U. of A. C.E.S. Policy Manual: C.E.S.P. 3-12: System Management Management: Office Management: Emergency Procedures for State Extension Office Complex

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System Management
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Emergency Procedures for County Extension Office

Policy Number: C.E.S.P. 3-14
New: 3-31-2010

Quick Links: POLICE FIRE MEDICAL EMERGENCY SEVERE WEATHER

EXODUS ACTIVATION UTILITY FAILURE INCIDENT REPORT

COMMUNICATIONS BOMB THREAT MATERIAL SAFETY DATA SHEET

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POLICE

The ___________ Police Department provides security 24 hours a day, 7 days a week.

Phone # ___________________

Always Report:

Any suspicious/criminal activity
Work place violence
Thefts of UA Division of Agriculture Cooperative Extension Service and/or personal property
Bomb threats
Harassing communications

FIRE

In the event of FIRE or SMOKE in your work area, remember the acronym RACE.

RESCUE:

Help anyone in immediate danger from the fire.

ALARM:

Activate nearest fire alarm pull station
Call 911

Report: Name and Title
Building location
What is burning, if known

CONTAIN:

Close door to fire origin.
Send visitors to the first floor via the stairs or outside (whichever is applicable.)

EXTINGUISH:

Get the fire extinguisher located by elevators.
Take extinguisher to fire and operate.

P Pull the metal pin.
A Aim the nozzle at the base of the fire.
S Squeeze the handle.
S Sweep the fire from a distance of 5 to 15 feet.

If evacuation becomes necessary, proceed to the outside designated area

Call the _________________District Office at ____________________ as soon as possible after emergency has been handled.

MEDICAL EMERGENCY

Any UA Division of Agriculture Cooperative Extension Service County Office employee finding an unconscious, partially conscious or possibly seriously injured person should initiate emergency response assistance by calling the community 911 number to obtain emergency assistance.

For ALL emergencies, call the community 911 number to obtain emergency assistance. Notify _____________________ District Office as soon as possible after the emergency has been handled.

SEVERE WEATHER

When Severe Weather conditions occur:

Employees shall report to their office.
Close windows and doors.
Direct employees and visitors away from windows to protected internal hallways.
Stand by to assist visitors to safe areas.
When the Severe Weather has passed, assist visitors to return to normal.

Notify _____________________ District Office as soon as possible of any power outage related injuries to staff or damages to office or office equipment.

EXODUS ACTIVATION

Any UA Division of Agriculture Cooperative Extension Service County Office Employee who becomes aware of a situation in which continued operations in a location are immediately dangerous to life or health of personnel or visitors shall immediately call 911.

If immediate evacuation/rescue is required, the _____________Police at ___________________ will be called for assistance.

Notify ___________________District Office as soon as possible after the emergency has been handled.

UTILITY FAILURE

For failures of any of the following utilities, call the __________________County Judge's office at ___________________________.

Electrical

Elevators

Fire Alarms

Natural Gas

Heating / Cooling

Water

Sewer

Internet

Telephone

Additional Information / Actions

Elevators: If elevators are out of service, review fire and emergency evacuation plans.

Nofity _________________________District office of outages.

INCIDENT REPORT

It is the duty of every UA Division of Agriculture Cooperative Extension Service County Office employee to report in a timely and accurate manner any unsafe occurrence, accident, injury, chemical exposure or other possible safety hazard.

Safety Hazards
Contact District Director

Workplace Violence
Contact __________________ Police at _______________________.

Security Incidents
Contact __________________ Police at _______________________.

Visitor Occurences
If the event causes safety concerns, call 911 immediately, then notify Staff Chair if applicable.

Visitor injuries and incidents
Inform your District Office.

COMMUNICATIONS

CRISIS COMMUNICATIONS TREE

District Office:

(Name)		(Phone #)

Staff Chair:

(Name)		(Phone #)

Co-workers:

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

(Name)		(Phone #)

BOMB THREAT

If you receive a bomb threat call, signal a co-worker to call the _____________Police at ___________________

Attempt to keep the caller on the line. Use the list below to record information.

CHECKLIST FOR RECEIVING BOMB THREAT

Time and date Reported:
How Reported:
Exact Words of Caller:

Questions to Ask:

1. When is bomb going to explode?

2. Where is the bomb right now?

3. What kind of bomb is it?

4. What does the bomb look like?

5. Why did you place the bomb?

6. Where are you calling from?

Description of Caller’s Voice:

Male_____Female_____

Young_____ Middle Age_____Old_____

Accent_____ Tone of Voice____________________

Background Noise____________________

Is voice familiar?_____

Who did it sound like?_______________________

Other Voice Characteristics:

Slow_____Rapid_____Normal_____Excited_____Loud____ Disguised____Broken____Sincere_____

Time Caller Hung Up:______________

Remarks: ____________________________________________________________

Name, Location, Telephone Number of Recipient:

_____________________________________________________________________

MATERIAL SAFETY DATA SHEET

A Material Safety Data Sheet (MSDS) is designed to provide both workers and emergency personnel with the proper procedures for handling or working with a particular substance.

Your workplace or chemical storage, laboratory, etc. should have a collection of MSDS that came with the hazardous chemicals you have ordered (don’t throw them away!).

Each applicable department should have MSDS’s available on file and near chemicals.

Know where the MSDS’s are filed.

Keep the MSDS’s up-to-date.

In case of chemical accident, please refer to MSDS and notify supervisor.

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University of Arkansas • Division of Agriculture
Cooperative Extension Service
2301 South University Avenue
Little Rock, Arkansas 72204 • USA
Phone (501) 671-2000 • Fax (501) 671-2209

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System Management Office Management Emergency Procedures for County Extension Office

System Management
Office Management
Emergency Procedures for County Extension Office