File Name: ProcedEvacDrills2015 / Revision: 0 / Date of Issue:March2015
Person Responsible: Edel Niland / Document Control: Most recent version is available on website / Contact:

1.0POLICY

An evacuation drill is to be held each semester, one day-time and one evening drill (where relevant). Evacuation drills during term-time are announced to relevant staff members.

2.0 PROCEDURE

RESPONSIBILITIES

College/Function Health & Safety Team:

  • Agree schedule of dates for evacuation drills for each semester at Health and Safety Team meetings;
  • Drills should be at the beginning of each semester, in particular where apprentice classes are held;
  • Agree list of key personnel to receive advance notification of drills;
  • Consider if exams/external visits need to be accounted for;
  • Keep a record of all evacuation drills;
  • Plan a debrief of evacuation drills at the subsequent Health and Safety Team meeting; and
  • Record and manage action items arising from evacuation drills.

Occupational Health Officer (OHO):

  • Draft a communication with regard to the schedule of drills and send to College Manager or secretariat of the College/Function Health & Safety Team; and
  • On receipt of online evacuation evaluation forms from staff and students, compile all feedback and forward a synopsis to the College/Function Health & Safety Team;
  • Refer any urgent items immediately to the Estates Office or Head of School/Function.

Secretariat of the College/Function Health & Safety Team:

  • On receipt of drill communication from OHO, circulate it to agreed list of key personnel; and
  • Following drills, circulate the online evacuation evaluation form to all staff and students for completion using the internal communication system.

Estates Services Supervisor:

  • Ensure that two porters are designated as Incident Controllers (one for inside and one for outside) for all buildings, including non-portered buildings.

Incident Controller (porters on duty):

(Internal & External)

  • Notify Gardaí and/or fire alarm monitoring company in advance, where necessary;
  • External: Be identifiable as the Incident Controller (orange high-visibility vest) and deal with crowd control, vehicle/pedestrian hazardsetc;
  • Internal: Operate and monitor the fire alarm system;
  • Make use of communication equipment available to give instructions where necessary e.g. walkie-talkies, loud hailers, public address system ;
  • Follow the Standard Operating Procedure for acting as Incident Controller (please click link);
  • Give the “all-clear” to return to the building; and
  • Complete the evacuation report form (Appendix A) and keep in the fire register. Send a copy to the Health & Safety Office.

Evacuation Marshals

Evacuation marshals should not put themselves in any danger while undertaking their duties. Evacuation marshals are normally identifiable by means of a hi-vis vest.

It is the responsibility of each evacuation marshal to:

  • Sweep search all rooms in their designated area* to ensure that everyone is evacuated and directed to the nearest available exit;
  • Exit via the nearest available escape route, once the search is complete;and
  • Assemble at a designated point, informing the Incident Controller of any casualties in their area or people in need of assistance with evacuation.

*their normal work location or the area they are located in at the time of an alarm activation.

Appendix A:

FORM FOR COMPLETION BY INCIDENT CONTROLLER

EVACUATION DRILL REPORT

GENERAL INFORMATION
Please complete all sections and send a copy to the Health & Safety Office, DIT 40-45 Mountjoy Square
Building(s): / Date of Drill:
Name of Incident Controller
(porter on duty): / Signature of Incident Controller:
Start Time: ______End Time: ______Duration: ______
PRE-EVACUATION / Yes / No / Comments
1 / Were the Gardaí notified? (if necessary)
2 / Was the fire alarm monitoring company notified? ( if necessary)
EVACUATION / Yes / No / Comments
Fire Alarm, Doors and Exits
3 / Did the fire alarm function correctly?
4 / Was the alarm audible throughout the building(s)?
5 / Did all fire doors operate correctly?
6 / Were all exits clear and unobstructed?
Occupants, Assembly Point(s)and Traffic
7 / Did all occupants evacuate safely without delay?
8 / Did all occupants with disabilities evacuate safely?
9 / Was the lift used?
10 / Did all occupants go to the Assembly Point(s)?
11 / Were there any issues with traffic?
12 / Did unauthorised re-entry to the building(s) occur before the “all clear” was given?
Evacuation Marshals
13 / Were adequate numbers of marshals present?
14 / Did marshals direct people adequately?
15 / Did marshals have sufficient equipment e.g. hi-vis vests?
16 / Did marshals report problems/issues to the Incident Controller?