Emergency Management Plan Rev. April 2014 FIRE SAFETY RESPONSE PLAN 1. PLAN NAME: FIRE SAFETY RESPONSE PLAN 3. 1. 2. 3. 4.

2. PLAN ANNEX NUMBER: ANNEX “B”

PLAN OBJECTIVE(S): Deliver a rigorous training program to all staff, faculty and students. Maintain and test all fire and safety equipment and systems. Safe evacuation of all individuals. Activate fire, police and EMS municipal response teams as required.

4. END STATE/OUTCOME: 1. Satisfactory evacuation during an emergency. 2. Direct intervention in an emergency and/or quick response by municipal services in response to an emergency call. 3. Return to normal operations. 5. BACKGROUND: Algonquin College offers a diverse spectrum of educational opportunities and community events. The safety and well being of all staff, students and members of the public who attend College facilities is of paramount importance. In addition to a variety of policies, which relate to maintaining a safe environment in which to work and learn, the College maintains a Fire Safety Response Plan to provide a framework for response to fire emergencies. Fire safety is a community concern to which all are obligated. This document gives very specific guidelines for fire emergency situations. Further to this documentation, the Physical Resources Department, responsible for the implementation of these procedures, also oversees the provision of such educational material and fire drills as required by the Ontario Fire Code. This Fire Safety Response Plan was designed for the use of both the Ottawa Fire Department and College staff. A copy of this plan is provided to all college departments and is also available to interested parties upon request through the Physical Resources Department. Emergency Contact Procedures - All College Occupants In the event of a fire emergency, members of the college community can contact Security Services by dialing extension 5000 from any College phone. This is a dedicated emergency phone line, which is monitored on a 24 hr. basis by Security Staff. Emergency telephones are located at most building stairwells and entrances as well as in the parking lots. Signs are posted to indicate their location in parking lots. Emergency phones are yellow in colour and are either a regular telephone handset or a square box with a red button. To place an emergency call, simply pick up the handset or push the red button. Any calls, which are placed directly to 911, are routed through the Security Control Office. Security Staff monitor the call and are in a position to generate an emergency response, as ANNEX B pg. 1

Emergency Management Plan Rev. April 2014 required, or help ensure an efficient emergency response by municipal emergency services. The following site plan indicates the general locations of emergency phones, collection points for persons with disabilities, building first aid kits, fire alarm and enunciator panels and defibrillators. It is intended to be used as a reference for all portions of the Fire Safety Plan and Disaster Response plan. Facilities Woodroffe Campus is located at 1385 Woodroffe Avenue, Ottawa, Ontario and is situated within a heavily urbanized area. The campus has over 1 million square feet of classroom, labs, offices, residential and community service areas that can be found throughout several different buildings. The average Fire Department response time to Woodroffe Campus is approximately five minutes. As a result of expansion over the years Woodroffe Campus utilizes several different fire alarm systems and panels all of which, with a few exceptions, are linked through the main fire panel located in C-Building. All of the fire alarm sounding systems operate in single stage mode. The alarm systems are monitored at two separate locations. The first being, the Physical Plant located in C-Building where the operational condition of the systems is monitored and controlled by Physical Resources Staff during regular working hours. The second location is the main Security Office also located in C-Building where the alarm conditions are monitored on a 24 hour basis and appropriate notifications are made regarding after hour deficiencies and fire alarm activations. The campus fire alarm systems are all supported by an emergency backup generator, which will supply sufficient power to the systems in the event of power interruptions. Both generator powered and battery powered emergency lighting systems are installed in the Woodroffe Campus facilities, as stipulated in the Ontario Fire Code. 6. ASSUMPTIONS: 1. At least minimal Security Staff is available. 2. Security Control Centre is functioning to an operational level. 3. Power is available at the Security Control Centre. 4. Communications Systems function at the Security Control Centre. 7. COMMAND AND CONTROL STRUCTURE: The Fire Safety Response Plan is administered by the Associate Director Safety, Security & Emergency Management in accordance with Policy HS06 – Fire Safety & Emergency Evacuation and implemented in conjunction with Policy HS02 – Emergency Response. During a fire emergency, it is the responsibility of the Associate Director Safety, Security & Emergency Management or designate and the Director Physical Resources or designate to continually report the status of the situation to the Vice President Finance & Administration. I.

ACTIVATION AUTHORITY: The Vice-President Finance & Administration will notify President’s Council to enact the Emergency Management Plan and mobilize the Emergency Operations Centre (EOC), as required, in accordance with Policy HS02.

II.

HUMAN RESOURCES N/A

ANNEX B pg. 2

Emergency Management Plan Rev. April 2014 III.

LOGISTICS N/A

IV.

FINANCIAL SIGNING AUTHORITY N/A

8. SPECIALIZED TASKS/PROCEDURES: Orientation Seminars The Safety and Security section delivers orientation seminars for new staff regularly throughout the year. Similar information is delivered to all students participating in the Student Orientation program and other college staff upon request. The seminars provide participants with information relating to occupational health & safety, security and emergency procedures. Fire Drills Fire drills are administrated through the Physical Resources Department and are conducted at all Woodroffe campus facilities including the Residence annually. In addition, fire drills at the Woodroffe Campus Daycare facility are conducted once per month as dictated by the Fire Code. Drills are conducted by security and Physical Resources staff. All members of the college community present during the drills are required to participate and comply with the Emergency Evacuation Orders. Failure to respond to an alarm in the correct manner will result in corrective measures and refusal to evacuate may lead to disciplinary action. The results of each fire drill, including evacuation times for each building and noted deficiencies are documented and distributed to various college administrators, managers and departments for review and corrective action if required. Maintenance and Inspections All maintenance, upgrades and additions to the fire alarm system are conducted by a certified/authorized fire alarm contractor. The contractor conducts a full inspection of the fire alarm system once per year and corrects any deficiencies. The contractor also corrects deficiencies as reported by a variety of fire safety inspection initiatives. Physical Resources staff conduct a full test of the fire alarm system, including backup generators, once per month. Any noted deficiencies with the system or alarm sounders are immediately reported to the fire alarm contractor for corrective action. Fire hazards may also be reported through regular safety inspections conducted by the Joint Occupational Health & Safety Committee and observations of security staff. Regular inspections involving Security Services and Building Services are conducted with the Ottawa Fire Department. The results of these inspections are documented and deficiencies are forwarded to the Physical Resources Department for corrective action. Fire Alarm System Shut Down In the event that the fire alarm system must be shut down and/or is malfunctioning, Physical Resources will advise Security Services who will notify the Fire Department. Hourly fire watch patrols will be conducted by Security Staff when the system is shut down.

ANNEX B pg. 3

Emergency Management Plan Rev. April 2014 Physical Resources is responsible for notifying the college community and/or affected areas in the event of a fire alarm system shut down. Hazardous Material Storage All College departments that utilize hazardous materials are responsible to maintain an upto-date inventory of materials. Each department maintains material safety data sheets for substances stored in their area. The locations of high hazard areas are indicated on the floor plan of the building in the Fire Fighters Copy of the Fire Safety Plan. Fire Fighters Copies As a result of the various types of systems and panels that are utilized throughout Woodroffe Campus, Fire Fighters Copies that supply greater detailed information regarding fire suppression and detection as well as building systems have been prepared and distributed to the fire department and Security Services for reference during a fire emergency. 9. GENERIC ROLES/RESPONSIBILITIES: I. SUPERVISORY STAFF RESPONSIBILITIES o WHAT Literature A variety of information guides containing fire safety information and evacuation procedures are disseminated throughout the college to all departments. As stated in Policy HS06, it is the responsibility of management staff in each department to ensure that this information is distributed to all staff, faculty and students. This information is also widely available throughout the college at regular distribution points and from the Physical Resources Department. Supervisory Staff Responsibilities  Ensure that all staff are familiar with the fire plan and their responsibilities. The most senior college staff in each location is responsible for overseeing the evacuation of students, staff and visitors within their areas of jurisdiction.  Take charge of the evacuation of staff and students in your area and ensure that staff and students evacuate in accordance with the Emergency Evacuation Orders.  Pay attention to special requirements of persons with disabilities, assisting where necessary, and plan for their evacuation.  If you are aware of any hazardous materials, endangered occupants or other special concerns advise the Fire Department or fire emergency personnel. All Occupant Responsibilities It is essential that all Staff, Faculty and Students are aware of their specific duties and responsibilities under the College Fire Plan. Copies of this plan will be provided to each department. Deans, Directors, Chairs and Managers are responsible to ensure adequate availability of the plan within their areas and ensure that staff read the fire plan annually to ensure they are aware of their responsibilities for fire safety.

ANNEX B pg. 4

Emergency Management Plan Rev. April 2014 The major responsibility of all members of the college community is to ensure the orderly evacuation of students and staff. Each individual must be aware of the procedures to be followed. Algonquin College fire procedures are provided to all students in the form of information guides which are replicated on the emergency procedures web site. These procedures are posted in all classrooms and are discussed with students by class Instructors/Professors after the commencement of classes. Staff Responsibilities  Providing it does not endanger your safety to do so, ensure that equipment in your charge is shut down and secured.  Make sure that no one is left behind when the fire alarm sounds.  Pay attention to special requirements of persons with disabilities, assisting where necessary.  If you are aware of any hazardous materials, endangered occupants or other special concerns advise the Fire Department or fire emergency personnel. Faculty Responsibilities Advise your students on the fire alarm system operation and the Emergency Evacuation Orders at the beginning of each semester. Evacuation routes and emergency exit location should also be identified. It is also suggested that this information be reviewed at least twice during each semester.  Be prepared; know what to do in case of fire.  Control and take charge when the fire alarm sounds.  At the sound of the fire alarm, oversee the safe and orderly evacuation of your class.  Ensure persons with disabilities are assisted, as required.  Providing it does not endanger your safety, shut off machinery, prep rooms and labs in your charge.  Pay attention to the requirements of persons with disabilities and plan for their evacuation.  If you are aware of any hazardous materials, endangered occupants or other special concerns advise the Fire Department or fire emergency personnel. Student Responsibilities Know – The fire alarm procedures and your duties and responsibilities Know – Where the nearest telephone is located (emergency phone, college phone or public payphone) Know – The Emergency Evacuation Orders Know – Where the nearest fire alarm pull station is and how to use it

ANNEX B pg. 5

Emergency Management Plan Rev. April 2014 Know – Where the nearest exit is and where alternate routes are in case the preferred route is blocked Know – Where fire extinguishers and first aid supplies are located and how to use them Know – That failure to respond to an alarm in the correct manner or refusal to evacuate jeopardizes your safety and the safety of other occupants and may also result in disciplinary action Ask – Your instructor or class representative if you have any questions related to your responsibilities regarding fire safety

ANNEX B pg. 6

Emergency Management Plan Rev. April 2014

Emergency Evacuation Orders IF YOU DISCOVER FIRE OR SMOKE: Remain Calm ~ Do not use elevators ACTIVATE the nearest fire alarm pull station CALL the “5000” emergency line from a safe area to report the exact details of the fire CLOSE any doors/windows to the fire affected area, if safe to do so LEAVE the building immediately using the nearest exit, moving to another building or at least 100m/300ft away from the building IF YOU HEAR THE FIRE ALARM SOUND: •

Leave the building immediately using the nearest exit, moving to another building or at least 100m/300ft away from the building. Ensure persons with disabilities are assisted, as required.

•

Persons in charge of a class or meeting or providing a service to the College, shall stop all activity and immediately ensure the class or group members evacuate the building by the nearest safe exit, moving to another building or at least 100m/300ft away from the building.

•

Persons requiring assistance, who are unable to leave the building, shall proceed to the nearest collection point for persons with disabilities or nearest safe exit and wait for assistance from the Fire Department or fire emergency personnel. (Maps indicating collection point and emergency phone locations are available from the Centre for Students with Disabilities)

•

DO NOT enter or return to the building until approved by the Fire Department and notified to do so by fire emergency personnel. See Fire Safety Plan for more detailed procedures

ANNEX B pg. 7

Emergency Management Plan Rev. April 2014 Persons with Disabilities During an emergency, all members of the college community have a moral responsibility to assist in the evacuation of persons with disabilities. Examples of disabilities are: • • • •

visual impairments (reduced vision or blindness) hearing impairments (some degree of hearing loss or deafness) mobility impairments (those who use walkers, crutches, motorized scooters, wheelchairs, canes – may be short or long term) other medical conditions that pose a functional limitation

All persons with disabilities, who are able to use the stairs with or without assistance, shall evacuate according to the emergency evacuation orders.

Persons with disabilities who are unable to use the stairs should: 1. If located on the ground floor, use the nearest safe and appropriate exit (ground level, wheelchair ramp etc.) 2. If located on the second floor of a linked building, move to the next building horizontally. 3.

If the alarm bells are ringing in a building you have moved to; OR you are located on a non-linked floor; OR

you are located in an area that is not described above, proceed to the nearest collection point or safe exit. 4.

Use the emergency phone, if available, to report your location.

5. Wait at that location or inside the stairwell for assistance from the Fire Department or fire emergency personnel. The Security Office may be contacted from any emergency telephone located near the exits. When contacted, Security will note your location and advise you to remain in that location. Either Fire Department personnel or College fire emergency personnel will respond – but only if the situation requires further evacuation. Please be aware that in the vast majority of alarm or alert conditions, the collection point or stairwell locations are the safest place to wait. Many alarm or alert conditions arise that may not warrant taking the risks associated with a manual evacuation of a mobility impaired person, unless it is further determined that the circumstances pose a life safety risk. Even if you are at an exit where there is no emergency phone or you are unsuccessful contacting Security – stay in that location. Wait for the arrival of these fire department or College emergency personnel

ANNEX B pg. 8

Emergency Management Plan Rev. April 2014 OR wait for the “all clear” to be given before leaving the area. College staff or others who are assisting a person with a disability should designate one person to wait in the same location and render assistance, as appropriate. College staff or others who are assisting a person with a disability should not attempt to evacuate the person with a disability from a safe location without the assistance of fire emergency personnel. Security Services maintains emergency evacuation equipment for persons who are mobility impaired. This equipment may be deployed by Security personnel or other responding emergency services personnel, dependent on the circumstances. The equipment is available for use in circumstances where the risk of remaining in a particular location presents a greater threat to life safety than the risks associated with the evacuation of a person to an area of relative safety. Following a fire alarm, which does not necessitate the evacuation of persons with disabilities, Security Services will check all reported locations to ensure all such persons are advised of the “all clear”. Persons with impaired hearing may not perceive audible emergency alarms. In these cases, and where visual emergency alarms are not installed, alternative warning techniques should be given by faculty. This can be done by writing a note indicating the nature of the emergency or by turning the light switch on and off to gain the student’s attention. Then, through gestures or writing, indicate what is happening and what should be done. Assist the student to evacuate the building, if necessary.

10. REFERENCE MATERIAL (FLOOR PLANS - INSTRUCTION MANUALS - INTERNET LINKS ETC.) ANNEX B pg. 9

Emergency Management Plan Rev. April 2014

Safety, Security & Emergency Management

CONFIDENTIAL

Standard Operating Procedure SOP Ref #: OP-07 Date: September 2012 Title: Fire Alarms Procedure

Procedure Dispatch Active fire alarm (10-34) • • •

• • •

• • •

CALL 9-1-1, advise Operator of alarm status, determine if active fire exists i.e.: smoke, smell, witnesses. Dispatch ALL on duty security, T-Sec and Grounds staff of active 10-34. Inform all Security and Grounds Staff to switch to the T-SEC Channel, (If after hours, contact a Physical Resources Electrician, and then page the On-Duty Officer). Send Emergency Broadcast to speakers and phones of affected area. (See EP-03) If a working fire is confirmed contact Charlie 1 Supervisor & Manager. Document evacuation times and all other important details (Record all times, times of notification of the fire department, etc. and the entire on site and off site times for everyone. Ensure the clock that is used is accurate). Co-ordinate all communications as requested. Send "ALL CLEAR" Emergency Broadcast to speakers and phones of affected area. (See EP-03) As part of the termination procedures, prepare a full and comprehensive report once the incident is terminated.

Unit #1

• • •

When the Dispatcher advises of a fire alarm in one of the buildings, proceed immediately to that building’s annunciator panel to confirm the alarm condition. Identify the floor and zone under alarm. When the Dispatcher advises of a fire alarm in one of the buildings stop all activities and await further information. Upon being advised of the alarm location, proceed immediately to the floor in ANNEX B pg. 10

Emergency Management Plan Rev. April 2014

• •

alarm and begin evacuating, as necessary. Once the floor under alarm has been evacuated, continue evacuating the rest of the building unless otherwise instructed. Once evacuation is completed, assist in controlling access to the building. Follow any instructions given by Fire Department. At the termination of the incident prepare a comprehensive incident report.

