Varian Physics Lab Building Emergency Plan 04-520

This document is provided for the School of Humanities and Sciences and their departments and programs for the management of emergencies. The following document provides information to support the response to emergency events on the Stanford University campus in the School of Humanities and Sciences (H&S). The information related to each type of emergency is not absolute but rather provides a guiding scenario of how the event could be handled. In the event of a major campus disaster, the Situation Triage Assessment Team (STAT) or University Emergency Operations Center (EOC) can request that the H&S Department Operations Center (DOC) activate to support events that are occurring.

PLAN INTRODUCTION

Every building at Stanford University must have a Building Emergency Plan (BEP) to provide guidance for students, faculty, staff, and visitors. Each building is occupied by a department and/or program. In some cases, there are multiple departments/programs in a building. If this is the case in your building, it is the expectation that all department(s) or programs that occupy a building participate in and contribute to the development of this Building Emergency Plan. It is necessary that this plan be reviewed and updated at least annually or when significant changes occur in the building. The various actions listed below are to be carried out by the Building Safety Committee (BSC) described later in this plan.

This Building Emergency Plan is for Varian Physics Lab (04-520). The purpose of this plan is to provide guidance and direction in the event of emergency situations that affect the building, region, or campus. Every scenario cannot be predicted; therefore, it is necessary to have a response plan that can be quickly adapted to events as they unfold. The following plan designates areas of responsibility and defines the administrative framework necessary to respond to incidents. Response to an incident or emergency needs to be quick, professional, supportive, and meet the changing demands of the situation.

The roles and responsibilities are to:

• Create an inclusive roster of faculty, staff, and students that are assigned to the building for roll call/check in (see appendix for roster template).
• Understand the actions in response to events listed in this plan.
• Provide direction to building occupants when these events occur.
• Provide status updates about faculty, staff, students, and the building to the H&S School Department Operations Center (DOC).
• Maintain open channels of communication (AlertSU, SLACK, etc.) with Humanities and Sciences Dean’s Office for situational awareness of ongoing events.

Creating a roster: Refer to the appendix for an example.

Preparing for Emergency Events: Refer to the Employee Emergency Information document in the appendix. Make sure that you understand the suggested response to the listed events. If you have questions, ensure that you contact the H&S Facilities and Capital Planning Office for clarification (650) 723-7919. Ensure that all occupants have knowledge of the fire alarm, the necessity to evacuate the building when the alarm(s) sound or are notified that evacuation is necessary, and where the building Emergency Assembly Point (EAP) is located.

Providing Directions: Make sure that you have developed procedures for communicating with the building occupants and the actions to be taken during emergencies. Some campus emergency procedures could come from the H&S Facilities/Safety and Capital Planning Office and would require that you share that information with the building occupants.

Status Updates: During emergencies provide the WHO, WHAT, WHEN, and WHERE of the situation to the H&S Facilities/Safety and Planning Office (650) 723-7919. This can be carried out by anyone from the Building Safety Committee (BSC). Refer to the section Plan Development Committee in this plan.

Communications: Develop a standardized communications plan to provide information to the H&S Facilities/Safety and Planning Office about the emergency event and the status of the building occupants but also to get information and emergency event directions from the School. This communications plan shall be developed between the BSC and the H&S Facilities/Safety and Planning Office.

PLAN DEVELOPMENT INSTRUCTIONS

Responsibility for development and maintenance of the Building Emergency Plan (BEP) rests with the Building Safety Committee (BSC). The BSC will consist of the following:

• Department Operations Coordinator (DOC)
• Department Manager
• Assigned representative(s) from each department that resides in the building

The Building Safety Committee is responsible for:

• Tailoring the plan to accurately reflect the building environment
• Gathering or providing the supporting documentation needed for plan completion
• Assigning a Building Occupant Life Safety Team Leader who will also serve as the Plan Administrator
• Ensuring that the Building Occupant Life Safety Team is appropriately staffed, trained, and equipped
• Ensuring building occupants are trained and aware of this plan
• Identifying and procuring resources and supplies, and providing for safety enhancements as necessary

BSCs are encouraged to reach out to the Stanford University Fire Marshall’s Office and the Office of Emergency Management for advice and assistance.

