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CATHOLIC CHARITIES INC., JACKSON, MS,
Emergency Operations Manual
TABLE OF CONTENTS
I. General Procedures 2
II. Departure from Normal Operational Hours 3
III. After Hour Procedures 4
IV. Fire Procedures 4
V. Suspicious Packages or Envelopes .5
Vl. Natural Disaster 6
A. Earthquake 6
B. Tornadoes or High Winds 6
C. Lightning 7
D. Flood……………………..………………………………………………….. 7
VII. Medical Emergency 7
IX. Civil Disturbance Procedures , 7
X. Hostage Procedures 8
XI. Disgruntled Persons Procedures 8
XII. Terrorism 9
XIII. Cyber Attacks 9
XIV. Utility Failure Procedures 10
XV. Evacuation Procedures 11
XVI. Program Relocation Procedures : 12
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EMERGENCY RESPONSE
Definition: Emergency response is the manner in which the agency staff is mobilized to protect persons served, personnel and facilities during emergency situations.
Policy: Catholic Charities' staff will respond in a prescribed manner during all emergency situations to protect the lives of consumers, employees and their facilities that are placed at risk due to bomb threat, natural disaster, fire, terrorist attack, hostage situation, civil disturbance, disgruntled consumers, utility failure, and medical emergency.
I. General Procedures:
1. Two people per building/site will be assigned to be safety warden and evacuation coordinator. One alternate will be named. Assignments will be reviewed and updated quarterly if necessary.
2. Three people will be trained annually in CPR and First Aid. on each floor of the Administrative Building. . Residential programs will have staff trained according to standards of their funding agencies and will insure that trained staff are on each shift.
3. These three point people will be trained in crisis intervention when appointed to their position, unless otherwise specified by regulations.
4. Each program/site will have a first aid box containing the following items:
o Band-Aids
o Instant Ice Pack
o Latex gloves
o Eye wash or saline solution
o Burn Cream
o Neosporin
o Antiseptic wipes
5. Each program/site will be equipped with universal precautions:
o Bleach
o Latex glove
o A bucket
6. Staff will be trained in fire safety at the agency orientation unless otherwise specified by regulations.
7. A detailed Incident Report will be completed following any incident or emergency.
II. Departure from Normal Operational Hours:
Inclement Weather
In cases of emergency, inclement weather, employees will follow the same action as Mississippi State Government Offices. Employees should listen to local radio and news. Most stations will carry information concerning offices closings, including that of Mississippi State Government Offices. If State Government employees are not required to report to work, Catholic Charities’ employees are not required to report to work. Since there is often times when some State offices are opened while others are closed, each employee should contact his/her Program Director to determine if he/she must report to work. If severe weather occurs during the work day, employees will be informed of program or building closure by their supervisors who will be informed of such by the Administrative Office or the Diocese.
Residential program employees should contact their program supervisor regarding coverage for their programs. Each residential program shall have inclement weather and other emergency policies specific to their program needs.
If an individual has an unusual weather related situation which clearly makes it hazardous to report to work, the employee should use his/her own best discretion. The individual should contact his/her Program Director to let the Program Director know that he/she will not be able to report to work as soon as is possible.
A delayed arrival represents a timeframe in which staff should be able to reach the office safely given the current weather or traffic conditions. Staff should make every attempt to reach the office by normal start time, but will not required to make up the time if they cannot reach the office by the normal start time if a Delay Arrival is in effect.
In the event of the office closing or delay, it is the responsibility of the Program Directors to notify staff and therapists/counselors to notify consumers or other of the cancellations/ postponements and rescheduling of appointments or meetings.
Some programs (e.g., Our House Shelter, Shelter for Battered Families, Hope Haven Residential, Born Free, New Beginnings, Second Stage) must follow their program policy and procedures in terms of closure, evacuation or notifying parents and consumers. These programs will be in contact with their Program Director to maintain safety of all consumers and staff.
III. After Hour Procedures:
Catholic Charities’ normal work hours are Monday through Friday, 8:30 a.m. to 5 p.m. Some programs provide services in the evening to accommodate consumers, and these hours are clearly documented. Some programs are residential in nature and are operated 24 hours a day. Any hours that a building/site is closed will be considered after hours and these procedures apply.
1. For buildings/sites with security on the premises, all staff must follow current security procedures in place for the building/site beyond normal work hours.
2. For evening hours, every effort should be made for more than one staff member to be working when consumers are seen. A safety plan should be discussed with the supervisor when it is not feasible to have more than one person in the office, especially if there is a potential for consumers to be violent.
3. Staff and supervisors need to discuss safety precautions and plans in the event of an incident after normal work hours for a building/site. Residential programs should have safety procedures in place for incidents that may happen during the night and on weekends.
4. If an incident occurs after hours, the staff member involved must complete an incident report.
Building Keys
1. Not every staff member should receive keys for the building/site.
2. A clear need for keys needs to be determined by the Program Director.
3. Keys may be assigned temporarily to a staff member if there is a clear need as determined by the Program Director.
4. No staff member may take another staff member's keys and have them made for themselves. Keys will be distributed by the Program Director and/or designee when a clear need is established.
5. Every program shall maintain a Key Receipt Log to record key distribution and return.
6. When terminated, a staff member will be asked to return keys as soon as possible but no later than the date of termination with the agency.
7. No terminated employee will be allowed access to a building/site after their termination date. The supervisor will need to determine if the terminated employee should stay at the building/site beyond normal work hours and has the discretion to request keys earlier than termination date.
8. Administration will have master keys and alarm code information for every building/site of Catholic Charities. It is the responsibility of the Program Director to notify Administration when keys are changed and alarm code information is updated for a building/site.
