UNIVERSITY PROCEDURE
EMERGENCY PREPAREDNESS AND RESPONSE PROCEDURE
Document No
CU/11/EPR/Pr/1.0
Area Applicable
All Cardiff University
Review Year
2014
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Document History
Author(s)
Revision
Number
Date
Mike Turner
Date
Amendment
Name
October 2011
Approved by
.01
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EMERGENCY PREPAREDNESS AND RESPONSE PROCEDURE
I.
PURPOSE:
The following presents the procedures for identifying the need and having inplace responses in event of an emergency which is applicable to the hazards,
aspects activities, products and services of the University and is University
wide.
II.
SCOPE:
This procedure sets out the responsibilities regarding preparedness and
response for general and specific emergency situations both at the University
level and at individual School and Directorate level.
III.
RESPONSIBILITIES:
Council: is ultimately responsible for ensuring that there are sufficient
resources to identify where there is potential for a safety, health or
environmental emergency and effectively execute the emergency plans.
Vice Chancellor: is responsible for ensuring to ensure sufficient and
appropriate measures are adopted and employed throughout the University to
prevent the occurrence and/or mitigate the effects of safety, health and
environmental incidents.
Head of School / Directorate: is responsible for ensuring that a local
emergency response plan feeds into the University Major Incident Plan and
there is an effective contingency plan for the School [where
Schools/Directorates share buildings, these plans should complement each
other]. In addition the Head is responsible for ensuring sufficient resources are
available to identify potential emergency situations and to effectively deal
with them.
Managers and supervisors: are responsible for identifying potential emergency
situations through the risk assessment process and for ensuring that
appropriate systems are in place (and routinely checked) for addressing such
situations. In addition managers and supervisors are responsible for ensuring
that staff and students under their control are familiar with the actions
required in the event of an emergency both general (e.g. fire) and specific
(e.g. chemical spill etc) and for ensuring that particular considerations are
given to disabled staff, students and / or visitors under their control.
It is the responsibility of all persons to ensure that they comply with the
provisions of the procedure and to follow local emergency plans.
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IV.
PROCEDURE:
The following presents the general procedures for identifying the need and
having in-place responses in event of a safety, health or environmental
emergency which is applicable throughout the University. N.B. Where a safety,
health or environmental incident occurs at the Heath Park site, the University
must follow the relevant emergency procedure for the site.
Procedures are tested periodically as far as it is practical to do so.
Emergency type
Description
Responsibilities
Major incident
The Major Incident Plan covers the Senior
University's response to a Major managers /
Incident, defined as any significant GOVRN
incident
that
threatens
people,
buildings, the operational structure or
the University's reputation and which
requires special measures to restore
matters back to normal.
Copies of the Major Incident Plan are
available
on
request
from
the
Governance and Compliance Division.
School /
Directorate
Contingency Plan
Local Contingency Plans held by Schools Heads of
and Directorates support the University Schools and
Major Incident Plan and are updated on Directorates
a regular basis.
General chemical
spills / exposure
Spill kits appropriate to the chemical Managers and
hazard are located close to the working Supervisors
area where the chemicals will be used.
Signage for what to do in the event of a
spill is highlighted in the laboratories
and workshops.
Specific emergency plans and antidotes
are identified through safety data
sheets and implemented locally.
Guidance on dealing with chemical
spillages can be found at: Chemical
Spillages
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Emergency type
Description
Responsibilities
Radiation spills /
exposure
Radiation spill kits appropriate for the
radioisotopes are located near the
radiation areas. Signage for what to do
in the event of a spill is highlighted in
the laboratories near the radiation
areas. Guidance on dealing with
radiation spillages can be found at:
Radiation
Protection
Adviser /
Radiation
Protection
Supervisor
RP3 Action to be taken in Emergencies
Biological agents
Hazard group 1 organisms: basic spills Managers and
kits are available in the relevant supervisors
laboratories
Hazard group 2 organisms: procedures
and spill kits relevant to the organism
are
available
in
the
relevant
laboratories.
Hazard
group
3
organisms:
comprehensive emergency plans and
systems in place locally.
Fire
Risk assessments are in place for each Managers and
building owned or occupied by Cardiff supervisors
University. Each School and Directorate
takes ownership of the resulting fire
action plan as necessary.
Fire risk assessments are archived by OSHEU /
OSHEU. The current versions of fire risk Schools/
assessments are communicated to Directorates
relevant Schools and Directorates.
A cycle of six monthly fire drills are SECTY
carried out throughout the University.
Evacuations are timed and are subject
to performance review. Any unplanned
evacuation may be taken as ‘planned’.
Maintained firefighting equipment is ESTAT / OSHEU
available throughout the University.
Maintenance is the responsibility of
ESTAT; OSHEU are responsible for the
siting strategy.
Fire Wardens are nominated by each Heads of
School and Directorate. The number of Schools and
Fire Wardens is based on the premises Directorates
floor area and occupancy risk profile.
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Emergency type
Description
Responsibilities
Injury
First response in the event of injury is Heads of
through the nominated first aiders from Schools and
each School and Directorate. The Directorates
number of first aiders is based on risk
assessment the guidance for which can
be accessed at: First Aid Policy
Personal
Emergency
Evacuation Plans
(PEEP)
Once a disability has been identified,
the person will receive a PEEP in order
to ensure that they can exit a building
/area safely in the event of an
emergency evacuation. A PEEP may be
required for each building / area that
the person may occupy / visit.
EVAC Chairs
EVAC Chairs are located in certain areas Managers and
of the University (see appendix for supervisors
current locations). Should an EVAC Chair
be identified as part of an individual’s
PEEP then it will be made available
providing the relevant supporting
system is in place.
Managers and
supervisors /
staff, students,
visitors.
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Appendix
Table showing the general location of the EVAC Chairs
Location
Floor
Bute Building
1
Eastgate House
5
Eastgate House
7
Humanities Building
5 (x2)
Tower Building
2
Tower Building
5
Tower Building
9
Tower Building
12
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