The BSC should plan to meet annually to review the plan and revise or update it as necessary so that the plan remains current.

If there are no significant changes that warrant a BEP revision, the building manager shall send an email to Karla Tomlin in the School of Humanities and Sciences indicating the BEP has been reviewed and no changes are needed. The date of the email will be logged as the BEP Bi-annual Review Date.

TRAINING

Training is an integral part of the health, safety, and emergency preparedness program for your building. It is the responsibility of each department head and supervisor to ensure all building occupants are trained and made aware of the Building Emergency Plan for the building(s) they occupy.

Training for individuals identified to serve as members of the Building Occupant Life Safety Team is highly encouraged. (Consider training in First Aid, Fire Extinguisher Training, AED Training, etc. Determine exactly which training to provide your team and how frequently it will be provided.)

The Emergency Assembly Point (EAP) is a designated outdoor safe location where building occupants assemble if a building evacuation becomes necessary. At the EAP, building occupants check in, communicate knowledge about anyone still inside the building, or relate any known hazards. This is the location where they would get information and assistance. Every Stanford building has one or more designated EAPs nearby. The EAP for a building is listed on the evacuation maps at the exits of buildings. The EAP for Varian Physics Lab is EAP #5-3. See map below.

• You must immediately obey evacuation alarms and orders. Advise others to evacuate.
• No one may remain inside a building when an evacuation is in progress.
• Classes in session must evacuate.
• If involved with hazardous research or doing a dangerous procedure, immediately shut down operations that could create additional hazards if left unattended.
• When you evacuate, take keys, coat, purse, and any other critical personal items with you to the Emergency Assembly Point (EAP).
• Close doors as rooms are vacated.
• Assist those who need help, but DO NOT put yourself at risk attempting to rescue trapped or injured victims.
• Note location of trapped and injured victims and notify emergency responders.
• Walk calmly but quickly to the nearest emergency exit.
• Use stairways only. DO NOT use elevators
• Proceed directly to your designated EAP. Stay away from the immediate area near the building you evacuated.
• Remain at the EAP until a roll call is taken and instructions are given.
• DO NOT re-enter the building until authorized fire or police department personnel give the “All Clear” instruction.

Humanities and Sciences (H&S) Department Operations Center (DOC)

Facilities/Safety and Capital Planning – School of Humanities and Sciences https://hs-fcp.stanford.edu/

Central contact line: (650) 723-7919 This number is for reporting emergencies to the H&S Facilities/Safety and Capital Planning Office. Monday-Friday 8AM-5PM

H&S DOC Hotline: (650) 725-2555 (Recorded message providing information related to event and recommended actions that can be taken)

Primary DOC Location:   Bass Biology Research 07-440, room 122
327 Campus Drive Stanford, CA 94305
DOC Phone: (650) 617-6353 (live, call-in phone)
Fax Machine: (650) TBD

Alternate Location:    Margaret Jacks Hall 01-460, room 126
450 Jane Stanford Way Stanford, CA 94305
DOC Phone: (650) 617-6361 (live, call-in phone)
Fax machine: (650) TBD

TO REPORT AN EMERGENCY

WHEN REPORTING AN EMERGENCY:

Tell the Operator

1.     The type of emergency

2.     If there are victims

3.     The location of the emergency

4.     Your name, location, and phone number

5.     Stay on the phone until the operator ends the call

SEE SOMETHING SAY SOMETHING

Whenever there is a concern that a possible emergency event may be taking place consider:

·       Calling 911

·       Pulling the fire alarm(s)

·       Asking for help

·       Notifying those around you

·       Evacuating

·       Sheltering in Place

·       Implementing Active Threat Protocols

Cardinal Ready https://cardinalready.stanford.edu 

In the event of an emergency, follow the procedures below

ACCIDENT

·       Call 911

·       Administer first aid if you are trained to do so

·       Do not attempt to move seriously injured persons

FIRE

·       Collect car keys, purse, and/or wallet, and other personal items and exit the building.