IV. Fire Procedures:
1. If a person becomes aware of a fire, they should use the fire alarm pull to notify the building of a fire.
2. The safety wardens and anyone trained in the use of fire extinguishing equipment should try to contain the fire, if possible.
3. When a fire alarm sounds, all staff and consumers should collect personal belongings and immediately begin to exit the building utilizing evacuation route information posted on each floor. If you have charts in your office, please bring them with you as you leave if at all possible.
4. Staff should close but not lock their door and leave the building immediately.
5. If there is a person identified as disabled, the assigned "buddy" will be responsible for assisting the disabled person in evacuating. For staff, another staff member will be assigned as a "buddy." For consumers, the staff member assigned the consumer's case or any other available staff member able to assist in the evacuation will act as the "buddy." The person needing assistance and their buddy will wait inside the stairwell of the floor they are located on until the Fire Department arrives to assist with the evacuation of the person. The Evacuation Coordinator will alert the fire or safety personnel as to the location of the disabled person
V. Suspicious Packages or Envelopes:
1. If a suspicious package or envelope is received or found near a building/site, a call to 911 should be placed for instructions on handling.
2. The Executive Director needs to be notified of the suspicious package or envelope and that emergency response personnel have been alerted to the possible threat. Keep the Executive Director posted on events, if possible.
3. Do not shake or empty the contents of any suspicious package or envelope.
4. Do not carry the package or envelope, show it to others, or allow others to examine it.
5. Put the package or envelope down on a stable surface; do not sniff, touch, taste, or look closely at it or at any contents which may have spilled.
6. Alert others in the area about the suspicious package or envelope. Leave the area, close any doors, and take actions to prevent others from entering the area. If possible, shut off the ventilation system.
7. WASH hands with soap and water to prevent spreading potentially infectious material to face or skin. Seek additional instructions for exposed or potentially exposed persons from emergency response personnel.
8. If possible, create a list of persons who were in the room or area when this suspicious envelope or package was recognized and a list of persons who also may have handled this package or envelope. Give the list to both the local public health authorities and law enforcement officials.
9. Follow instructions from emergency response personnel about evacuation and/or shut down of the building/site.
10. Implement procedures in this manual for closing the office, and/or relocating to a temporary work site.
11. A detailed incident report must be completed.
VI. Natural Disaster:
A natural disaster is considered a catastrophic event caused by a force of nature. The following procedures will govern these events for all sites/buildings of Catholic Charities.
A. Earthquake
1. In the event of an earthquake, move away from windows, high shelving and outside doors.
2. Take cover underneath a desk, table, or other heavy piece of furniture.
3. If there is no furniture around, a person should brace him/herself under and inside doorway.
4. Be prepared for after shocks. Do not leave the protected area too soon.
5. During an earthquake, the safest place is right where you are. It is not safer outside the building. In fact, most injuries occur as people enter or leave a building due to falling debris.
6. If inside, stay inside. If outdoors, stay in an open area.
7. Do not attempt to enter a building.
8. Standby for emergency instructions from local authorities.
9. Follow the procedures for closing offices, evacuation, and temporary work sites as outlined in the policy and procedures manual.
10. A detailed incident report needs to be completed that includes information on any damage sustained by the building/site.
B. Hurricanes, Tornadoes or High Winds
1. When there is a tornado or high winds, move away from the perimeter of the building and from exterior glass. This means staying away from windows, doors, atriums, lobbies, and outside walls.
2. If a person is in an exterior office, they should leave that office and close the door.
3. Move people to an interior room, hallways, center corridors, or stairwells. Sit down and protect yourself by putting your head as close to your knees as possible or kneel protecting your head.
4. The stairwells are safe. DO NOT use the elevators.
5. DO NOT go to the first floor lobby or outside of the building where there is a high risk of being hurt by flying glass.
6. If you are trapped in an outside office, seek protection under a desk.
7. Keep calm.
8. If there is a radio or television, tune into a local station for emergency information. Each floor of the Administrative office and each residential program shall have a weather radio with a supply of batteries on hand.
9. DO NOT use the telephone or computer to get information or advice.
10. Follow the procedures for closing offices, evacuation, and temporary work sites as outlined in this manual.
11. A detailed incident report must be completed that includes information on any damage sustained by the building/site.
C. Lightning
1. Whenever lightning is severe, people should avoid leaving the building.
2. Stay away from windows.
3. Whenever lightning is severe, it might be wise to turn off computers in the event of a power surge from a lightning strike.
4. Follow the procedures for closing offices, evacuation, and temporary work sites as outlined in this manual.
5. A detailed incident report must be completed that includes information on any damage sustained by the building/site.
D. Flood
1. Follow procedures for closing offices, evacuation, and temporary work sites as outlined in this policy and procedures manual.
2. A detailed incident report must be completed that includes information on any damage sustained by the building/site.
VIII. Medical Emergency:
In case of a medical emergency, call 911 for assistance and then inform the Program Director, Executive Director and Director of Human Resources of the emergency. The Program Director and Director of Human Resources should be contacted in the event of any type of medical emergency. Staff trained in first aid may assist until the medical professionals arrive.
IX. Civil Disturbance Procedures:
There are three different types of civil disturbance: 1. demonstration and protest, 2. rioting and 3. picketing. If a civil disturbance occurs near the building and or offices, the building management/security or the Program Director in conjunction with the Executive Director and his/her designee, will prepare for possible dangerous conduct by the participants in the civil disturbance that could threaten the well being and safety of employees, consumers, tenants, and visitors. Accordingly, management is prepared to operate on two operational risk levels: