Emergency Preparedness for UCLA Departments

Emergency Preparedness for UCLA Departments

April 22, 2014

Documents for Preparedness Checklist:

Preparedness Checklist

Encourage employees to sign up for BruinAlertMake or purchase an Emergency Supply Kit.
Ensure that all employees have read the Departmental Emergency Response Plan and are familiar with emergency procedures including relevant building evacuation routes, fire alarm pull-station locations, fire extinguisher locations, assembly areas, evacuation areas for major disasters (see map) as well as procedures for accounting for all persons.
Ensure Emergency Action Plan (EAP) has been written and is available to employees for review. 
 Make sure that employees know what to do if there is an active shooter (pdf) on campus or a bomb threat or suspicious package (pdf).
 Ensure that all employees know how to shelter-in-place and lockdown.
 Make sure that your employees know who their Facility, Floor and Area Wardens are.
 Have a up-to-date Business Continuity Plan.

 

Your Role During an Emergency

Account for your employees.
Report any missing personnel to the Campus Emergency Operations Group (CEOG).
Once the immediate threat of the emergency has ended, inform your employees how to proceed.

 

Departmental Emergency Response Plan (DERP)

What is it?

Departments at UCLA are encouraged to complete a Departmental Emergency Response Plan (DERP).  A DERP outlines the overall response strategy of the department and the communication methods the department will utilize to share information after an emergency.  The DERPs support the UCLA Emergency Operations Plan and are an integral piece of the overall campus response.

The UCLA Office of Emergency Management provides a DERP Template to guide and assist departments through the critical elements of a departmental emergency plan. The template contains the following main elements:

  • Role of the Department & Deans in Emergency Response
  • Procedures on gaining department status after an emergency
  • Emergency Contact Information for the Department
  • Procedures for providing information to employees after a disaster
  • Important Campus Emergency Phone numbers
  • General Emergency Response Actions for events such as fire, hazmat spill, earthquake, bomb threat and civil disorder
  • Guidelines for Accommodating People with Access or Functional Needs
  • Emergency Supply kit recommendations and locations
  • Department Operations Center staffing and activation procedures
  • Department Status and Loss Reporting procedures

Who is it for?

ERPs are department-specific plans. Departments should make their DERP available to all of their employees.

How is it used?

Completion of a DERP helps departments identify redundant essential personnel (primary, secondary and an alternate) for critical positions or functions. It also helps UCLA departments in orienting newly hired employees on planning procedures and practices. However, work doesn't stop with the completion of the plan. Plans must be tested, exercised, updated and revised continuously as new people are promoted, transferred or retire.  It is important to conduct quarterly and annual training and exercises, and maintain proactive updates of the plan once it is established. OEM can provide technical assistance to departments in completion of their plans.

What can I do?

Make sure that you are familiar with your department's emergency response plan and attend any training that is offered. Contact OEM if you would like to arrange additional training. 

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Emergency Action Plan (EAP)

What is it?

The California Division of Occupational Safety and Health (Cal OSHA) requires every workplace have an Emergency Action Plan (29 CFR 1910.38(a)).  The Emergency Action Plan outlines important emergency response information such as:

  • Emergency Reporting Procedures
  • Evacuation Routes
  • Assembly Areas
  • Staff Rosters and Accountability
  • Staff Responsible for operating critical plant equipment before evacuation
  • Location of Fire Alarm Pull Stations and Fire Extinguishers
  • Rescue and Medical duties for those able to perform them
The EAP must be in writing and be made available to employees for review at any time.  UCLA provides an EAP Template (Excel spreadsheet with multiple pages) as a guide.

Who is it for?

Emergency Action Plans are for UCLA employees. They are specific to work areas and are not department specific, although collaboration is an important aspect of emergency planning and is encouraged for creation of your EAP. A workplace is typically considered any suite of offices, lab, or smaller floor of a building. Each EAP will typically cover up to 20 persons, although exceptions can be made. The creation and update of the Emergency Action Plan is the responsibility of the Area and/or Floor Warden of each workspace. Please consult with the Office of Emergency Management if any questions arise during the creation of your EAP or selection of Area and Floor Wardens. 

How is it used?

EAPs should be used to plan and prepare for emergencies at the workspace level so that if an emergency occurs, UCLA employees will know what to do. For example, the EAP helps to guide, evacuation, assembly, sheltering-in-place and other staff responsibilities.

What can I do?

Make sure that your workspace has an up-to-date EAP. If you are not sure where to find your EAP, ask your Floor and/or Area Warden.

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Facility, Floor, and Area Warden Manual

What is it?

The Facility, Floor, and Area Warden Manual guides personnel selected to assist in the implementation of workplace Emergency Action Plans and provide for the safe emergency response to any incident.

Who is it for?

This manual is for Facility, Floor, and Area Wardens.

How is it used?

It is used to prepare wardens in the case of emergency as it explains their roles and responsibilities in detail.

What can I do?

If you are a warden, make sure that you have read the manual and attended training courses that are offered by the OEM. If you are not a warden, make sure you know who your facility, floor, and area wardens are!

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Resources

BruinAlert on Twitter and Facebook
UCLA Office of Emergency Management on Facebook
Staff & Faculty Counseling Center
Campus Emergency Plans