Emergency Response Plan (School/CSU/Faculty name)
Victoria University of Wellington PO Box 600 Postal Address Wellington 6140 NEW ZEALAND Phone: (04) 472 1000 Fax: (04) 499 4601 Contact details Email: [email protected] Website www.victoria.ac.nz
Police, Fire, Ambulance (1) 111 Campus Care Emergency x 8888 or 04 463 9999 Emergency contacts
Fire & Emergency Coordinator x 5729 Victoria Rescue Team x 8888 or x 5729
Our local station for emergency Radio information is: More FM 95.3 FM, 99.7 FM
Last revised November 2011
M: Operations; 05 Risk management & Business Continuity; 01 Risk Management Guidelines – Essential Documentation; 20309 EM Plan template (JM)
Page 1 of 25 1 Introduction This plan outlines how Victoria University of Wellington will respond in the event of an emergency. 2 Contents
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 2 of 25 3 Basic emergency response process
While every event is unique, there are some basic steps to follow when responding to any emergency, which are outlined below:
The Manager or Head of School must be advised in all cases.
M: Operations; 05 Risk management & Business Continuity; 01 Risk Management Guidelines – Essential Documentation; 20309 EM Plan template (JM)
Page 3 of 25 4 School/CSU contact list Replace this list with your staff list as required. After hours Position Name Day Contact details Responsibility Contact details Note if staff member is a land line and mobile land line and mobile Fire Warden or First Aider PVC/Dean/Director Head of School/Manager School Administrator Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Other
M: Operations; 05 Risk management & Business Continuity; 01 Risk Management Guidelines – Essential Documentation; 20309 EM Plan template (JM) Page 4 of 25 Family contact information After hours Position Name Relationship Day Contact details Contact details land line and mobile land line and mobile PVC/Dean/Director Head of School/Manager School Administrator Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Staff member Other
M: Operations; 05 Risk management & Business Continuity; 01 Risk Management Guidelines – Essential Documentation; 20309 EM Plan template (JM) Page 5 of 25 School or Unit Specific Plans
Insert School/CSU name here
List locations of emergency food, water and other emergency kit. Staff who are taking medication should consider sufficient supply for use in an emergency.
Sample of a specific plan shown below
Information should be kept of who is on site and/or on field trips
School of Engineering and Computer Science
Hazardous Substance Spills CO244 Contains a chemical store, MSDS are in a yellow folder next to the door for easy retrieval. A spill kit is located in CO244. List of Chemicals held in the School’s hazard register. School Electronic Technical staff to be informed of incidents immediately as well as School Safety Officer. Follow the Hazardous substance spill directions on Page 16 of this plan
Fire Sprinkler Activations
Sprinkler activations on level 2 or level 3 Cotton WEST
Levels 2 and Levels 3 of Cotton West are located above the University Computer Data Centre and Machine room. Any sprinkler activations in level2 or level 3 put the Data centre at risk. Sprinkler activations will involve a fire alarm sounding and you must evacuate the building as per fire instructions, but if you note sprinklers going on level 2 or level 3 inform the floor warden or building warden immediately you exit the building.
Ensure ITS is informed and protection and recovery plans can be put in place.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 6 of 25 Evacuation Evacuation may be required to ensure the safety of staff and students in an emergency event. To practice building evacuations, trial evacuations (also known as Fire Drills) are conducted 6 monthly for all buildings in accordance with the Fire Safety and Evacuation of Buildings Regulations 2006. Evacuation boards with instructions for fire and earthquake are placed in all buildings; the Victoria University standard format is shown below.
Sample evacuation board
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 7 of 25 Emergency communications plan – staff and students In any emergency event, staff and students will be kept informed of the situation through the provision of relevant, accurate and up to date information. This will be achieved through a combination of mediums, such as web updates, e-mail, text and social media.
Emergency communications plan for staff and students For immediate information to staff and students the University will email all staff (includes PhD students), and where appropriate, text students. Information can also be provided as a pop-up on student computers and on digital displays across our campuses. Up to date information will be published on the University’s official website (www.victoria.ac.nz) and on its Facebook page (www.facebook.com/victoriauniversityofwellington). Twitter and main stream media will also be used to broadcast relevant information more widely. A University Communications and Marketing representative will work directly with the Incident Controller and the Senior Management team to ensure all information is accurate and appropriate.
The University’s role in a Civil Defence emergency Civil Defence preparedness and response generally falls into three categories: Ensuring the safety of students and staff on Campus during a civil defence emergency Helping the wider University community during a civil defence emergency, as part of a response coordinated by the University Incident Management Team Helping the wider Wellington City community during a civil defence emergency, as part of a response coordinated by the Wellington Emergency Management Office and/or the National Crisis Management Centre The Incident Management Team will advise Heads of School if their buildings or parts thereof are required as part of the emergency response effort. Note: The University’s primary focus will always be concentrated on University people and property; our ability to contribute to wider city response efforts will only be possible if and when extra capacity and resources become available.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 8 of 25 Emergency Contacts List
Emergency Services contact information
Police, Fire, Ambulance (1) 111 Urgent line 0800 764 766 National Poison centre Non-urgent 03 479 7284
University Emergency contact information Emergency line x 8888 or 04 463 9999 Control Room (Kelburn Campus) Non-urgent x 8366 Fire & Emergency Coordinator x 5729 or 027 563 5729 Victoria Rescue Team x 8888 or x 5729 FM Service Desk x 6600 Student Health Services x 5308 Human Resources Manager xxxx Student Health X 5310
Emergency Operations Centre x 9966 or (Kelburn Campus) x 9984
Civil Defence contact information Wellington Emergency (04) 460 0650 Management Office Wellington Region Civil Defence (04) 384 5708 Emergency Management Group Ministry of Civil Defence (04) 473 7363 Emergency Management
The scenario responses below include, in some cases addition support required. E.G Student Health, Human Resources or staff support.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 9 of 25 Response Actions Appropriate response actions that allow for every variable for a particular incident or range of hazards cannot be listed in a tick box format. The scenario response actions on the following pages are therefore suggested recommendations and guides that follow a logical sequence or timeline, but do not account for the entire range of human responses. In addition to this plan copies of the Emergency Instructions Poster should be prominently displayed in all Campus buildings. The poster as shown below is a summarised version of the main response actions staff and students should take for the different types of emergency. Sample Emergency Instructions poster
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 10 of 25 5 Fire
Response actions (as appropriate) Activate the fire alarm Discovery of a fire Call 111 and x 8888 If safe to do so extinguish the fire
On hearing For Schools, Lecturers should direct their class to the designated the alarm assembly point(s)
Walk calmly and quickly and avoid panic
Ensure students / visitors with disabilities are assisted by a responsible person
Ensure any visitors are included in the evacuation
Fire Wardens to check rest areas, bathrooms and common rooms en route to the designated exit point
Do not return to the building until given the Returning to the building all clear by the NZ Fire Service or the Fire & Emergency Coordinator The continuing operation of the school/CSU will be determined by the extent of the fire Ongoing operations following a fire and the availability of resources such as buildings, services, equipment, staff and other resources.
The responsibility of whether or not to continue school/CSU functions rests with the Senior Management Team of the University, in consultation with Campus Services.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 11 of 25 6 Earthquake
Response actions (as appropriate) If indoors: During an earthquake Drop, take cover under a desk or table and to hold onto the legs until the shaking stops Keep away from shelves containing heavy objects and other large items of furniture Keep away from windows Stay indoors until the shaking stops and you are sure it is safe to exit
If outside: Move no more than a few steps away from buildings, trees, streetlights and power lines, then Drop, cover and hold
Ensure your personal safety first When the shaking Check those around you and offer help if necessary stops If anyone requires medical assistance, call 111 and/or administer first aid. Call Campus Security x 8888 Evacuate if required Keep staff and students away from dangerous areas If the CSU/school is located near the coast line be aware of the possible risk of Tsunami Listen to the radio for instructions from Civil Defence. The continuing operation of the school/CSU will be determined by the severity of the earthquake and the availability of resources such as Ongoing buildings, services, equipment, staff and other resources. operations following the The responsibility of whether or not to continue school/CSU functions earthquake rests with the Senior Management Team of the University, in consultation with Campus Services.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 12 of 25 7 Tsunami
Response actions (as appropriate)
When a Warning times depend on the origination of the tsunami, and can vary tsunami from several hours to a few minutes; follow directions of Civil threatens Defence/Emergency Services and be aware of natural warnings
If instructed to evacuate, move to nearest safe area (upper levels of buildings, higher ground 35metres above sea level, or at least 1km inland)
Do not return after the first wave as there may be several larger ones following
Wait for further instructions and an ‘All Clear’ from Civil Defence authorities; it may not be safe to return for up to 24 hours
If there is time, take your essential personal items and/or emergency kit with you
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 13 of 25 8 Flooding/Storm/Severe Weather Event
Response actions (as appropriate)
Storm Ensure all windows and doors are closed conditions /flooding reported or sighted Pick up any debris around the outside of your workplace that could become airborne or contact the FM Service desk on x 6600 who will arrange for it to be done for you
If you have to move outdoors be aware of flying debris
During heavy rain be mindful of surface flooding caused by overloaded storm water systems or blocked drains
Switch off any electrical equipment that could be affected by floodwaters, and move any valuable documents or equipment to a safe area
Report any damage or flooding to Campus Care on x 8888
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 14 of 25 9 Gas leak
Response actions (as appropriate)
If gas leak is suspected Give a verbal warning to those in the immediate area
If possible and safe to do so open windows to allow the gas to dissipate
If possible and safe to do so, turn off ventilation and machinery and ensure that naked flames are extinguished
Do not: operate any electrical switches, including lights or alarms use cell phones in area where leak is occurring allow anyone to smoke in the vicinity
Evacuate the building avoiding the areas of contamination as best as possible and closing doors behind you
Call emergency services (111) from a safe location and Campus Security x 8888
Do not return to the building until the ‘All Clear’ has been given
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 15 of 25 10 Hazardous substance spill
Response actions (as appropriate)
Become aware of All hazardous substance spills must be treated as toxic and dangerous; hazardous they can be in liquid, solid, powder or gas form substance spill Do not touch the suspect material; remove everyone from affected area if safe to do so. Consider evacuation of entire school / CSU if required
Isolate and contain the hazardous material by closing doors, and turn off isolation switches, ventilation and machinery if safe to do so
Notify others verbally; do not activate building alarms or other electronic equipment
If required, contact emergency services on 111 and Campus Security x 8888
Give appropriate first aid to anyone in contact with the spill
If available, provide Safety Data Sheets to Emergency Services on arrival
Do not return to the building until the ‘All Clear’ has been given
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 16 of 25 11 Suspicious persons/criminal activity
Response actions (as appropriate)
Suspicious Ensure personal safety or criminal activity From a safe location call Campus security on x 8888 giving as much detail as possible (description, location, direction of travel of offenders)
Alert other staff to assist as appropriate
Isolate and preserve a crime scene for later forensic examination
Do not engage in conversations with unauthorised visitors or media
In protest or unrest situations withdraw to a place of safety
Follow instructions from Campus Security. The NZ Police will take charge when they arrive.
Do not return to the scene or building until the ‘All Clear’ has been given
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 17 of 25 12 Violent intruder The aftermath of a violent intruder incident will require careful management as even in the ‘best case’ scenario of no one being killed or injured there will be traumatised staff and students, concerned parents, confusion, disruption and extensive media interest.
Response actions (as appropriate)
Shots are Call 111 heard or a Identify yourself and your school/CSU, including address violent Details of situation intruder is Details of any casualties active on Description of weapons used, shots fired etc campus Description, location and identity of offender if known Identify the 'target' of aggression if known Call Campus Security x 8888 when safe to do so
Remove yourself and others from immediate danger where possible Alert other staff/students (do not use fire alarm)
Move everyone out of hallways/common areas and into rooms
Lock and/or barricade doors/windows, keep quiet and do not leave the classroom until safe to do so
If a hostage situation ensues follow all instructions from the captor, speak only when spoken to and sit down (if possible) to avoid appearing aggressive
If offender leaves the scene note direction of travel or vehicle used
Once police arrive, liaise with them to secure crime scene(s)
Following the Student Counselling Services and the Staff Support Team (SST) should be incident contacted to provide support
Liaison with the media should only be undertaken by the Communications & Marketing Representatives in conjunction with the NZ Police
Decisions to temporarily close or continue operating should be based on health professionals’ advice
Continue to monitor the wellbeing of students and staff
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 18 of 25 13 Serious injury or death The sudden death (or serious injury) of a student or staff member may adversely affect the physical and emotional wellbeing of people within the victim’s community. The event also has the potential to cause sudden and/or significant disruption to the effective operation of a school/CSU if the aftermath is poorly or insensitively handled; furthermore, it can attract adverse media or public comment.