·       Pull the fire alarm while exiting, and note other hazards and any remaining personnel.

·       Proceed to safest exit/stairwell.  DO NOT USE THE ELEVATOR.

·       Close doors behind you, but do not lock them.

·       Stay low to the ground if an area is smoky. Crawl if necessary.

·       Use the back of your hand to feel the upper, lower, and middle parts of closed doors.

·       If the door is hot or smoke is visible, do not open the door. Look for another way out.

·       Never go back into a burning building until cleared by the fire department.

·       Call 911 when safe to do so. Refer to REPORTING AN EMERGENCY above.

·       Check in at the building Emergency Assembly Point (EAP).

EARTHQUAKE

·       Do not run or panic. Duck, Cover & Hold.  Use desks, tables or chairs.

·       Outdoors – Stay away from buildings and falling hazards.

·       Expect aftershocks.

·       Identify what equipment you should shut down to reduce potential hazards when safe to do so.

·       If MAJOR QUAKE (violent motion):

·       Evacuate carefully – take personal items (purse, backpack, keys, cell phone).

·       Report injuries or fires to 911.

·       DO NOT USE ELEVATORS.

·       Exit to Emergency Assembly Point (EAP). Report damage to individual in charge.

·       Do not enter buildings until they are examined and cleared for entry.

·       Await instructions, be patient, help others.

·        If MINOR SHAKE (brief rolling motion):

·       Examine your area for damage.

·       Report damage/hazardous releases to supervisor/building manager.

HAZARDOUS MATERIALS SPILL/RELEASES

·       If MINOR release in the lab:

·       Follow eyewash, rinse, or shower procedures.

·       Clean spill if you have suitable training and equipment.

·       MAJOR release in the building:

·       Call 911 and (650) 725-9999 (24 hrs.) to report the spill.

·       Assist injured people. Isolate contaminated people.

·       Alert lab manager, Supervisor, or Department Chair.

·       Follow evacuation instructions.

POWER OUTAGE

·       Report the outage to Facilities Work Control 650-723-2281.

·       Help people in work areas move to safety.

·       In LABS:

• If safe to do so, secure current experimental work.
• Contact EH&S at (650) 725-9999.
• Keep lab refrigerators/freezers closed during the outage.

ACTIVE THREAT

·       Run/Escape if possible

·       Hide if escape is not possible

·       Fight only as last resort

AlertSU

AlertSU is the university’s emergency notification system. It is used to issue campus-wide emergency alerts and information. AlertSU messages are sent by SMS/text, email, and also by Voice Over IP (desk phones). Go to https://stanfordyou.stanford.edu to sign up for AlertSU notifications.

Emergency Website

Campus information and instructions can be found at the Stanford emergency website: https://emergency.stanford.edu. This site is updated frequently and is the primary source of the most complete and timely information in emergencies.

Outdoor Warning Systems

The outdoor warning system uses seven siren posts located throughout campus. Each siren emits an emergency alert tone and verbal instructions for those who are outside during an emergency.

Blue Emergency Towers

The Department of Public Safety monitors blue emergency towers located throughout campus.  A large, red call button on the tower connects immediately to emergency dispatch. Blue tower calls are routed to 911 dispatchers.

Fire Alarms

Fire Alarms mean that occupants should immediately evacuate the building and proceed to an Emergency Assembly Point (EAP). Never assume a fire alarm is a false alarm. Know the location of the EAP, fire extinguishers, fire alarm pull stations, and exits. The first person to spot a fire should activate the building's alarm system. Employees, students, and others must leave the building and remain at the EAP until they are released or told by emergency personnel that it is safe to re-enter the building.

University Emergency Information Hotlines

●           The main emergency information hotline for the University is (650) 725-5555.

●           The Out of Area information line can be reached at (844) 253-7878.

●           From abroad, call 01-602-241-6769.

Radio Station KZSU

KZSU FM 90.1 is the campus-run radio station. KZSU will broadcast emergency reports during major emergencies on campus.

