California State University,
East Bay
Emergency Procedures
Desk Reference
Updated by Jennifer Greenwood 1/2009
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Table of Contents
1. General Information
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pg. 3-5
BSA Information & Website
Emergency Personnel
Handicapped/Disabled
Need to Know Items
Social Engineering Risk
2. Evacuation Procedures
pg. 6
 Emergency Assembly Area
 Procedures
3. Fire
pg. 7
 Evacuation Procedures
 Fire Alarms
4. Reporting Violent/Criminal Behavior pg. 7
5. Hazardous Material Response
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pg. 8
General Information
Reporting Incident
Assistance to Injured/Disabled
Evacuation
6. Earthquake
pg. 9
 General Information
 Evacuation
7. Active Shooter
pg. 10
 General Information
 Useful Websites
8. Bomb Threats
pg. 11-12
 General Information
 Response
9. Lockdown vs. Containment
pg. 12
10. Survival Backpack Checklist
pg. 13
11. Emergency Chair Locations
pg. 14
12. Key Phone Numbers
pg. 14
13. Situation Status Form
pg. 16
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General Information
The BSA program at Cal State East Bay has a history that goes back more than 25 years. BSAs are
volunteer staff and faculty who are ready to step forward to assist fellow employees and students during an
emergency. As little as two hours of your time is all that is needed to become a BSA.
BSAs are needed in every building, in every wing, for all hours when the building is occupied. There is
always a need for more BSAs. Look at the roster of BSAs in your building, and get to know them. If your area
does not have a BSA, consider joining this outstanding group of volunteers.
Training
BSAs have the opportunity to receive training in a wide range of activities from a one hour basic
orientation on emergency response to the 20 hour Campus Emergency Response Team (CERT) training.
Annually, many BSAs choose to be certified in First Aid and/or CPR as "first responders." Other areas of
specialized training include: use of fire extinguishers; building evacuation; evacuation chair rescues, radio
communications, crowd control; terrorist/bomb threats and managing a hazard spill incident.
Primary Focus
The primary focus of BSAs is to be trained in how to react in emergency situations. In most cases, this
means learning to react to a circumstance without also becoming victim, and helping keep others from
becoming victims. After initially responding to an emergency situation, and making sure that University Police
and/or Emergency Services has been contacted, BSAs assist the University Police in assisting the safe
evacuation of buildings, directing evacuees to assembly areas or simple crowd control.
During an emergency the BSA does a sweep of his/her area, notifies people present that there is an
emergency going on and evacuates the area. If this is an earthquake scenario, the BSA does the above but lists
damage such as a collapsed heavy bookcase on several students in the Special Collection section of the Library,
etc. Each BSA then completes a Situation Status Form and gives it to the BSA Coordinator who makes one
complete report for the building. The BSA Coordinator then sends the report to the dispatcher, Emergency
Operations Center (EOC) or whoever needs it. If all communications are down, the report can be delivered by
runner to the EOC.
For more BSA information please visit: http://www.aba.csueastbay.edu/EHS/emergency_mgnt.htm
Emergency Personnel
Emergency Operations Executive: The Vice President of Administration and Finance acts as the primary
Emergency Operations Executive. All emergency personnel coordinate their efforts through the EOE, who in
turn advises the President.
University Police Chief: Provides on-site management during an emergency situation and advises the E.O.E.
University police are designated as Incident Commanders in emergency situations unless specific
determinations have been made to designate other personnel.
Director of Environmental Health and Safety: Assists in keeping personnel safe during an emergency situation
and directs the E.O.C. when it is activated by the V.P. of Administration and Finance.
Building Safety Assistants (BSA’s): Each building on campus maintains a staff of volunteer BSA’s whose
primary responsibilities are to:
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A. Facilitate the orderly evacuation of their assigned areas in the event of a fire or other emergency
B. Insure that emergency services and University Police personnel are notified of an emergency
situation
C. Assist emergency services personnel as directed
Handicapped/Disabled
Whenever there is a building evacuation, we must be aware of the potential needs of those who are disabled.
The following information will alert you to the concerns of the disabled.
Permanently disabled persons should prepare for emergencies ahead of time by instructing a classmate,
instructor or fellow staff member on how to assist them in case of emergencies. If stairs must be negotiated,
disabled persons may find it best to leave their wheelchair behind and be carried by two assistants if possible.