Response actions (as appropriate)
Ensure your own safety. Assess area for danger (e.g. live wires, poisonous Death / substances etc) serious injury occurs at Do not assume death has occurred – give immediate first aid school or CSU Call emergency services (dial 111) and Campus Security x 8888
Notify Manager/Head of School; isolate and contain the area
Action after Manager/Head of School to advise (as soon as possible): medical personnel Senior Management Team and staff have taken Communications & Marketing Team over Consider accompanying police to advise next-of-kin
Advise Student Counselling Services and/or the Staff Support Team as required
Complete Accident report form with all known details Notify the Campus Safety Coordinator (6053)
If the death or serious injury occurs outside of the school/CSU, follow the appropriate steps noted above.
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 19 of 25 14 Suspicious letter or package
Response actions (as appropriate) Note the location of the package and a description of it (markings etc General Do not touch, examine, shake or attempt to move the package Check with the addressee to see if they are expecting the package Remove everyone from immediate area From a safe distance call the police (111) and advise them of the circumstances, the description of the package and its location. Note: do not use a cell phone or other radio device anywhere near the package. As appropriate, position staff at a safe distance to direct people away from the area where package/letter is. Follow instructions from Campus Security who will take control of the scene in conjunction with the NZ Police If you open a letter/package Put on gloves and place opened letter/package in a plastic bag and discover powder If hands or any part of the body may have come into contact with the envelope or package then wash with soap and hot water If contents spilled Do not clean up or wipe spilt contents Avoid breathing the powder or spores Clear and isolate the area Switch off air conditioning Wash hands with soap and hot water Call the police (111) as per above If contents are spilt on clothing Select a nearby unoccupied room for changing Remove clothing and place in plastic bag Shower with soap and hot water Call the police (111) as per above Call Campus Security x 8888
M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 20 of 25 15 Bomb threat Keep calm. Do not hang up. A dialogue with the caller is important as information that may be gleaned from the caller can help assess the current situation and help police with further inquires. Let the caller talk, ask the questions as the opportunity arises and avoid being confrontational Questions Answers When is the bomb going to explode? Where is the bomb? What does the bomb look like? What kind of bomb is it? What is the explosive type and quantity? Why did you place the bomb? What is your name? Where are you? What is your address? Exact wording of the threat: The Caller Sex: Male Female Estimated age: Any speech impediment (specify): Accent (specify): Voice- loud – soft etc: Speech – fast – slow etc: Manner, calm emotional etc: Did you recognise the voice? Yes No If so who do you think it was? Was the caller familiar with the area? Yes No Threat Language Well spoken Irrational Message read by caller Other: ______ Incoherent Taped Abusive Any background noises? Street noise Aircraft Music Vehicle House noise Voices Machinery Other: ______Call taken
Date: __/___/____ Time: Length of call: Number called:
This checklist for bomb threats should be kept by the phone. Staff who would normally answer the phone should be briefed on the questionnaire to ensure some familiarity with it. A pre-printed version of the check list is available from police and may be preferred over this list for convenience. M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 21 of 25 16 Appendix A – Safe assembly points per building
