COMPREHENSIVE
EMERGENCY
MANAGEMENT PLAN
MAY 2013
TABLE OF CONTENTS
INTRODUCTION TO EMERGENCY MANAGEMENT
AT Youngstown STATE UNIVERSITY............................................................................4
Introduction...................................................................................................................4
The Goal of the Plan....................................................................................................4
The Purpose of the Plan ..............................................................................................4
“Emergency” Defined...................................................................................................4
Administrative Policy on Campus Emergencies .......................................................5
The Campus Emergency Management Plan .............................................................5
The Department Emergency Operations Plan ..........................................................6
Purpose.....................................................................................................................6
Essential Department Emergency Operation Plans ..............................................6
THE CONCEPTUAL ELEMENTS OF THE PLAN .............................................................7
Authority and Responsibility .......................................................................................7
Implementation of the Campus Plan...........................................................................7
Personal Responsibility during an Emergency .........................................................7
The Four Phases of Emergency Management ...........................................................8
PREPARATION FOR AN EMERGENCY ..........................................................................9
The Emergency Resource Team .................................................................................9
Purpose......................................................................................................................9
ERT Composition
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ERT Planning Activities............................................................................................9
The National Incident Management System.............................................................10
Overview...................................................................................................................10
Five Fundamental Concepts of NIMS ....................................................................10
Collaboration and Cooperation with Emergency Management Partners ..............10
First Responders.....................................................................................................10
The Portage County Homeland Security and Emergency Management
Agency.....................................................................................................................11
Other Emergency Management Partners.................................................................11
MITIGATION OF POTENTIAL EMERGENCIES..............................................................11
Interpersonal Violence Threats..................................................................................12
Police Services........................................................................................................12
The Office of Student Conduct ..............................................................................12
The University Care Team......................................................................................12
The Human Resources Review Team....................................................................13
RESPONSE TO AN EMERGENCY..................................................................................13
Reporting an Emergency............................................................................................13
The Youngstown Campus Emergency Response Procedure.................................13
Activating the Emergency Response Procedure..................................................13
Executive Officer Response...................................................................................14
Assembling the Emergency Resource Team........................................................14
Implementation of Department Level Plans..........................................................14
Emergency Notification …......................................................................................14
Campus Security Act (“Clery Act”) Notification...................................................15
The Incident Command System ................................................................................16
The Incident Command and Unified Command ...................................................16
The Incident Action Plan….....................................................................................16
The Incident Command Post..................................................................................17
The Emergency Operations Center .......................................................................17
Campus Evacuation…………………...........................................................................17
Purpose....................................................................................................................17
Cooperation and Mutual Assistance......................................................................17
The Youngstown Campus Evacuation Plan .........................................................18
Primary Evacuation Routes....................................................................................18
Building
Evacuation..................................................................................................................19
Purpose....................................................................................................................19
Building Evacuation Procedure ............................................................................19
Ending Emergency Operations…..............................................................................20
RECOVERING FROM AN EMERGENCY ......................................................................20
“Recovery Phase” Defined........................................................................................20
The Emergency Recovery Team………....................................................................20
Conclusion of the Recovery Phase ..........................................................................20
Training, Exercise & Public Awareness Exercises…………………………………..…..21
Public Awareness and Education………………………….……………………………..22
GLOSSARY .....................................................................................................................23
INTRODUCTION TO EMERGENCY MANAGEMENT AT YOUNGSTOWN STATE
UNIVERSITY
Introduction
The Campus Emergency Management Plan reflects the uniqueness of each campus
while conforming to the essential common elements set forth in the Administrative Policy
on Campus Emergencies. These plans form the collective institutional strategy to
prepare the University’s two‐campus system to respond effectively and efficiently during
and after a major emergency.
The Campus Emergency Guide provides the individual strategy, through specific
information and suggestions, for students, faculty, staff and others to assist them in
preparing for and surviving emergencies. Together, they provide an important means to
protect the University’s single most important asset during times of serious crisis, its
people.
The Goal of the Plan
The Goal of the Campus Plan is to maximize human safety and survival, minimize
danger, preserve and protect property and critical infrastructure, provide for responsible
communications with the University Community and the public during and after an
emergency, and restore normal activities.
The Purpose of the Plan
The purpose of the Campus Plan is to provide a template for the University, on the
campus level, to adapt quickly and redirect its immediate efforts under emergency
conditions.
Ultimately, the purpose of the plan is to protect people and return the University to the
orderly pursuit of its mission.
“Emergency” Defined
An Emergency is any event or condition that presents an imminent risk of death, serious
injury or illness to the University Community, suspension or significant disruption of
university operations, significant physical or environmental damage, or significant threat
to the University’s financial well‐being.
Rather than establishing rigid parameters for qualifying an event as an emergency, this
definition is intended to emphasize the actual and potential catastrophic effect, the
imminent threat, and seriousness inherent to emergencies. Other events may produce
crises or harmful effects but an emergency is distinguished by the severity of the threat
and its effects as well as the on‐going threat posed to the University Community.
Administrative Policy on Campus Emergencies
It is the policy of the University to prepare for and effectively respond to emergencies and
other conditions that present a serious threat to the university community. This is
accomplished by the following elements included in each Campus Emergency
Management Plan:
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The emergency management authority of the University President
A common Goal and Purpose
The Department Emergency Operations Plan
The Emergency Resource Team
The coordinating role of the Department of Public Safety
Use of available university‐wide processes to mitigate potential threats
posed by individuals
Collaboration with local emergency partners
Adoption of the National Incident Management System
Effective emergency communications and notification
The Campus Emergency Management Plan
The Campus Plan applies the essential elements set forth in the University Policy on
Emergency Management, individualizes them, and adds to them emergency
management provisions relevant to each respective campus. The primary focus of the
Campus Plan is on the responsibilities, processes, and activities necessary for the
University, as an institution, to manage an emergency and its effects. The Campus
Plan at the Southwoods campus differ from the Youngstown Campus Plan in the scope
of their emergency management responsibilities, the size of their staff, and the
availability of other university support resources readily at hand in times of crisis.
However, regional campuses have many opportunities to engage the process through
successful preparedness and training, collaboration with local resources, and
intervention in problems and conditions before they evolve into emergencies.
The Department Emergency Operations Plan
Purpose
The Department Emergency Operations Plan is the internal, department‐level plan that
prescribes the changes in the functional responsibilities and operations of a department
during an emergency. Each non‐academic department is expected to develop,
maintain, and periodically update a Department Emergency Operations Plan. Each
academic dean shall determine those academic departments which must have such a
plan. The purpose of this plan is to give clarification and guidance, with some degree of
predictability, to department employees and to coordinate activities in times of crisis.
This plan should minimally include:
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The succession of authority which identifies positions in charge in
absence of the chair or director
The transition from normal to emergency operation for those
departments reasonably expected to remain operational during an
emergency
An emergency contact list of essential employees
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The process for protecting informational, educational or physical
assets
The protection and continuity of critical research
The identification of individual roles and responsibilities relating to
an emergency
While some academic and support departments may curtail, or suspend operations
during an emergency, others may be required to continue their operations and adapt
accordingly. Therefore, some Department Plans may be quite abbreviated while others
are extensive and quite detailed.
Essential Non‐Academic Department Emergency Operation Plans
Certain Youngstown Campus departments have been specifically identified as
having direct roles and responsibilities that are essential during an emergency. At an
operational level, they provide for safety, health, and housing needs, protect the
critical infrastructure of the campus, facilitate communication, and deliver other
essential services. These departments are:
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Department of Public Safety
University Facilities
University Health Services
Department of Residence Services
University News and Information
Information Services
University Dining Services
Due to the sensitive nature of Department Emergency Operation Plans and the impact
they have on safety and security, they may be considered confidential and will be
distributed to parties deemed appropriate by the department head.
The Department of Public Safety provides assistance to departments to ensure that their
emergency plans meet the objectives the Youngstown Campus Plan.
THE CONCEPTUAL ELEMENTS OF THE PLAN
Authority and Responsibility
Implementation of the Campus Plan
The President authorizes the Regional Campus Deans to maintain and implement a
Campus Plan for each of their respective campuses.
The University President authorizes the Chief of Police to maintain and implement the
Campus Plan and to coordinate and integrate all other emergency plans and planning
activities for the Youngstown Campus.
Personal Responsibility during an Emergency
A transitional period exists between the onset of an emergency and the full mobilization
of safety forces and other life‐saving support personnel and equipment. Depending
upon the type and scope of emergency, this period may extend to hours or days. It is
further recognized that a full mobilization does not guarantee personal safety. With
these facts in mind, all persons are encouraged to exercise good judgment and to take
the necessary precautions that maximize their safety and prospects for survival.
Familiarization with the Guide is the first step to ensuring one’s own personal safety.
It is also the shared responsibility of all persons to assist with the mitigation of problems
and dangerous situations so that proper intervention can occur before they evolve into
emergencies. Toward this end, persons who observe or believe such conditions may
exist should notify the appropriate university official(s) so that potential emergencies may
be averted.
The Four Phases of Emergency Management
The Four Phases of Emergency Management illustrate that the functions and
responsibilities associated with emergency management are on‐going and extend beyond
the actual response to an emergency. Successful and effective emergency management
begins before an emergency occurs, prevents it if possible, and continues after
emergency. The Four Phases are:
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Preparation
Mitigation
Response
Recovery
The Preparedness Phase involves the activities undertaken to provide the University
with the operational capability to effectively respond to an emergency before it occurs.
The Mitigation Phase involves activities that may either prevent an emergency from
occurring or reduce the campus’ vulnerability in ways that minimize the adverse effects
of an emergency
The Response Phase involves recognition that an emergency is either imminent or
occurring and the immediate action taken to save lives and protect property.
The Recovery Phase involves activities taken to restore the campus to normalcy after
actual emergency conditions have ended. This Phase may be short‐term with the
prompt restoration of critical services, support systems, research, and classroom
activity. Other conditions may require long‐term activities designed to recover costs
and fully restore infrastructure systems to pre‐emergency conditions.
PREPARATION FOR AN EMERGENCY
The Emergency Resource Team
Purpose
The Emergency Resource Team (ERT) is a group of university officials with
responsibilities involving the Preparation and Response Phases of emergency
management on the Youngstown Campus. The ERT is a key factor in formulating, and
leading, the campus response to an emergency.
ERT Composition
The following university officials comprise the Youngstown Campus ERT:
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Chief of Police, Public Safety
Director, University Facilities
Dean of Students
Executive Director, University Communications
Executive Director, Youngstown Student Center and Dining Services
Director, Residence Services
Director, University Health Services
Senior Associate V.P. for Finance and Administration
Assistant Chief, Public Safety
Assistant Provost
Chief of Police, City of Youngstown
Executive Director, Information Services
Coordinator for Security and Emergency Preparedness
ERT Planning Activities
The ERT, in conjunction with the Department of Public Safety, coordinates the
emergency planning activities for the Youngstown Campus.
Planning activities include:
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Meet at least once per semester to discuss issues and
facilitate planning.
Make recommendations to the Department of Public Safety for
changes to the Youngstown Campus Plan and the Guide.
Develop and maintain effective relationships with safety, health
and emergency management partners external to the Campus.
Promote public awareness among students, faculty and staff.
The National Incident Management System
Overview
The National Incident Based Management System (NIMS) is a comprehensive,
nationwide approach to incident management that is applicable to all major
emergencies. It provides a consistent nationwide template to enable all government,
private‐sector, and non‐governmental organizations to work together during an
emergency as well as other large incidents and events. Because of the necessity to
operate seamlessly with external emergency response and management partners, the
Youngstown Campus Plan adopts the NIMS system for emergency management.
University police officers and dispatchers are trained, exercised and certified by the
Federal Emergency Management Agency (FEMA), in use of NIMS. The Emergency
Response Team members receive awareness level NIMS training and can function
comfortably in the NIMS environment.
Five Components of NIMS
The National Incident Management System in its entirety is rather complicated and
provides considerable detail, necessarily so, in prescribing the structures, processes, and
responsibilities necessary for effective emergency management.
The NIMS concepts include:
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Preparedness
Communications and Information Management
Resource Management
The Incident Command System and Multiagency Coordination
Ongoing Management and Maintenance
Collaboration and Cooperation with Emergency Management Partners
First Responders
At the onset of an emergency, first responders (police, firefighters, and emergency
medical technicians) are likely to be the first “emergency managers” on the scene. Their
immediate objectives are to protect life and assess the nature and scope of the threat
posed by the emergency. Their initial response represents the beginning of a continuing
flow of people, equipment and supplies necessary to protect persons and property from
the harmful effects of the emergency. This flow, or mobilization, continues until the
challenges presented by the emergency are met and remain until the emergency has
ended.
The Youngstown Campus has access to emergency resources countywide, statewide
and beyond. This access comes with the responsibility to plan, coordinate and
collaborate in the spirit of cooperation with the larger emergency management
community. Doing so facilitates the response, reduces confusion and conflict and
ultimately saves lives.
The Mahoning County Homeland Security and Emergency Management Agency
This agency serves as the single point of contact through which most emergency and
support resources are summoned and coordinated. Effective planning requires
building and maintaining relationships with the Mahoning County Homeland Security
and Emergency Management Agency.
Other Emergency Management Partners
In addition to the Emergency Management Agency, a host of other emergency
management and support organizations are available to render assistance in times of
emergency. These include:
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Various police agencies at the local, state and federal level
Local area fire departments
The Red Cross
The Mahoning County Health Department
Saint Elizabeth Hospital
Other support and service agencies
MITIGATION OF POTENTIAL EMERGENCIES
The Mitigation Phase of emergency management is on‐going and may occur before,
during or after an emergency occurs. The purpose of mitigation is to prevent potential
emergencies from occurring, reduce the probability of their occurrence, and to lessen the
harmful effects of emergencies if they do occur. All persons share in the responsibility for
mitigation by reporting hazardous conditions, potentially dangerous persons and other
conditions which, if left unchecked, may develop into emergencies.
Interpersonal Violence Threats
Violence can have a devastating and lasting effect on the University. Often, violent acts
are preceded by threats and other indicators which, if acted upon, can prevent them from
occurring. When such indicators are observed, potential violence can be prevented by
referring the matter to the appropriate university office so that potential violence may be
prevented. Below are some campus resources available for such referrals.
Police Services
An incident or situation in which a person displays actual or potentially violent behavior
should be immediately reported to the police. Doing so ensures the prompt
intervention by officers trained and equipped to deal with potentially violent persons.
When there is doubt regarding the actual potential for violence, it is both prudent and
necessary to call the police.
The Office of Student Affairs
The Office of Student Affairs has the authority and responsibility for regulating the
behavior of students and visitors as provided in the University Policy Register and
serves a dual role in the mitigation of potential emergencies. The primary role is to
provide due process for students alleged to have violated the Regulations for Student
Behavior. Among these are students who have committed violent acts and students
who have engaged in behavior that presents a risk to the University Community. The
secondary role is to provide due process to non‐students who are denied access to
university property and facilities and are, thus, persona non grata. Non‐students who
have engaged in behavior considered disruptive or potentially threatening are referred
for this purpose.
Faculty, staff and students may refer students to this office.
The Student Threat Assessment Team (STAT)
The STAT is a group of university officials who gather weekly to share information,
discuss incidents and events, and provide expertise and the unique perspectives of
their respective professions and disciplines to solve behavioral problems. Team
members share common responsibilities for dealing directly with crises and behavioral
problems of students.
University faculty and administrators experiencing similar behaviors by students are
encouraged to discuss the matter with the Team. Though not a decision making body,
the Team can present valuable options for action.
The Human Resources Care Team
The Human Resources Care Team is a team of human resource representatives which
meets to discuss employee‐related issues. Included are situations involving employee
conflict and discipline, as well as situations which may escalate into potential
workplace violence. Appropriate strategies are identified and guidance is given to
managers and supervisors to resolve employee‐related issues.
RESPONSE TO AN EMERGENCY
Reporting an Emergency
When an emergency occurs, or is imminent, Police Services must be contacted as soon
as possible. This single point of contact facilitates all types of emergency response for all
types of emergencies.
Dialing 911 is the preferred method of reporting an emergency.
A person reporting an emergency can anticipate being asked for details about the
incident they may or may not have as well as personal identification information such as
full name, address, etc. Also, the caller may be asked to hold for a brief period while the
dispatcher advises officers of the situation, dispatches them to the scene, and updates
them with information as the caller provides it.
Police Services initiates an appropriate emergency response. For incidents of sufficient
magnitude or severity, Police Services activates the Youngstown Campus Emergency
Response Procedure at the direction of the Director of Public Safety or his designee.
The Youngstown Campus Emergency Response Procedure
The University notifies students, faculty, staff and the public concerning all major
emergencies, as well as other conditions, that present a potential threat to public. This
notification is communicated through various media and is made as soon as sufficient
reliable information becomes available.
The purpose of notification is two-fold. The first is to quickly notify persons of
threatening conditions so that they may make informed decisions concerning their
safety and the safety of others. The second is to communicate specific instructions, or
suggestions, to assist them in responding to the threat. It is recognized that in order to
avoid any unnecessary delay, initial information concerning the threat may be
incomplete or, at times, erroneous. The University strives to ensure that emergency
notification is made responsibly and accurately, however, notification will not be
delayed on this account.
Activating the Emergency Response Procedure
Merely qualifying an event as an “emergency” does not provide sufficient cause to
activate the emergency response procedure. Other factors are considered before a
decision of whether or not to activate the response procedure is made. A serious
automobile accident or a person in cardiac arrest would certainly qualify as
emergencies but not require activation. Similarly, a technological emergency may
require employing only a particular element of the plan, such as emergency
notification.
The Chief of Police decides whether or not to activate the emergency response
procedure. Once initiated, the Director briefs the University President and the Vice
President for Finance and Administration on the activation and the circumstances giving
rise to it.
Executive Officer Response
Executive officers may be asked to report to the Tod Hall Conference Room upon
learning of the response procedure activation. The University President may convene a
cabinet meeting after the onset of an emergency at which time attendees are thoroughly
briefed on the status of the emergency. Divisional responsibilities as they relate to the
emergency as well as urgent matters requiring immediate attention are discussed.
Assembling the Emergency Resource Team
The ERT members form the core group of campus employees immediately assembled
and collectively charged with assisting in providing necessary resources to the Incident
Command System. Unless otherwise engaged in emergency operations, members may
be requested to assist at the Emergency Operations Center.
Implementation of Department Level Plans
Department Plans are implemented at the direction of the director or chair. Information
from direct observation, campus advisories, mass email and other sources are used in
this decision. The nature and scope of an emergency and its effects on the campus
population, or portion thereof, will help in determining the departments needed for
support functions during an emergency.
Emergency Notification
Emergency notifications are most likely to be disseminated through the alert monitors
in campus buildings and on campus grounds. It is imperative to broadcast emergency
notifications early in the crisis phase of an emergency in order to alert the public to the
dangers associated with that event.
Public notification of emergencies and other conditions which present an ongoing threat
to the university community is made through one or more of the following media:
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Outdoor sirens and speakers
Indoor alert systems
Text messaging
Mass email
University website
Print and broadcast Media
In order to expedite the decision‐making process and ensure timely notification, Police
Services initiates emergency notification. As the central repository for emergency
information from federal, state, local and university sources, Police Services can receive,
assess and initiate notification from its 24‐hour professionally staffed communication
center. Police Services facilitates notification through the activation of tornado sirens,
alert monitors and text messaging. Office of Marketing and Communications, in
collaboration with Police Services, facilitates emergency notification through mass email,
the university website, text messaging and the dissemination of information to the print
and broadcast media.
In the early stages of an emergency, available information is often incomplete and
conflicting but delaying the dissemination of information may be harmful. Balancing
promptness with accuracy requires sound judgment and decisiveness as well as access
to information as it becomes available. Toward this end, Police Services and Office of
Marketing and Communications will promptly notify and update the public with
information deemed accurate as it becomes available. Decisions regarding the content
and timeliness of notifications are made solely in the interest of protecting life and safety
and will not be unreasonably delayed nor influenced by other considerations.
Campus Security Act (“Clery Act”) Notification
Title 20, Chapter 28, Section 1092(F) of the United States Code requires universities and
colleges to make timely notification to students and employees concerning violent crime
which presents an ongoing threat to the university community. In addition to the
emergency notification media identified above, additional media may be used for
Campus Security Act Notification. These may include the posting of informational fliers,
posting of composite sketches (wanted posters), a news media press conference, as well
as other means deemed appropriate.
The Incident Command System
The Incident Command and Unified Command
The Incident Command System (ICS) is a standard, on‐scene, and all‐hazard
emergency management system adopted by Youngstown State University. It represents
organizational “best practices” and has become the national standard for incident
response. Under ICS, there is only one Incident Commander who is the person in
charge of the incident. This person must possess sufficient experience and knowledge to
manage the incident. The nature of the emergency determines the position responsible
for incident command.
An emergency affecting a large geographical area or one requiring a multi‐disciplinary
response may require the alternative method of Unified Command. In this case, each
discipline (i.e. Fire, Police, Medical, etc.) has one person in‐charge of executing the
Incident Action Plan as it relates to that person’s respective discipline.
The ICS consists of five functional components. The management of every emergency,
incident or event includes these components. They are:
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Command
Operations
Planning
Logistics
Finance/Administration
The Incident Action Plan
Every emergency must have an oral or written Incident Action Plan (IAP). The purpose
of the IAP is to provide a coherent means to identify and communicate the overall
incident objectives and priorities to key supervisors. Essential elements of the IAP are:
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A statement of objectives appropriate to the overall incident
A description of the ICS structure and persons responsible for each
component
A statement of strategies and tactics to be employed
The identification of supporting resources needed
The Incident Command Post
The Incident Command Post (ICP) is the location from which the Incident Commander
manages all incident operations. The ICP may or may not be located on the campus
depending upon the scope of the emergency. Only those individuals with direct
authority and responsibility for managing the response to the emergency operate from
the ICP.
The Emergency Operations Center
The Emergency Operations Center (EOC) is the location from which the coordination of
information and resources to support incident activities take place. When an emergency
is confined to campus property and facilities, the Clingan-Waddell Hall serves as the
location of the EOC. Functions conducted at the EOC include:
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Coordination
Communications
Resource dispatching and tracking
Information collection, analysis and dissemination
When an emergency extends beyond the campus and involves other communities, the
EOC is likely to be located off‐campus and staffed by university as well as non‐
university persons.
Campus Evacuation
Purpose
In rare and extreme circumstances, an emergency may require the evacuation of the
Youngstown Campus. The purpose of evacuation is to remove all persons not engaged
in life‐ safety duties as quickly as possible from an impending threat at the campus to
protect lives. This is accomplished by directing vehicular and pedestrian traffic to pre‐
designated egress routes according to their physical location on campus and proximity
to the routes. Evacuation is distinguished from closure of the campus in that it requires
prompt implementation with little or no advance notice.
Cooperation and Mutual Assistance
Evacuation places an extraordinary demand on limited police resources under
emergency conditions and requires extraordinary sacrifice, patience and cooperation on
the part of the students, faculty, staff and visitors being evacuated. Individuals may
need to assist others not able to care for themselves, personal property may need to be
left behind, personal vehicles may be inaccessible, individuals and groups may become
separated, and persons may be required to egress by routes not of their choosing.
Persons evacuating by vehicle are encouraged to provide transportation to as many
others as possible. Above all, persons will be called upon to remain calm under
tumultuous conditions and to cooperate with and follow directions given by police and
others assisting with traffic control.
Any emergency requiring the evacuation of the Youngstown Campus would invariably
involve the Mahoning County Homeland Security and Emergency Management Agency.
This agency serves as the point of contact, through the EOC, for all supplemental mass
transportation needs of the campus.
The Southwoods Campus Evacuation Plan
Youngstown State University Police Services has developed a comprehensive plan for
the evacuation of the campus. The development of this plan was accomplished in
collaboration with Parking Services, Facilities, University Communications and
Marketing, Residence Services, the Mahoning County Emergency Management
Agency, the Western Reserve County Regional Transit Authority, the Ohio State
Highway Patrol and police agencies surrounding the University. This plan identifies
critical traffic control intersections with preferred direction of egress toward primary
evacuation routes and utilizes police and non‐police traffic controllers as well as
illuminated traffic control devices accordingly. This plan accommodates alternative
evacuation routes in the event that the emergency or other conditions preclude the use
of primary routes.
Primary Evacuation Routes
An emergency of the magnitude and seriousness requiring the evacuation of the
Youngstown campus will likely and similarly affect surrounding communities. When the
emergency is confined to the local community, evacuation to neighboring communities
and routes leaving the immediate area are used. When an emergency is regional or
larger scale, evacuation routes direct traffic to interstate highways for mass evacuation
and relocation. A person evacuated from the Youngstown campus may have few
options regarding the direction of travel.
Madison Avenue expressway located North of Stambaugh Stadium has been
identified as the major traffic artery toward which evacuating traffic will be directed.
From there, evacuees can be integrated into the larger regional evacuation plan if
necessary. Listed below are the primary egress routes to be utilized:
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Belmont Avenue North or South Bound
Fifth Avenue North or South Bound
Elm Street North Bound
Wick Avenue North or South Bound
M1 deck Walnut Street exit South to Rayen Avenue then East Bound
Building Evacuation
Purpose
The purpose of evacuating a building is to remove persons from dangerous and life‐
threatening conditions presented by a fire, an explosion, a suspected explosive
device, a hazardous material release, air contamination or other similar emergency.
Usually, such conditions and the need to evacuate are readily apparent and
occupants are expected to leave the building immediately. Activating the building fire
alarm is the most expedient and safest method to facilitate the evacuation (whether or
not the emergency involves fire).
In some situations, such as bomb threats, the presence of life‐threatening
conditions may be unknown or non‐existent. In these cases, the responsibility for
assessing available information and the decision of whether or not to evacuate
rests with the police. When time and circumstances permit, this decision will be
made after consultation with other university officials present.
Building Evacuation Procedure
At the sound of a fire alarm, or other notification to evacuate, all persons are required
to leave the building immediately. Unless conditions prevent it, the best evacuation
route is the nearest stairway leading to the nearest exit. Elevators should not be used
as they become inoperable during a loss of electrical power and can increase the risk
of smoke inhalation during a fire. Firefighters routinely check stairways for persons
needing assistance.
Actions will be taken to ensure persons remain at least two hundred feet from the
building to be clear of any danger and to avoid impeding the movement of
emergency responders and equipment. This distance may be increased by police or
firefighters according to the circumstances of the emergency. Persons should not
return to the building unless specific approval to do so has been given by police or
firefighters.
Persons with disabilities are responsible for requesting assistance. In a classroom,
the instructor should assist disabled persons in the classroom to evacuate. If this is
not possible, the instructor should help the persons move to the nearest enclosed
stairway and remain there with them while another advises emergency responders
of their location.
Ending Emergency Operations
When the threat presented by the emergency has ended, emergency operations cease.
The ERT meets for a debriefing to assess the response to the emergency and decide
which support operations, if any, should continue. Upon the recommendation of the
ERT to end the Response Phase, the Chief of Police informs the University President
of the recommendation and the cessation of Emergency Operations. The focus of the
campus turns at this point to the recovery phase.
RECOVERING FROM AN EMERGENCY
“Recovery Phase” Defined
The Recovery Phase is the period of time following an emergency required to restore
the Campus to normal operations. This Phase commences immediately following the
cessation of emergency operations and extends until all academic and support
operations are restored to a functional level.
Restoring the operations to a functional level means that departments can once
again deliver the services according to their respective mandates.
The Emergency Recovery Team
Upon the cessation of emergency response operations, the Vice President for Finance
and Administration appoints an Emergency Recovery Team. The composition of the
team is determined by the Vice President in order to facilitate the restoration of campus
operations. The Emergency Recovery Team is charged with conducting a damage
assessment, developing a recovery plan and implementing that plan.
Conclusion of the Recovery Phase
Upon completion of the recovery phase, the Emergency Recovery Team advises the
University President that the emergency management function has ended and that
the normal operations of the campus have been restored.
Training, Exercise and Public Awareness
Training
Coordinated, systematic, and comprehensive training and education programs are
essential for the development and maintenance of this plan. Training programs are
provided to departments, organizations and individuals responsible for implementation
of this plan using the following actions:
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The Department of Public Safety coordinates the emergency management
preparedness training and education for personnel within the University.
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The training program consists of three dimensions: (1) programs and courses
available through the Federal Emergency Management Agency (FEMA) and the
State and other governmental/volunteer agencies; (2) local departmental
emergency response training; and (3) community based awareness, self-help,
population protection procedures, and public awareness training for the general
population.
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Training available through FEMA is announced through FEMA circulars and the
course information is disseminated through the Department of Public Safety to
the departments and agencies. Departments and agencies determine their own
needs assessment of training requirements so as to ensure the appropriate
courses are taken by emergency response personnel. FEMA has a wide range
of courses available to the emergency management community and all effort
should be made to send personnel to those courses that will maximize the total
effort.
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University sponsored training is provided by individual departments as well as
the Department of Public Safety. The department of Public Safety normally
helps each department in the logistics and coordination of these. Most courses
are based on a needs assessment conducted by the Department of Public
Safety or the individual department. Emphasis will be placed on those areas that
area considered weak and where additional training is needed. University
programs may include all areas of emergency management; however, a
thorough review of needs is necessary to ensure proper utilization of training
time.
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Community based training is conducted and arranged through the Department
of Public safety. Public awareness of all threats within the University is a major
concern; however, the most critical threats are normally repeated in
presentations and media awareness throughout the year. Fire, tornado and
flood preparedness are a major focus due to the large population that may be
impacted.
Exercises
All University departments tasked with emergency management response and recovery
responsibilities under this plan will participate in exercises conducted under direction of
the Department of Public Safety. Exercises are given at least annually, and more
frequent exercises may be held at the discretion of the Department of Public Safety.
Non-governmental, not-for-profit and other outside agencies with responsibilities under
this plan will be required to attend and participate in such exercises. The majority of the
exercises involve multiple agencies and organizations.
The Department of Public Safety has developed an aggressive training and exercise
schedule that focuses on strengthening specific opportunity areas identified under
previous events and exercises. It is the intent of the Department of Public safety to
continuously review and test portions of this plan, through evaluation and critique of
these exercises, to determine the potential strengths and weaknesses of each planning
area.
Public Awareness and Education
The Youngstown State University Department of Public Safety has determined the
awareness and education of the University population of emergency preparedness as a
priority.
GLOSSARY
Campus Emergency Guide (Emergency Guide)
The Emergency Guide is a quick reference guide that provides basic guidelines and
survival strategies for major emergencies. It is a companion document to the Campus
Emergency Management Plan.
Campus Emergency Management Plan (Campus Plan)
The Campus Plan is the campus‐level plan for responding effectively and efficiently
before, during and after a major emergency. Each of the two campuses has a separate
Campus Plan.
Campus Security Act
This federal law, codified at 20 USC 1092 (f), requires colleges and universities to
disclose certain timely and annual information about campus crime and security policies
including crimes which pose an ongoing threat to students and employees.
Department Emergency Operations Plan (Department Plan)
The Department Plan is the internal department‐level plan that prescribes the functional
responsibilities and operations of a university department during an emergency.
Department Operations Center (DOC)
If the Emergency Operations Center is located off‐campus, the DOC becomes the
location from which the coordination of information and resources to support university
operational activities takes place.
Emergency
An emergency is any event or condition that presents an imminent risk of death, serious
injury or illness to persons, suspension or interruption of university operations,
significant physical or environmental damage, or significantly threatens the
University’s financial well‐being.
Emergency Operations Center (EOC)
The EOC is the location from which the coordination of information and resources to
support incident activities and to provide for the continuity of critical university
operations takes place.
Emergency Recovery Team
The Emergency Recovery Team is a group of university officials responsible for
restoring normal campus operations after an emergency. The team is assembled
during
an emergency and charged with conducting a damage assessment, developing a
recovery plan and implementing that plan.
Emergency Resource Team (ERT)
The ERT is a group of campus officials with responsibilities involving the preparation
and response phases of emergency management. The ERT is a key factor in
supporting and leading the campus response to an emergency
Federal Emergency Management Agency (FEMA)
FEMA is a federal agency under the U.S. Department of Homeland Security with the
mission to reduce the loss of life and property and protect the Nation from all hazards,
including natural disasters, acts of terrorism, and other man‐made disasters.
First Responders
First responders are police, firefighters, hazardous material teams, paramedics, and
emergency medical technicians responsible for the initial response to an emergency.
Four Phases of Emergency Management
These are the on‐going emergency management functions that extend beyond the
actual response to an emergency, including preparedness, mitigation, response and
recovery.
Hazardous Materials Incident (HAZMAT)
HAZMAT is an incident involving the release of or public exposure to explosives,
flammable and combustible substances, poisons, and radioactive materials.
Incident Action Plan (IAP)
The IAP is a written or oral plan that provides overall objectives and priorities to key
supervisory personnel during an emergency.
Incident Command Post (ICP)
The ICP is the location from which the person in charge during an emergency oversees
all emergency response operations.
Incident Commend System (ICS)
ICS is a component of NIMS that incorporates standardized, on‐scene, and all‐hazard
emergency management functions including command, operations, planning, logistics,
and finance/administration. ICS represents organizational “best practices” and is the
standard for incident response.
Mitigation Phase
The Mitigation Phase is the second phase of emergency management that involves
activities undertaken to prevent, or reduce the adverse effects of, an emergency.
National Incident Management System (NIMS)
NIMS is a comprehensive, nationwide system of incident management applicable to all
jurisdictional levels of government and across functional disciplines.
Persona Non Grata (PNG)
A student or non‐student who has been found to exhibit behavior deemed detrimental to
the university and is no longer permitted to frequent or be present in any, or specified,
university locations.
Preparation Phase
The Preparation Phase is the first phase of emergency management that involves
activities undertaken to provide the operational capability to effectively respond to an
emergency.
Mahoning County Homeland Security and Emergency Management Agency
This local emergency management agency is tasked with planning, training, and
assisting local jurisdictions before, during, and after an emergency. This agency serves
as the single point of contact for additional resources during an emergency.
Recovery Phase
The Recovery Phase is the fourth and final phase of emergency management that
involves activities undertaken to restore normalcy after actual emergency conditions
have ended.
Response Phase
The Response Phase is the third phase of emergency management that involves
immediate action taken to save lives and protect property during an emergency.
Functional Annexes
Letter of Promulgation
Campus Maps
Tornado Response Plan – Shelter Li
Housing & Residence Life Severe Weather/Tornado Plan
Crisis Communication Plan
Emergency Telephone Numbers of Outside Agencies
Disaster Preparedness Supply List
Roster of Departmental Emergency Contacts
Evacuation Planning for Persons With Disabilities
Evacuation Training
Departmental Evacuation Routes
Emergency Preparedness Information Syllabus Insert.
Spill Equipment
Radiation Safety Procedures
Hazardous Waste Contingency Plan
Department Disaster Plans
To All Our Employees,
Youngstown State University (YSU) has adopted a plan to continue business operations
in the event of a disaster. This plan has important benefits for all of us. Most obviously,
it greatly increases our changes of continuing to operate and issuing regular paychecks.
The plan also provides for the protection, survival and restoration of our most important
asset – our students, faculty and staff.
The attached information we are distributing to you today will help you understand the
plan. The plan clarifies your responsibilities to the University and will also give you an
idea of how YSU will help you and your families better handle a disaster situation. We
encourage you and your family to read the details of the plan.
YSU has established a Disaster Management Team to carry out this plan. Team
members are familiar with the plan and are listed on the bottom of the next page and
will be able to answer any questions that you have. If you are interested in more
specific information, please review the material in the Emergency section of the campus
phone directory.
Please complete the survey page at the end of this distribution and turn it into your
supervisor or any member of the Disaster Management Team.
Sincerely,
Cyndy
President
Campus Emergency Procedures
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General Information
Weekend/Evening Building Problems
Water Leaks
Medical Emergencies
Chemical Release
Power Outage
Inclement Weather
Reporting a Crime
Motor Vehicle Accident
Evacuation
Explosion
Elevator Malfunction
Earthquakes
Tornado/Severe Weather
Fire
Crime Prevention
Bomb Threat*
Suspicious Packages
Emergency Lockdown
Active Shooter
Emergency Communications
General Information on Reporting Emergencies
Emergency situations can be triggered by a variety of fact ors, which in most
instances cannot be anticipated. Knowing what to do and perhaps more
importantly what not to do is paramount in dealing with the crisis at hand. In
many instances its just a question of notifying the proper individuals or
campus department. Sometimes, however, certain immediate action on your
part may be necessary. Whichever the case, it is important to remain calm
and not panic. Take a few seconds to compose yourself to avoid acting
irrational. Those first few seconds are importan t, since most injuries and
deaths occur because of irrational or illogical first response. This easy to
use guide has been developed to help you deal with most emergency
situations that might occur on campus. Rest assured that there are many
trained individuals to give you direction and to assist, but they need to be
notified and supplied with the proper information. Keep this CAMPUS
EMERGENCY PROCEDURES GUIDE nearby to assist you in dealing with
emergency situations. Also, remember that people with disabilities may need
special assistance. Preplan the assistance needed if a disabled individual is
part of your department or in your class.
The following general information is important when reporting emergencies
on campus. Remember---STAY CALM, DON’T PANIC, HELP IS ON THE
WAY. NEVER PUT YOURSELF AT RISK!
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Call YSU Police at (330)941-3527 or from a campus phone, dial 911.
If fire or ambulance response is needed, dial 911 on a campus phone,
this will connect you to the University Police Emergency num ber.
If you dial 911 on a non-university phone you will be connected to
Youngstown City’s 911 Emergency Response Center.
WHEN POSSIBLE USE A UNIVERSITY PHONE AND GO THROUGH
THE YSU POLICE DEPARTMENT.
When reporting an emergency, be sure to speak in a cl ear voice and be sure
to give the following information.
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Your name and your location
A brief description of the emergency situation
If there are people injured
Any additional information which might be beneficial
DO NOT HANG UP UNTIL INSTRUCTED TO DO SO BY THE DISPATCHER
Evening/Weekend Facilities Problems
For heating/air conditioning, water, electricity or other utility problems
encountered in buildings after 5:00 pm on weekdays and on weekends
contact YSU Police at ext. 3527.
Inform YSU Police of the problem, they will dispatch Maintenance personnel
to the area.
Water Leaks
From 7:30am to 5pm weekdays contact Facilities Maintenance at ext. 3232.
After hours or on weekends contact YSU Police at ext. 3527.
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Give the location of the leak, the severity and any damage that can be
seen.
Remove from the area any equipment that can be moved safely or
cover equipment with plastic.
Do not attempt to move items that are plugged into an electrical outlet
and are already wet. These items will be removed once the power is
shut down to the area.
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Evacuate the area if there is a threat that the water could cause harm
such as falling wet ceiling tiles or if an electrocution hazard is present.
Medical Emergencies
If someone is ill or injured and requires assistance:
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Call YSU Police at (330)941-3527 or by dialing 911 from a campus
phone. If an ambulance is needed, tell the dispatcher at the beginning
of your conversation.
Give the dispatcher the following information:
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The location of the person. Include the building and the room
number.
The illness or injury of the person.
Whether the person is conscious.
Any other information that is known, such as existing health
conditions.
Do not hang up until you are told to d o so by the dispatcher.
Administer first aid if you have the proper training.
Do not move the person.
Assure the person that help is on the way.
Remain on the scene until the Police arrive to give any further
information they may require.
Chemical Release
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Sound the fire alarm to evacuate the building if deadly fumes are
present.
Contact YSU Police at (330)941-3527 or by dialing 911 from a campus
phone.
Give YSU Police a complete description of the incident. Describe the
type of accident: fire, explosion, chemical spill, leaking drum. If the
incident is a chemical spill, and you know the name of the chemical,
inform YSU Police.
Identify the building where the incident occurred and the room number
or location of the incident.
If the incident involves a chemical spill give the approximate amount of
the spill.
Give your name and the telephone number from which you are calling.
Note any injuries: Are you or anyone else in the building injured? Tell
YSU Police of the injuries.
Don’t hang up until told to do so by the dispatcher.
At a safe distance, await the arrival of YSU Police. Provide any
additional information that they may require.
Power Outage
PrePlan:
Departments should have flashlights available that are tested periodically to
assure that they work. Flashlights can be obtained from Central Stores at
ext. 3248.
In the event of a power outage in your building, initiate the following:
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Remain Calm
Between the hours of 7:30am and 5pm, call Facilities Maintenance at
ext. 3232. After 5pm, call YSU Police at ext. 3527.
If you have a flashlight, go to an area of the building that is lighted or
has emergency lighting.
Provide assistance to those in your area who do not have a flashlight
and/or may be unfamiliar with the area.
Remain calm. In most instances power will be restored in a short
matter of time. However, if you are instructed to evacuate the building,
proceed cautiously to the nearest exit.
Note: Individuals with disabilities may need assistance.
Exit signs are on emergency power and should remain lit during an outage.
Inclement Weather
On occasion, during the winter months, the University may be forced to
close, delay opening, or cancel classes due to severe weather conditions. If
weather conditions are severe, listen to W YSU -FM (88.5) radio. It is the
official source regarding closing or canceling of classes. Also visit the YSU
home page at www.ysu.edu or call 330-941-2222, the university’s Emergency
Information Line. All area news media will also be contacted and asked to
announce any weather-related closings/delays.
All departments should have in place a telephone tree listing the names,
office/home/cell telephone numbers of all individuals in the department. This
telephone tree can be activated by the department head when he/she is
notified of any changes to the normal work schedule due to closings.
Reporting a Crime
If a crime or disruptive behavior occurs on campus (assault, robbery, theft, etc.), contact
YSU Police immediately. Dial ext. 3527 for the Dispatcher, or if immediate police
response is essential, dial 911 from any campus phone, (330)941-3527 from a cellular
phone, or use any emergency phone on campus.
Furnish any pertinent information:
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Location
Nature of incident
Description/Identity of those involved
Whereabouts of perpetrators
Whereabouts of victims
Description of what transpired
Any related information
When reporting an incident of crime on campus, all information will be treated with
appropriate confidentiality. Please identify yourself to YSU Police. Your identity will be
afforded all due confidentiality. We encourage members of our campus community to
report any criminal activity promptly. Safety and security on campus is a cooperative
effort.
Upon receipt of notification of a crime occurring on campus, YSU Police Officers will
respond immediately and investigate.
Motor Vehicle Accident
If you are involved in an accident, do the following:
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Stop at once! Check for personal injuries and request an ambulance if
needed. Do not leave the scene. Ask for assistance of a bystander.
Protect the scene. Set emergency flashers to prevent further injury or
damage.
Secure assistance of a Police Officer when possible. Record the name
and badge number of the officer. If accident occurs on or near
campus, call YSU Police at ext. 3527.
Record names and addresses of all witnesses and occupants of
involved vehicles. Record the vehicle license number.
Do not argue! Make no statement except to proper authorities. Sign
only official police reports. Do not plead guilty or admit fault.
If you are driving a University-owned vehicle fill out the “ON THE
SPOT” ACCIDENT REPORT which is found in the glove box of every
University-owned vehicle.
If you are driving a rental vehicle, these reports can be obtained from
the Department of Environmental and Occupational Health and Safety
(EOHS) located in room 2046 Cushwa Hall or at ext. 3715.
As soon as possible report the accident to EOHS at ext. 3715.
Evacuation
PrePlan:
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Know at least 2 exits out of the building. Also, know at least 2 different
ways of leaving the University should streets and intersections be
blocked off.
Have a pre-designated meeting place for all those in your office.
Know who is not present for the day so that they can be accounted for
at the designated meeting place.
The building can be evacuated either by the fire alarm being sounded, by
verbal indication to leave by YSU Police or other emergency response
personnel, or through the University telephone emergency network.
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Remain calm. Leave your area quickly by WALKING to the nearest
exit of the building. DO NOT USE ELEVATORS!!! Individuals with
disabilities may need assistance.
Only take essential personal possessions when leaving the build ing.
Take items such as car keys and handbags in case the building is shut
down and you are not able to re-enter the building.
Close doors behind you when leaving. Check to make sure everyone is
out of the room before closing the door.
Go to your department’s pre-designated meeting place at least 200 feet
from the building.
Await further instruction from YSU Police or other emergency response
personnel.
If a building is going to remain closed, you will be given instructions as
to where to go to obtain information regarding the closing.
If instructed to leave campus, follow the instructions given by YSU
Police. You will be told if certain roads are going to be closed and if
you need to exit in a certain direction.
Evacuation of Individuals with Disabil ities:
Departments employing individuals who have any physical impairment
(permanent or temporary) which might cause them to need assistance from
the building should establish a contingency plan for aiding those individuals
in the event of an emergency. Ask for volunteers (at least three) to stay and
assist these individuals in leaving the building. If the individual cannot use
the stairs to exit the building ask for volunteers to notify emergency
personnel of the location of the individual.
In the classroom, instructors should also develop a contingency plan for
physically impaired individuals. At the first two meetings, instructors should
announce that those who feel they may need help in an emergency
evacuation should see the instructor privately to discuss an evacuation
contingency plan The contingency plan should consist of asking for student
volunteers (at least three) to assist with the evacuation of the individual(s)
from the building. Volunteers should be solicited as soon as a person with a
disability is identified as being in the classroom. In the event that the
classroom is located in an area that makes removal of disabled individuals
extremely difficult (i.e. mobility-impaired individuals), the instructor should
ask for a room change to a ground floor location. Room changes should not
be made without assistance from the Registrar's office. If a room change is
not possible and the individual cannot use the stairs to exit the building, ask
for volunteers to notify emergency personnel of the location of the individual.
Explosion
Explosions can occur from natural gas leaks, chemicals, boilers or other
items that are under pressure.
If an explosion occurs and you are in the immediate area, take cover under a
sturdy object such as a desk. Be prepared for further explosions.
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Try to remain calm.
Stay away from windows, objects that may fall on you, and electrical
equipment.
Evacuate the building as soon as you feel it is safe to do so. Watch for
falling objects while you are evacuating the b uilding.
Note: Individuals with disabilities may need assistance.
DO NOT USE ELEVATORS
Do not move seriously injured victims unless they are in immediate
danger such as fire or the building collapsing.
Contact YSU Police to inform them of the explosio n. Call (330)9413527 or from a campus phone, dial 911.
Give YSU Police all pertinent information regarding the explosion.
o Location
o If anyone is injured and the extent of the injuries
o Your name
Await the arrival of YSU Police.
Elevator Malfunction
If you are trapped in a stalled elevator initiate the following:
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STAY CALM
If the elevator is equipped with an emergency phone, pick it up and you
will be connected to YSU Police who will dispatch a maintenance
person to the area to assist.
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If no phone is present in the elevator press the RED EMERGENCY
button and let it ring until you hear someone respond to the alarm.
In most instances individuals confined in elevators are assisted within
15 minutes.
Remember you cannot suffocate in a stalled elevator nor will the
elevator fall to the bottom.
If you hear an emergency alarm ring in an elevator do the following:
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Go to the elevator door on the floor that you are on and shout to the
individual that is confined in the elevator to assure them that you have
heard the alarm and are going to dispatch help for them.
From 7:30am to 5pm call Facilities Maintenance at ext. 3232. After
5pm call YSU Police at ext. 3527.
Report the problem by giving the name of the building and the location
of the elevator (Example: north end of building, second floor).
Go back to the door of the elevator and reassure the person in the
elevator that help is on the way.
Earthquakes - Keep in mind that most earthquakes are of a short duration and that
injury usually occurs from falling objects. With that in mind, the following procedures
can assist you in the case of an earthquake.
If inside a building:
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Remain calm.
Stay inside the building.
Find cover under a sturdy object such as a desk or in a door frame.
Watch for falling objects.
Stay away from windows and any other objects, which may fall on you.
If you are outside:
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Go to an open, area free of trees, power lines and away from buildings.
Cover your head and watch for falling objects.
After the earthquake is over:
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Expect aftershocks so remain protected.
Remain calm.
Follow the instruction of YSU Police and evacuate the building if told to
do so.
When evacuating, watch for falling objects and walk carefully as the
floor or steps may be damaged.
DO NOT USE ELEVATORS!!!!
Note: Individuals with disabilities may need assistance.
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Do not move seriously injured persons unless there is danger from fire
or building collapse.
Do not re-enter the building.
Do not light cigarettes, matches, lighters or use cellular phones as this
may cause an explosion if natural gas is present in the immediate area.
Tornado/Severe Weather
PrePlan:
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Know that a CONTINUOUS alarm signals a tornado.
Identify the appropriate place in your building to seek shelter should a
tornado occur.
Stay indoors, be alert to falling objects.
Immediately walk to the designated tornado shelter area. The location
of the shelter in each building on campus has been selected based on
tornado safety criteria.
Note: Individuals with disabilities may nee d assistance.
If you are in a building you are unfamiliar with:
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Go to the lowest level of the building and find an interior area (e.g.,
interior hall, closet, or bathroom). Seek refuge under a table or desk
kneeling face down with your hands covering you r head to reduce
injury. If available, cover yourself with a coat or other such material.
Avoid areas that have a large roof span that may
collapse: auditoriums, gymnasiums, etc.
Stay away from windows and glass, and unsecured objects such as
filing cabinets or bookcases.
DO NOT USE ELEVATORS.
If you are outside:
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Lie flat on the ground in a depression and cover the back of your head
and neck with your hands.
Do not seek cover in an automobile or under a tree .
If driving a vehicle:
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Get out and seek shelter in a building or low area; never try to outrun a
tornado.
Remain in the safe area until you receive an “all clear” message
from YSU Police or their designees.
Departments employing individuals with physical disabilities (permanent or
temporary) which might cause them to need assistance to a tornado shelter
should establish a contingency plan for aiding those individuals in the event
of severe weather. Ask for volunteers (at least three) to assist these
individuals to the tornado shelter.
In the classroom, instructors should also develop a contingency plan for
individuals with physical disabilities. At the first two meetings, instructors
should announce that those who feel they may need help in getting to the
tornado shelter in the event of severe weather should see the instructor
privately to discuss a contingency plan. The contingency plan should consist
of asking for student volunteers (at least three) to as sist the individuals with
disabilities to the tornado shelter. Volunteers should be selected as soon as
an individual with physical disabilities is identified as being in the classroom.
Fire
PrePlan:
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Know that an INTERMITTENT alarm signals a fire.
Know the location of the fire alarm pull stations.
Know the closest exit out of the building and at least 2 other means of
exiting the building.
Leave the building immediately when the fire alarm is sounded.
Have a pre-designated meeting place for all those in your office.
Know who is not present for the day so that they can be accounted for
at the designated meeting place.
If you should spot a fire:
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Sound the fire alarm to get everyone out of the building.
Dial 911 from a campus phone to contact YSU Police. If dialing from a
cellular phone, contact YSU Police by calling 330 -941-3527.
Give your name, the name of the building and the location of the fire
within the building.
Only take essential personal possessions when leaving the bui lding.
Take items such as car keys and handbags in case the building is shut
down and you are not able to re-enter the building.
Close all doors behind you if you are the last one out of the room
WALK!!!! to the nearest exit. DO NOT USE ELEVATORS!!! Note :
Individuals with disabilities may need assistance.
Go to your department’s pre-designated meeting place at least 200 feet
from the building.
Cooperate with emergency personnel and YSU Police. Follow all
instructions when given.
Do not re-enter the building until you are told to do so by YSU Police or
other emergency personnel.
If the fire is small and your safety is not compromised and you know how to
use a fire extinguisher, an attempt to put out small fires should be made.
Remember the word PASS:
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- Pull the pin
- Aim low at the base of the fire
- Squeeze the handle
- Sweep from side to side at the base of the fire
Crime Prevention:
Here are a few suggestions for what you might do to prevent a crime in your
area.
In Your Office:
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Lock your door, even if you are just going down the hall. It takes a
thief ten seconds or less to enter an open room and steal your
property.
Do not leave messages on your door indicating that you are away and
when you will be back.
If someone asks to use your phone for an emergency call, offer to
place the call for them instead of allowing them access.
Do not put your address on your key ring.
Do not leave keys in hiding places.
Call YSU Police at (330)941-3527 to report suspicious persons or
activity.
When Walking:
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Avoid walking alone at night unless absolutely necessary.
Walk purposefully, know where you are going, and project a no nonsense image.
Protecting Your Auto or Bicycle:
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Always lock your car.
Lock bikes to immovable objects or bike racks with hardened -alloy
locks and chains or U-shaped locks.
Do not leave tempting valuable or property visible inside the car. Lock
these items in the trunk.
Protecting Yourself When Driving:



Look into your car before getting in. Lock doors and roll up windows
once inside for protection.
Do not stop to help occupants of stopped or disabled
vehicles. Continue driving to the nearest phone or call assistance for
them.
Raise the hood, then lock yourself into yo ur car if it breaks down. If
someone stops and offers you help, remain in your car and ask them to
phone for help. Do not worry about seeming rude.
Bomb Threat*
Youngstown
STATE UNIVERSITY
POLICE DEPARTMENT
Instructions: Be calm. Be courteous.
Listen. Do not interrupt the caller.
Notify supervisor immediately.
1. When is the bomb going to explode?
2. Where is the bomb right now?
3. What does the bomb look like?
4. What kind of bomb is it?
5. What will cause the bomb to explode?
6. Did you place the bomb?
7. Why?
8. What is the address?
9. What is your name?
EXACT WORDING OF BOMB THREAT:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Sex of Caller _____
Race:_____
Length of call:_____
Age: ______
Telephone number at which call is received:___________________________________
Time call received_______________________
CALLER’S VOICE
Calm
Nasal
Soft
Angry
Stutter
Loud
Excited
Lisp
Laughter
Slow
Rasp
Crying
Rapid
Deep
Normal
Distinct
Slurred
Whispered
Ragged
Clearing Throat
Deep Breathing
Cracking Voice
Disguised
Accent
_____Familiar (If voice is familiar, who did it sound like?)
____________________________________________
BACKGROUND SOUNDS
_____Street Noises
_____Factory Machinery
_____Voices
_____House Noises
_____Crockery
_____Animal Noises
_____Clear
_____PA System
_____Static
_____Long Distance
_____Local
_____Motor
_____Machinery
_____Booth
_____Other (Please Specify)___________________________
BOMB THREAT LANGUAGE
_____Well Spoken (Educated
_____Incoherent
_____Foul
Message Read By
_____Threat Taped
_____Maker
Remarks_________________________________________
Your Name: ______________________________________
Your Position:_____________________________________
Date Checklist Completed:_____/_____/_____
Suspicious Packages
If you receive or discover a suspicious package or foreign device, do not
touch it, tamper with it, or move it.


CALL CAMPUS POLICE
DIAL 911 FROM A CAMPUS PHONE OR (330)941 -3527 FROM CELL
OR OUTSIDE LINE.
Letter and Parcel Bomb Recognition Checklist Inspection of Packages-Look For:

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










Foreign mail, air mail, and special deliveries
Restrictive markings such as “confidential” or “personal”
Excessive postage
Handwritten or poorly typed address
Incorrect titles
Misspellings of common words
Oily stains or discolorations on package
Excessive weight
Rigid, lopsided, or uneven envelopes
Protruding wires or tinfoil
Excessive tape or string
Visual distractions
No return address
Handling Suspicious Packages:






Do not open or shake it
Do not carry or show to others
Alert others in area
Leave the area, close doors and prevent others from entering by using
signs or guarding
Wash hands with soap and water
Create a list of persons in the room where the package was received
Emergency Lockdown







Those in hallways or other open areas are to immediately seek shelter
in the nearest classroom, office or lockable space.
Immediately lock or barricade all doors.
Close windows, blinds and any window treatments present and turn off
lights.
Remain concealed as much as possible by crouching down in areas out
of sight from doors and windows. Sit on floor and do your best to
remain out of view, still and quiet.
Once secured, do not open doors for anyone who cannot be clearly
identified as a law enforcement officer.
Do not enter hallways or any open areas until a message has been
received indicating that the emergency is over.
People in outdoor areas should immediately t ake cover, preferably in
an area or space that can be locked or barricaded, if possible.
Active Shooter
If you find yourself involved in the very rare event of an active shooter situation, try to
remain calm and use these guidelines to help plan a strategy for survival.
Active Shooter is OUTSIDE the Building


Go to a room that can be locked, close and lock all the windows and
doors, and turn off all the lights; if possible, get everyone down on the
floor and ensure that no one is visible from outside the room.
Call 911 and inform the dispatcher of your location; remain in place
until the police or a campus administrator known to you gives the "all
clear." Unfamiliar voices may be the shooter attempting to lure victims
from their safe space; do not respon d to any voice commands until you
can verify that they are being issued by an official. Likewise, do not
leave the room if the fire alarm is activated unless you can see smoke
and flames and judge the fire to be a greater risk than the shooter.
Active Shooter is INSIDE the same Building


