Paper E Contingency Planning

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Committee\2006\March\Paper E - Contingency Plan Preface and EP.doc

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EUniversity Contingency Plans: Emergency Procedures

A Paper presented to the University Health and Safety Committee meeting, on 30th

March

2006, by Alastair Reid

Preface to the Emergency Procedures

The University has identified key risks in its central Risk Register, under the headingsAcademic, Operational and Environmental, Physical and Financial and Other. The

central Risk Register is supplemented by Risk Registers at Support Group/School levels(e.g. Corporate Services Risk Register) and at department/service level, e.g. Health andSafety Risk Register.

The Emergency Procedures contained in this document illuminate the section of thecentral Risk Register associated with occupational safety and health, and form anumbrella Contingency Plan which overarches and draws together existing Plans in thisarea, which follow in their designated sections.

Plans to help direct the response to emergencies, and the model of response, can beusefully divided into 3 levels Strategic, Tactical and Operational. In the context of theU of E Strategic Level is perhaps synonymous with Senior Management of the

University, whilst Operational Level equates to Divisions, Units, Research Groups etc.Tactical Level is less easy to clearly delineate, but is likely to equate roughly to College /School / Support Group level, with elements added in from the other two Levels.

Strategic Level plans tend to deal with events which have the potential to have an impactinstitution wide, and these inevitably involve a requirement for a contribution fromagencies external to the University e.g. Local Authority services, Public Health,environmental agencies etc. Operational Level plans tend to be designed with highlyfocussed objectives e.g. preventing a spillage in a biological containment laboratory fromleading to contamination outwith the confines of the containment area. Tactical Levelplans inhabit the territory between these two Levels.

The over-arching Strategic Plan, which has three main functions:

Providing a clear and unequivocal statement of commitment from the UniversitysSenior Management to ensure that contingency planning is taken seriouslythroughout the organisation.

Setting out a structure whereby strategic emergency co-ordination can beachieved, by identifying key people, allocating resources, and formulatingpolicies and procedures.

Establishing and confirming dependent relationships between constituent

Tactical and Operational Level plans and response structures within theUniversity, and relevant external plans and organisations.


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Contingency Plans already in place

Strategic/Tactical Level Operational Level

Fire COSHH emergency proceduresAsbestos Radiation emergency proceduresLegionella GM/pathogen emergency proceduresMeningitis Local general emergency plans (e.g. MRI

Brain Imaging Unit)Hazardous Waste Emergency evacuation of MIP

Personal Emergency Evacuation PlansEmergency Evacuation of MIP - policy

Y2K plan*

* Now not current, but the successful approach taken for Y2K is applicable in othercircumstances, e.g. G8

General Philosophy

Whatever variety of emergency arises which affects the University, one consistentfeature is the need to set up a control group of relevant personnel, to anticipate anddirect each facet of the emergency as it develops. The role of this group does not endwith the end of the emergency phase per se a number of members will have roles inthe disaster recover/business continuity phases which follow.

When designing an overarching plan, we can envisage this control group in the form ofthe graphic equaliser on a stereo system, with each frequency band representative of anexpertise area on the control group. Depending upon the type and course of theemergency we encounter, the contribution which has to be made by each area ofexpertise will rise or fall.

For example, the Health and Safety and Estates and Buildings Departments will havemuch input into an asbestos, fire or Legionella emergency, whilst having lesser input to ameningitis (public health) event; C&PA will have a more constant, substantial input in allcases.


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Emergency Procedures

1. Introduction

The University has well known and clearly defined procedures for responding to anumber of situations including the following:

Summoning first aid and medical assistance (Appendix 1).

Death or serious illness or injury of a student (Appendix 2).

Meningitis outbreak involving students (Appendix 3)

Legionella outbreak (Appendix 4)

Asbestos incident (Appendix 5)

Serious Fire Incident

Hazardous Waste Incident

Influenza Pandemic

Many of these procedures have been tested in a practical sense over recentyears, in real emergency situations, and have proved robust.

The purpose of this document is to provide additional guidance to those stafflikely to be involved in any major incident affecting this University. It will beregularly reviewed and revised in light of experience and following any exercisesthat may be conducted to test its effectiveness.

This document details the procedures to be taken in immediate response to aserious incident. THESE PROCEDURES WILL BE ADOPTED IN PART OR INFULL DEPENDING ON THE SEVERITY OF THE INCIDENT. Please ensurethat these procedures are readily available at all times.

1.1 Implementation

Implementation of the procedures can be brought into operation if the incident issuch that it falls within the remit of the definition at 1.2 below. Depending uponthe incident, it may only be necessary to implement part of the plan.

1.2 Definition

The University has adopted the following definition, the first paragraph of which isthat used by all the Emergency Services to describe those circumstances which

will lead to the implementation of the Universitys Emergency Procedures.

Any disaster or serious disruption of life arising with little or no warning, causinga situation in excess of that which can be dealt with by the Police, Fire andRescue Service, Health Services and Local Authorities, operating individually orcollectively, under normal procedures and which therefore can call for specialmobilisation and organisation of those services.

In addition, any other situation having a severe effect on the University andwhich, in the view of a member of the Incident Control Co-ordination Group (seeparagraph 5.3), warrants the implementation of all or part of these procedures

even though it does not constitute a disaster according to the definition adoptedby the Emergency Services.


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2. Responsibilities

2.1 PoliceTo co-ordinate operations and assume overall charge at the scene of the non-fireincident. To take charge at a fire incident, once the Fire and Rescue Service

have completed fire fighting operations.

2.2 Fire and Rescue ServiceTo co-ordinate operations and assume overall charge at the scene of a fire orchemical-related incident. All fire-fighting, rescue and spillage handling.

2.3 Ambulance ServiceThe treatment and transport of casualties.

2.4 Other ServicesAs required by the police.

2.5 The University of EdinburghTo provide necessary services and facilities as required, including those that maybe required by the police, City of Edinburgh Council Incident Control and/or otheremergency services.

2.5.1 Security Services

To take initial action as described in Section 4 until the arrival of the Police or theUniversity Incident Control Officer.

2.5.2 Chief Security Officer, Security Services

To assume control of traffic activities and crowd control; and liaise with the Policeand other Emergency Services as required.

2.5.3 Director, Health and Safety

To advise on the controlling of immediate risks to personnel and to subsequentlycarry out an investigation into the cause(s) of the incident. To liaise with theenforcement authorities and to act as Deputy Disaster Executive, whereappropriate.

2.5.4 Director of Corporate Services

To take responsibility as the Disaster Executive.

2.5.5 Director, Estates & Buildings

To assume responsibility for reinstating the safety of premises and therestoration of services. To liaise with relevant authorities and to act as DeputyDisaster Executive, where appropriate.

2.5.6 Head of School / School Safety Officer

To identify particular hazards in respect of any premises affected and to providerelevant information to those requiring the same. To indicate other appropriatecontacts at School, Division, Unit level and below, who would be able to assistwith the management of the incident.


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3. Overall control and responsibility

3.1 The University, in line with all the Emergency Services, recognises that the ChiefConstable or the Firemaster has overall responsibility for all such operations.

3.2 The University will assist all the Emergency Services in siting incident controlpoint(s) and providing services as required. University personnel will be able toidentify particular hazards in respect of any property affected.

3.3 Rendezvous pointsThe scale of the incident may affect rendezvous requirements. Police, inconjunction with other services, will decide on the most suitable rendezvouspoint.

4. Action by University staff

4.1 First person receiving Information4.1.1 Immediately inform Security Operations Room, Appleton Tower by dialling

internal extension number 2222, or by dialling (0131) 650 2257 from an externalline. Notify them of:

(a) The place where you are speaking from, your name, telephone number andSchool

(b) The exact location and nature of the incident(c) The origin of the report(d) The casualty position, if known(e) Whether any mobility impaired, or otherwise disabled, person may be involved

(f) Any other relevant information(g) If at the scene, what you intend to do after providing this information(h) Details of route to scene having regard to any known obstruction preventing

access.

Wait for confirmation that your message has been understood.

If, after ten minutes, the appropriate Emergency Service has not arrived, repeatthe emergency call to Security.

If possible, arrange for someone to be at the main entrance to the building / site,to direct the Emergency Services to the incident.

4.2 Action by Member of Security Staff Receiving the Information

4.2.1 Notify police and other emergency services via 999 and give as muchdetail of the incident as is known at the time.

4.2.2 Upon receipt of the information that an emergency has occurred, assumecommand until the arrival at the incident of the Chief Security Officer.


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4.2.3 Direct the Shift Supervisor to the scene, together with available Security Officers,giving the necessarydetails of the incident.

4.2.4 Staff present in the Operations Room at the time will assist with emergencycommunications to expedite response from emergency services.

4.2.5 If necessary summon medical aid via the prescribed procedures advising them ofthe location and extent of casualties.

4.2.6 Commence an INCIDENT REPORT recording all relevant details.4.2.7 Inform the Chief Security Officer, and activate the emergency call out list. If out

of hours, summon School Staff from Emergency Contact List.

4.2.8 The Emergency Contact List is retained at the Operations Room and contains

information of essential personnel.

4.2.9 Await further instructions from the Chief Security Officer, Director of E&B,Director of H&S,or the Director of Corporate Services.

4.3 Action by First Security Personnel at Scene

4.3.1 The safety precautions to be taken are of paramount importance and will, ofcourse vary depending on the nature and type of incident.

4.3.2 Your prime role is to protect life. This can best be achieved by taking the

following action.

Follow common sense and be careful AT ALL TIMES.

4.3.3 DO NOT GET INVOLVED IN RESCUE WORK OR FIRE FIGHTING.

4.3.4 Obtain the following details and radio them to the Operations Room.(a) Where you are speaking from

(b) The exact nature of the incident

(c) The exact location of the incident

(d) The source of the report

(e) Estimate of the number of casualties, and of disabled persons potentiallyinvolved, and extent of damage

(f) Fully describe the incident

(g) Action that has already been taken or is about to be taken


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(h) Identify a point from which the Police and Emergency Services can approachthe incident, direct a Security Officer to that point, informing the OperationsRoom accordingly

(i) Be available to give a situation report to the first Police Officer to arrive,and/or Fire, Ambulance or other Emergency Services Officer

(j) Keep staff, students and the public as far away as is possible.

(k) Keep witnesses available for the Police

(l) Hand over control to the Police/Fire and Rescue Service upon their arrivaland then follow all their instructions and requests.

4.4 Action by the Chief Security Officer.4.4.1 Upon notification of the incident, the Chief Security Officer or his Deputy or, in

their absence, the Shift Supervisor, will proceed to the location of the incident.

4.4.2 The situation will be assessed and he will arrange for key University personnel tobe notified of the situation.

4.4.3 He will identify himself to the EMERGENCY SERVICE INCIDENT OFFICER *and establish how they require the University to respond.* Police / Fire / Ambulance Incident Officer as appropriate

5. Incident organisation and key Personnel

5.1 Incident ExecutiveThe Incident Executive will be the Director of Corporate Services, or in hisabsence the Director of Estates and Buildings and/or Director of Health andSafety, as appropriate. The Chief Security Officer will assume control until thearrival of the Incident Executive at the scene of the incident.

5.1.1 He will arrange for the notification of the appropriate Senior Officers of theUniversity, in particular those who will form part of the INCIDENT CONTROL

GROUP, if not already advised.

5.1.2 He will identify and establish the Universitys INCIDENT CONTROL ROOM (Paragraph 5.2.1).

5.1.3 At or near the scene of the incident the Incident Executive will remain easilyidentifiable as the person responsible for co-ordinating the Universitys response.


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5.2 Incident Control Room

5.2.1 The University will normally establish its own Incident Control Room, separatefrom the Security Operations Room.

5.2.2 The Incident Executive will arrange the staffing level of the Incident ControlRoom.5.3 Incident Control Co-ordination Group

5.3.1 The following persons as required by the nature of the incident will form a co-ordinating group to assimilate the details of the incident and determine the actionthe University must take.

Director of Corporate Services Director of Health and Safety or Deputy

Relevant Specialist H&S Practioner(s) e.g.UBSA, URPA, where appropriate Chief Security Officer

Director of Estates & Buildings or Deputy

Director of Registry or Deputy

Director of Human Resources or Deputy

Director of Communications and Public Affairs or Deputy Representative of the School / building(s) affected by the incident Director of Accommodation Services or Deputy

Director of Computing Service/MIS

Any other member of University staff considered necessary, e.g. representatives

from the relevant College management may be appropriate, in some instances.

5.3.2 All School personnel likely to be implicated in the Emergency Call Out Procedureshould endeavour to have suitable identification available when called out, suchas the Universitys Staff ID card. It would be helpful if eaqch member of theICCG could carry a mobile phone during the course of the incident.

5.3.3 The Group will be assisted where appropriate by:

Communications and Public Affairs Staff Shift Supervisor, Security Health and Safety Department Staff as required

Accommodation Services Staff as required Telephone / switchboard personnel

Students Association

Any other member of University staff whose assistance or support isconsidered necessary

Key personnel/contact information will be updated annually or sooner as requiredby Chief Security Officer.


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5.3.4 If deemed necessary a Reception Centre for students will be identified by theIncident Executive at the Students Association Building, Teviot or other area asappropriate.

6. Statements to the media

6.1 In the event of an incident there are likely to be a large number of phone callsfrom journalists. It is essential that all calls from journalists are referred to thePress & Public Relations Office, Communications and Public Affairs, via theUniversity switchboard on tel. 0131 650 1000. In the interests of accuracy, thereputation of the University and for legal reasons, it is important that staff do notcomment on the incident to the media.

6.2 If journalists phone other University offices to say that the Press & PublicRelations Office line is engaged, they should be advised to fax requests for astatement to fax. 0131 650 2147.

Paper E Contingency Planning

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