Visually Impaired/Blind: offer your elbow to these persons and guide them to a safe area. Make sure that they
are fully informed of the situation and what they are to do.
Hearing Impaired/Deaf: communicate with a short written message or speak slowly and directly to them. Use a
minimum of words and gesture them toward the nearest exit or place of safety.
Wheelchair Bound: consult with the individual to establish the best course of action. If it is necessary to wait for
exits to clear, stay with them or try to assign someone else to accompany them.
Psychologically/Emotionally Disabled: give the person clear concise instructions with a limit of one or two
tasks to remember. Assign a companion if possible.
Need to Know Items
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Location of nearest Fire Alarm
Location of nearest Fire Extinguisher
Building Safety Assistants on my floor
Nearest Exit out of building
Emergency Assembly Area for your building
Social Engineering Risks
The term social engineering can be defined in various ways, relating to both physical and cyber aspects
of that activity. Social engineering is referred to as an approach to gain access to information, primarily through
misrepresentation and often relies on the trusting nature of most individuals. It involves the conscious
manipulation of people to obtain information without the individual realizing that a security breach is occurring.
Most users are familiar with email phishing scams (a form of social engineering) and have been taught not to
open attachments from unknown or untrusted sources or to visit untrusted web sites. There are other ways that a
perpetrator may prey on the trusting human nature to gain access to information or systems.
Below are several examples of social engineering methods, many of which rely on direct contact with an
individual, along with suggestions to minimize the likelihood that such methods will be successful.
Impersonation: in this situation, the perpetrator pretends to be someone else-for example, impersonating a
senior official from your organization or someone from your Help Desk. The impersonation may occur over the
telephone, in person or via email. The perpetrator may try to make you feel obligated to assist or under pressure
to follow their directions. They may use intimidation or a false sense of urgency to seek your cooperation
prompting you to react before you’ve fully thought through the consequences.
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Piggybacking or Tailgating: all too often, people will hold the door open for someone entering into a secure
area or building without even knowing who the individual is or asking where they are going. The unauthorized
individual may pretend to be a delivery person, a visitor or even a fellow employee. Be cautious if an unknown
or unauthorized individual is trying to follow you through access doors.
Shoulder Surfing: refers to the ability of an attacker to gain access to information by simply watching what you
are typing or seeing what is on your computer screen. This is known as shoulder surfing and can also be done
by looking through a window, doorway or simply listening in on conversations. Be aware of your work
environment and who is around you when you are working with confidential information or even when you are
typing in your password. Do not let others see you type your password and protect your computer screen from
unauthorized viewing. Computers in public areas should not have the monitors facing outward.
Baiting: involves an attacker asking a variety of seemingly innocuous questions designed to catch the right
answers. The attack is often done over the telephone but can also be done in person. Items of conversation can
also be introduced based upon replies received. Small amounts of facts are interjected at the right time into the
conversation to make requests for information sound legitimate. Information you know could be valuable to an
attacker-whether that information is about your work environment, fellow employees, projects or personal
information-must be handled with extreme care. Be mindful of what you say to whom.
Surveys: many of us have no doubt been recipients of requests to participate in surveys, whether online, via
telephone or otherwise. The surveys may be for legitimate purposes or might be a scam. In either case, be aware
of unwittingly disclosing information that may be used inappropriately. For example, disclosure of details about
your organization, its network or infrastructure could prove extremely useful to someone with malicious intent.
If you receive a survey request, you should contact the sponsoring organization to ensure the survey is
legitimate and make sure you are not sharing sensitive information with unauthorized individuals or
organizations.
Dumpster Diving: make sure you shred all unneeded confidential or sensitive documents. Searching through
trash is a method used by perpetrators to obtain sensitive information. When confidential and sensitive
documents are no longer needed, be sure to shred or properly destroy them in accordance with your
organizations records retention policy.
Putting it all together: the scenarios above represent just a few types of social engineering attempts you may
encounter. By following some common sense rules and using your best judgment, you can defend against these
attacks and better protect yourself and your information.
1. Before releasing any information to anyone, it is essential to at least establish:
-the sensitivity of the information
-your authority to exchange or release the information
-the real identity of the third party
-the purpose of the exchange
2. Be aware of your surroundings. Make sure you know who is in range of hearing your conversation or
seeing your work.
