Add Your Department/Agency Name Here
ASAP
AGENCY WIDE SAFETY/SECURITY ACTION PLAN
Revised June 16, 2015
Page 1 of 37
TABLE OF CONTENTS
BASIC INFORMATION
Important Information To Know...... 3
Floor Plans...... 4
Safety and Security Committee Responsibilities...... 5
Human Resources (HR) Responsibilities...... 6
YOUR DEPARTMENT/AGENCYEmployee responsibilities...... 7
Manager Responsibilities...... 8
Floor Warden and Floor Captain Responsibilities...... 9
Safety and Security ASAP Checklists...... 11
Using 911 or Panic Buttons...... 12
SECURITY PROCEDURES
Threats, Threat Levels, and Reporting Form...... 13
Bomb Threat...... 15
Bomb Threat Report...... 16
Suspicious Mail Handling...... 17
Suspicious Person...... 19
Active Shooter/Threat...... 21
Workplace Violence...... 22
Civil Disturbance...... 23
Weather Emergency...... 24
Homeland Security Advisory System...... 25
SAFETYPROCEDURES
Medical Emergency...... 25
Evacuation Procedures...... 26
Natural Gas Leak...... 27
Fire Emergency...... 28
(Record of Emergency Evacuation Drills) ……………………………………………………………………………………..30
Water or Flood Emergency...... 31
Tornado Emergency...... 32
Earthquake Procedures...... 33
Power Failure...... 34
Elevator Malfunction...... 35
Hazardous Material Spill...... 36
Nuclear, Biological, And Chemical (NBC) Incident...... 37
IMPORTANT INFORMATION TO KNOW
MISSION:
The mission of the Fairfield CountyAdd your Name Here Agency Wide Safety/Security Action Plan (ASAP) is to heighten Dept/Agencyemployees’ awareness and responses to safety and security situations. ASAP is a comprehensive safety and security response program that contains standard procedures to address day-to-day safety and security risks in the workplace. The Your Department’sSafety and Security Committee has developed this plan and is responsible for maintaining it. It is based on the Ohio Department of Job and Family Services (ODJFS) ASAP, as published on July 1, 2006.
Remember: you must first dial “8” from a county phone to get an outside line (example: 8-555-1234). HOWEVER, you do not dial “8” for a 911 emergency call. All numbers listed in the ASAP manual are 740 area codes, unless otherwise noted.
EMERGENCY:
Emergency...... 911
Sheriff (Dispatch)...... 652-7911
BUILDING:
First Floor Lobby Receptionist...... ####
Chair, Safety and Security...... ####
EMERGENCY REPORT-IN LOCATION:
During inclement weather or during an emergency requiring evacuation of all of facility property, the report-in site is
Fill in a name of your alternate location.
In the event that the building is closed, supervisors will contact their staff. If building operations are being maintained at a separate location, supervisors will advise their staff where to report for work.
Drill Schedule
Tornado Drill...... March (Spring), during Ohio's Severe Weather Awareness Week
Bomb Threat Drill...... August (Summer)
Fire Drill...... October (Fall), during National Fire Prevention Week
Panic Buttons Test...... January (Winter), June (Summer)
Fire Department Key Box..October (Fall), during National Fire Prevention Week (along with Fire Drill)
INCIDENT REPORTING:
Violent Incident Reports can be found at: Name the locationand should be turned in to your supervisor or the Chair of the Safety and Security Committee.
Accident Incident Reports can be found: Name the locationand should be turned in to your supervisor or HR.
Special Note About Personal Items: Please keep all personal items locked up. During drills and emergency situations, offices and rooms are left vacant.
ABBREVIATIONS USED IN THE ASAP:
ASAP...... Agency Wide Safety/Security Action Plan
IS...... Information Systems
MIS...... Management Information Systems
HR...... Human Resources
FLOOR PLANS
First Floor Fire and Other Emergency Escape Routes for Add Your Department/Agency here.
Add your department’s Floor Plans for each level: Also make sure you have escape routes noted.
For a list of the current Floor Wardens and Floor Captains and any special duties assigned, please see the List of Floor Wardens and Floor Captains document on the floor plans.
SAFETY AND SECURITY COMMITTEE RESONSIBILITIES
1)During a designated week in March and October, the Safety and Security members will discuss safety and security procedures with their respective colleagues.This may be a topic of a staff meeting or managers may prefer to call a special meeting.
2)Note: The week in March will coincide with Ohio’s Severe Weather Awareness Week and the week in October will coincide with National Fire Prevention Week observed during the Sunday-through-Saturday period in which October 9 falls.
3)Engage Floor Wardens in your spring and fall awareness week plan to familiarize employees with the floor plan, designated evacuation route, emergency report-in site, location of fire extinguishers, fire hoses, and location and operation of fire alarm pull stations.
4)Assure all employees receive adequate training in safety and security procedures.
5)In the spring and fall, ensure that each employee in your areaknows how to access the ASAP.
6)Develop an ASAP Survey to be given to all employees once a year. This survey will be returned to the chair of the Safety and Security and then given to HR so that the current one can be maintained in the employee file. This survey will be a 10 question test on an employee's knowledge of basic procedures outlined in the ASAP.
Drill Schedule
Tornado Drill...... March (Spring), during Ohio's Severe Weather Awareness Week
Bomb Threat Drill...... August (Summer)
Fire Drill...... October (Fall), during National Fire Prevention Week
Panic Buttons Test...... January (Winter), June (Summer)
Fire Department Key Box..October (Fall), during National Fire Prevention Week (along with Fire Drill)
HUMAN RESOURCES (HR) RESPONSIBILITIES
Employee Emergency Information
HR will provide the Department/AgencyPersonal Information Change Form, which is availableto new and existing employees for completion. Each employee must complete this form. These forms should be collected by HR and maintained in the employee files.
Within two weeks of receiving a new employee, HR will to review the ASAP with the employee, including evacuation paths and introductions to Floor Wardens.Floor Wardens could assist you with this orientation.
Exit Interview Process
When an employee resigns, transfers, retires or is subject to termination, use the Exit Interview Checklist and follow these steps:
- Recover Your Department/Agencyassets in possession of said employee such as keys, cell phone, pager, laptop, manuals, etc.
- Recover security access devices such as keys, IDs, and fobs.
- Contact your MIS Administrator to deactivate security I.D. and passwords.
Please note that this section is mainly applicable to: List Your Special Department Personnel.
Your Dept/AgencyEMPLOYEE RESPONSIBILITIES
The success of the ASAP relies upon each and every employee, regardless of rank or physical location, to respect and become familiar with the safety, security and emergency response procedures of the department.The following responsibilities should be viewed as standard response and awareness guidelines for all employees at all locations:
Your Department/Agencyemployees at all buildings shall:
1)Support and be familiar with the ASAP.
2)Be familiar with this list of responsibilities.
3)Treat every alarm as a real event.
4)Participate in safety and security training opportunities (e.g., mock exercises such as fire drills).
5)Be aware of changes around your desk and work site such as suspicious persons and packages and take appropriate action.
6)Escort visitors to and from your office area to the reception area.
7)Display your building identification badge at all times.
8)Be reminded that depending on security risks, packages, handbags, briefcases and other containers may be subject to inspection.
9)Immediately report lost or stolen identification badges and/or fobs to HR.
10)Be familiar with “Important Information To Know” (page 3) to reach appropriate safety or security personnel in an emergency.
11)Be conscious of your personal valuables and state-owned property and information – contain or lock up accordingly.
12)Support and comply with the ASAP.
13)Be familiar with your assigned role in the event of an emergency.
14)Notify your Floor Warden of any gaps in the current safety and security procedures.
15)Complete the Dept/AgencyPersonal Information Change Form when requested (for your employees).
16)Complete a yearly questionnaire covering ASAP.
17)Report any impairment which you have that may hinder your ability to follow ASAP procedures to your manager, who will report it to the chair of the Safety and Security Committee and to HR. These impairments may be permanent or temporary.
a)Examples include but are not limited to:
i)Needing a wheelchair, which will prevent the use of stairs in case of an evacuation;
ii)Having blindness or limited vision, which could impede your progress to get to a safe zone; and
iii)Having hearing loss, which could prevent you from hearing warnings or pages.
b)Once the chair of the Safety and Security Committee has been made aware of these, the chair will develop appropriate procedures to ensure the safety of the impaired employee.
MANAGER RESPONSIBILITIES
Managers and supervisors are tasked with overseeing the day-to-day business operations while keeping a steady focus on the future needs and expectations of our customers, stakeholders and citizens. We are equally responsible for providing our employees the opportunity to confidently perform their day-to-day responsibilities.
A new charge that eachYour Locationmanager must undertake and champion is the re-education of employees regarding safety and security in our workplaces. We can no longer afford to take a passive approach to safety and security. We must proactively accept responsibility and ensure our employees and services are successfully prepared to respond in the event of an emergency.
Your Department/Agency managers are expected to introduce and maintain a heightened level of safety and security awareness in your work area(s). At all times, managers are charged with the following responsibilities:
1)Advocate Principles of the ASAP and Lead By Example
a)Take a leadership role in all matters relating to the ASAP.
b)Encourage employee participation in safety and security programs.
c)Ensure that new employees and new consultants are introduced to other employees on floor and/or in facility.
d)Remind employees to wear their badges.
e)Remind employees that all packages, handbags, briefcases and other containers may be subject to inspection.
f)Remind employees to immediately report lost or stolen identification badges to HR.
2)Support and Foster Role of Floor Wardens
a)Support and encourage your Floor Warden’s leadership role to carry out the safety and security procedures for your office such as ordering evacuation upon notice from Building Management, YOUR DEPARTMENT/AGENCY security, or YOUR DEPARTMENT/AGENCY official.
b)With the assistance of your Floor Warden, identify emergency response plan (buddy system) for visually, hearing, and physically impaired employees and discuss this plan with your office’s employees.
c)Support and encourage your Floor Warden’s attendance and participation in floor warden meetings or training sessions held by the building manager/security office.
d)Assist Floor Warden in distributing or sharing safety/security information received at these meetings to your employees.
e)Acknowledge and reference effort of Floor Warden on annual performance review form.
f)Work with and engage your Floor Warden’s assistance to heighten safety and security in your office.
3)Update and Share Relevant Safety and Security Information
a)Ensure ASAP plans are kept current by notifying your division or office Floor Wardens of changes in points of contact, office changes, etc.
b)Ensure that all your staff have completed thePersonal Information Change Form, which can be found at: list that location here.
c)Ensure that you possess a list of your employees’ names and telephone numbers to contact in the event of an emergency.
d)Identify and inform employee of emergency report-in sites. Reference the ASAP floor plans for the main sites. During inclement weather or during an emergency requiring evacuation of all of YOUR DEPARTMENT/AGENCY property, the report-in site is: List your alternate location.
4)Report any impairment which an employee reports to you to your supervisor and the chair of the Safety and Security Committee and to HR.
FLOOR WARDEN AND FLOOR CAPTAIN RESPONSIBILITIES
Overview
The roles of a Floor Warden and Floor Captains are important, vital services to the co-workers whom you assist. The primary function of the Floor Wardens and Floor Captains is to coordinate, educate and act as a liaison between the Safety and Security Committee and your many co-workers. You receive training and possess information regarding safety and security procedures that your co-workers do not. It is essential you recognize and respect the importance of this assignment. You are commended for assuming this important role forYOUR DEPARTMENT/AGENCY.
For a list of the current Floor Wardens and Floor Captains and any special duties assigned, please see the List of Floor Wardens and Floor Captains document on the floor plans.
Role of Floor Wardens
Floor Wardens have either been selected by management or volunteered for this important role. The Safety and Security Committee will review and select Floor Wardens for their office area annually. The Committee will assess the interest and past participation of the office’s current Floor Wardens when making their designations for the coming year.
Floor Wardens are first responders when an emergency alarm sounds in YOUR DEPARTMENT/AGENCYbuilding. Floor Wardens assist everyone in an orderly evacuation by removing obstructions and directing employees/visitors to the exits. Floor Wardens ensure the building is completely evacuated including restrooms and any unoccupied rooms.
Floor Wardens will assist in keeping personnel clear of incoming fire apparatus after the evacuation is complete. Floor Wardens take verbal reports from supervisors regarding status of their personnel and will report anyone unaccounted for to the Floor Captains or fire department.
Floor Wardens will have a few special duties as assigned inYOUR DEPARTMENT/AGENCY. Floor Wardens and Floor Captains list.
At all times, YOUR DEPARTMENT/AGENCYFloor Wardens are expected to perform the following duties:
1)Be Prepared and Share Important Information
a)Know your building’s floor warden procedures (i.e., evacuation procedures, location of fire alarms, fire extinguishers, floor exits, final floor checks during evacuations, etc.) and be prepared to act.
b)Attend and participate in all meetings or training sessions held by the Safety and Security Committee.
c)Attend and participate in all meetings or training sessions held by############.
d)Educate co-workers regarding the evacuation plan, floor plan, location of extinguishers, fire hoses, and location and operation of the fire alarm pull stations.
e)Use office staff meetings to share safety and security information on a periodic basis.
2)Advocate Principles of ASAP and Lead by Example
a)Take a leadership role in all matters relating to the safety and security procedures for your assigned office (such as ordering an evacuation upon notice through an alarm, management, security or department official).
b)Advocate the value of your Floor Warden role
3)Coordinate Emergency Responses
a)After reaching a point of safety (if entire building is not evacuated) or after reaching your emergency report-in location (if entire building is evacuated), assist by taking a head count and remain there until the “all clear” is given by emergency personnel or the Safety and Security Committee Chair (or designated person).
b)Provide information to emergency personnel regarding involvement of smoke, flames, other unusual conditions and persons remaining on the floor.
c)Recognize that you are a main line of defense in the event of an evacuation. Your active role on your floor is essential.
4)Assist Your Manager and Co-Workers
a)Assist during Spring and Fall ASAP Awareness Weeks by familiarizing employees with the above procedures.
b)Assist in advising new employees of above procedures in the first two weeks of employment (new employee orientation).
c)Assist identification of emergency response plans (buddy system) for physically, hearing, or visually impaired employees and discuss plan with other Floor Wardens and co-workers.
d)Assist in identifying a method and location of accounting for all employees in your office in the event of an evacuation.
e)Assist to ensure that each employee in your office knows how to access the ASAP on the Intranet.
f)Ensure that important security information and phone numbers are posted in a visible area of the office. These are given in the Important Information to Know page of the ASAP.
5)Report Your Concerns
a)Communicate your concerns and suggestions regarding safety and security to the chair of the Safety and Security Committee.
b)Provide information in post-drill and post-evacuation reports which contain the name(s) of employees and visitors who did not participate.
c)Offer suggestions to improve these guidelines to the Safety and Security Committee.
Role of Floor Captains
The Floor Captains are expected to coordinate the efforts of their divisions and/or Floor Wardens to provide continuity and a coordinated response. The designation of Floor Captain is left to the discretion of the Safety and Security Committee.
Floor Captains immediately search the building to determine the location of the fire (if not apparent) when an emergency alarm sounds. Floor Captains will attack any small fire with the nearest fire extinguisher.
Any stragglers found inside during the building search will be ordered outside by the Floor Captains and reported to their supervisors. Floor Captains will perform a final building evacuation check in their area, including all offices, conference rooms, and bathrooms. They will make sure that all doors are closed. They are the last to leave their area.
Floor Captains go to their designated meeting area and take reports from the Floor Wardens about any missing personnel or concerns. They then report to the Safety and Security Committee Chair (or emergency personnel if the Chair is not present).
At all times Floor Captains are expected to perform the following duties:
1)Assist managers to ensure that each office has a designated Floor Warden with whom you can communicate security information.