If your room can be locked, close and lock all the windows and doors,
and turn off all the lights; if possible, get everyone down on the floor
and ensure that no one is visible from outside the room.
If your room can't be locked, determine if there is a nearby location
that can be reached safely and secured, or if you can safely exit the
building.
Active Shooter ENTERS your Office or Classroom
Try to remain calm. Dial 911, if possible, and alert polic e to the shooter's
location; if you can't speak, leave the line open so the dispatcher can listen
to what's taking place. Attempting to overpower the shooter with force should
be considered a last resort.
Moving From Current Location
No matter what the circumstances, if you decide to flee during an active
shooting situation, make sure you have an escape route and plan in mind. Do
not attempt to carry anything while fleeing and leave coats and jackets
behind so the police can easily see you aren't armed; mov e quickly, keep
your hands visible, and follow the instructions of any police officers you may
encounter. Do not attempt to remove injured people; instead, leave wounded
victims where they are and notify authorities of their location as soon as
possible. Do not try to drive off campus until advised it is safe to do so by
police or campus administrators
Emergency Communications
YSU has several tools at its disposal to communicate to students and
employees in the event of an emergency. Depending on the natur e of the
emergency, any or all of these tools will be activated. Students and
employees should be familiar with each of these tools so they can seek out
the most up to date information if an emergency on campus should occur.
Among the communications tools are:





YSU Alert! is a text messaging system that allows the university to
notify students via cell phone of campus emergencies. For more
information on YSU Alert!, visit http://alert.ysu.edu
Campus-wide mass communications and alarm system, allows YSU
to broadcast emergency announcements targeted to specific buildings
from one central location.
YSU homepage, www.ysu.edu, will provide up to date information in
the case of an emergency.
Emergency Information Line (330-941-2222) will include updated
information related to campus emergency situations.
MyYSU portal. Through the portal, the university will post “Campus
Announcements” and e-mails, providing faculty, staff, studen ts and the
entire campus community with updates in the event of an emergency.
News media. The university has a detailed news media call list that would be
activated in the event of an emergency.
YSU CAMPUS BUILDING TORNADO SHELTERS
Building
Shelter Area
Alumni House .................................................................................................Basement hallways
Andrews Wellness and Recreation Center ................................Lower level locker rooms hallway
Beeghly Center .....................................................................Basement hallways near Room 114
Beeghly College of Ed. & Early Childhood Center... ...............................First floor, inner hallways
Bliss Hall ........................................................................................First floor, basement hallways
Bookstore……………………..……….……….Hallway behind Tutorial Services in Kilcawley West
Cafaro House ..........................................................................................Basement vending room
Central Receiving/Central Stores/Facilities ....................................................................Basement
Central Utility Plant ...........................................................................................................Tunnels
Chemical Management Center.........................................Basement hallway, Ward Beecher Hall
Christman Dining Commons ........................................................................................Front foyer
Clingan Waddell Hall (Police Building) ........................................................................Room 1085
Coffelt Hall .....................................................................................................................Basement
Cushwa Hall .........................................................................................Basement, central hallway
DeBartolo Hall ...................................................................................................Basement hallway
Fedor Hall .........................................................................................................Basement hallway
Grounds Staff (outdoor) ...........................................................................Nearest building shelter
Jones Hall .........................................................................................................Basement hallway
Kilcawley Center ..................................................................................Hallways outside of Arby’s
Kilcawley Center West ...............................................................Hallway behind Tutorial Services
Kilcawley House................................................................................................Basement hallway
127 Lincoln Avenue .........................................................................Basement, Women’s Lounge
Lincoln Hall……………...…….....Lowest level: central stairwell and classrooms without windows
Lyden House ..................................................................................................................Basement
M-1 Deck .........................................................................Lower level, west side by parking cage
Maag Library .........................................................................................Microfilm area, Room 107
Materials Management................................................................................................Room 0003
McDonough Museum of Art.............................................................................Basement hallways
Melnick Hall ....................................................................Basement hallway, west end of building
Meshel Hall .......................................................................................................Basement hallway
Moser Hall................................................................................................Basement main hallway
Newman Center ............................................................................................North end of building
Parking Staff (outdoor) .............................................................................Nearest building shelter
Peck-Schoff House ...........................................................................................Basement hallway
Pedestrian Bridge .........................................................................Meshel Hall basement hallway
Phelps Building ...........................................................................Basement hallway near elevator
Planetarium.....................................................................................Ward Beecher Hall basement
Smith Hall .....................................................................................................Lowest level hallway
Stambaugh Stadium ..........................................................................................First floor hallway
Sweeney Hall ............................................................................Basement, central reception area
Tod Hall .........................................................................................Basement, north or south end
Ward Beecher Hall ............................................................................................Basement hallway
Weller House .................................................................................................................Basement
Westinghouse Building........................................................................Mechanics office, first floor
Wick House....................................................................................................................Basement
Williamson School of Business………………….…………….Basement or first floor inner hallway
Crisis Communications Plan
November 2012
Introduction
The Youngstown State University Crisis Communication Plan provides procedures for
the coordination of communications both internally and externally in the event of a crisis
situation. The plan outlines the roles, responsibilities and protocols to guide the
university in sharing information with all of YSU’s audiences during an emergency or
crisis.
The crisis communication plan is part of a larger set of plans to manage the university’s
affairs during situations that threaten operations, the safety of the community and/or he
reputation of YSU. This document focuses on the communications aspect of potential
crisis situations. (Please also refer to YSU communications procedures under the
federal Clery Act, specifically “Emergency Notifications” and “Timely Warnings”,
attached as Appendix 1 and Appendix 2).
The plan is not intended to change the way emergencies are initially reported. All
emergencies on campus should be reported immediately to the YSU Police.
Guiding Principles
In all communications during a crisis, the university strives to be accessible, prompt,
compassionate, honest and informative. While such tenets may seem to be selfevident, it can be difficult to adhere to a clear style of communication when in crisis
mode. One of the most important requirements for effective communications during an
urgent situation is gathering and understanding the facts and implications of a given
situation and then providing accurate and consistent information to all parties
concerned. Communications from the university must be honest and forthright. It is
crucial in a crisis to tell it all, tell it fast and tell the truth.
Operational Definition of Crisis
For the purpose of this plan, the work crisis refers to:
A significant emergency, dangerous situation or disturbance in the university’s activities
which has the potential to have a significant impact on the university’s operations and
public image and which results in extensive news coverage and public scrutiny.
A crisis includes serious threats to life, limb and/or property, significant threats to the
university’s reputation, or serious threats of interruption to university business.
A crisis may include, but is not limited to: hostage situations, weather, disease or other
health threat, fire, natural disaster, violent crime, civil disturbance, sexual or physical
assault, homicide and the threat of danger. (The federal Clery Act provides the
following examples of significant emergencies or dangerous situations: fire, outbreak of
a serious illness, earthquake, gas leak, terrorist incident, armed intruder, bomb threat,
civil unrest or rioting, explosion, nearby chemical or hazardous waste spill).
There is bound to be a degree of judgment required to determine whether any one or
more of such threats are serious enough as to constitute a crisis.
Initial Response
Many crises occur quickly, without notice and may require immediate communications,
particularly to students, employees and others on campus who are threatened or
impacted by the crisis. As per the university’s Clery Act Emergency Notification
procedures and YSU Alert Protocol, the YSU Police Department has the authority to
assess the crisis at hand, determine what immediate communication is needed and
move forward to deliver that communication to the campus. For instance, if there is a
major fire in an academic building, YSUPD would be responsible for initial
communications (via YSU Alert and other means) with the campus.
Crisis Communications Team
In the event of a crisis, a core group of nine people will constitute the university’s Crisis
Communications Team:
President
Provost
Vice President for Finance and Administration
Vice President for Student Affairs
Executive Associate to the President
University General Counsel
Chief of Police
Executive Director of Marketing and Communications
Director of University Communications
The team will develop a plan of action and oversee communications issues throughout
the crisis. Depending on the nature of the crisis, others can and should be drawn into
the crisis communications process as appropriate to address the specific issues and
threats that need to be managed. The team will assess the situation and determine the
facts of the crisis, determine the appropriate response/action, determine a plan of action
for both internal and external communications and assess what resources are
necessary to manage the crisis.
Convening the Team
The President has the primary responsibility for convening the Crisis Communications
Teams. If the President is not available to make the convening decision, then the
Provost, Vice President for Finance and Administration, Vice President for Student
Affairs for the Executive Associate to the President can make that decision.
The President, at any time, may convene the team if she/he confronts a situation that
she/he deems to be a crisis as defined above. Any member of the Crisis
Communications Team or the President’s Cabinet may also, upon discovery of a
situation that she/he believes constitutes a crisis (as defined above), recommend to the
President that she/he convene the Team. At the time of convening the Team, the
President should determine whether the nature of the crisis requires that additional
individuals with special expertise be added to the Team. For example, in instances in
which there are potential interruptions to university business, the President may wish to
ask the Chief Technology Officer to join the Team. Or, if there is significant damage to
buildings and/or property, the Executive Director of Facilities may be asked to join the
Team.
Team Communications
All members of the Crisis Communications Team should have cell phones in their
possession at all times. Upon the decision to convene the Team, the President will call
the Executive Associate to the President, who will call the Director of University
Communications, Provost, the Vice President of Finance and Administration and the
Vice President for Student Affairs. The VP for Student Affairs will alert the University
General Counsel and the Executive Director of Marketing and Communications. Other
individuals will be notified as needed.
If it is feasible to do so (depending on the time of day or night and/or any physical
limitations of the situation), the team should gather together in person. The location of
the team will depend on the severity of the crisis:

In the event of a major campus crisis or disaster, particularly an event that is
police-oriented, an Emergency Operations Center will be set up in the YSU
Police Department. In such a situation, the YSUPD will become the center of all
information for the crisis at hand; therefore, it is advisable that the Crisis
Communications Team convenes at the YSU Police Department. The Police
Department will dedicate space and resources (i.e. telephones and computers)
for the Team in the PD during the crisis.

In the event of a lesser crisis, or a crisis more of a public relations or
administrative level, the Team will convene in the President’s Conference Room
in Tod Hall (it is possible that the Team would first convene in Tod Hall and then
move to the YSUPD as the crisis evolves, or vice versa).
If it is not feasible to meet physically, the Team may be convened by telephone through
a standing “telephone bridge” that has been established for the use of the Team.
Responding to the Crisis
Among the duties of the Crisis Communications Team:

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Assess the situation and determine the facts of the crisis.
Create a plan of action for both internal and external communications.
Determine what messages will be communicated and by whom.
Determine to whom those messages will be communicated, both internally and
externally among the key constituencies:
 Students
 Faculty
 Staff
 Parents of students
 News media
 Trustees
 Public officials – Governor, Legislators, Mayors
 Alumni
 Neighbors
 General Public
Determine how those messages will be communicated.
Determine how to react as the crisis evolves.
Keep the appropriate spokespeople informed or the latest developments and
messages to be conveyed.
The Team will develop several key messages to be included in all university
communications. The messages will evolve as the crisis evolves and circumstances
change. The messages must be communicated as quickly as possible and regularly
updated.
University Spokespeople
The chief spokespeople in the event of a crisis will be a senior leader of the university,
most likely the President, as well as the Director of University Communications.


In most situations, the Director of University Communications will act as the chief
spokesperson and will be the point person for news media communications
during a crisis. He/she will organize and run press briefings and handle general
media questions. In the event that the Director of University Communications is
unavailable, the Executive Director of Marketing and Communications or another
individual identified by the President and/or the Crisis Communications Team will
act as the spokesperson. Depending on the nature of the crisis, the person
possessing the direct knowledge of the crisis (for example: The chief of police in
the event of a campus crimeP can also be designated as spokesperson.
In the time of a significant crisis, it is critical for a high-ranking leader of the
university such as the President to become the face of the university and to take

the lead in communicating key messages. Only a high-ranking leader such as
the President can convey that a situation is under control, provide a sense of
calm and set an example for the entire campus.
The release of information and comments to the news media and the public
should be limited to the designated spokespeople. All other staff should be
professional and helpful to the news media by connecting them with the
spokespeople, but should refrain from speaking to and providing any information.
As the crisis evolves, it is likely that secondary spokespeople will need to be
appointed.
Media Relations
Often the only information the public receives about an emergency is through the news
media; therefore, media relations is an essential component of any crisis plan. Timing
is critical. Responses to a crisis must be issued as soon as possible and along as many
communications channels as possible. Remember that the news media is borderless
and operates 24 hours a day, 7 days a week.
In consultation with and the approval of the Crisis Communications Team, the Office of
Marketing and Communications will develop appropriate statements and other
communications for the news media. The Office will also arrange and lead news
conferences and media briefings. Keeping the news media informed gives the
university a certain amount of control over the message. The media’s job is to report
the latest information available. If reporters don’t get that information directly from the
organization in crisis, they will look elsewhere and be more likely to report inaccurate
facts and even rumors. The location of news conferences and briefings may larely
depend on the location and nature of the crisis. One location could be the Board of
Trustees Meeting Room in Tod Hall. Ideally, however, the location should be away from
the University’s administrative offices, including the President’s office. Other suitable
locations could be the Chestnut Room in Kilcawley Center or in larger areas in either
Beeghly Center or Stambaugh Stadium.
Communications Tools
Effective university crisis communications programs employee multiple and layered
methods of communication with its constituencies, including students, employees,
parents, alumni, trustees and community members. In the event of a crisis, the Crisis
Communications Team can deploy one or all of these communications vehicles:



YSU Alert allows the university to notify students and employees via text
message and email (Responsibility: YSU Police and Office of Marketing and
Communications>
Campus-wide mass communications and alarm system broadcasts emergency
voice notifications targeted to specific buildings via loudspeaker (Responsibility:
YSU Police)
YSU homepage, www.ysu.edu (Responsibility: Office of Marketing and
Communicatiosn)







Campus Alert website, in the event of a a major campus crisis, the university has
the capability of activating a pre-designated webpage that will provide up-to-theminute details of the crisis as it unfolds (Responsibility: Marketing and
Communications)
Emergency Information Line (330-941-2222) will include updated information
(Responsibility: Office of Marketing and Communications)
MyYSU portal. Through the portal, the university will post “Campus
Announcements” providing faculty, staff, students and the entire campus
community with updates in the event of an emergency (Responsibility: Office of
Marketing and Communications)
Camps Marquees (Responsibility: Office of Marketing and Communications)
Social Media. Regular updated will be posted on the YSU Facebook
(http://www.facebook.com/youngstownstate) and Twitter
(http://twitter.com/#!/youngstownstate) pages (Responsibility: Office of Marketing
and Communications)
WYSU-FM. WYSU 88.5 (Ashtabula 90.1, New Wilmington 97.5) is the official
radio source regarding information about university operations. In addition,
WYSU can provide information on its website, www.wysu.org. WYSU has an
extensive Disaster Response and Recovery Plan that includes a backup
generator and a backup transmitter and studio at Stambaugh Stadium. With
these capabilities, WYSU could be a 24/7, real time, interactive critical source of
information to the campus and the community in the event of a major crisis.
News media. The university has a detailed news media call list that would be
activated in the event of an emergency (Responsibility: Office of Marketing and
Communications)
The offices/departments listed as responsible for each of these communications
vehicles are responsible for developing individual implementation plans for each of the
vehicles.
Awareness, Training and Assessment
It is imperative that all members of the Crisis Communications Team, the President’s
Cabinet and others on campus are familiar with the details of this plan prior to a campus
crisis. The team should also undergo regular training, including running simulations in
the actual use of the plan’s procedures and principles, and the training of spokespeople
in communicating with the media during crisis moments. Routine simulation training
(perhaps once per year) should be provided.
Finally, the Crisis Communications Team should meet at least once after the
emergency situation has subsided to assess the university’s handling of the situation
and to make future recommendations to streamline and improve its procedures and
communications tools.
The Crisis Communications Plan was initially developed in December 2007 as
recommendations to the President of President’s Cabinet. The Plan was developed by
a Crisis Communications Planning Group, chaired by the Vice President of University
Advancement. The Office of Marketing and Communications modified the Plan in
October 2008. This version, developed in June 2011 and updated again in March and
September 2012, represents a significant revision and updating of the plan.
Appendix 1
EMERGENCY NOTIFICATION
Notification to the YSU community about an Immediate Threat
YSU will immediately notify the campus community upon confirmation of a significant
emergency or dangerous situation involving an immediate threat to the health or safety
of students or employees occurring on the campus. Examples of significant
emergencies or dangerous situations are: fire, outbreak of a serious illness,
approaching extreme weather condition (i.e. tornado), earthquake, gas leak, terrorist
incident, armed intruder, bomb threat, civil unrest or rioting, explosion, nearby chemical
or hazardous waste spill.
In the event of a potential emergency situation, the YSU Police Department (YSUPD)
will consult with the Office of the President and/or the Provost and/or the Vice President
of Student Affairs and confirm that there is an emergency or dangerous situation that
poses an immediate threat to the health or safety of some or all members of the YSU
community.
YSUPD and/or the Office of Marketing and Communications will collaborate to
immediately notify the campus community of the situation. YSUPD and/or M&C will,
without delay and taking into account the safety of the community, determine the
content of the notification and initiate the notification system, unless issuing a
notification will, in the judgment of the first responders (including, but not limited to
YSUPD, Youngstown Police Department, Youngstown Fire and Emergency Medical
Services), compromise the efforts to assist a victim or to contain, respond to, or
otherwise mitigate the emergency.
YSUPD and/or M&C will use some or all of the systems described below to
communicate the threat to the YSU community or to the appropriate segment of the
community, if the threat is limited to a particular building or segment of the population.
The entire campus community will be notified when there is at least the potential that a
very large segment of the community will be affected by a situation, or when a situation
threatens the operation of the campus as a whole. The situation will be continually
assessed to determine if additional segments of the campus should be notified.
Some or all of the following notification methods will be used:






YSU Alert emergency test messages and emails (sign up for this service at
http://alert.ysu.edu/).
YSU campus-wide mass communications and alarm voice broadcast system.
YSU homepage (www.ysu.edu).
Campus Announcements channel of the MyYSU portal.
YSU Emergency Information Line (330-941-2222).
University Facebook (http://www.facebook.com/youngstownstate) and Twitter

(http://twitter.com/#!/youngstownstate) pages.
WYSU 88.5 FM, the official radio source of YSU.
Members of the larger community outside campus will receive information about a
campus emergency via many of the same methods listed above. In addition, the
University will disseminate information via local news media (TV, radio and newspaper).
Those responsible for carrying out the actions above include:



Confirmation of an emergency: YSUPD in consultation with the Office of the
President and/or the Provost and/or the Vice President for Student Affairs.
Content of message/segment of campus to be notified: YSUPD and/or Office of
Marketing and Communications.
Initiation of the notification system: YSUPD and/or Office of Marketing and
Communications.
Updated March 2012
Appendix 2
TIMELY WARNINGS
Issuing Timely Warnings
YSU will issue a Timely Warning to the campus community in the event of crimes (i.e.
murder and non-negligent manslaughter, negligent manslaughter, sex offenses,
robbery, aggravated assault, burglary, motor vehicle theft and arson) and other
situations that, in the judgment of the Chief of the YSU Police Department (YSUPD) or
his/her designee, constitutes a serious or continuing threat to students or employees. In
determining if a Timely Warning should be issued, the Police Chief will consider the
nature of the crime, the continuing danger to the campus community and the possible
risk of compromising law enforcement efforts.
Timely Warnings will be distributed by one or all of the following methods:



Posted as a Campus Crime Alert on the YSUPD website (www.ysu.edu/police)
and/or YSUPD Facebook page (http://www.facebook.com/pages/YoungstownState-University-Police/294976274506 ).
Sent via e-mail/or text message to subscribers of YSU Alert. (To subscribe, visit
http://alert.ysu.edu/).
Posted on the Campus Announcements channel of the MyYSU portal.
Posted on Crime Prevention Bulletin Boards in buildings across campus.
The Timely Warnings will provide the following information in possible:




The date the alert was issued.
A succinct statement of the incident.
Physical description of the suspects.
Other relevant and important information.
Timely Warnings will be issued for circumstances that occur on campus, on public
property within or immediately adjacent to the campus, and in or on non-campus
buildings or property that YSU owns or controls.
Anyone with information warranting a Timely Warning should report the circumstances
to the YSUPD at 330-941-3527.
Updated March 2012
EMERGENCY TELEPHONE NUMBERS
OUTSIDE AGENCIES
CHEMTREC
1-800-262-8200
DOMINION EAST OHIO
1-877-542-2630
ENVIRONMENTAL PROTECTION AGENCY
EMERGENCY RESPONSE
24 HOUR SPILL RESPONSE
1-614-644-2924
1-800-282-9378
MAHONING COUNTY DISASTER SERVICES
EMA. DSA. HAZMAT
EMERGENCY MANAGEMENT
330-744-4161
330-740-2200
NATIONAL RESPONSE CENTER
1-800-424-8802
NIOSH
1-800-356-4674
NUCLEAR REGULATORY COMMISSION
SAFETY HOTLINE
1-301-816-5100
1-800-695-7403
OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION
1-800-321-6742
OHIO DEPARTMENT OF HEALTH
1-888-411-4142
OHIO DEPARTMENT OF AGRICULTURE
1-614-466-2732
OHIO EDISON
1-888-544-4877
POISON CONTROL CENTER
1-888-222-1222
RED CROSS
330-726-6063
YOUNGSTOWN AIR POLLUTION CONTROL
330-744-1928
YOUNGSTOWN CITY HEALTH DEPARTMENT
330-743-3333
YOUNGSTOWN POLICE DEPARTMENT
330-747-7911
YOUNGSTOWN WASTE WATER TREATMENT PLANT
330-742-8820
YOUNGSTOWN WATER DEPARTMENT
330-742-8760
330-884-6006
Mahoning County Disaster Services
Emergency Management Agency
EMERGENCY PREPAREDNESS SUPPLIES
JUST IN CASE
DISASTER SUPPLY BASICS
WATER
Store water in plastic containers such as soft drink bottles. Avoid using containers that
will decompose or break, such as milk cartons or glass bottles.
-
Store one gallon of water a day per person
Keep at least a 3-day supply of water per person (keep 2 quarts for drinking, 2
quarts for each person for food preparation and sanitation)
Change your stored water supply every six months so it stays fresh
FOOD
Store at least a 3-day supply of nonperishable food. Replace your stored food every six
months. Select foods that require no refrigeration, preparation, or cooking and little to
no water. If you must heat food, pack a can of Sterno.
Include a selection of the following foods:
-
Ready to eat canned meats, fruits and vegetables.
Canned juices, milk and soup.
Staples (salt, sugar, pepper, spices, etc.).
High energy foods (peanut butter, jelly, crackers, granola bars, and trail mix).
Vitamins.
Food for infants, elderly people or people on special diets.
Comfort foods (cookies, hard candy, instant coffee, tea bags and sweetened cereal).
SPECIAL ITEMS
Remember family members with special requirements such as infants, elderly or
persons with disability.
-
For baby:
For Adults:
Formula, diapers, powdered milk and medications.
Heart and blood pressure medication, insulin, denture needs,
prescription drugs, contact lenses and supplies and extra
eyeglasses
VITAL FAMILY DOCUMENTS
Keep these records in a waterproof portable container.
Will, insurance policies, contracts deeds, stocks and bonds.
Passports, Social Security cards, immunization records.
Credit card account numbers and companies.
Inventory of valuable household goods, important telephone numbers.
Family records (birth, marriage, and death certificates).
STRATEGY
Rethink your family emergency kit needs at least once a year. Replace old
batteries, update clothes for the appropriate seasons, etc.
Ask your physician or pharmacist about storing prescription medications.
FIRST AID KIT
Assemble a first aid kit for your home and one for each car. Ask your physician or
pharmacist about storing medications.
Include the following:
Sterile adhesive bandages in assorted sizes.
Assorted sizes of safety pins.
Cleaning agents and soap.
Latex gloves (2 pair)
Sunscreen
2-inch sterile gauze pads (4-6)
4-inch sterile gauze pads (4-6)
Triangular bandages (3)
Non-prescription drugs (pain reliever, antacid, anti-diarrhea, laxative, syrup of
ipecac, and activated charcoal.
2-inch sterile roller bandages (3 rolls)
3-inch sterile roller bandages (3 rolls)
Scissors
Tweezers
Needle
Moistened towelettes
Antiseptic
Thermometer
Tongue blades (2)
Tube of petroleum jelly or other lubricant
CLOTHING & BEDDING
Include at least one complete change of clothing and footwear per person.
Including:
Sturdy shoes or work boots
Rain gear
Blankets or sleeping bags
Hat and gloves
Thermal underwear
Sunglasses
SANITATION
Toilet paper, towelettes
Soap and liquid detergent
Feminine supplies
Personal hygiene items
Plastic bucket with tight lid
Plastic garbage bags, ties (for personal sanitation uses).
Disinfectant and household chlorine bleach
ENTERTAINMENT
Games and books
Any other comfort items that may be important to you or your family members.
TOOLS AND SUPPLIES
Mess kits or paper cups and plastic utensils.
Emergency preparedness manual. Battery operated radio and extra batteries.
Cash or traveler’s checks and change.
Non-electric can opener or utility knife.
Fire Extinguisher: Small canister ABC type.
Tube tent
Pliers
Tape
Compass
Matches in waterproof container.
Aluminum foil
Plastic storage containers
Signal flare
Paper and pencil
Needles and thread
Medicine dropper
Shut-off wrench, to turn off house hold gas and water
Whistle
Plastic sheeting
Map of the area (for shelter location)
Roster of Environmental and Occupational Health and safety Emergency Contacts
Information last revised on:______________
Department:
Office #
Department Fax#
Email
Home Phone #
Pager/Cellular#
Office #
Department Fax#
Email
Home Phone #
Pager/Cellular#
Office #
Department Fax#
Email
Home Phone #
Pager/Cellular#
Office #
Department Fax#
Email
Home Phone #
Pager/Cellular#
Department Fax#
Email
Home Phone #
Pager/Cellular#
Chair
Emer Coord:
Department:
Chair
Emer Coord:
Department:
Chair
Emer Coord:
Department:
Chair
Emer Coord:
Department:
Office #
Chair
Emer Coord:
EVACUATION PLANNING FOR PERSONS WITH DISABILITIES
List Self-identified disabled persons who request evacuation assistance during an
emergency.
Designate evacuation assistants to wheelchair users to assist them during an emergency.
Name
Room/Building
Phone No.
Disability & Instructions
DEPT:_____________________________________________
EVACUATION ROUTES
Department’s Emergency Assembly Point is at:
Building:_________________________Chair:______________________
EMERGENCY PREPARDNESS INFORMATION
(Syllabus Insert)
Instructor: _________________ Course: ____________________ Room#:________________
**Note** Please review this information and designate evacuation meeting areas at the beginning of the semester.
Important Numbers:
Emergency……………………..3527 or 911 from a campus phone
Campus Police………………...330-941-3527
Evacuation:
Fire










Pull the fire alarm
Leave the building immediately using the closet emergency exit
Close doors behind you
Call 911 when safe to do so
Assemble in a designated area
Re-enter the building only when instructed by officials
Do not assume an alarm is false
Do not use elevators
If unable to exit the building, go to the nearest exit stairwell of safe area of refuge and call YSUP (330-941-3527) or
911 to report your location.
If trained, use a fire extinguisher if the fire is small and contained, and room is not filled with smoke
Two emergency exits are located: ____________________________________
Primary meeting area (near):________________________________________
Secondary meeting area (far):________________________________________
Shelter-in-Place:
Severe Weather
Thunderstorms are the most common type of severe
weather. However, winter storms, extreme hot/cold
temperatures, flooding, and tornadoes can occur. Check
CampusAdvisories.ysu.edu for up-to –date weather
advisories and information.
Shelter-in-place for severe thunderstorms and
tornadoes:
 Seek shelter indoors in a low part of the building
 Move to a windowless interior room away from
hazardous materials
 Monitor CampusAdvisories.ysu.edu and local
media interior wall
 Wait for the all clear before leaving your safe
space.
Violence/Active Shooter
If an active shooter is in your vicinity:







Call YSUP (330-941-3527) or 911 when it is safe
to do so
If evacuation is not possible, hide in a concealed,
and out of view space
Lock and barricade the door
Turn off the lights
Stay quiet and silence your cell phone
Wait for law enforcement
If aggressor enters the room, yell, throw items,
and commit to your actions
Communication from the University:
YSU Campus Advisories (Campus Advisories.ysu.edu) is the University’s principal method used for communicating incidentrelated information, including class cancellations, to the YSU community.
YSU Alert provides emergency notifications to mobile devices and email accounts. In additions, the University posts
recorded messages on the YSU Info line (330-941-3000).
YSU Spill Equipment List & Location
Ward Beecher CMC Basement storage area:
Tapes:
“CAUTION: RADIATION AREA”
“DANGER DO NOT ENTER”
“CAUTION”
Floor free-standing signage:
“CAUTION WET FLOOR”
“DANGER HAZARDOUS AREA”
“CHEMICAL SPILL – KEEP AWAY”
Goggles
Tyvek suits
Tyvek booties
Face shields
Personal respirator cartridges
Hard hats
Latex gloves
Nitrile gloves
Universal absorbent mats
Vermiculite
Absorbent pillows
Spill pads
Asbestos shield spray
Sodium Bicarbonate
Acid
Solvents
Caustics
Petroleum
Duct tape
Funnels
Rags
Clothing
Aprons
Boots
Brooms
Dustpans
Overpack drums
YSU POLICE RADIATION SAFETY PROCEDURES
1. Radiation Safety Office
a. Dan Sahli Radiation Safety Office (RSO), ext. 3700
2. Procedures for Unrestricted Areas
a. Do not handle any equipment or items labeled with radioactive warning labels.
Treat all items in the vicinity of radioactive materials as potentially contaminated.
b. All radioactive materials must be secured against unauthorized removal unless
under the direct supervision of authorized personnel. Secure all unoccupied
radioisotope areas and notify the RSO of the occurrence.
3. Procedures for Restricted Areas
a. Do not enter the Nuclear Reactor room in Ward Beecher Hall, rooms 3036 and
3037 without the approval of the RSO. This room has been taken off the Ward
Beecher key system and fitted with restricted keys. The university great grand
master will not fit this area.
b. All individuals must wear an assigned badge when conducting approved
activities in this restricted area.
4. Emergency Procedures
In the event of radioactive materials emergencies such as spills or fires, evacuate the
work area immediately and contact the following offices or personnel:
a. 8:00 am to 5:00 pm Weekdays – Contact the RSO at Ext 3700.
b. All other times contact Dan Sahli (330) 792-7820 or cell phone (330) 727-2782.
YOUNGSTOWN STATE UNIVERSITY
HAZARDOUS WASTE CONTINGENCY PLAN
Revised May 2008
INTRODUCTION
As required under the provisions of the Resource Conservation and Recovery Act
[RCRA (40 CFR)], the following procedures are to be followed in response to fires,
explosions, or any unplanned sudden or non-sudden release of hazardous wastes or
hazardous waste constituents to air, soil, surface water, or sanitary sewer in any
building on campus that might house hazardous waste. These buildings include, but
are not limited to: Ward Beecher Hall, Moser Hall, Cushwa Hall, Central Services
Building (Print Shop), Bliss Hall, E.J. Salata Facilities Complex (Physical Plant), and the
Chemical Management Center. Radioactive materials fall under the University’s
Nuclear Regulatory Commission (NRC)/Ohio Department of Health (ODH) licenses and
are not part of this plan. The University’s Radiation Safety manual will be followed for
all incidents involving radioactive materials.
A. INSTRUCTIONS TO FIRST RESPONDERS
Any person discovering an accident that reasonably appears to involve any of the items
mentioned above should immediately initiate the following actions:
1. FIRE OR EXPLOSION EMERGENCY
a. Activate the nearest FIRE ALARM
b. Call Campus Police - DIAL 911
NON-FIRE EMERGENCY
a. Contact Campus Police - DIAL 911
2. Give Campus Police a complete description of the incident.
a. Give your name and the telephone number from which you are calling.
b. Identify the building where the accident occurred and the room number or location of
the accident.
c. Describe the type of accident: fire, explosion, chemical spill, leaking waste drum,
etc.
d. If accident involves a chemical waste drum, provide the drum identification number
or any other pertinent markings and the approximate amount of the spill in gallons.
e. Note any injuries: Are you or anyone else in the building injured?
3. At a safe distance, await the arrival of Campus Police to be sure that they do not
need any further information.
B. INSTRUCTIONS FOR CAMPUS POLICE
When the Campus Police Department is notified that an incident involving chemicals
has occurred, the following procedures will be followed:
1. Call the local fire department and/or ambulance if the situation warrants.
2. CONTACT THE FOLLOWING PERSON(S):
Home and cell phone numbers of the Emergency Response Coordinators are on file
with YSU Police. Call (330) 941-3527 for dispatch.
3. EVACUATE THE BUILDING
In case of any fire, explosion, or any other incident involving hazardous waste,
proceed according to the following plan:
a. ACTIVATE THE FIRE ALARMS if they have not been activated.
b. University faculty/staff in the area of the incident will initiate evacuation and check
rooms for occupants. Be on the lookout for persons with disabilities.
c. CLOSE all doors and windows.
d. Be sure all persons are at least 300 feet from the building and out of the Emergency
Response Unit’s way.
e. Do not allow re-entry to the building unless authorized to do so by the Emergency
Response Coordinator (or designee).
f. Permit only Emergency Response Unites and those University Personnel showing
proper identification entrance to the building (proper identification includes
University Police and staff from the Department of Environmental and Occupational
Health and Safety).
4. CONTROL AND CONTAIN THE EMERGENCY
Immediate action should be taken to control and contain the emergency. Emergency
spill equipment is located in various areas of the University. See the evacuation plan
for the Chemical Management Center for the location of the spill equipment.
C. INSTRUCTIONS FOR EMERGENCY RESPONSE COORDINATOR
1. It will be the responsibility of the EMERGENCY RESPONSE COORDINATOR once
on the scene to notify appropriate support agencies concerning the situation. He or
she will use his or her discretion depending upon the type of emergency. These
agencies may include one or more of the following:
a. The Youngstown Fire Department (if not already called)
420 Martin Luther King Boulevard
Youngstown, Ohio 44503
330-743-2141
b. Mahoning county Disaster Services
700 Industrial Road
Youngstown, Ohio 44509
Chemical Hotline: 330-740-2201
Emergency Management: 330-740-2200
Local Emergency Coordinator (Walt Duzzny): 330-792-4572
c. The United States Environmental Protection Agency
National Response Center: 1-800-424-8802
d. Ohio Environmental Protection Agency
Division of Emergency Response: 1-800-282-9378
e. Youngstown City Health Department
345 Oak Hill Avenue
Youngstown, Ohio 44502
330-743-3333
f. Youngstown Air Pollution Control
345 Oak Hill Avenue, Room 25
Youngstown, Ohio 44502
330-744-1928
g. District Board of Health
50 Westchester Drive
Youngstown, Ohio 44515
330-270-2855
h. Youngstown Wastewater Treatment Plan
275 Poland Avenue
Youngstown, Ohio 44502
330-742-8820
2. When reporting an incident to any or all of these agencies, the Emergency Response
Coordinator will include all of the following information:
a. Name and telephone number.
b. Name and address of facility (include name of building).
c. Time and type of incident (e.g., chemical spill, fire, explosion, etc.).
d. Name and quantity of material(s) involved. Give as much specific detail
regarding the hazard as possible, including how incident occurred.
e. The extent of the injuries or damage, if any.
f. The possible hazards to human health, or the environment, outside the facility.
g. Other emergency agencies that have been notified or will be notified.
The EPA will coordinate the emergency activities if they respond. If not, the Chief of the
Youngstown Fire Department (or designee) will assume responsibility if they are
involved. Until the arrival of either of the above, the University Emergency Response
Coordinator will take charge of the incident until it is relinquished to another federal,
state or local emergency authority.
3. A command post will be set up to coordinate the emergency activities. The
University’s Emergency Response Coordinator will be stationed by the command
post to provide any information or services that are requested by any of the above
agencies.
EMERGENCY SPILL EQUIPMENT
The following equipment should be used by first responders to a chemical emergency to
control and/or contain the accident in the accumulation site at the Chemical
Management Center. This equipment is inspected weekly and in the event of a spill
clean up, the supplies are replenished as part of the post-operation responsibilities.
1. One (1) Spill Tamer Kit
This kit is to be used for the spill and disposal of hazardous alkali, flammable
solvent, acids, and mercury. Each kit contains a spill tamer absorbent, neutralizers
for acids and alkalis, mercury tamer, mercury collection bottle, gloves, brush and
pan, spare disposal bag, labels and a Safety Handbook.
2. Twelve (12) Spill Control Pillows.
Pillows can be used for chemical, biological and radioactive spills. Pillows
completely contain the spill using an inert and highly effective inorganic absorbent.
3. Two (2) Fire Extinguishers (20 lbs).
Two (2) Fire Extinguishers (7 lbs).
4. Two (2) Face Shields with Headgear and Visor.
5. Two (2) Respirators (for organic vapors).
Six (6) Replacement Cartridges.
6. Two (2) sets Chemically Resistant Gloves.
7. One (1) Bonding/Grounding Wire (when transferring chemicals).
8. Two (2) OSHA Response Suits with Hood and Shoe Covers.
9. One (1) Roll of Duct Tape (for emergency repairs).
10. One (1) Roll of Emergency Tape (used to mark off contaminated areas).
11. Ten (10) Plastic Bags (for holding).
12. One (1) Safety Fill Vent and Funnel (for emergency transfers).
13. One (1) University Hazardous Waste Contingency Plan.
EMERGENCY EVACUATION ROUTES
The following pages are emergency evacuation routes for buildings on campus housing
hazardous waste. The locations of large quantity hazardous waste sites are marked by
arrows on this map.
Chemical Management Center Emergency Evacuation Routes
Beeghly Center Rifle Emergency Evacuation Routes
Room 116
POLICY AND PROCEDURE FOR DISPOSING OF CHEMICAL WASTE AT
YOUNGSTOWN STATE UNIVERSITY
The Resource Conservation and Recovery Act of 1976 [40 CFR] as amended 42 U.S.C.
6921, 90 STAT. 2806, sets forth very specific and stringent regulations regarding the
generation, transportation, and disposal of chemical wastes. Companion state
legislation is promulgated in Chapters 3734 and 3745 of the Ohio Revised Code.
Youngstown State University comes under both sets of guidelines and is required to
comply with all of the rules and regulations as set forth by law. For the purpose of
developing policy and procedure, Youngstown State University has designated itself a
“large quantity” generator, and as such will subscribe to the regulations pertaining to this
particular category. The University understands that failure to do so could result in the
imposition of substantial fines.
It is, therefore, extremely important that these regulations, without exception, be strictly
adhered to. The University presently contracts with EPS approved disposal agents and,
as set forth in the Code of Federal Regulations and the Ohio Revised Code, provides
for the proper removal and disposal of chemical wastes as required by law.
Of paramount importance is the first-level supervision and enforcement at each
generation point (including all individual laboratories, classrooms and shops). The
following are procedures that must be adhered to for Youngstown State University to
remain in substantial compliance with these Federal and State codes:
1. All matters and questions regarding chemical waste disposal should be directed to
The Director of Environmental and Occupational Health and Safety, Room 2046
Cushwa Hall, 330-941-3700.
2. There are two (2) central collection points on campus. All areas on campus with the
exception of the Physical Plant will have their accumulated chemical waste delivered
to the hazardous Waste Storage Area located in the Chemical Management Center,
124 Lincoln Avenue. The Physical Plant will store their accumulated chemical waste
at the E.J. Salata Facilities Complex.
3. Waste solvents are the largest quantity items requiring disposal, and initial
Accumulation must be in an approved five (5) gallon polyethylene safety can.
Wherever halogenated and non-halogenated solvents are generated, two separate
safety cans will be used. One will be designated “Halogenated Waste Solvents” and
the other will be designated “Non-Halogenated Waste Solvents”. All five (5) gallon
safety cans will bear a tag which will be filled in every time waste is emptied into it.
Anyone emptying waste into a safety can must itemize the specific name of the waste
and the exact amount (in milliliters) emptied into the can. The individual emptying
into the can must also provide his/her name and the date the waste was added to the
can. In addition, the room number and the building in which the can is located will
also be on the tag.
When the five (5) gallon can is full, it will be brought to the appropriate waste disposal
area and emptied into a Department of Transportation (DOT) approved waste drum.
Halogenated waste will be emptied into the drum labeled “Halogenated Waste
Solvents” and non-halogenated waste will be emptied into the drum labeled “NonHalogenated Waste Solvents”. The tag bearing the contents and the amounts will
be given to the on- site coordinator.
4. Highly reactive chemicals, such as initiators and acid halides and anhydrides,
isocyanates, etc., must be deactivated before they are added to the five (5) gallon
safety cans in the individual generation areas. Amines should never be placed in the
solvent safety can containing halogenated wastes. Separate containers will be
provided.
5. Solid chemical waste should be brought to the collection sites, properly labeled and
bearing the exact chemical identification of the contents. Collection points will not
accept or process unidentified chemicals, and individual departments will be
responsible for the cost of outside analysis.
6. Each collection point will have a separate drum for halogenated and nonhalogenated solvents. Extreme care must be taken at the generation point to ensure
these two classes are put into separate five (5) gallon safety cans.
7. Each collection point will have a separate drum for waste oils (e.g., vacuum pump
oil, mineral oil, lubricating oil, etc). Do not put any PCB contaminated oil in this or
any other drum. PCBs should be handled and stored separately. Separate
containers will be provided if needed (contact the Department of Environmental and
Occupational Health and Safety).
8. Acids can be poured into sinks that are equipped with acid neutralization tanks. This
includes all sinks in Ward Beecher Hall, Cushwa Hall, and in the designated sinks in
Moser Hall. No other sinks are suitable for this purpose.
9. Bases can be neutralized using a 1N hydrochloric acid solution. After testing with
litmus or another suitable indicator to assure the solution is on the acid side of the pH
scale, the solution can be dumped into a sink that is equipped with an acid
neutralization tank.
10. All acid neutralization tanks will be inspected by an approved company to assure
they are properly functioning. Waste from acid neutralization tanks will be treated
as hazardous waste and properly disposed of as required by law if it is determined
they are hazardous.
11. The Department of Environmental and Occupational Health and Safety will be
responsible for the proper disposal of University hazardous or potentially hazardous
waste. The director will work closely with the on-site coordinators and the faculty
and staff in the Departments of Biological Sciences, Chemistry, Chemical
Engineering, and all other areas where hazardous waste may be generated to
assure the procedures set forth in this document are followed. It will be the
responsibility of the Department of Environmental and Occupational Health and
Safety to monitor and inspect all areas of the University where hazardous waste is
being generated and stored to assure these sites meet or exceed standards and
regulations set forth by the EPA and the State of Ohio relative to chemical handling
and waste disposal.
12. It will be the responsibility of the coordinator of Training and Development to
provide appropriate training and documentation of such training for all University
faculty and staff whose job description includes the handling of hazardous waste.
13. Any individual wishing information on any policy and/or procedure regarding the
University’s Hazardous Waste Contingency Plan should contact the Director of
Environmental and Occupational Health and Safety.
AN OVERVIEW OF THE ELEMENTS OF
THE RESOURCE CONSERVATION AND RECOVERY ACT
The Resource Conservation and Recovery Act of 1976 [40 CFR] as amended 42 U.S.
C. 6921, 90 STAT.2806, regulates the handling, storage, disposal, and transportation of
‘hazardous waste’ in the United States. This legislation went into effect on December
19, 1980 and is promulgated in Ohio by chapters 3734 and 3745 of the Ohio Revised
Code. The Ohio Environmental Protection Agency (OEPA) has primacy for the
enforcement of this legislation in the State of Ohio. There is no immunity from this
legislation and all institutions and businesses, both public and private, are subject to its
regulations.
Any person, or business (including universities) generating, transporting, treating,
storing or disposing of “hazardous wastes” must notify the appropriate regional office of
the United States Environmental Protection Agency (USEPA). By definition a “Solid
Waste” includes any solid, liquid, semisolid or contained gaseous material resulting from
industrial, commercial, mining, agricultural operations or from community activities. A
“Hazardous Waste” is a solid waste which:
1. Meets certain characteristics of a hazard (ignitable, corrosive, reactive, toxic).
2. Is listed as a waste from specific or nonspecific sources.
3. Is a listed commercial chemical product of a manufacturing intermediate that is
sometimes discarded.
The regulations defining “hazardous waste” the characteristics, and the lists were
published in the May 19, 1980 Federal Register (45 FR 33066-33588) and can be
obtained from the Director of Environmental and Occupational Health and Safety.
A “Generator” is anyone whose act or process produces wastes which are determined
to be hazardous by the above definition. If such waste is being produced, the generator
is required to:
1. Obtain a USEPA identification number.
2. Maintain records.
3. Use appropriate containers and labels.
4. Furnish a chemical description of the waste to persons subsequently handling the
waste.
5. Dispose of such waste in a designated facility that is permitted to accept such waste
for treatment, storage, or disposal.
6. Initiate a manifest to track the movement of the waste off-site.
An exemption report must be filed with the EPA if the waste disposal facility designated
to receive the waste fails to return the manifest to the generator within forty-five (45)
days.
Testing of waste is not required to determine if it is hazardous. Federal regulations
allow persons to declare their waste hazardous or nonhazardous based upon
knowledge of the processes and materials used in the generation of the waste.
However, a declaration that the waste is nonhazardous should be based on factors
subject to objective review. If there is a significant change which indicates the waste
has become hazardous, the evaluation should be repeated.
Generators of quantities of hazardous waste less than 100 kg/month are exempted from
the requirements of the hazardous waste regulations. Although the general exemption
is 100 kg/month, the exemption is as low as 1 kg/month for some acutely hazardous
wastes. A detailed review of this provision is required before this exemption should be
claimed.
The penalties for violation of RCRA may subject the company or individual to significant
civil and/or criminal actions. Civil fines of up to $25,000 per day per offense are
provided. In addition, criminal fines and imprisonment are provided for anyone who
knowingly:
1. Transports any identified or listed hazardous waste to a facility which does not have
a permit.
2. Treats, stores or disposes of any identified or listed hazardous waste without
obtaining a permit.
3. Makes any false statement to representation in any application label, manifest,
record, report, permit or other document filed, maintained or used for purposes of
compliance with regulations.
ELEMENTS TO CONSIDER IN A WASTE MANAGEMENT PLAN
In order to develop a comprehensive waste management plan which addresses all of
the rules and regulations stipulated in RCRA, the following elements should be
considered:
1. INVENTORY OF WASTES
Know the exact composition of the waste and the quantity being generated. Determine
if it meets the definition of hazardous waste.
2. REVIEW HAZARDOUS WASTE DISPOSAL AND TRANSPORTATION PRACTICES
Since the “generator” of the waste is ultimately responsible for the proper disposal of
that waste, it is imperative that the contractor hired to haul or transport the waste be
thoroughly reviewed to determine that he or she is adhering to all of the rules and
regulations of RCRA. Remember, the responsibility rests with the generator of the
waste.
3. TREATMENT, STORAGE AND DISPOSAL FACILITIES
If hazardous waste is stored on site for ninety (90) days or more, the facility must apply
for a license as a storage site. It is, therefore, imperative that all accumulated waste be
transported off campus within this time frame so that the University does not fall into the
category of a “hazardous waste storage facility”. All facilities contracted by the
University to store waste generated on campus should be scrutinized to assure they are
licensed and adhere to all criteria outlined in RCRA governing storage and disposal
facilities.
4. MINIMIZATION OF WASTE VOLUME
Part of the requirement of RCRA is a generator of hazardous waste must document a
plan to show a bona fide effort to reduce waste streams. Whenever possible, steps
should be taken to use alternative methods which clearly reduce the amount of waste
being generated on campus.
5. AUDITING AND RECORDKEEPING
RCRA Mandates the complete and accurate records of waste handling, storage,
generation, and shipping, as well as appropriate training be maintained.
6. SECURITY OF HAZARDOUS WASTE
The Chemical Management Center is a limited access facility equipped with security
alarms and surveillance cameras. Keys are issued to a very few individuals. A copy of
the waste hauler’s security plan is on file in the EOHS office.
WYSU Wiki
Export to ODT
general:disaster_response_plan
WYSU Disaster Response and Recovery Plan
Continuity
Content Depot / PRSS
All mission critical staff are to
•
•
•
•
have access to the PRSS webdacs website: https://webdacs1.nprsat.org/
[https://webdacs1.nprsat.org/]
have access to the Content Depot website:
https://contentdepot.prss.org/portal/cd.portal
[https://contentdepot.prss.org/portal/cd.portal]
have basic training on how to download program audio and schedule shows
on the satellite receivers
Because misprogramming can occur when multiple users alter Content Depot
schedules, only one staff member at a time is to have the authority to alter schedules.
The following authority hierarchy is to be respected when modifying Content Depot
subscriptions:
1.
2.
3.
4.
Program Director
Associate Broadcast Engineer
Head Engineer
Station Director
Current authority may be overridden at any time by the Station Director or the current
Content Depot authority.
Data Backups
•
•
•
•
•
WYSU is to perform nightly backups on all critical computer data.
The most recent backup must always be less than 24 hours old.
Backups are to be stored both locally and offsite for maximum availability and
redundancy.
Technical data regarding backups
Accessing your backups
Paper Records
The following paper records are considered mission critical. They are to be digitized and
backed up via the normal data backup routine.
WYSU Public File
• Licenses & Authorizations
•
•
Applications
Ownership Report
All other documents are digitized, but located on various computers. Example:
•
•
•
•
•
•
Issues & Programs Station
Director's Computer
EEO Report on
WYSU website
Underwriting list Development
Officers' computers
Finances
WYSU is to maintain at least one highlimit, major credit card (Visa or MasterCard only)
to be used for emergency purposes. It is to be securely stored on premises, but
accessible by authorized personnel in the event that emergency supplies need to be
purchased.
As WYSU is a department of Youngstown State University, it does not have
independent control of its finances nor instant access to funds. In an emergency, the
station director is to work closely with the director of Materials Management, the Budget
Office, General Accounting, and the Vice President of Finance and Administration if
emergency purchases are necessary.
Sites
WYSU maintains several important sites that are critical to station operation in the event
of a disaster.
Locations
Main Office
One University Plaza
Cushwa Hall B0gg
Youngstown, OH 44555
Generator
The main office is to have a backup generator capable of sustaining mission critical
equipment in the event of a power outage. As most generators have a startup time,
battery-powered universal power supplies are to be used to keep mission critical
equipment running until the generator turns on.
Information about the backup generator can be found here.
Phones
In addition to the YSU phone system, WYSU is to have at least one external land line
for communication in the event the YSU phone system becomes inoperable. This phone
line is to be terminated in the WYSU main production studio and reserved for
emergency use only. The external number of the phone is to be easily visible along with
the following notice: Emergency Calls Only
Cell phones may also be used for communication, though they are not to be relied upon
as the cellular device infrastructure is not as robust or fault tolerant as POTS.
Main Transmitter
3930 Sunset Boulevard
Youngtown, OH 44507
The main transmitter is to have a backup generator capable of sustaining mission
critical equipment in the event of a power outage. As most generators have a startup
time, battery-powered universal power supplies are to be used to keep mission critical
equipment running until the generator turns on.
Because WYSU leases transmitting space, backup generator operation is the
responsibility of the landlord, WKBN.
Backup Transmitter
One University Plaza
Stambaugh Stadium <ROOM NUMBER?>
Youngstown, OH 44555
Backup Studio
One University Plaza
Stambaugh Stadium <ROOM NUMBER>
Youngstown, OH 44555
Keys
All keys are to be cataloged. The following is information that is to be kept regarding
each key:
•
•
•
What the key opens
Who carries the key
Where spares are kept
All mission critical keys are to be duplicated. At least one copy should be carried by a
staff member while the other should be securely stored at the main office.
The WYSU Key Catalog can be found here.
Secure Key Storage
Duplicate mission critical keys are to be stored in a discrete, secure location to which
only mission critical personnel have access.
Signs
Laminated, easily visible signs are to be placed in high traffic areas through the WYSU
main studio. These signs should display the following information:
•
•
•
•
•
Locations of exits
Locations of fire extinguishers
Locations of first aid kits
Locations of emergency supplies cache
Locations of evacuation muster points
Control Room Signs
In addition to the signs listed above, the WYSU Control Room should display these
procedures.
Disaster Supplies and Equipment
All issued credentials/supplies/equipment unless otherwise noted
•
•
•
are property of WYSU are to be returned to WYSU upon termination or
whenever otherwise requested
are to be replaced by an offending staff member who loses, damages, or
otherwise irresponsibly maintains it
are to be verified as operating/usable/edible every 3 months
Police Monitor and Amateur Radio
The police monitor and amateur radio receiver(s) is/are to
•
•
•
•
•
remain in the Main Production Studio of the Main Office
be portable and battery powered
be operated by trained personnel only
be accompanied by a list frequencies to be monitored
be accompanied by an operating manual
The following individuals are to be trained on how to operate the monitor:
•
•
•
•
Head Broadcast Engineer
Associate Broadcast Engineer
Program Director
Station Director
In addition, at least two mission critical employees are to be licensed amateur radio
operators.
Main Office Emergency Stockpile
The main office is to maintain the following supplies. They are to be stored in plastic,
waterproof containers and stored in an easily accessible area. More information about
emergency supply kits can be found here. [http://www.ready.gov/buildakit]













2 sleeping bags and pillows
1 gallon of water per person per day for at least three days, for drinking and
sanitation
3 days worth of nonperishable
food stocked individually by members of the primary responders team in a
plastic container in their offices
3 days worth of nonperishable
food for one person stocked in a central location
2 flashlights with extra batteries
dust masks
1 roll of duct tape
1 whistle
1 first aid book
1 major first aid kit
 5 pairs of sterile gloves
 Sterile dressings to stop bleeding
 At least 3 quarts of bleach
 Cleansing agent/soap and antibiotic towelettes
 Antibiotic ointment
 Burn ointment
 Adhesive bandages in a variety of sizes
 Eye wash solution to flush the eyes or as general decontaminant
 Thermometer
 Aspirin or non-aspirin
 pain reliever
 Anti-diarrhea
 medication
 Antacid
 Laxative
 Scissors



 Tweezers
 petroleum jelly
1 camping toilet
3 camping toilet refills
3 rolls of toilet paper
Main Office Decentralized Supplies
These supplies are to be spread throughout the office in convenient locations.
•
•
Flashlights with extra batters
Minor First aid kits
Backup Studio Emergency Stockpile
The backups studio is to maintain the following supplies.










1 sleeping bag and pillow
1 5-gallon plastic container of water
1 plastic container of nonperishable food.
1 flashlight with extra batteries
Several dust masks
Several rolls of duct tape
1 pair of scissors
1 whistle
1 first aid book
1 first aid Kit
Credentials
In addition to station-issued credentials, WYSU staff members must also maintain and
carry


A YSU faculty/staff ID card
A state-issued Driver's License or State Identification Card
Contact List
All staff are to be issued the following equipment:

A small, folded, credit cardsize, laminated contact list of relevant emergencyrelated personnel.
Emergency Credentials
Emergency Credentials
Select staff are to be issued the following emergency credentials to be presented to
officials, if necessary, in the event of a disaster
A magnetic vehicle sign. This sign is to
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
prominently display the WYSU logo as well as the word MEDIA.
be used only during an emergency
be permanently stored in staff member's primary vehicle
be protected from marking, creasing, and other abuse
be displayed through the windshield from within the car when the car is
unattended
never be left out unattended
be given to members of the Primary Responders Team
Media credentials. Credentials are to
be printed and laminated
be approximately 3” x 4” in size
be attached to a lanyard
prominently display the following information or words
WYSU
MEDIA
A recent photo
Full name
Position
Birthdate
be given to the First Reponders Team and anyone who the Station Director
deems necessary
Staff Preparedness and Response
Training
All staff and students are to undergo safety, evacuation, and emergency procedures
training twice a year. This includes basic training for fires, earthquakes, and tornadoes.
Similarly, new employees (both students and staff) should be trained about all relevant
emergency procedures during orientation.
Fire
In the event of an on-premises fire
•
Evacuation of the building is mandatory unless the fire is small and able to be
put out with a fire
extinguisher
Local authorities are to be contacted, followed by station management
•
•
Earthquake
Earthquake safety information can be found here. [ http://www.ready.gov/earthquakes ]
During an earthquake



Find cover under a sturdy surface such as a desk.
Roll into a ball, face down, covering your head with your hands.
Do not go outside.
After an earthquake



Quickly ensure your immediate surroundings are safe. If they are not, evacuate
the building.
Look for and extinguish small fires.
Contact the local authorities is necessary, followed by station management.
Tornado
Tornado safety information can be found here. [http://www.ready.gov/tornadoes]
During a tornado



Quickly find cover at the lowest point available (usually a basement)
Stay away from windows
Roll into a ball, face down, covering your head with your hands.
After a tornado



Quickly ensure your immediate surroundings are safe. If they are not, evacuate
the building.
Look for and extinguish small fires.
Contact the local authorities is necessary, followed by station management.
Front Office Threat
In the event of a possible threatening situation in the WYSU front office, the code word
florist is to be utilized:




Please call the florist. Or Would you like me to call the florist?
Actually means call the YSU Police from a phone away from the situation so as
not to alert or enrage the person in question.
Please call the florist and pick up the order.
Actually means remove yourself and others (especially student workers) from the
situation and call the YSU Police.
The code word statements/questions can be iniaited by any person in a perceived
threatening situation or by those witnessing the situation. In order for this code word to
remain effective, please avoid telling people outside of the WYSU office of its intended
use.
Response Levels
The following response levels govern how staff are to act depending on the severity of
the event. WYSU
transitions among response levels on the order of the station director or, in the absence
of the station director, on the senior staff member present.





Level 0 Normal
Level 1 Watchful waiting
 Normal on-air operation but station personnel are alert for possible
emergency activation
 Indications
 Developing weather
 possibly significant fire
 Actions
 Individual announcements as required with reference to events of local
significance
Level 2 Emergency Activation
Normal on-air
 operations with frequent information updates as the situation dictates.
 Indications
 Weather warning
 significant power outages
 significant fire
 Actions
 Contact station management if not already present.
 Monitor emergency communications.
Level 3 Disaster Activation
 WYSU operation given over entirely to emergency programming.
 Indications
 Widespread weather related damage or flooding
 widespread power outages

 earthquake
 request for use of facilities by emergency officials
Actions
 Assess physical integrity and safety of the building to determine its safety
for operation
 Broadcast information and announcements at any time as directed by
emergency personnel
 or station management
 Possibly set up call-in line
 Bring supplies to the station from the emergency cache as required.
 Trained staff to monitor amateur radio and police scanner
Evacuation
In addition to but separate from the response levels above, a station evacuation may be
necessary at any time.
Station Evacuation




Station Evacuation
To be issued by local authorities, YSU administration, the Station Director, or
senior staff present.
Indications: rapidly deteriorating situation in which the safety of personnel at the
station are or will soon be threatened: rising water, spreading fire, impending
building collapse.
Actions: Leave the station taking only effects and equipment that can be quickly
gathered. Report to muster point. Contact station administration and/or local
authorities once personal safety has been assured.
In preparation for an evacuation
All staff are to be trained in evacuation procedures
Signs clearly marking evacuation routes, fire extinguisher locations, and fire alarm
locations are to be posted in the Main Production studio, Control Room, and other hightraffic areas.
Muster Point
In the event of an evacuation, personnel are to report to the muster point. However, as
soon as the safety of personnel is assured, key personnel will work to restore broadcast
at the backup studio.
Primarily, WYSU personnel are to proceed to the first floor of Kilcawley Center
immediately outside ComDoc..
In the event the primary must point is inaccessible, personnel are to proceed to Subway
Restaurant on the corner of Rayen and Elm Street just Southwest of the YSU Main
Campus.

http://maps.google.com/maps/place?q=subway+restaurant+youngstown+oh+ray
en+ave&hl=en&cid=1402324923861711190[http://maps.google.com/maps/place
?q=subway+restaurant+youngstown+oh+rayen+ave&hl=en&cid=1402324923861
711190]

The designated liaison from WYSU will notify rescue officials of successful
evacuation.
Maps


An interactive campus map may be found here. [http://www.ysu.edu/map/main/]
A PDF campus map can be found here.
Primary Responders
In the event of a disaster, missioncritical staff are grouped into a Primary Responders
team with specific
Disasterrelated responsibilities. If you are not a member of this team, you are not
considered mission critical staff and should await contact from a Primary Responder.
The Primary Responders team has two primary responsibilties:
1. Damage Assessment
a. Determine what has happened, the scope of its effect, and contact relevant
personnel
2. PostAssessment
a. Maintain or restore station operation
Team Members




Station Director (team leader)
Program Director
Head Broadcast Engineer
Associate Broadcast Engineer
Damage Assessment Responsibilities





As soon as you are notified of the emergency, travel to the site to determine what
has happened.
Before entering the site, confer with YSU & community emergency response
personnel to determine the extent of the problem and to make sure that no
WYSU staff members are put into a potentially dangerous situation
Notify relevant Primary Responders of the disaster
The team leadership may restrict access to the site until it is satisfied that the site
is stable and secure.
Working with YSU & community resources, the Primary Responders team will
control, stabilize, and secure the site.
Prioritized Assessment Sites
1.
2.
3.
4.
5.
WYSU Main Department and Studios
WYSU Main Transmitter
WYSU Backup Transmitter
WYSU Ashtabula Transmitter
WYSU New Wilmington Translator
Post-Assessment Responsibilities
The Station Director has overall responsibility for the management of resources in an
emergency. If the Station Manager is unavailable or cannot reach the station, senior
staff are to assume management control.




Station Director
1. Overall coordination of emergency response
2. Primary liaison with YSU & community emergency personnel
3. Act as first on-air responder by providing emergency information updates as
necessary
4. Determine necessity of on-mission critical staff
Head Broadcast Engineer
1. Verify backup generator operation (in the event of power failure)
2. Maintain broadcasting viability
3. Activate emergency communications equipment
Program Director
1. Assist station manager as required
2. Secondary liaison with YSU & community emergency personnel
3. Communicate with networks regarding availability of programming
4. Work with engineering staff to maintain broadcasting viability
5. Direct on-air staff
Associate Broadcast Engineer
1. Maintain streaming and website
2. Update the website as necessary
3. Maintain Internet connection
4. Monitor IT infrastructure
In addition, On-air staff will provide emergency updates as directed by the Station
Director.
Information Policy
WYSU is to provide important emergency information as quickly as possible consistent
with the need for accuracy and sensitivity regarding the impact the information may
have. Any information received from police scanning, call-ins, or other media must be
first checked by the Station Director or Program Director, save the control room
emergency hotline.
WYSU may never broadcast


Information about death or injury unless specifically directed to do so by station
management or authorized emergency personnel.
Information from callers unless the information is very general in nature or has
been verified.

Personal opinions about what direct actions listeners should take in response to
an emergency situation other than the most general statements such as “stay
clear of the area…”
WYSU is permitted to broadcast


Information from station management staff
Information from authorized emergency personnel
On-air staff should always communicate clearly, plainly, and repeatedly when
announcing emergency information. The following information are to be communicated:
1.
2.
3.
4.
5.
What's happened
What's being done
Who's in charge
How does it affect the listener
When are things going to get back to normal (delivered as empathy statement)
Emergency Alert System
WYSU’s EAS
WYSU's EAS system is to monitor and automatically alert for the following frequencies
and messages:





The National Weather Service
 Severe Thunderstorm Warning (SVR)
 Tornado Warning (TOR)
 Flash Flood Warning
The Youngstown LP1
The State Emergency Management Agency
The Akron LP1
The Cleveland LP2
WYSU is to initiate a weekly test and monitor frequencies that perform a monthly EAS
test to verify that the EAS system is functioning properly.
WYSU is to remain up-to-date with monitoring assignments as specified by the Ohio
EMA.
Monitoring Public Frequencies
WYSU is to monitor the public transmissions of its city of license (Youngstown) in the
event of an emergency.
In addition to passive monitoring, WYSU is to actively communicate via amateur radio in
order to gather information.
Please see the “Sites and Equipment” section for more details regarding monitoring of
public frequencies.
Online Resources
WYSU is to provide the following highly-available online resources:



Public Website (wysu.org)
Administrative Website (wysutools.org)
Online streaming
All online resources are to



Have a backup Internet connection
Use a redundant power supply
Be quickly restored from a backup if required
In the event of emergency activation, WYSU is to immediately activate an emergency
section to its website. The emergency section should be plainly visible, mainly
informational, and provide a reversechronological log of emergency announcements.
The emergency section is to be activated and updated through WYSU Tools.
Similarly, WYSU should post similar information to social media sites in an effort to
inform the public. These sites include but are not limited to:


Facebook
Twitter
In addition, online streaming is to be maintained at all times.
Call-ins
WYSU is to facilitate listener call-in in the event of disaster level activation. During
activation, the telephone equipment should be enabled and routed to the on-air board.
Emergency Hotline
WYSU is to maintain a hotline connected to a no-dial phone located in the control room.
The number of the phone is to be given only to heads of emergency agencies and used
to contact WYSU in the event that emergency information needs to be broadcast
immediately. On-air operators are to always answer the phone and gather information
required for on-air broadcast.
The phone number for the emergency hotline can be found here.
The following agencies are to utilize the hotline. Only calls received by representatives
of the following agencies are to be broadcast:


Trumbull County Emergency Management Agency
Mahoning County Emergency Management Agency
Automated Alerts
Primary responders are to subscribe to automated emails and SMS texts from
emergency agencies in an effort to gather information. The following agencies offer
automatic alerts.


FEMA [http://www.fema.gov] – Click here and sign up at the bottom to receive
alerts [https://public.govdelivery.com/accounts/USDHSFEMA/subscriber/new]
Add more Other
Media
WYSU is to cooperate with the Vindicator in order to receive up-to-date information from
on-site reporters.
Any such agreement is to be included in the written contract defining the
WYSU/Vindicator partnership.
general/disaster_response_plan.txt ∙ Last modified: 2012/12/17 11:11 by clhartman
Export to ODT
INSTRUCTIONS FOR COMPLETING THE BUILDING EMERGENCY PLAN
TEMPLATE
This Building Emergency Plan (BEP) is a tool to identify specific equipment and
processes in your building and provide information for your occupants and for the
emergency responders that may have to provide services to you in an emergency. You
need only provide information on the cover and on pages 4, 5, 7, 10, 11, 12, 13
and 16. The remainder of the pages of this document provides you and your building
occupants with information you will need in case of emergency.
If you need assistance completing this document, or have any questions contact:
Dan E. Sahli, Director
Environmental & Occupational Safety Office
(330) 941-3700 desahli@ysu.edu
INSTRUCTIONS
1. Enter your building’s specific information into the corresponding text form fields
(i.e._____) by using the mouse pointer (double click on the text form field) or use
the "Tab" key to navigate to the next field. The entire field will then become
highlighted and you can start typing requested information as normal text. Do
not worry about any default instructional text that may already be in the form
fields, it will disappear when you start typing in new information. Some of the
information requested may not be available or necessary for your building.
Similarly, you may know of additional information in your building that would be of
assistance to your occupants in an emergency. Please adapt this document and
any additional information that makes your BEP more effective!
2. After you have completed your Building Emergency Plan (BEP), and it has been
reviewed by your safety committee and department head, please send an
electronic copy to desahli@ysu.edu:
3. The next step is to put the program into action. Distribute the BEP to appropriate
members of your department or building. Distribution can be accomplished by
posting your BEP to a web site, sending building occupants an electronic copy,
or any other method that makes building occupants aware on the BEP.
4. Please Note: You need to review the BEP at least annually and revise it when
there are changes. If no changes are needed, send an email to the Emergency
Preparedness Office at desahli@ysu indicating the BEP has been reviewed. The
date of the email will be logged as the BEP Annual Review Date and will be
entered into the University BEP Tracking Form.
CUSHWA HALL
BUILDING EMERGENCY PLAN
Date Adopted:________
Date Revised:_________
Prepared By: Name
Table of Contents
SECTION 1: Introduction
SECTION 2: User Items
2.1
Emergency Contact Information
2.2
Non-emergency Contact Numbers
2.3
Automatic External Defibrillator (AED)
2.4
Response to Alarms:
2.5
Detailed Emergency Evacuation Procedures
2.6
Detailed Emergency Shelter in Place Procedures
2.7
All-Clear Procedures
2.8
Class Suspension or Campus Closure
SECTION 3: BUILDING INFORMATION
3.1
Building Deputy/Alternate Building Deputy Information
3.2
Building Description
3.3
Building Departments
3.4
Building Safety Committee
3.5
Building Critical Operations
3.6
Building Alarm (s)
SECTION 4: Responsibilities and Requirements
4.1
Department Head or Designated Representative
4.2
BEP Developer (building deputy or an individual designated by the department
head)
4.3
Building Occupants
4.4
Training
4.5
BEP Requirements
SECTION 5: Evacuation Guidelines for People Requesting Additional
Assistance
APPENDICES
APPENDIX A: Acronyms and Term Definitions
APPENDIX B: Resource List
APPENDIX C: Voluntary Registry for Persons Requesting Additional Assistance
APPENDIX D: Supplemental Evacuation Guidelines for People with Disabilities
APPENDIX E: Revision Log
Section 1
1.1
Introduction
A) Each University building must have a Building Emergency Plan (BEP) that plans
for possible emergency incidents. The building deputy or an individual
designated by the department head will develop the BEP and submit it to the
Campus Emergency Preparedness and Planning Office for review, distribution to
the fire department, and posting to the Emergency Operations Center building
binder. Please send your final BEP electronically to the Emergency
Preparedness Office at desahli@ysu.edu.
B) Once the plan is developed, review and/or revise it annually. If there are no
significant changes that warrant a BEP revision, send an email to the Emergency
Preparedness Office at desahli@ysu.edu indicating the BEP has been reviewed
and no changes are needed. The date of the email will be logged as the BEP
Annual Review Date and will be inputted into the University BEP Tracking Form.
C) The BEP is designed to provide students, faculty, staff and visitors basic warning
notification system, shelter-in-place and building evacuation emergency
information for natural and human-caused incidents.
D) As a member of the YSU Community, you should also be familiar with the YSU
Emergency Procedures Guide. This flip-style guide describes the procedures to
follow in a variety of emergencies. A copy of the Guide can be view
electronically on the Emergency Plan web page.
E) If you have any questions about the BEP, contact your building deputy,
designated BEP developer or the Director Campus Emergency Preparedness
and Planning at 941-3700.
Section 2: User Items
2.1
Emergency Contact Information:
Building Manager or Deputy
A)
Name
Phone Number
Email Address
Office/Room Number
B)
Facility Manager, if applicable
Name
Phone Number
Email Address
Office/Room Number
Safety Manager if applicable
C)
Name
Phone Number
Email Address
Office/Room Number
D)
List any other contacts, if applicable
Name
Phone Number
Email Address
Office/Room Number
2.2
Non-emergency Contact Numbers:
A)
B)
C)
D)
E)
2.3
Fire: Youngstown Fire Department (YFD)
Police: YSU Police Department (YSUPD)
Radiological and Environmental Management:
Physical Facilities Services:
Emergency Preparedness Office
743-2141
941-3527
941-3700
941-3235
941-3700
Automatic External Defibrillator (AED)
A) An Automated External Defibrillator or AED is a portable electronic device
that automatically diagnoses the potentially life threatening cardiac
arrhythmias of ventricular fibrillation and ventricular tachycardia in a patient,
and is able to treat them through defibrillation, the application of electrical
therapy which stops the arrhythmia, allowing the heart to reestablish an
effective rhythm.
B) Many departments have purchased AED (s) and placed them in locations
throughout their building. If your facility has an AED (s), please fill out the
following table:
AED Location
Contact Person
Contact Person’s Phone #
A) For any questions about AED’s or to report a purchase of one, please contact
EOHS.
B)
2.2 Response to Alarms:
REMEMBER, WHEN YOU HEAR:


ALL HAZARDS SIRENS immediately seek shelter (Shelter-In-Place)
in a safe location within closest facility
FIRE ALARMS immediately evacuate the building and move to a
safe location
In both cases, you should seek additional clarifying information by all
possible means… Homepage, TV, radio, email, etc.
2.5
Detailed Emergency Evacuation Procedures
A)
Evacuation Policy:
1)
2)
3)
4)
5)
6)
YSU policy requires immediate evacuation when any fire alarm sounds
within a building. All faculty, staff, students and any other individuals within
the building must promptly evacuate the building using the nearest
designated exit routes.
Departments are responsible to ensure all people in their building are aware
of exit routes and location of their building Emergency Assembly Area
(EAA).
Personnel may briefly delay evacuating if they need time to shut down
electrical and other equipment, especially any that involves flame, explosive
vapors, or hazardous materials.
All building occupants will follow instructions relevant to public safety issued
by the building deputy, or fire and police personnel.
After exiting building, occupants are to go directly to their designated EAA
and follow guidance provided by the building deputy (or designated safety
representative) and emergency responders.
No one may re-enter building until authorized to do so by fire or police
department officials.
B) General Evacuation Procedures--If you hear the fire alarm or are instructed to
leave the building:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
Immediately obey evacuation alarms and orders. Tell others to evacuate.
No one may remain inside a building when an evacuation is in progress.
Classes in session must evacuate.
If involved with hazardous research or doing a dangerous procedure,
immediately shut down operations that could create additional hazards if left
unattended. Evacuate as soon as possible.
When you evacuate, take keys, coat, purse and any other critical personal
items with you to the EAA. REMEMBER, IN CASE OF A FIRE, IT IS
IMPORTANT TO NOT DELAY EVACUATION.
Close doors as rooms are vacated.
Assist those who need help, but do not put yourself at risk attempting to
rescue trapped or injured victims.
Note location of trapped and injured victims and notify emergency
responders.
Walk calmly but quickly to the nearest emergency exit.
Use stairways only. Do not use elevators.
Keep to the right side of corridors and stairwells as you exit.
Proceed directly to your designated EAA. Stay away from the immediate
area near the building you evacuated.
Remain in EAA until roll is taken and instructions are given.
Do not reenter the building until authorized fire or police department
personnel give the “All Clear” instruction.
C)
Building Specific Evacuation Procedures
Evacuation procedures must take into account any specific building and occupant
needs. Add maps, exit routes, other steps, actions, or precautions specific to your
building or work area.
Insert your building specific evacuation procedures here. You can enter as much
information as needed.
D)
Emergency Assembly Area Location (after you have evacuated your
building)
Determine an Emergency Assembly Area (EAA—roll call/head count area) away from
the building and in a location that will not interfere with emergency personnel. Do your
best to implement personnel accounting procedures. However, it is understood that
many facilities (especially academic buildings) have incoming and outgoing students,
faculty, staff, and visitors which makes a “headcount” very difficult to conduct. Be
prepared to provide first responder personnel as much information as you know.
1) Primary location (should be outside, in an area away from the building):
Describe the EAA location and your accounting procedures here.
2) Secondary location (should be inside a nearby building in case of inclement
weather): Describe the EAA location and your accounting procedures here.
2.6 Detailed Emergency Shelter in Place Procedures
2.6
Detailed Emergency Shelter in Place Procedures
Shelter in place means seeking immediate shelter inside a
building or University residence. This course of action may
need to be taken during a tornado, earthquake, release of
hazardous materials in the outside air, or a civil disturbance.
When you hear the sirens immediately go inside a building
to a safe location and use all communication means
available to find out more details about the emergency.
Remain in place until police, fire, or other emergency
response personnel provide additional guidance or tell you it
is safe to leave.
A)
Types: You may be required to Shelter In Place for events such as:
1)
2)
3)
4)
Tornado warning or other severe weather events.
Hazardous materials release.
Active shooter, building intruder, or civil disturbance.
As directed by police personnel for any other situation that requires you to find
protection within a building.
B) When to Shelter in Place: You must immediately seek shelter in the nearest
facility or building (preferably in a room with no windows) when:
1) You hear the All Hazards Outdoors Emergency Warning Sirens.
2) When directed by police or fire department personnel.
C) General Procedures: YSU ALERT, the University’s emergency warning notification
system, will be used to notify the Purdue community of a “shelter in place” situation.
1) If you are “sheltering” due to a tornado warning, immediately go to a safe location
in your building.
i.
ii.
iii.
iv.
v.
vi.
Proceed to the basement of any building that has a basement or sub-walk.
Position yourself in the safest portion of the area away from glass. Be
prepared to kneel facing a wall and cover your head.
In high-rise (four stories or more) buildings, vacate the top floor and move to a
lower floor or to the basement. Position yourself in an interior corridor away
from glass. Be prepared to kneel facing the wall and cover your head.
If time permits, occupants of wood-frame or brick buildings with wood floors
should leave the building and go directly to a more substantial concrete
building, preferably with a basement.
Any occupant who encounters a student or visitor should direct them to take
appropriate actions.
Any occupant that encounters a physically disabled individual should assist
them if possible.
Try and obtain additional clarifying information by all possible means (e.g.
YSU Homepage, TV, radio, email, etc.)
2) If you are “sheltering” due to a hazardous materials (HAZMAT) accidental release
of toxic chemicals the air quality may be threatened and sheltering in place keeps
you inside an area offering more protection. For a HAZMAT situation you should, if
possible, take the following actions:
i.
ii.
iii.
iv.
v.
vi.
vii.
Close all windows and doors.
Move to the shelter in place location.
Do not go outside or attempt to drive unless you are specifically instructed to
evacuate.
Do not use elevators as they may pump air into or out of the building.
Any occupant who encounters a student or visitor should direct them to take
appropriate actions.
Any occupant that encounters a physically disabled individual should assist
them if possible.
Try and obtain additional clarifying information by all possible means (e.g.
YSU Homepage, TV, radio, email, etc.)
3) If you are “sheltering” due to an active shooter, building intruder or a civil
disturbance on campus, immediately go to a safe location in your building (normally
the police department or the All Hazards Outdoors Sirens will be the
notification method).
i.
ii.
iii.
iv.
v.
vi.
D)
If possible, take refuge in a room that can be locked.
If possible, close and lock the building’s or room’s door (s). If unable to lock
the door secure it by any means possible.
The room should also provide limited visibility to anyone that is outside of it.
Hide under a desk, in a closet, or in the corner.
After getting to a safe location and without jeopardizing your safety, try and
obtain additional clarifying information by all possible means (e.g. Purdue
Homepage, TV, radio, email, etc.)
Report any suspicious activity if you can do so without jeopardizing your
safety…Call 911 if possible.
Building Specific Shelter in Place Procedures and Locations:
Shelter in place procedures must take into account any specific building and occupant
needs. Add maps, routes, other steps, actions, or precautions specific to your building
or work area. Specify your shelter in place locations and procedures.
Insert your building specific shelter in place procedures here. Recommend you
list/describe your shelter in place locations/procedures for weather-related, HAZMAT, or
civil disturbance incidents. You can enter as much information as needed.
If you are directed to shelter in place, but you are unaware of the specific reason,
proceed to the lowest level of the building but continue to seek additional information by
all possible means to determine the type of incident. Once you have determined the
type of emergency, follow the below chart:
EMERGENCY
Weather-Related—Tornado Warning
Hazardous Materials (HAZMAT) Release
Civil Disturbance—active shooter
EMERGENCY ASSEMBLY AREA (EAA)—
SHELTER IN PLACE
Basement corridors, basement offices,
basement restrooms
Or the lowest level of the building (stay
away from windows and doors)
Remain or find an unaffected office or work
area and close windows and doors.
Seek a safe location, preferable a room
without windows that can be locked or
secured by barriers.
2.7
All-Clear Procedures
A) Do not re-enter the building until the all-clear announcement is given by a Purdue
Police or Fire Officer.
B) The All Hazards Outdoor Warning Sirens will not be used to send an all clear
signal. Seek additional information by all means possible to include TV and radio
channels.
2.8
Class suspension or Campus closure
The President of the University, or in her absence, the Executive Vice President for
Business and Finance, Treasurer and the Executive Vice President for Academic Affairs
and Provost jointly, will make a decision to declare class suspension or campus closure.
Additional information will be forwarded to the campus community by the Marketing and
Media Office.
Section 3: Information for Emergency Responder
3.1
Building Deputy/Alternate Building Deputy Information
Please fill in the following areas. Tailor the form to the needs of your building
Building
Name:
Building
Email:
Deputy (BD):
BD Campus
Address:
BD Telephone
FAX
No.:
No.:
Alternate BD
or Bldg
Email:
Contact
person:
Alternate BD Campus
Address:
Alternate BD
FAX
Telephone No.:
No.:
3.2
Building Description
Describe the building (e.g., number of floors and major uses of building) here.
3.3
Building Departments
List all departments with employees in your building.
Department
Safety Coordinator
Phone
3.4
Building
Room
Building Safety Committee
If your building has a safety committee, please list committee members and positions
(chair, vice-chair, other officers, members, etc.).
Name & Position
Department
Phone
Building
Room
3.5
Building Critical Operations
Critical operations are any potentially hazardous operations located in your facility that
requires preplanning for evacuation and/or shelter in place events. In this section,
include information about critical operations that require special care during an
emergency. Be sure to check with each department before completing this section.
This information must be readily available to first responders to assist them in their
emergency response efforts.
Employees may need to notify ____________about the following critical operations:
Operation
3.6
Room
Department
Responsible Person
Phone
Building Alarm (s)
Indicate all of the alarms that occupants should be able to identify. There may be
several alarms in or near your building such as elevator alarms, evacuation alarms, biosafety hood or fume hood alarms. Describe the different sounds, the significance of
each alarm, and the appropriate occupant response to each alarm. Add other steps,
actions, or precautions specific to your building or work area.
Insert your building alarm information here. Enter as much information as needed.
Section 4: BEP Responsibilities and Requirements
4.1 Department Head or Designated Representative
A) Appoint the building deputy or designated representative to develop, coordinate,
and distribute the BEP to building residents.
B) Review the plan prior to submission to the Campus Emergency Preparedness
and Planning Office.
4.2 BEP Developer (building deputy or an individual designated by the
department head)
A)
B)
C)
D)
E)
F)
G)
H)
I)
J)
Prepare, coordinate, and distribute the BEP to building occupants.
Ensure the BEP is readily available and used during emergency incidents.
Review the BEP annually to ensure information and procedures are current.
List all Critical Operations in the BEP for first responder reference and use.
Assist in the development of internal emergency notification procedures ensuring
building occupants are notified of the emergency.
Assist in building evacuation.
Report to Emergency Assembly Area (EAA) and account for evacuated
personnel.
Collect and provide essential information to emergency response personnel (e.g.
location of incident, persons in building, special hazards, etc.).
Develop additional building specific information that makes the BEP more
effective (e.g. specific procedures for any assigned individual that requests
additional assistance, evacuation maps, emergency assembly area, etc.).
Include in the BEP any additional information as directed by the department head
or the individual responsible for the building.
4.3
Building Occupants
A)
B)
C)
D)
Know the evacuation routes and EAA location(s).
Participate in exercises/drills.
Attend department training sessions.
All building occupants must be familiar with the BEP. Read it carefully. If you
have any questions, consult your building deputy, department safety coordinator
or safety committee representative. Keep the following tips in mind as you read
through the document. Be familiar with:
1) The YSU Emergency Warning Notification System—YSU ALERT.
2) Evacuation routes, exit points, and location to report for roll call after
evacuating the building.
3) When and how to evacuate the building.
4) When and where to shelter in place within the building.
5) Locations of emergency materials that may be needed in an emergency such
as emergency telephones and fire pull alarms.
6) Proper procedures for notifying emergency responders about an emergency
in the building or work area (dial 911 for emergency notification)
7) Additional building specific procedures and requirements.
4.4
Training
A) Training is an integral part of the safety and preparedness program for your
building. It is the responsibility of each department head and supervisor to
ensure all building occupants are trained or made aware of the Building
Emergency Plan for the building(s) they occupy.
B) Building Deputies or BEP Developers are highly encouraged to annually exercise
the BEP to validate procedures and to ensure building occupants understanding.
The exercise should be based on a simulated emergency event that highlights
building shelter in place or evacuation procedures. Any lessons learned that
require changes to the BEP should be incorporated into the BEP and a copy
forwarded to the Campus Emergency Preparedness and Planning Office. The
Campus Emergency Preparedness and Planning Office will assist in exercise
development as needed.
4.5
BEP Requirements
A) The BEP must be reviewed annually to ensure information and procedures are
current. The Campus Emergency Preparedness and Planning Office will also
review the BEP, maintain a copy for use by Emergency Operations Center
personnel and forward a copy to the Purdue Fire Department.
B) If there are no significant changes that warrant a BEP revision, send an email to
the Emergency Preparedness Office at desahli@ysu.edu indicating the BEP has
been reviewed and no changes are needed. The date of the email will be logged
as the BEP Annual Review Date and will be inputted into the University BEP
Tracking Form.
C) Contact the Director, Campus Emergency Preparedness and Planning at 9413700 if you need any assistance.
Section 5
5.1
Evacuation Guidelines for People Requesting Additional Assistance
A) General Policy (reference Appendix D for specific information that may be useful in
developing your specific policy/procedures for your building):
Expand on any specific procedures for occupants requiring additional assistance here.
A) Check on people with additional needs during an evacuation. A “buddy system,”
where people with additional needs arrange for volunteers (co-workers) to alert
and assist them in an emergency is recommended.
B) Only attempt an emergency evacuation if you have had emergency assistance
training or the person is in immediate danger and cannot wait for emergency
services personnel.
C) Always ask someone requiring additional assistance how you can help before
attempting any emergency evacuation assistance. Ask how he or she can best
be assisted or moved, and whether there are any special considerations or items
that need to come with the person.
D) Faculty and staff who have mobility impairments should let the building deputy or
designated building representative know the location of their usual work area and
additional needs.
E) An individual that requires additional assistance may fill out the “Voluntary
Registry for Persons Requesting Additional Assistance” form located in Appendix
C.
APPENDICES
Appendix A: Acronyms and Term Definitions
Acronyms
BD: Building Deputy
BEP: Building Emergency Plan
EAA: Emergency/Evacuation Assembly Area
EPG: Emergency Procedures Guide
Term Definitions
All Hazards Outdoor Warning Sirens: Mahoning County Emergency Management
Agency controls activation of the siren system. Sirens are part of the warning
notification system for any major shelter in place event such as tornado warning,
building intruder, active shooter, civil disturbance, or as deemed necessary by police
personnel.
Building Deputy: The building deputy is a University employee who has a defined role
in each campus building. In an emergency, the building deputy should report to the
Incident Command location to provide building information to emergency responders.
The “all clear” information will typically be communicated to the building deputy when it
is safe to return to the building so that the occupants can be notified.
Building Emergency Plan: The plan is a document that consists of emergency
procedures, activities for preparing for emergencies, and roles and responsibilities of
building occupants.
Building Safety Committee: A group composed of members of each department in
the building generally chaired by the building deputy or other employee, charged with
coordinating building safety concerns.
Critical Operations: Any potentially hazardous operations located in your facility that
requires preplanning for evacuation and/or shelter in place events. Additionally, this
information must be readily available to first responders to assist them in their
emergency response efforts.
Department Safety Coordinator: This coordinator is a University employee who
assists department management in coordinating, implementing, and documenting the
department’s safety program. This includes ensuring that the department safety
committee meets regularly, conducting periodic workplace inspections, and becoming or
remaining a participant in the Integrated Safety Program.
Department Safety Committee: A group composed of department representatives
from each major unit of the department. If a department occupies different buildings,
ideally, representatives from each building serve on the committee. Primary functions
include:
 Serves as a forum for department employees to report and discuss safety or
environmental improvement needs.
 Identify employee needs for safety training and request training sessions
accordingly.
 Coordinates safety self-audits on a regular basis; assisting department
management in prioritizing actions to address safety concerns.
 Disseminates information about requirements concerning workplace health,
safety, and environmental protection.
Emergency/Evacuation Assembly Area(EAA): A pre-designated safe location near a
building where building occupants assemble and report to the Roll Taker(s) after
evacuating their building.
Emergency Responder(s): Person(s) who provide assistance in an emergency (or
potential emergency) situation in a building. They are not building occupants and may
be from YSU police department, Youngstown fire department, EOHS, Facilities
Maintenance, etc. In critical situations, they may take charge of the building and have
full authority over activities in and around the building.
Roll Taker: A building occupant assigned to take roll at the emergency assembly area
(EAA) after a building evacuation.
This page was unintentionally left blank.
DATE SUBMITTED: ___________
APPENDIX C
REVIEWED BY: ______________
VOLUNTARY REGISTRY FOR PERSONS REQUESTING ADDITIONAL
ASSISTANCE
Once all information has been entered completely, please send form by campus mail,
U.S.P.S. or in person to EOHS.
Name: ______________________
Assistance Location(s):__________________
Email: ______________________
Assistance Location Phone: ______________
Primary Phone: _______________
Emergency Contact Name: _______________
Address: _____________________
Emergency Contact Number: ______________
Student_________ Staff__________ Faculty________
Emergency Notification
Type of Assistance Requested
Fire / Building Evacuation: ________________________________________________
______________________________________________________________________
Severe Weather: ________________________________________________________
______________________________________________________________________
Shelter-in-place: ________________________________________________________
______________________________________________________________________
Other (specify): _________________________________________________________
______________________________________________________________________
In the event of an emergency that may require the evacuation of a campus
building, the following procedures are recommended:







If you are able to evacuated, please do so at that time. Remember to use the
stairs if able. Never use the elevator during a fire alarm.
If not… shelter- in- place in an area with no immediate hazards and telephone
911from a campus phone or 330.941.3527 from a cell phone.
If you are unable to call 911, advise others around you of your location and have
them inform emergency personnel of your location.
If you are in no immediate danger, remain where you are and wait for emergency
personnel to arrive.
If you are in immediate danger, move to an area where you can shelter-in-place
(recommended areas would be a room with an outside window or a room with a
sprinkler system if available.)
You are also encouraged to carry a sounding device like a small whistle,
flashlight and cell phone to alert emergency personnel of your location.
It is best to have arrangements pre-planned for evacuation assistance.
Arrangements can be made to reasonably assure that assistance is provided to
anyone who requires it. Having a plan and practicing it may save your life.
Appendix D: Supplemental Evacuation Guidelines for People with Disabilities
The following guidelines have been adopted by YSU to assist in planning for the
evacuation of people with physical disabilities.
I. In all emergencies, after an evacuation has been ordered:
A) Evacuate if possible.
B) DO NOT use elevators, unless authorized to do so by emergency services
personnel.
C) Check on people with additional needs during an evacuation. A “buddy system,”
where people with disabilities arrange for volunteers (co-workers/neighbors) to
alert them and assist them in an emergency, is recommended.
D) Only attempt an emergency evacuation if you have had emergency assistance
training or the person is in immediate danger and cannot wait for emergency
services personnel.
E) ALWAYS ASK someone with a disability how you can help before attempting any
emergency evacuation assistance. Ask how he or she can best be assisted or
moved, and whether there are any special considerations or items that need to
come with the person.
F) If you have a physical disability and are unable to use stairways:
1) Stay calm, and take steps to protect yourself.
2) If there is a working phone, call 911 and tell the police dispatcher where
you are or where you will be moving to.
3) If you must move, we recommend the following:
i.
Move to an enclosed exit stairway, while taking care not to block the
exit of building personnel.
ii.
Request persons exiting by way of the stairway to notify the Fire
Department of your location.
iii.
Await Emergency Responders.
II. Power Outages:
A) If an outage occurs during the day and people with disabilities choose to wait in
the building for electricity to be restored, they can move near a window where
there is natural light and access to a working telephone. During regular business
hours, Building Deputies should be notified so they can advise emergency
personnel.
B) If people would like to leave and an evacuation has been ordered, or if the
outage occurs at night, call 911 and request evacuation assistance.
III. The following guidelines are general and may not apply in every
circumstance.
A) Occupants should be invited to volunteer ahead of time to assist people with
disabilities in an emergency. If a volunteer is not available, designate someone
to assist who is willing to accept the responsibility.
B) Two or more trained volunteers, if available, should conduct the evacuation.
C) ALWAYS ASK people with disabilities how you can help before attempting any
emergency evacuation assistance. Ask how they can best be assisted or moved,
and if there are any special considerations or items that need to come with them.
D) Try to avoid evacuating people who use wheelchairs while they are still in their
wheelchairs. This is standard practice to ensure the safety of people with
disabilities and volunteers. Wheelchairs will be evacuated later if possible.
E) Proper lifting techniques (e.g. bending the knees, keeping the back straight,
holding the person close before lifting, and using leg muscles to lift) should be
used to avoid injury to rescuer’s backs. Certain lifts may need to be modified,
depending on the disabilities of the people. Volunteers can obtain more
emergency evacuation information regarding lifting techniques from the Office of
Institutional Equity.
IV. Tips to remember when interacting with people with specific disabilities
A) Blindness or Visual Impairment
1) Provide verbal instructions to advise of the safest route or direction using
simple directions, estimated distances, and directional terms.
2) DO NOT grasp a visually impaired person’s arm. Ask if he or she would like
to hold onto your arm as you exit, especially if there is debris or a crowd.
3) Give other verbal instructions or information (i.e. elevators cannot be used).
B) Deafness or Hearing Impairment
1) Get the attention of a person with a hearing impairment by establishing eye
contact. If the person’s back is toward you, tap him/her on the shoulder to get
his/her attention. Clearly state the problem. Gestures and pointing are
helpful, but be prepared to write a brief statement if the person does not seem
to understand.
2) Offer visual instructions to advise of safest route or direction by pointing
toward exits or evacuation maps.
C) Mobility Impairment
1) It may be necessary to help clear the exit route of debris (if possible).
2) If people with mobility impairments cannot exit, they should move to a safer
area, e.g.
I.
Most enclosed stairwells.
II. An office with the door shut which is a good distance from the hazard
(and away from falling debris in the case of earthquakes).
1) Call 911 or notify police or fire personnel immediately about any people
remaining in the building and their locations.
2) Police or fire personnel will decide whether people are safe where they are,
and will evacuate them as necessary. The Fire Department may determine
that it is safe to override the rule against using elevators.
3) If people are in immediate danger and cannot be moved to a safer area to
wait for assistance, it may be necessary to evacuate them using an
evacuation chair or a carry technique.
V.
Summary
A) Prepare occupants in your building ahead of time for emergency evacuations. Know
your building occupants. Train staff, faculty, and students to be aware of the needs
of people with disabilities and to know how to offer assistance. Hold evacuation
drills in which occupants participate, and evaluate drills to identify areas that need
improvement. Plans must cover regular working hours, after hours, and weekends.
Everyone needs to take responsibility for preparing for emergencies. People with
disabilities should consider what they would do and whether they need to take
additional steps to prepare.
Appendix E: Revision Log
Revision
Date
Revised By:
Date Sent to
Emergency
Preparedness
Office
Changes