PLAN AND CONDUCT AN
EVACUATION OF PREMISES
Unit Code: D1.HSS.CL4.10
Slide 1
Plan and conduct an evacuation of
premises
This unit comprises five Elements :

Prepare evacuation policies and procedures

Prepare for evacuation situations

Update evacuation/Emergency
Management Plans

Conduct evacuations

Review evacuation/Emergency Management Plan after
actual implementation.
Slide 2
Assessment
Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer or supervisor.
Slide 3
Prepare evacuation policies and
procedures
Performance Criteria for this Element are:

Involve relevant personnel in the planning process

Identify the legal implications in relation to planning for an
evacuation

Identify potential threats and risks facing the establishment
(Continued)
Slide 4
Prepare evacuation policies and
procedures

Develop a written set of evacuation and Emergency
Management Plans

Acquire necessary equipment to support implementation
of the evacuation and Emergency Management Plans

Locate evacuation and Emergency Management Plan
and floor plans in prominent and necessary positions.
Slide 5
Involve relevant personnel in the
planning process
Evacuation and Emergency Management Plans (EMPs):

Require proper planning

Must address a variety of possible threats faced by the
venue.
Slide 6
Involve relevant personnel in the
planning process
In relation to EMPs:

An evacuation plan is an EMP

Not all emergencies will require an
evacuation

The purpose of an evacuation plan is
to remove people from danger to a safe location

‘Relevant people’ should be involved in identifying the
need for EMPs and in developing them.
Slide 7
Involve relevant personnel in the
planning process
The following should be involved in identifying threats and
developing appropriate EMPs:

People with assigned emergency and evacuation
responsibilities – Chief warden, area wardens, first
aiders, communications officer

Security staff
(Continued)
Slide 8
Involve relevant personnel in the
planning process

Building or centre management

Maintenance department

Fire services
(Continued)
Slide 9
Involve relevant personnel in the
planning process

Ambulance

Supplementary emergency services – Civil Defence

Police
(Continued)
Slide 10
Involve relevant personnel in the
planning process

Army bomb disposal units

Anyone who could be expected to deal with an
emergency – with a focus on night-time workers

The Emergency Management Committee (EMC).
Slide 11
Identify the legal implications in
relation to planning for an evacuation
Legal implications include

Common law ‘duty of care’ requirements:
• To prevent ‘foreseeable’ harm
• All people in the property must have their safety and
welfare protected
• Anyone injured may sue the property under
‘negligence’.
Slide 12
Identify the legal implications in
relation to planning for an evacuation
The legal system is divided into:

Civil proceedings:
• Person sues a person or business
• Case decided ‘on the balance of
probabilities’

Criminal proceedings:
• Government against person or business
• Decided on basis of ‘beyond all reasonable doubt’.
Slide 13
Identify the legal implications in
relation to planning for an evacuation
Civil outcomes may include one or more of the following:

Business must pay ‘damages’

Must make an apology

Must do a nominated act

Must refrain from doing a specified activity.
Slide 14
Identify the legal implications in
relation to planning for an evacuation
If a person or business is found guilty of a crime, results
may include:

Warning

Fine

Gaol.
Slide 15
Identify the legal implications in
relation to planning for an evacuation
OHS considerations:

Provide specific safety and duty of care obligations on
employers and venue

Failure to comply can lead to criminal charges.
Slide 16
Identify potential threats and risks
facing the establishment
A ‘risk’ or ‘threat’:

Is anything with the potential to adversely impact on the
safety of the people in the building

The terms ‘risk’ and ‘threat’ can be seen to mean the
same thing.
Slide 17
Identify potential threats and risks
facing the establishment
You must take into account the following when identifying
and determining risks/threats facing a business:

Physical or geographical location

Adjoining properties and businesses

Local events
(Continued)
Slide 18
Identify potential threats and risks
facing the establishment

Size of the venue

Activities taking place on the premises

Number of people on-site

Advice from authorities

Legal liabilities.
Slide 19
Identify potential threats and risks
facing the establishment
Risk analysis:

Vital in risk identification

Is the process of examining identified risk in order
understand the totality of each risk in order to use this
knowledge as the basis for calculating the risk level
each risk presents to the business

Is undertaken by the EMC

Must be a thorough process

Gives rise to disagreement over relevant and important
issues.
Slide 20
Identify potential threats and risks
facing the establishment
‘Consequences’ and ‘likelihood’:

Risk analysis combines:
• Likelihood of a risk occurring, with
• Consequences of the risk occurring

The result:
• Classifies the risk
• Indicates action to be taken.
Slide 21
Identify potential threats and risks
facing the establishment
Likelihood may be described as (for example):





Almost certain
Likely
Likelihood
Possible
Very likely
Unlikely
(and will almost certainly
happen
Rare.
Likely
Consequence
Major
(e.g. death or
disability)
Serious
(e.g. serious
injury or lost
time)
Minor
(e.g. first aid
injury)
Insignificant
(e.g. incident
but no injury)
Extreme
High
High
Medium
High
High
Medium
Medium
Unlikely
(but could happen at
some time)
High
Medium
Medium
Low
Very unlikely
(and might happen only
rarely)
Medium
Medium
Low
Low
(and will probably happen
at some time)
Slide 22
Identify potential threats and risks
facing the establishment
Classification must be done on the basis of:

Information about ‘context’ of each risk

Personal and venue experience with each risk

Previous history relating to the risk

Occurrences in similar businesses

Anticipated frequency of the ‘risk’.
Slide 23
Identify potential threats and risks
facing the establishment
‘Consequences’ of a risk may be labelled:





Insignificant
Minor
Moderate
Major
Catastrophic.
Consequence
Likelihood
Major
(e.g. death or
disability)
Serious
(e.g. serious
injury or lost
time)
Minor
(e.g. first aid
injury)
Insignificant
(e.g. incident
but no injury)
Very likely
(and will almost certainly
happen
Extreme
High
High
Medium
Likely
(and will probably happen
at some time)
High
High
Medium
Medium
Unlikely
(but could happen at
some time)
High
Medium
Medium
Low
Very unlikely
(and might happen only
rarely)
Medium
Medium
Low
Low
Slide 24
Identify potential threats and risks
facing the establishment
Risk assessment matrix:

Used to calculate and display ‘severity of consequences’

Shows rating for each risk in a standard form across the
venue:
• Numerical form (1 – 10)
• Colours (Red = high risk level: Green = low risk level)
• Word/letter form (L = Low risk; E = Extreme risk)

Highest rated risks must be addressed first.
Slide 25
Identify potential threats and risks
facing the establishment
EMPs should be prepared for:

Fire

Gas leak

Bomb threat

Suspicious package

Robbery or armed hold-up

Other?
Slide 26
Develop written evacuation and
Emergency Management Plans
EMPs:

Are the basis for practice and responses to
emergencies

Must be workplace based
– for individual venues

Must reflect planning that has been
done

Must be in writing.
Slide 27
Develop written evacuation and
Emergency Management Plans
An emergency is:

Unforeseen

A threat

Something demanding immediate
attention.
Slide 28
Develop written evacuation and
Emergency Management Plans
Standard, non-negotiable requirements when an
emergency arrives:

Follow and implement workplace EMPs

Saving people takes priority over
saving property

Never put yourself in harm’s way

Get assistance; notify others immediately.
Slide 29
Develop written evacuation and
Emergency Management Plans
Roles of EMPs:

Guide action to be taken

Indicate sequence of actions

Allocate roles and responsibilities to staff

Provide contact details of key personnel and agencies

Identify evacuation routes and assembly areas.
All EMPs should be evaluated against these criteria.
Slide 30
Develop written evacuation and
Emergency Management Plans
There are several topics to address to customise EMPs to
the needs of individual workplaces – these include:

Preparing site plans – a detailed and grid-referenced
site plans showing layout of rooms and location of
emergency equipment and support infrastructure

Preparing floor plans – showing access points and
differentiating between various access options
(Continued)
Slide 31
Develop written evacuation and
Emergency Management Plans

Allocating positions, roles and responsibilities to
individual staff for each EMP

How people (‘head’) counts will be undertaken at
evacuation assembly points to identify whether or not
people are missing

Providing for guest welfare in the immediate short-term
(Continued)
Slide 32
Develop written evacuation and
Emergency Management Plans

Oraganising media liaison – to enable control of
information being given out to the media

Preparing flip cards – to optimise
compliance with requirements of plans

Determining special needs assistance and how it will be
provided
(Continued)
Slide 33
Develop written evacuation and
Emergency Management Plans

Obtaining MSDS for all on-site chemicals

Preparing a ‘Bomb Threat’ checklist

Developing ‘appropriate’ plans:
• Addressing identified threats and risks
• Allowing flexibility
• Incorporating training & drills
(Continued)
Slide 34
Develop written evacuation and
Emergency Management Plans

Creating warning and information protocols
• Audible alarms
• Public broadcast messages:

Code red = Fire

Code orange = Evacuation

Code yellow = Explosion, person trapped, toxic
emission

Code purple = Bomb threat

Code green = All clear.
(Continued)
Slide 35
Develop written evacuation and
Emergency Management Plans

Creating emergency communications

Identifying necessary staff training
(Continued)
Slide 36
Develop written evacuation and
Emergency Management Plans

Planning for evacuations:
• Immediate evacuations
• Pre-warned evacuations

Obtaining feedback from authorities on plans.
Slide 37
Develop written evacuation and
Emergency Management Plans
EMP – Responding to terrorist attack:

Notify security

Evacuate

Shut down power and equipment

Notify adjacent properties

Maintain communication

Allow professionals to do their job.
Slide 38
Develop written evacuation and
Emergency Management Plans
EMP – Responding to an immediate threat:

Comply with what is being demanded

Notify security

Retreat

Try to end the situation

Note details of offender.
Slide 39
Develop written evacuation and
Emergency Management Plans
EMP – Responding to an assault emergency:

Call for internal assistance

Give basic first aid

Circulate description of attacker

Provide location of attacker

Implement ‘Respond to medical emergency’ EMP
requirements.
Slide 40
Develop written evacuation and
Emergency Management Plans
EMP – Responding to fire:

Call emergency services

Implement evacuation plan

Notify neighbouring businesses
and properties

Close doors and windows

Turn off air conditioning

Fight fire – if safe & if trained.
Slide 41
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a gas leak emergency:

Call emergency services

Turn off or remove ignition sources

Notify neighbours

Evacuate

Open windows & doors

Turn off gas – if safe to do so.
Slide 42
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a medical emergency:

Call an ambulance

Never assume you know the cause

Do not move the patient

Do not ‘act in hope’

Keep public away

Do not comment on the incident to anyone.
Slide 43
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a bomb threat:

Stay calm

Listen for background noise and caller
clues

Ask questions and record answers – see Bomb Threat
Checklist

Do not hang up

Advise designated person quickly and quietly

Initiate evacuation – never assume it was a hoax.
Slide 44
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a suspicious package:

Decide quickly if it is a ‘suspicious package’ situation

Do not touch it – leave it where it is

Telephone police

Move people away – initiate evacuation

Turn off possible triggers.
Slide 45
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a hostage situation:

Secure the area

Notify designated workplace person

Communicate information about the situation

Implement evacuation

Do not try to rescue hostages

Never put yourself in danger.
Slide 46
Develop written evacuation and
Emergency Management Plans
EMP – Responding to a chemical spill:

Call emergency services and report the situation

Provide as much detail as possible

Implement evacuation

Open windows and doors

Prevent access to area

Obtain MSDS

Contain the spill – if possible, safe to do so.
Slide 47
Develop written evacuation/Emergency
Management Plans
EMP – Responding to a deranged customer emergency:

Attempt to control the situation yourself

Be prepared to contact & involve Supervisor &/or Security

Remove people to a safe area

Restrict access to the area

Protect property.
Slide 48
Develop written evacuation and
Emergency Management Plans
EMP – Responding to armed robbery:

Comply – do not stall; do not stare at offenders

Try to remember offender details

Call police as soon as safe and possible

Do not talk to anyone – record pertinent
details

Gather witnesses

Close venue.
Slide 49
Develop written evacuation and
Emergency Management Plans
EMPs should identify ‘chain of command’ positions for:

Chief Warden

Deputy Chief Warden

Communications Officer

Floor or Area Wardens

Wardens

First Aid personnel

Security.
Slide 50
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Chief Warden:

Determine emergency and the action to take

Ensure emergency services have been notified

Advise Area or Floor Wardens

Initiate evacuation

Monitor and coordinate responses

Brief emergency services on arrival

Cooperate with emergency services.
Slide 51
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Deputy Chief Warden :

Carry out duties of Chief Warden – when Chief Warden
is absent

Assist the Chief Warden as required – where Chief
Warden is present.
Slide 52
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Communications Officer:

Ascertain details of emergency

Notify relevant internal and external personnel

Transmit instructions and directions

Record action taken

Detail progress of evacuation and responses including
problems encountered.
Slide 53
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Floor or Area Warden:

Commence evacuation

Implement emergency responses

Communicate with Chief Warden

Direct action of Wardens

Advise Chief Warden of action taken

Identify list of people on the premises

Confirm evacuees.
Slide 54
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Warden:

Act as Area or Floor warden when required

Search areas, rooms, departments

Oversee and facilitate evacuation

Assist special needs persons

Control evacuation assembly area

Undertake first attack response, where safe and trained
to do so
Slide 55
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of First Aid providers:

Report to Warden

Assist Warden with mobility impaired and special needs
people

Render basic first aid

Communicate with Area Warden on
proposed action and issues arising

Record first aid provided.
Slide 56
Develop written evacuation and
Emergency Management Plans
Roles and responsibilities of Security staff:

Work as directed by chain of command

Close doors and windows; turn off power and gas

Remove patrons

Control crowds

Meet and assist emergency services on
arrival

Protect assets.
Slide 57
Acquire necessary equipment to
support implementation of plans
Requirements of equipment to support EMP
implementation:

Must be suitable

Must be sufficient

Must be located at identified locations.
Slide 58
Acquire necessary equipment to
support implementation of plans
Possible equipment required:

Fire detection devices

Installation of devices and wiring to boards

Fire protection equipment

Fire-fighting equipment.
Slide 59
Acquire necessary equipment to
support implementation of plans
‘Comms’ systems may require acquisition of:

Internal communications system

Portable comms units

Megaphones.
Slide 60
Acquire necessary equipment to
support implementation of plans
Emergency lighting may include:

Generator

Emergency lights in nominated places

Battery-powered lights

Emergency ‘exit’ signs

Emergency ‘evacuation route’ signs.
Slide 61
Acquire necessary equipment to
support implementation of plans
A Command or Control centre (or room) should contain:

Landline telephone

Mobile phones and two-way radios

Torches

Complete set of EMPs

Fax and photocopier

Whiteboard.
Slide 62
Acquire necessary equipment to
support implementation of plans
First aid requirements may include:

Need to be able to deal with multiple casualties

Oxygen

Beds and cots

Chemical showers

Defibrillators.
Slide 63
Acquire necessary equipment to
support implementation of plans
Personal protective equipment and clothing required may
include:

Helmets, masks and goggles

Respirators and Breathing Apparatus

Batons

Gauntlets

Steel-capped boots

Fire-proof clothing.
Slide 64
Locate plans in prominent and
necessary positions
Evacuation, floor and EMPs should be located:

On each floor

In every EMP folder

In each staff room

On the intranet

In all Command and Control rooms

With each of the emergency services
(Continued)
Slide 65
Locate plans in prominent and
necessary positions

With each EMC member

With each Chain of Command member

Within established in-house training
materials

So ‘Bomb Threat Checklists’ are provided
at each telephone.
Slide 66
Locate plans in prominent and
necessary positions
For guests:

Include information in ‘Function kits’ & draft contracts

Post information on website

Put evacuation posters behind each
guest room door

Place warning notices in elevators

Insert material in the in-room guest
compendium.
Slide 67
Summary – Element 1
When preparing evacuation policies and procedures:
Identify and include relevant stakeholders including
emergency services representatives
 Be aware of the legal obligations attaching to preparing
effective plans to respond to foreseeable emergency
situations
 Take time to identify all the threats, risks, hazards and
dangers faced by the venue

(Continued)
Slide 68
Summary – Element 1

Determine ‘likelihood’ and ‘consequences’ for all
identified risks and threats

Calculate the severity of consequences for all identified
risks

Begin by preparing plans for the highest rated risk
(Continued)
Slide 69
Summary – Element 1

Develop written evacuation and emergency plans for
all identified risks and threats

Establish an internal chain of command (with roles and
responsibilities) for staff to respond to emergencies

Acquire the necessary resources (systems and
equipment) to enable implementation of plans
(Continued)
Slide 70
Summary – Element 1

Distribute plans and related information throughout the
venue for staff and guests

Provide plans to emergency services for their
information.
Slide 71
Prepare for evacuation situations
Performance Criteria for this Element are:

Inform staff in relation to evacuation and Emergency
Management Plans

Test emergency and evacuation systems and
equipment

Train staff in emergency and evacuation procedures
(Continued)
Slide 72
Prepare for evacuation situations

Undertake initial evacuation drill

Undertake on-going evacuation drills.
Slide 73
Inform staff in relation to
evacuation plans and EMPs
To ensure staff understand the evacuation/ plans and
EMPs:

Use dedicated sessions:
• Staff information sessions
• Staff briefings
• Staff Question and Answer sessions
• Feedback sessions
(Continued)
Slide 74
Inform staff in relation to
evacuation plans and EMPs

Inspect items
• Tour of premises
• Identify and explain what items can and cannot do
• Handle, use and become familiar with items
• Name parts of the item or equipment
(Continued)
Slide 75
Inform staff in relation to
evacuation plans and EMPs
Identify areas:

Identify evacuation assembly areas – primary and
secondary

Describe factors likely to make evacuation assembly
points unusable

Tour venue to identify evacuation routes – primary and
secondary.
Slide 76
Test emergency and evacuation
systems and equipment
Systems, equipment and protocols that are part of an EMP
must be tested:

When installed

On a regular, ongoing basis.
Slide 77
Test emergency and evacuation
systems and equipment
Systems and equipment are tested to:

Verify they work as expected

Ensure they deliver the results required or
expected

Show staff how they work

Identify where attention, service, replacement is
required

Discharge duty of care obligations.
Slide 78
Test emergency and evacuation
systems and equipment
Always advise emergency services of intention to conduct
workplace tests – tests can include:

Testing communication systems and units

Testing alarm systems

Testing fire detection systems and equipment
(Continued)
Slide 79
Test emergency and evacuation
systems and equipment

Testing fire suppression & fire-fighting equipment

Trialling evacuation routes

Trialling evacuation assembly points.
Slide 80
Train staff in emergency and
evacuation procedures
Staff training can include:

In-house training:
• May be mandatory
• May be delivered by an external provider
• Must include theory and practice
• Must be competency-based
(Continued)
Slide 81
Train staff in emergency and
evacuation procedures

Off-site training:
• Using an external, purpose-built facility

Role plays:
• To reflect workplace situations & scenarios to the
best extent possible
• At different times
• Must feature a debriefing session.
Slide 82
Train staff in emergency and
evacuation procedures
Chain of Command positions should receive specialist
training – Chief Warden and Deputy Chief Warden:

Decision making

Leadership

Communication

Delegation

Interacting with emergency services

Knowledge of emergency services.
Slide 83
Train staff in emergency and
evacuation procedures
Training for a Communications Officer may include:

Operation of all communication equipment, systems
and units

Communications protocols

Options for communicating in emergency
situations

Knowledge of constraints and limitations.
Slide 84
Train staff in emergency and
evacuation procedures
Training for Wardens may feature:

Knowledge about their roles and responsibilities

Relationships with other chain of command personnel

Venue knowledge

Search and rescue skills.
Slide 85
Train staff in emergency and
evacuation procedures
Training for First Aid providers should feature ‘advanced’
training :

Treating burns

Treating puncture wounds

Dealing with stressed patients

Operating a defibrillator

Giving oxygen

Working with emergency services.
Slide 86
Undertake initial evacuation drill
The ‘initial’ drill is vital to:

Test the plan

Trial evacuation routes

Time the evacuation

Enable staff practice/experience

Discharge duty of care obligations

Observe practice – to determine necessary changes.
Slide 87
Undertake initial evacuation drill
Requirements and concerns when conducting an initial
drill:

Advertise the drill to
• Staff
• Customers
• Emergency services

Scheduling – daylight; week day
(Continued)
Slide 88
Undertake initial evacuation drill

Planning:
• Training has been delivered to staff
• Staff understand their responsibilities
• A simple evacuation scenario is identified
• The initial drill must focus on evacuation – not other
responses allied to an evacuation
(Continued)
Slide 89
Undertake initial evacuation drill
• Must include development of checklists – to assist
observation and recording of action taken
• Must appoint ‘observers’ – to help with
analysis of the evacuation/drill
• Must ensure the EMP as written is implemented –
the aim is to test the plan, not to test the ability of
staff to respond to ‘unforeseen circumstances’.
Slide 90
Undertake on-going evacuation
drills
On-going drills must be conducted to:

Discharge duty of care obligations

Involve new staff

Determine effectiveness of plans

Identify workplace changes impacting on plans.
Slide 91
Undertake on-going evacuation
drills
Keys in participating in drills:

Attend all drills

Take them seriously

Follow EMP directions

Use designated protective equipment and clothing

Take notes.
Slide 92
Undertake on-going evacuation
drills
On-going drills should address:

Increasing complexity

A variety of scenarios

Changing basic aspects – time, day of the week
(Continued)
Slide 93
Undertake on-going evacuation
drills

Different sections of the building

Involvement of all staff

Conducting regular drills

Adequate scheduling in advance of drills
(Continued)
Slide 94
Undertake on-going evacuation
drills

Liaison with emergency services

Realism – to the greatest extent possible

Use of observers

A debriefing.
Slide 95
Summary – Element 2
When preparing for evacuation situations:

Inform staff about evacuation and EMPs using a variety
of communication options focussing on the acquisition
of knowledge and gaining of first-hand experience

Trail established plans

Test systems, technologies, equipment and protocols
(Continued)
Slide 96
Summary – Element 2

Record the outcomes from trials, tests and drills for use
in debriefings and revisions to plans

Train staff as required by the plans and supporting
equipment, systems and protocols required to
implement them

Provide speciality training to individual staff as required
by their role and position when an emergency and the
need for evacuation occurs
(Continued)
Slide 97
Summary – Element 2

Schedule, plan and undertake an initial evacuation drill

Revise plans and other arrangements on the basis of
the outcome of the initial drill

Schedule, plan and undertake ongoing evacuation
drills varying the times, the focus, the parameters and
the context of each.
Slide 98
Update evacuation and Emergency
Management Plans
Performance Criteria for this Element are:

Identify schedule for communication between relevant
personnel

Inspect establishment to identify emerging factors that
impact on the evacuation and Emergency Management
Plans
(Continued)
Slide 99
Update evacuation and Emergency
Management Plans

Revise evacuation and Emergency Management Plans
on the basis of feedback

Disseminate revisions to evacuation and Emergency
Management Plans.
Slide 100
Identify schedule for communication
between relevant personnel
EMPs:

Must be regarded as ‘living’ documents

Require regular, organised communication between key
personnel

Rely on EMC to arrange necessary communication.
Slide 101
Identify schedule for communication
between relevant personnel
Keys to effective communication:

Hold regular (monthly, minimum), formal meetings:
• Giving 2 weeks notice
• Identifying date, time and venue
• With an agenda
• Minutes should be taken
(Continued)
Slide 102
Identify schedule for communication
between relevant personnel

Involve emergency services – as appropriate:
• Advise them in advance
• Encourage them to attend
• Invite them to nominate items and issues for
discussion and inclusion on the agenda
(Continued)
Slide 103
Identify schedule for communication
between relevant personnel

Determine who should attend
• Wardens – all types
• First aid; Comms; Security; Maintenance
• Emergency services
• Department heads
• EMC members
• Co-opted individuals
(Continued)
Slide 104
Identify schedule for communication
between relevant personnel

Allocate meeting roles:
• Chairperson
• Secretary
• Communications officer
(Continued)
Slide 105
Identify schedule for communication
between relevant personnel

Record meetings:
• Secretary takes ‘minutes’
• Minutes must be ‘passed’ at next
meetings
• Distribute to all attendees and
stakeholders
• File for future reference
• File all documents presented to the meeting
(Continued)
Slide 106
Identify schedule for communication
between relevant personnel

Identify issues to be addressed – may include:
• Reviews of drills
• New threats and hazards
• Draft responses to threats and hazards
• Feedback from relevant personnel and stakeholders
(Continued)
Slide 107
Identify schedule for communication
between relevant personnel

New drills

New equipment, systems and technology

New or revised protocols to address changed
circumstances

Training

Workplace inspections.
Slide 108
Inspect to identify factors
impacting on plans
Physical inspections of the workplace are essential to
identify changed conditions and threats.
Inspections should involve:

Management

EMC

OHS agencies

Emergency services.
Slide 109
Inspect to identify factors
impacting on plans
Planning inspections should address:

Scheduling of inspections to reflect need

Notification to participants

Provision of relevant information

Creation and distribution of checklists

Determination of focus and scope.
Slide 110
Inspect to identify factors
impacting on plans
When conducting the workplace inspection:

Inspect all areas

Address all identified requirements

Inspect all evacuation routes

Inspect all evacuation assembly areas
(Continued)
Slide 111
Inspect to identify factors
impacting on plans

Test systems and equipment

Take notes and photographs of issues

Hold a debriefing session.
Slide 112
Revise plans on the basis of
feedback
EMPs must be revised when a need arises – this can be:

After an actual workplace incident

According to venue policies

When ordered to do so
(Continued)
Slide 113
Revise plans on the basis of
feedback

After significant physical changes to the workplace

Following analysis of drills

To address significant changes to relevant workplace
characteristics – practices, trade, facilities

When a legitimate concern has been raised.
Slide 114
Revise plans on the basis of
feedback
EMP revisions may address:

New plans to address new threats

Revised plans to address changed threats

New protocols

New signage and or maps
(Continued)
Slide 115
Revise plans on the basis of
feedback

Changes to roles and responsibilities

New or revised evacuation routes and assembly points

Different sequence of action to be taken

New format for plans
(Continued)
Slide 116
Revise plans on the basis of
feedback

New, more or different equipment

New or revised training and drills

Revised budget

New terminology

Revised version control protocols.
Slide 117
Disseminate revisions to plans
Revisions to EMPs must be communicated to relevant
others:

Inserting revised pages into existing plans

Updating EMP folders

Changing workplace posters and signage

Integrating changes into staff training
(Continued)
Slide 118
Disseminate revisions to plans

Notifying emergency services

Updating website and intranet

Changing staff handbooks

Updating policy and procedure manuals

Holding staff meetings and briefings
Slide 119
Summary – Element 3
When updating evacuation plans and EMPs:

Develop a schedule of meetings between key
emergency personnel

Record the discussions and decisions of meetings of
emergency personnel

Develop a schedule for regular workplace inspections
focussed on identifying issues impacting on or verifying
emergency and evacuation plans
(Continued)
Slide 120
Summary – Element 3

Conduct scheduled workplace inspections using
established checklists to guide activities and record
findings

Use feedback from stakeholders and results of workplace
inspections to revise existing evacuation and emergency
plans and create new ones, where required

Communicate changes to plans and new plans to staff
and guests

Update and circulate evacuation and emergency plans to
stakeholders.
Slide 121
Conduct evacuations
Performance Criteria for this Element are:

Identify and assess need for evacuation

Initiate evacuation in-line with evacuation plans and
Emergency Management Plans
(Continued)
Slide 122
Conduct evacuations

Implement evacuation in compliance with evacuation
plans and Emergency Management Plans

Respond to unforeseen circumstances and situations
and hazards arising.
Slide 123
Identify and assess need for
evacuation
Initiating an evacuation must be a reasoned decision:

It is sometimes not an easy decision to make –
important factors are:
• Decide quickly
• Err on the side of caution
• Use common sense
• Involve others in the decision.
Slide 124
Identify and assess need for
evacuation
‘Obvious’ decisions requiring evacuation are instances
where people are at risk based on evidence at the time:

Visible evidence

Olfactory evidence

Auditory evidence.
Slide 125
Identify and assess need for
evacuation
When determining whether to initiate an evacuation in a
situation where the decision is not obvious:

Is there a genuine threat?

Can you identify the cause?

Can the threat be dealt with in-house?
(Continued)
Slide 126
Identify and assess need for
evacuation

Does there appear a need for emergency services to be
involved?

Are people under immediate threat or at
immediate risk?

Do things look as if they are going to get
worse?