Delete as required
Building Description Safe Assembly Points ADAM ART GALLERY Hunter car park/Gate 3 access road ALAN MACDIARMID BUILDING Gate 6 car park/Cotton car park BOYD-WILSON ARENA/DOWNER OFFICES Waiteata Road car park COSTAL ECOLOGY LAB Southern car park next to garage COTTON BUILDING Gate 6 car park/Cotton car park east CS BLOCK, WELLINGTON HOSPITAL Refer Wellington Hospital plan 27 CAMPBELL STREET East side Campbell Street 31 CAMPBELL STREET East side Campbell Street 31B CAMPBELL STREET East side Campbell Street 33 CAMPBELL STREET East side Campbell Street CENTRAL SERVICES BUILDING Cotton car park east 2 CLERMONT TERRACE (ECEC) Lawn area Salmont Place 4 CLERMONT TCE (ECEC) Lawn area Salmont Place 39 DONALD STREET East side Donald Street EASTERFIELD BUILDING East side Kelburn Parade 67 - 71 FAIRLIE TERRACE Car park at rear of 71FT 77 FAIRLIE TERRACE 77FT amphitheatre/83 FT car park 81 FAIRLIE TERRACE West side Fairlie Terrace 83 FAIRLIE TERRACE West side Fairlie Terrace 85 FAIRLIE TERRACE West side Fairlie Terrace 86 - 90 FAIRLIE TERRACE East side Fairlie Terrace 92 FAIRLIE TERRACE East side Fairlie Terrace 94 FAIRLIE TERRACE East side Fairlie Terrace GOVERNMENT BUILDINGS Stout Street/Lambton Quay/Bunny Street HUNTER/ROBERT STOUT BUILDINGS Hunter lawn/Hunter courtyard KARORI MAIN CAMPUS Tennis courts/Tennant car park KIRK BUILDING East side Kelburn Parade 6 KELBURN PARADE West side Kelburn Parade 10 KELBURN PARADE West side Kelburn Parade 14 KELBURN PARADE West side Kelburn Parade 16 - 18 KELBURN PARADE West side Kelburn Parade 20 KELBURN PARADE West side Kelburn Parade 22 KELBURN PARADE West side Kelburn Parade 24 KELBURN PARADE West side Kelburn Parade 42 - 44 KELBURN PARADE West side Kelburn Parade 46 KELBURN PARADE/MARAE West side Kelburn Parade 48 KELBURN PARADE West side Kelburn Parade 50 KELBURN PARADE West side Kelburn Parade 93 KELBURN PARADE South side Kelburn Parade LABY BUILDING Cotton car park east/East side Culliford Drive MACLAURIN LECTURE THEATRES Gate 6 car park/East side Kelburn Parade MUSIC BLOCK East side Fairlie Terrace/East side Culliford Drive MURPHY BUILDING West side Kelburn Parade OLD KIRK BUILDING Outside north end of Rankine Brown Building PREFAB 4 (BEHIND 16KP) West side Kelburn Parade PREFAB 5 (BEHIND 20KP) West side Kelburn Parade RANKINE BROWN East side Gate 3 access road RECREATION CENTRE Courtyard outside main entrance RUTHERFORD HOUSE Lambton Quay/Bunny Street M: Operations; 06 Emergency: Emergency & Incident Management; Emergency Response Plans; 111117 EM Plan template draft (RB)
Page 22 of 25 49 RAWHITI TERRACE East side Rawhiti Terrace RAILWAY STATION (WEST WING) Bunny Street STUDENT UNION AND MEMORIAL THEATRE Hunter Car park/Gate 3 access road 139 VIVIAN STREET Cobblestone Park VON ZEDLITZ/HUGH MCKENZIE LT'S West side Kelburn Parade 24-32 WIGAN STREET South side Wigan Street 2 - 4 WAITEATA ROAD Gate 3 access road behind library 6 WAITEATA ROAD Gate 3 access road behind library 10 WAITEATA ROAD Gate 3 access road behind library 12 WAITEATA ROAD Gate 3 access road behind library 14 WAITEATA ROAD (JENNESS) Gate 3 access road behind library 16 WAITEATA ROAD (GLENN SCHAEFFER) Gate 3 access road behind library
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Page 23 of 25 17 Appendix B - Main site maps The four main Campuses at Kelburn, Pipitea, Karori and Te Aro all have detailed site maps available on the website at http://www.victoria.ac.nz/home/about/maps/
Sample map - Victoria University City Campuses
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