3. Before you throw something in the trash, ask yourself ‘Is this something I would give to an
unauthorized person or want to become publicly available?’ If not certain, always err on the side of
caution.
4. If you don’t know someone who is in a restricted area, look for a badge or visitor pass. If you are
unsure about their authorization or access permission, report the situation to the appropriate staff.
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Evacuation Procedures
Our Emergency Assembly Area is in front of the Health Services building-LI
**The basement’s exit assembly area is Staff/Faculty parking lot A
Procedures:
1. Upon notification by alarms, bullhorns or messenger, immediately notify others nearby who may be unaware,
leave your area, go to the nearest Exit and relocate to your building Assembly Area or an open area 100 feet
from building if you are unable to reach the Assembly Area.
2. Persons with disabilities or mobility difficulties should go to the nearest Exit Stairway and request assistance.
Rescue personnel will first check all Exit Stairways for trapped persons.
2.1 Inform floor BSA or University Police of your location by calling 911 on a campus phone or 885-3791
2.2 Do not obstruct the stairway or door leading to the stairway
2.3 If no one nearby is trained to help evacuate, send someone for assistance to a BSA, official at the
Assembly Area or the University Police. Request a buddy to remain.
2.4 Move inside the stairwell to wait when it is safe to do so. Return to your work area after “All Clear” is
given. Remember that it may be 30 minutes or more before rescue personnel are able to reach all persons
with disabilities.
3. Able-bodied persons should assist in the evacuation of injured or disabled persons
3.1 Be familiar with persons with disabilities who are routinely in your area
3.2 Inform hearing impaired/deaf persons by gesture or notes to they should evacuate
3.3 Assist visually impaired/blind persons to an Exit Stairway
3.4 Assist persons in wheelchairs to Evacuation Assistance Areas
3.5 Assist those who appear disoriented or manifest emotional distress
3.6 Inform University Police (or call 911), BSA’s or other emergency personnel about persons left inside the
building
3.7 In the extreme case where physical evacuation of a person is necessary, ask that person how to safely
assist him/her
Faculty should report their name and title of class evacuated to BSA’s or other emergency personnel at the
building’s Assembly Area.
NOTE: it is suggested that persons with disabilities prepare for emergencies ahead of time:
1. Learn locations of exit stairways and Areas of Rescue and plan an escape route
2. Use a a buddy system by showing a classmate or instructor how to assist in case of emergency
3. Persons who cannot speak loudly should carry a whistle or have some means for attracting attention
4. Contact the BSA
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Fire
Upon observation of a fire:
1. Move away from the immediate area. Close doors and windows if time permits.
2. Pull fire alarm as you leave the area.
3. Before opening a closed door, try it first. Do not open a door that is hot to the touch.
4. Use stairs to evacuate, do not use elevator.
5. Move well away from the building when evacuating.
Fire Alarms
Most CSUEB buildings have pull alarms on every floor; become familiar with the location of the alarms near
your office or work area. Exception: Portable trailers do not have alarms and pull stations, therefore evacuations
in these buildings will be initiated by supervisors or emergency personnel.
The fire alarms emit a loud shriek that cannot be confused with any other sound. Evacuate the building
immediately upon hearing this alarm. Do not assume that alarm is connected to the Fire Department or to the
University Police; call 911 after leaving the building.
Proceed to building Emergency Assembly Area. Wait for an announcement that the building is safe for reentry.
Reporting Violent/Criminal Behavior
If you are witness to, or are the victim of violence or theft, do not take necessary chances. Once you are out of
harms way, immediately notify University Police by calling 911, 885-3791 or ask assistance in doing so. Give
Police the following information:
-nature of the incident
-location of the incident
-description of the person(s) involved
If you feel endangered by hate language, or sense that an explosive situation is developing, have an office
colleague call University Police immediately. Do not allow a situation to escalate into violence. Discuss
hypothetical situations with your department colleagues and know what warning signs to recognize.
- In all situations, remain calm
-Do not further provoke anger by your remarks or attitude
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Hazardous Material Response
When a spill, leak or accident occurs involving a hazardous material or suspected hazardous material, ask
yourself the following:
-Is this substance something that I have been trained to deal with?
-Can I insure the safety and health of other people in the area?
- Are the necessary supplies and equipment readily available?
If you answered no to any of these questions, or you feel uncertain, call 911 immediately.
If you answered yes to all of the above questions, correct the accident but report it to the Environmental Health
and Safety Officer at x54139 within one hour of the occurrence.
Reporting the Incident
-Be specific about the nature of the material involved
-Give your name, location, phone # and location of the accident
Assistance to Injured/Disabled
Before rushing in to assist a person who has been injured or disabled by the release of hazardous materials,
assess the situation carefully. Do not become the second victim or allow others to be similarly disabled. If the
situation allows, contaminated persons should immediately decontaminate themselves using available facilities
such as eyewashes and/or emergency showers. Contaminated persons should avoid contact with others. Move to
a safe place, remain calm and wait for Emergency Services personnel to assist you.
Evacuation
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Request assistance from someone willing to keep others away from the affected area
Use stairs to evacuate; do not use elevators
If the lives or safety of other building occupants are endangered, pull Fire Alarm to evacuate building
Once outside, move ‘upwind’ of the contaminated area, at least 1500 feet away from the affected area or
building
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Earthquake
If you are inside a building at the onset of an earthquake:
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Duck under or next to a sturdy object or wall
Cover your neck and head with your arms if no other protection is available
Hold this position until the shaking stops
Avoid windows and other heavy objects that can shatter or fall
Stay under or next to cover until the shaking stops
When leaving the building use stairs only, never use an elevator
Report to the building Emergency Assembly Area
If you are outside a building at the onset of an earthquake:
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Move well away from trees, signs, buildings, electric poles and wires
Protect your head and neck with your arms from falling bricks, glass, plaster and other debris as
necessary
If safe to do so, go to the building Emergency Assembly Area
Evacuation
If a major earthquake has occurred, proceed to your buildings Emergency Assembly Area, then if directed to the
campus Assembly Area for further information and instruction. If the quake was minor, and structural damage
has not occurred, wait for the BSA, University Police or other emergency personnel to give the ‘all clear’ to
return to normal activities.
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Active Shooter
An active shooter is a person who is actively engaged in killing or attempting to kill people in a populated area.
How you respond to an active shooter will be dictated by the specific circumstances of the incident and your
surroundings (bearing in mind there could be more than one shooter involved). Try to remain calm and use
these guidelines to help plan a strategy for survival:
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If an active shooter is outside your building: if safe to do so, exit the building or go to a room that can
be locked from the inside. Close and lock all the windows and doors, turn off all the lights, get everyone
down on the floor and make sure no one is visible from outside the room. Spread out and do not huddle
together for protection. One person should call 911 (from a campus phone) or 510-885-3333 (from a cell
phone), tell the dispatcher what is happening and inform him/her of your location. Provide as many
details as possible and don’t hang up, unless instructed to do so. Be as quiet as possible and listen.
Unfamiliar voices may be a shooter attempting to lure victims from their safe space. Do not respond to
any voice commands until you can verify that they are being issued by a police officer.
If an active shooter is inside your building: if it is safe to do so, exit the building or go to a room that
can be locked from the inside. If you cannot safely relocate, use furniture or equipment to barricade
entrances. Have one person call 911 (from a campus phone) or 510-885-3333 (from a cell phone), tell
the dispatcher what is happening and inform him/her of your location. Follow all instructions given to
you by the dispatcher.
If an active shooter enters your office or classroom: if possible, escape or hide. Dial 911 (from a campus
phone) or 510-885-3333 (from a cell phone). If you can’t speak, leave the line open so the dispatcher
can listen to what’s happening. If there is no opportunity to escape or hide, consider whether to try
negotiating with or overtaking the shooter. Consider overtaking the shooter only after all other options
have been exhausted. Do not touch anything that was in the vicinity of the shooter.
If you decide to flee-keep these instructions in mind: have an escape route or plan in mind. Do not carry
anything while fleeing, move quickly in a zig-zag motion. Keep your hands visible and follow the
instructions of responding officers.
Useful websites to gain more information from:
Active Shooter Video: https://webapps.csueastbay.edu/secure/activeshooter/
Active Shooter Presentation-Hayward Campus:
http://wwwsa.csueastbay.edu/~dpsweb/docs/active_shooter_hayward.ppt
Active Shooter Presentation-Concord Campus:
http://wwwsa.csueastbay.edu/~dpsweb/docs/active_shooter_concord/ppt
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Bomb Threats
The University Police Department will evaluate the information received from a bomb threat and, with the
University President, determine the appropriate response. Bomb threats are usually communicated by telephone.
If you receive such a call, ask if the caller will speak with the University Police and transfer the call if possible.
Response:
Record the following about the call:
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Time of call
Exact words of caller
The number the person is calling from
Ask these questions and document the answers, being as specific as possible:
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Time the bomb is set to explode
Location of the bomb
What kind of bomb
Reason for the act
What does it look like
The following information should also be noted:
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Sex of caller and estimated age (child, teen, adult)
Speech patterns or accents
Emotional state of caller
Other details, such as background noise, other voices, music, etc.
Immediately after receiving the call, notify the University Police. Meet with responding officers to provide any
additional information or answer any questions they may have. After notification to the Police department,
employees and students should follow the directions of emergency response personnel regarding necessary
announcements or evacuations. Any evacuation ordered due to a bomb threat is mandatory! All occupants
of the area being evacuated shall immediately move towards a safe exit and remain outside the area until it is
deemed safe to re-enter. Only authorized personnel are allowed at the incident site. In the event of an
evacuation, if it is determined that a sweep for evidence/devices is necessary, employees may be asked to
conduct a sweep (with authorized police personnel) in areas where they are most qualified to identify items
which do not belong. Under no circumstances should any suspicious items be touched, moved or tampered
with by anyone other than a specially trained emergency responder.
Suspicious Packages Response:
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Immediately report the item to the University Police
Under no circumstances should the package be touched, moved or tampered with by anyone other than a
specially trained emergency responder.
Meet with responding officers to provide additional information or answer questions
After notifying the police, employees and students should follow directions from emergency response
personnel
Any evacuation ordered due to a bomb threat is mandatory! All occupants of the area being
evacuated shall immediately move towards a safe exit and remain outside the area until it is deemed safe
to re-enter. Only authorized personnel are allowed at the incident site.
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University Police Response:
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Upon receipt of a bomb threat, the University Police will evaluate the information in terms of past
threats, feasibility, time frames, information from other law enforcement or intelligence gathering
organizations and other relevant factors to determine the appropriate response.
The University Police will be responsible for completing all required reports, assisting in or performing
a full criminal investigation into the incident, as well as notifying the appropriate University
Administrators of the incident.
Upon receipt and confirmation of a credible bomb threat, the University Police Chief or her/his designee
shall contact the Emergency Operations Executives (Vice President for Administration and Finance;
Environmental Health and Safety Officer) as soon as is practical without hampering response efforts.
Lockdown vs. Containment
The term ‘lockdown’ generally refers to an emergency protocol to prevent people from entering or leaving a
facility. A lockdown is defined as an emergency course of action ordered by a person or persons in command,
such as law enforcement personnel, to contain a problem or incident within the area of origin by controlling the
movement of people. When considering a lockdown of campus facilities, campus authorities must take into
account the severity and urgency of the problem or threat and the imminent danger to persons on campus.
There are important distinctions between the ability to lock down a secondary or elementary school and the
ability to (or practicality of) locking down an entire campus. Secondary schools are typically self-contained in
one building, which can be quickly locked down by securing all means of exit. College/university campuses, on
the other hand, usually contain many buildings and various types of facilities spread out over many acres of
land. The college/university campus usually includes a number of roads, pathways and some throughfares that
the campus may share with the municipality in which it is located. Each individual campus has unique security
challenges based on location, design, student population and available police and security capabilities. Most
campuses are intended to have an open atmosphere and the size and complexity of most campuses are similar to
that of a town or small city. In some cases, campuses are spread throughout a city, making it very difficult to
centralize security procedures. Therefore, the ability of campus authorities to ‘lock down’ an entire campus and
restrict the free movement of people is difficult, if not impossible.
When one speaks of lockdowns on college/university campuses, the need for such emergency action would
generally arise in a single building or facility that is the area of origin for a problem or critical incident. Public
Safety professionals on campus may utilize lockdown in an emergency action in one building or facility where a
problem(s) was occurring. In most cases, a campus-wide lockdown is not practical. Many considerations may
come into play for campus authorities in deciding whether to lock down a building, suggest a ‘shelter in place’
or close an entire campus. For example, large universities have facilities that provide these services to the
public, such as libraries and hospitals. A decision to contain an area, or completely close a campus due to a
potential emergency necessarily involves many considerations, resources and complexities.
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BSA SUPPLY LIST
Instructions:
Please record all the items that you have or
need and then return this form to EH&S
Have
Need
1. Backpack
2. Caution Tape
3. Whistle with Lanyard
4. Duct Tape
5. Emergency blanket
6. Flashlight
7. Goggles
8. Helmet
9. Work Gloves
10. Nitrile gloves
11. Vest
12.Water
13. Energy Bars (6)
14. Radio # ____(optional)
15. Megaphone #____ (optional)
I have received the above items.
Signature
_________________________________________
Print Name
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Library Emergency Chair Locations
Stryker Chair
Wheeled Evacuation Chair
Tech Svcs-Along the common wall with Learning Commons
Basement by UPD
Key Phone Numbers
Ambulance
911 or 510-885-3333 (from a cell phone)
Fire-Rescue
911
Hospital
911
Police
911
Campus Police
911 or x53791
Spill Response
911
Cal/OSHA
510-622-2891
EH&S
x54139
Library BSC:
Jennifer Greenwood
Library BSA’s:
Admin Office
MRR
MRR
Tech Svcs
Access Svcs
x53664
Melissa Kessler
Jason Chavez
Meta Hailu
Susan Rath
Jared Mariconi
x54721
x53770, x52299
x53770, x52454
x53627
x53612, x54902
**In case of emergency, family members can often best receive information from a designated relative or friend
who is located out-of-state. Make a list of the person(s) your relatives and loved ones should contact to receive
information about your family. Be sure to include
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Name of contact
Phone number and complete address
Name of an alternative contact
Phone number and complete address of alternative contact
If you have school-aged children, make a list that can be used to contact their school in an emergency.
Include:
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Child’s name and grade
School’s name
School’s address
School’s phone number
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Campus Emergency Management Staff
EMERGENCY OPERATIONS
EXECUTIVE
VP Admin/Business Affairs
Shawn Bibb
x53803
EOC DIRECTOR
AVP Facilities Planning
David Cain
x54144
Chief, Univ. Police Dept.
Chief, Univ. Police Dept.
Director, Health Center
Director, Health Center/
Health Center Director Designee
Director of Housing
Chief, Univ. Police Dept
Director, Plant Operations
Director, Plant Operations
AVP Admin/Business Affairs
Jan Glenn-Davis
Jan Glenn-Davis
Cathleen Coulman
Cathleen Coulman
Timothy Dutra
Regina Metoya
Jan Glenn-Davis
Vacant
Vacant
Shawn Bibb
x54518
x54518
x53639
x53639
x53687
x53601
x54518
Procurement & Support Svcs Officer
Director, Financial Affairs
Director, Personnel w/ Acad Affairs
& Student Services Designees
Director, Plant Operations Designee
Assistant Director, Plant Operations
Rita Peth
Darrell Haydon
Jim Cimino
Mike Mahoney
Vacant
Vacant
x53938
x52749
x57564
x53711
Univ. Police Dept. Designee
Univ. Police Dept. Designee w/
Director, Instructional Media Center
Director, Plant Operations &
Procurement/Support Svcs Officer
Kevin Gonzales
Kevin Gonzales
Roger Parker
Vacant
Rita Peth
x53793
x53793
x53693
OPERATIONS COORDINATORS
FIRE
LAW ENFORCEMENT
DISASTER MEDICAL
PUBLIC HEALTH CORONER
CARE AND SHELTER
MOVEMENT
RESCUE
CONSTRUCTION/ENGINEERING
RESOURCES AND SUPPORT
x53803
SUPPORT OFFICERS
SUPPLY/PROCUREMENT
FINANCIAL SERVICES
PERSONNEL/VOLUNTEERS
TRANSPORTATION
UTILITIES
SPECIAL STAFF
ALERT AND WARNING
COMMUNICATIONS
DAMAGE ASSESSMENT
x53938
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