What do other more experienced staff think?
Slide 127
Identify and assess need for
evacuation
House protocol may require, at least, activation of a
‘warning alarm’ as soon as threat is detected.
‘Best advice’ is to activate this alarm if unsure, because:

It notifies others and triggers a response

It is not seen as over-reacting

It can be easily upgraded

It may be the most appropriate response in certain
situations.
Slide 128
Identify and assess need for
evacuation
Activate the ‘evacuate now’ alarm when:

An obvious and credible threat has been identified

The potential for greater impact from the cause exists

You believe the situation cannot be contained in the
immediate short-term.
Slide 129
Initiate evacuation in accordance
with plans
All EMPs must be implemented and followed when an
emergency is identified – four basic requirements are:

Activate ‘evacuate now’ alarm

Notify emergency services

Notify internal personnel

Notify and assist patrons.
Slide 130
Initiate evacuation in accordance
with plans
Activating ‘evacuate alarm’ now may require:

Pushing a button

Breaking glass and following instructions

Verbal notification to another person requesting they
activate the alarm.
Slide 131
Initiate evacuation in accordance
with plans
Notifying emergency services:

Never assume someone else has alerted
the emergency services

Plan and prepare:
• Know your EMPs
• Get advice from supervisor
• Know where emergency telephone lists are
• Pay attention to training and drills.
Slide 132
Initiate evacuation in accordance
with plans
When telephoning emergency services to report an
emergency or to request assistance – call the emergency
number:

State you want to report an emergency

Let the operator guide you regarding
information required

Speak clearly & calmly

Do not hang up.
Slide 133
Initiate evacuation in accordance
with plans
Emergency services operators will want information about:

Location of emergency

Type of emergency

Numbers involved and impacted

Casualties and injuries.
Never delay calling just because you do not have all
the above information
Slide 134
Initiate evacuation in accordance
with plans
When reporting an emergency within your workplace:

Follow house EMP protocols

Identify self, position and location

State you are reporting an emergency

Describe the emergency
(Continued)
Slide 135
Initiate evacuation in accordance
with plans

Give location of emergency

Identify the extent of threat

Identify numbers impacted

Describe relevant factors

State action you believe is needed

Stay until told to hang-up and leave.
Slide 136
Initiate evacuation in accordance
with plans
Providing assistance to patrons during emergency may
involve:

Telephone designated numbers and rooms

Visit nominated areas to verbally advise patrons

Use a megaphone

Knock on guest rooms doors

Inspect and check nominated areas
(Continued)
Slide 137
Initiate evacuation in accordance
with plans

Escort individuals

Show people where to go

Assist special needs people

Urge people to evacuate

Tell people to leave personal property behind

Place safety of people above protecting assets or
saving pets.
Slide 138
Implement evacuation in
compliance with plans
Determine relevant environmental factors applying at the
time of an emergency to help determine best response:

Determine wind

Verify threat type

Identify location

Count people involved

Consider time, staff, venue resources.
Slide 139
Implement evacuation in
compliance with plans
When implementing an evacuation plan or EMP:

Safety of people must be the priority

Plans must guide action

Discharge assigned responsibilities
(Continued)
Slide 140
Implement evacuation in
compliance with plans

Never make the situation worse

Seek greatest good for greatest number

Follow chain of command direction

Help others

Put on safety clothing and equipment.
Slide 141
Implement evacuation in
compliance with plans

Close down items, systems and equipment

Apply skills to avoid panic and maintain calm:
• Do not panic
• Speak clearly with authority
• Do not yell
• Exude confidence
(Continued)
Slide 142
Implement evacuation in
compliance with plans

Provide clear instructions:
• Use simple words
• Give brief commands
• Use sign language
• Repeat yourself
• ‘Show and tell’
(Continued)
Slide 143
Implement evacuation in
compliance with plans

Secure premises – when safe and appropriate:
• Remove property from threat
• Rescue personal belongings
• Prevent access to area
• Stand guard
(Continued)
Slide 144
Implement evacuation in
compliance with plans

Activate Command, Control and Communications room
(CCC room):
• Arrange furniture and equipment
• Set up, test and verify systems
• Distribute comms units
• Advise emergency services of CCC room
(Continued)
Slide 145
Implement evacuation in
compliance with plans
• Capture required internal documentation
• Contact relevant personnel
• Record action
• Plan responses
(Continued)
Slide 146
Implement evacuation in
compliance with plans

Advise CCC room:
• Report location
• Advise action taken
• Notify progress
• Notify changed circumstances
• Request assistance
(Continued)
Slide 147
Implement evacuation in
compliance with plans

Provide first response:
• When safe to do so
• If trained
• Avoid responses to designated situations
(Continued)
Slide 148
Implement evacuation in
compliance with plans

Prepare for arrival of emergency services:
• Remove vehicles
• Remove obstructive items
• Usher people away from arrival zone
(Continued)
Slide 149
Implement evacuation in
compliance with plans

Assist emergency services on arrival:
• Meet services on arrival
• Provide relevant information and venue knowledge
• Follow their directions
• Assist and support their efforts
• Get out of their way if you cannot help.
Slide 150
Implement evacuation in
compliance with plans
Questioning CCC directions:

Never blindly obey all directions given

Explain reason for not complying or not wanting to
comply

Never put self or others at risk.
Slide 151
Respond to unforeseen circumstances,
situations and hazards arising
You must notify ‘changed circumstances’ quickly to the
chain of command - ‘changed circumstances’ include:

Changed atmospheric conditions

Numbers involved

New threats

Response results and failures

Patron behavior.
Slide 152
Respond to unforeseen circumstances,
situations and hazards arising
Responses to unforeseen circumstances:

Do not put self in danger

Use common sense

Act swiftly

Adapt existing EMPs

Seek approval for proposed action

Notify CCC about action.
Please
Note
Slide 153
Respond to unforeseen circumstances,
situations and hazards arising
When responding to an emergency situation for which no
EMP exists:

Notify others including emergency services

Assess situation

Adapt existing EMP if possible

Involve others
Please
Note
(Continued)
Slide 154
Respond to unforeseen circumstances,
situations and hazards arising

Prioritise the safety of people

Contain the situation – as distinct from ‘responding’ to it

Provide constant communication about the situation.
Please
Note
Slide 155
Respond to unforeseen circumstances,
situations and hazards arising
If people are trapped and or injured:

Do not make situation worse

Communicate details to chain of command

Reassure people

Provide basic first aid
Please
Note
(Continued)
Slide 156
Respond to unforeseen circumstances,
situations and hazards arising

Secure the area

Clear rubbish and debris

Look for ‘live’ wires

Never enter a confined space.
Please
Note
Slide 157
Respond to unforeseen circumstances,
situations and hazards arising
When responding to a ‘falling debris’ situation:

Advise chain of command about situation

Retreat to safety

Take shelter

Prevent access

Never risk personal safety.
Please
Note
Slide 158
Respond to unforeseen circumstances,
situations and hazards arising
When faced by a ‘lack of information’ situation:

Take action to get information:
• Observe, listen, smell
• Ask
• Use observers
• Monitor systems for information

Use last known information as basis for response

Pass on new information to chain of command.
Slide 159
Respond to unforeseen circumstances,
situations and hazards arising
When faced with blocked (or unusable) evacuation routes:

Remove obstructions – if safe, ask others to help

Use secondary routes

Advise chain of command

Use your venue knowledge to determine an alternative.
Slide 160
Respond to unforeseen circumstances,
situations and hazards arising
Where evacuation assembly points are unsafe:

Using secondary points

Escort evacuees

Notify chain of command

Reassure evacuees.
Slide 161
Respond to unforeseen circumstances,
situations and hazards arising
When faced with a situation where systems or equipment
do not operate as expected:

Notify chain of command

Seek replacement item

Persist with what is available

Leave the area if there is total failure of an item or a
system.
Slide 162
Summary – Element 4
When conducting evacuations:

Determine type and extent of the emergency

‘Act quickly and make prompt decisions

Be prepared to involve others in making an evacuation
decision
(Continued)
Slide 163
Summary – Element 4

Always err on the side of caution

Never put yourself in danger

Notify emergency services and designated internal
personnel
(Continued)
Slide 164
Summary – Element 4

Activate alarms

Follow EMPs

Put the safety of people above the security of property
and assets
(Continued)
Slide 165
Summary – Element 4

Use common sense

Discharge your responsibilities under the applicable
EMP

Assist others where possible
(Continued)
Slide 166
Summary – Element 4

Maintain constant communication with the chain of
command

Communicate changed, changing and unforeseen
circumstances to chain of command.
Slide 167
Review plans after actual
implementation
Performance Criteria for this Element are :

Debrief with staff and wardens

Debrief with emergency services

Revise evacuation plans and EMPs on the basis of
feedback
(Continued)
Slide 168
Review plans after actual
implementation

Disseminate revisions to evacuation plan and EMP

Provide for amended training and drills on the basis of
revised evacuation plan and EMP.
Slide 169
Debrief with staff and wardens
All emergency situations merit a debriefing.
Debriefing must be planned:

Identifying dates, time and venue

Identifying participants – internal
and external

Preparing agenda
(Continued)
Slide 170
Debrief with staff and wardens

Advising participants of need to attend

Arranging the forum

Reviewing on-site intelligence.
Debriefing in session
Slide 171
Debrief with staff and wardens
The ‘right atmosphere’ must be created for debriefing
sessions:

Must be a search for truth

Aim must be to determine cause,
not allocate blame

Must be a ‘no blame’ policy in effect

Honesty must not equal loss of job.
Slide 172
Debrief with staff and wardens
Emergency situations can result in the need for an
‘Incident Report’ or similar to be completed by all staff who
were involved in the incident.
Reports can be:

Verbal

Written

Combination of both.
Slide 173
Debrief with staff and wardens
Verbal incident reports:

Staff answer questions put to them by management and
EMC

‘Supposition’ must be avoided – facts only

Are quick and relatively simple to implement

Usually involve a site inspection

May require a supporting written report.
Slide 174
Debrief with staff and wardens
Written ‘Incident Report’ forms may address:

Facts of the emergency – date, time,
location

Names of those involved – staff, victims,
casualties

Cause

Evaluation of response

Suggestions for the future.
Complete this report as soon as possible after the event.
Slide 175
Debrief with staff and wardens
Written incident reports may be needed to:

Document the facts

Comply with internal policy

Support an insurance claim

Learn from the incident.
Slide 176
Debrief with staff and wardens
Objective 1 = Define the situation:

Describe it in detail

Locate it

Name those involved

List resources deployed

Identify causes

Determine duration.
Objective 1
Slide 177
Debrief with staff and wardens
Objective 2 = Identify responses:

First and follow-up responses

Response to unforeseen circumstances

Name of respondents

Which alarms were activated and
when

What in the EMP worked well and what did not

Environmental and situational factors impacting
responses

Communication undertaken.
Objective 2
Slide 178
Debrief with staff and wardens
Objective 3 = Evaluation of plans:

Consider logistics

Consider training and drills

Consider ‘Command and control’

Consider factors impacting the incident
Objective 3
(Continued)
Slide 179
Debrief with staff and wardens

Identify positive elements of the plans

Identify aspects for revision

Determine the extent to which the plan
met the actual event or incident

Determine why sub-standard performance
occurred.
Objective 3
Slide 180
Debrief with staff and wardens
Objective 4 = identifying lessons learned, such as:

Need to revise plans

Need to develop new plans

Need to alter training and drills

Need to buy more/different resources
Objective 4
(Continued)
Slide 181
Debrief with staff and wardens

Need for more or different workplace inspections

Action or planning to prevent recurrence

Need to change chain of command roles
and responsibilities

Need to amend evacuation routes and
assembly points

Suggestions to enhance or optimise
response.
Objective 4
A report is optional.
Slide 182
Debrief with staff and wardens
The staff-warden debriefing is not the forum to discuss:

Individual performance and compliance with EMP
requirements

Recognition of effort and or achievement

Legal issues
(Continued)
Slide 183
Debrief with staff & wardens

Media attention

Budget

Loss of property

Operational issues

Insurance.
Slide 184
Debrief with emergency services
A debriefing must occur with emergency services after
every evacuation or emergency ensuring:

Truth and honesty from the venue

All involved agencies are represented – single agency
debriefings, or multiple agency debriefing?

