street or car.

b.         Use elevators; or

c.          Get excited.

           

H.         ELEVATOR ENTRAPMENT

1.         In the event of an elevator entrapment, do the following.

a.         Press the emergency call button, located in the elevator control pad.

b.         Remain Calm and wait for the instruction.

c.          Follow the instruction form the Emergency Director or authorized personnel.

 

I.          EMERGENCY MEDICAL SITUATION IN BUILDING

1.         In the event of Emergency medical situation in building, do the following.

a.         Report situation to the Switchboard.

b.         If possible, have another individual remain with the person requiring medical aid.

c.          The individual remaining with the person requiring medical aid should not attempt to move the individual.

d.         He/she should make the person as comfortable as possible by using common sense.

e.         You should remain at the switchboard until the appropriate assistance has been secure. You may need to describe the exact situation over the telephone.

f.          The switchboard operator will notify the Emergency Director who will immediately go to the switchboard to determine the assistance required.

 

J.          ACTIVE THREAT

1.         If an active threat is outside your building:

a.         Proceed to a room that can be locked, barricaded, or secured in some way; close and lock; turn off lights; hide under a desk, closet or in the corner. 

b.         Call 911. 

c.          Remain in place until the police, or the Emergency Director known to you, gives the all clear. 

                        2.         If an active threat is in the same building:

a.         Determine if the room you are in can be locked and if so, follow the same procedure as described in the previous paragraph. 

b.         If your room can’t be locked, determine if there is a nearby location that can be reached safely and secured, or if you can safely exit the building. 

c.          If you decide to move from your current location, be sure to follow the instructions of safe escaping from the scene below.

3.         If an active threat enters your office or classroom:

a.         Try to remain calm.

b.         Call 911 if possible, and alert police to the location of the threat; if you can’t speak, leave the line open so the dispatcher can listen to what is taking place.

c.          You can make attempts to: Run, Hide, Fight (consider it a very last resort). 

4.         Safe escaping from the scene:

a.         Make sure you have an escape route and plan in mind. 

b.         Do not carry anything while fleeing;

c.          Move quickly, keep your hands visible, and follow the instructions of any police officers you may encounter. 

d.         Do not attempt to remove injured people; instead, leave wounded victims where they are and notify authorities of their location as soon as possible after you are safe.