Community Radio Stations

The Emergency Alert System (EAS) is activated by the US Department of Homeland Security.  These community alerts are broadcast over the following local radio stations:

●      KCBS - 740 AM

●      KGO - 810 AM

Stanford Twitter, Instagram and Facebook Accounts

https://www.instagram.com/stanford

https://www.facebook.com/stanford

https://twitter.com/Stanford

Community Alert and Mass Notification Systems

●      San Mateo County sends emergency alerts to residents who have signed up to receive them at https://hsd.smcsheriff.com/smcalert

●      Santa Clara County sends emergency alerts to residents who have signed up to receive them at http://www.alertscc.com

●      Pacific Gas and Electric (PG&E) sends wildfire emergency alerts and power outage alerts to residents who have provided contact information by setting up an account at https://m.pge.com/#registration

The following are events that the Building Safety Committee should plan for. While other events can occur, the school and/or university would provide direction in those cases. This is also the area where specific and/or unique building information should be listed. The lens through which the below questions should be considered is: “What are the actions and focus of the building departments/programs if one of these events were to occur within the building.”  Remember that the goal of your BEP is to address the following elements:

•  Create an inclusive roster of faculty, staff, and students that are assigned to the building for roll call/check in (see appendix for roster template).
• Develop and understand the actions in response to events listed in this plan for this building.
• Provide direction to building occupants when these events occur.
• Provide status updates about faculty, staff, students, and the building to the School of Humanities & Sciences Department Operations Center (DOC).
• Maintain open channels of communication (AlertSU, SLACK, etc.) with Humanities & Sciences Dean’s Office for situational awareness of ongoing events.

Medical Emergency

• How will the building make the Building Safety Committee (BSC) aware that a medical emergency has taken place in the building?
• What actions will the BSC take when made aware of a building medical emergency?
• Will the BSC notify the Dean’s Office of medical emergencies in individual buildings?
• Will a report be generated and filed? To whom? Will there be a post-event review?
• Who will the check and restock the first aid kit after the event?

Fire Alarms

•  Who will be responsible for check in at the EAP?
• To whom will that headcount information be delivered?
• Will there be follow up to check on individuals who did not report to the EAP?
• Will the BSC notify the Dean’s Office of fire alarm activation(s) in individual buildings?
• Who will follow up on corrective actions needed related to the fire alarm activation?

Power Outage

• Who will be notified if the power goes off in the building?
• Who will be considered the reliable source of information and actions to be taken?
• Who will notify the building occupants as to actions to follow?
• What are the standard actions that should be followed? (Unplug equipment, turn off light switches, switch off disconnects on larger equipment, etc.)
• Where needed are there special notifications of subject matter experts due to specific details of equipment?
• Is there a list of subject matter expert phone numbers?
• Who will determine whether the event is an isolated power outage or a PG&E Public Safety Power Shutoff (PSPS)?
• What are the instructions if this is a PG&E PSPS event? Is working from home an option during a PSPS?

Earthquake

• Who will be responsible for check in at the EAP?
• To whom will that headcount information be delivered?
• Will there be follow up to check on individuals who did not report to the EAP?
• How will building observations be delivered and to whom will the information be delivered?
• Who will be considered the reliable source of information and event actions to be taken?
• Who will notify the building occupants as to actions to follow?
• How will individuals be accounted for if they decide to depart and check on their families?
• What are the directions for occupants on how/when to check in for updates on actions that should be taken post-earthquake?

Hazardous Materials Spill

• How will the building lab make the Building Safety Committee (BSC) aware that a hazardous materials spill has taken place in the building?
• Will the BSC notify the Dean’ Office of hazardous materials spills in individual buildings?
• Will a report be generated and filed?  To whom? Will there be a post event review?
• Will spill kits be checked and restocked after the event?
• Who will follow up with LBRE to determine if facilities repairs are needed?
• Who will follow up with SU EH&S to determine if procedures need updating on lab practices?

Active Threat

• Will the BSC be the point of contact for the building?
• How will the Dean’s Office be notified of an active threat event in a building?
• How will occupants get information in an active threat situation?