EMC members attend
(Continued)
Slide 185
Debrief with emergency services

Findings from internal debriefing are available

Reports from emergency services are available

A tour of the site can be undertaken if required

Coverage of the EMPs in place & used

Responses by venue

Initial notification of the incident to emergency services

Feed back from emergency services on relevant topics.
Slide 186
Debrief with emergency services

Facts are compared with reports and internal debriefing

Minutes and notes are taken

Venue provides feedback to emergency services
regarding their performance

Coverage of how victims and casualties were treated

A final report if prepared.
Slide 187
Revise plans on the basis of
feedback
In relation to EMPs standard practice is:

Revise EMPs on basis of feedback and reviews where
there is a need to do so – never ignore the need for
change

Review regularly – every 12 months

Review after significant workplace change

Involve emergency services.
Slide 188
Revise plans on the basis of
feedback
Before commencing revision of EMPs:

Have a sound knowledge of the EMPs

Gain a comprehensive knowledge of
changed factors, conditions and other
issues warranting a change in EMPs

Know the amendments required by
agencies, authorities or other stakeholders.
Slide 189
Revise plans on the basis of
feedback
With EMPs, do not change what does not need changing –
legitimate changes may relate to:

Operational changes within plans

‘Cosmetic’ and ancillary changes to plans.
Never ignore a legitimate need for change.
Slide 190
Revise plans on the basis of
feedback
Operational changes to EMPs may include:

More detail – to a variety of issues, such as:
• Scope; purpose; action; logistics

Additions, deletions and or amendments to
steps, SOPs and or instructions

Alterations to personnel and roles and responsibilities
(Continued)
Slide 191
Revise plans on the basis of
feedback

Integration of new or different equipment into plans

New or revised evacuation routes

New or revised evacuation assembly points

Amendments to sequence of activities

Provision of links to other EMPs.
Slide 192
Revise plans on the basis of
feedback
‘Cosmetic’ and ancillary changes to EMPs could include:

Clearer layout

Clearer fonts and larger font size

Revisions to service and maintenance support

Revision to membership of internal emergency groups
or committees

Re-scheduling of emergency group meetings

Development of more and or different supporting
materials.
Slide 193
Revise plans on the basis of
feedback
Changes to EMPs may be subject to ‘version control’ protocols:

To identify the version of the document being used

To identify the date the document takes effect

To identify who prepared the revised document

To identify the file name for the update

To indicate when the revision must be reviewed.
Slide 194
Revise plans on the basis of
feedback
When updating EMPs remember to:

Remove out-of-date pages when inserting new pages

Double-check plans to ensure they are complete

Archive all ‘out-of-date’ documents.
File
Identifier
Name
Date
created
Version no (eg V1)
Date of next
revision
Version Control
Slide 195
Disseminate revisions to plans
Items potentially requiring revision and dissemination
include:

Site maps

Site plans

Training notes

Evacuation-related public signage and posters
(Continued)
Slide 196
Disseminate revisions to plans

Staff handbook

Individual EMPs

Website

Intranet

SOPs

Checklists, forms, flip cards.
Slide 197
Disseminate revisions to plans
Distribution of EMPs:

May be governed by a ‘distribution schedule’

May require distribution to:
• Emergency services and nominated authorities
• Head office
• Insurers
• Internal staff
• Nominated physical locations.
Slide 198
Disseminate revisions to plans
Changes to EMPs should be accompanied by explanation:

Why changes were necessary

Who recommended the changes

Of the details of the changes

Of the impact of the changes

Of timing

Of support available to staff for the changes.
Slide 199
Provide for amended training and
drills on basis of revisions
Amended training and drills:

Are required to support all revised EMPs

Should be recorded

Can include on-site, one-off training

Can feature external agencies or institutions

May use ongoing, workplace training.
Slide 200
Provide for amended training and
drills on basis of revisions
Drills following EMP revisions could require:

Introduction of new drills into the established schedule
for drills

Amendment to scheduled drills

A new focus for drills

Involvement of different emergency services

Observers

A debriefing session.
Slide 201
Summary – Element 5
When reviewing evacuation plans and EMPs after actual
implementation:

Require staff to complete internal reports regarding the
emergency situation and use these as part of the basis for
debriefing sessions

Actively plan and prepare for the debriefing sessions – set
dates and times, venue, invite participants, develop agenda

Participate actively and honestly in all debriefing sessions
(Continued)
Slide 202
Summary – Element 5

Debrief with internal staff and external authorities,
agencies and emergency services

Record minutes of debriefing sessions

Aim to identify causes and learn lessons for the future
rather than allocate blame
(Continued)
Slide 203
Summary – Element 5

Review and revise evacuation plans and EMPs on the
basis of feedback, direction and or recommendations
and suggestions as a result of what happened during
the actual incident

Revise all items and documents supporting the
evacuation plans and EMPs – EMPs are not
independent, stand alone documents

Advise stakeholders of changes to the evacuation &
EMPs and explain why the changes were necessary
(Continued)
Slide 204
Summary – Element 5

Distribute hard copy revisions to identified internal and
external stakeholders

Provide supporting training and drills regarding
changes to evacuation plans and EMPs.
Slide 205