Unit # 2 • • •

When the Dispatcher advises of a fire alarm in one of the buildings, proceed immediately to that building and begin evacuation. Once evacuation is completed, assist in controlling access to the building. Follow any instructions given by Fire Department. At the termination of the incident prepare a comprehensive incident report.

Mobile # 1

•

• • •

Inform the Dispatcher of your observations and proceed to the main entrance of the building to await the arrival of the Fire Department. Ensure that there is a clear traffic route for the Fire Department upon their arrival and brief the Fire department with all available information. Prevent access to the main entrance of the building by non-essential staff. Essential Staff include – Fire Department Personnel, Police, Security Services and Physical Resources staff. At the termination of the incident prepare a comprehensive incident report.

Please note: That any other on duty security guards are not to attend the fire alarm and are to continue their regular duties. The following exceptions are; shift is undermanned or advised by a supervisor.

Daycare Fire Protocol • • •

Daycare Facility should be treated the same as all other buildings except that both exterior playground gates must be unlocked if there are occupants. Also, if there are occupants, (children), the patrol officer must assist with evacuating occupants into “B” building designated collection point for daycare occupants. Should anyone refuse to evacuate, if time permitting, retrieve their identification and report their conduct in the final report.

Residence Fire Protocol

ANNEX B pg. 11

Emergency Management Plan Rev. April 2014

•

For the residence facilities, the CLC staff has their own internal staff in regards to desk, cleaners, and electrical/mechanical personnel. Hence, Woodroffe Grounds, Caretaking and T-Sec channel staff do not need to be advised of the Fire Alarm at Residence. − − − − − −

Notify fire department Dispatch patrols Send Emergency Broad Cast to speakers and phone to affected area Meet fire department Verify alarm condition on enunciator panel Assist fire department personnel and residence staff with evacuation, panel reset and clearing occupants safely away from the building − Communicate appropriate information to control − Write an official Incident report, once all is complete Fire Evacuation: Persons with Disabilities

•

• • •

Dispatch will record any calls from persons with disabilities indicating their name and location within the building. Persons contacting Security under these circumstances will be advised that their location has been noted and to remain in that location to await either the “All Clear” announcement or a response from fire emergency personnel. Additionally, Dispatch will inform Unit 1 and 2 to look for any other persons at collector points and to advise them accordingly as they move through the building. Dispatch will notify fire department personnel of person(s) at collection point(s). If there is a threat to life safety, the fire department and College emergency response personnel will initiate appropriate rescue measures.

Animal Health Care Facility Procedures in Case of Fire • • • • •

Once personnel have evacuated, identified the location and specific details regarding animals to responding emergency personnel In consultation with emergency personnel determined whether life safety would be compromised by undertaking the evacuation Initiate evacuation in coordination with emergency personnel if safe to do so Wrap cages or contain animals to the G Building garbage facility for temporary shelter Security services will ensure appropriate access

Animal Health Care Facility Procedures in Case of Fire Alarm

ANNEX B pg. 12

Emergency Management Plan Rev. April 2014

• • • •

Once personnel have evacuated, identified the location and specific details regarding animals to responding emergency personnel. If the cause of the alarm is due to fire- see above. If the cause of the alarm is not due to fire- Re-enter the building when notified to do so by emergency personnel. Immediately initiate a check on the health and state of the animals.

Animal Health and Care Facility Evacuation Procedures-General In the event of any other circumstances that may require the evacuation of animals: • • • •

In consultation with emergency personnel determine whether life safety would be compromised by undertaking the evacuation. Initiate evacuation in coordination with emergency personnel if safe to do so. Wrap cages or contain animals and move them to the outside facility for temporary shelter. Security Services will ensure appropriate access.

IN ALL CASES, NOTIFY THE VETERNARIAN OR PERSON IN CHARGE AS SOON AS POSSIBLE

Fire Drills • •

For all facilities: Fire Drills should be pre-scheduled and confirmed through the Safety & Security Supervisors staff. Security should always have prior notice of any and all Fire Drills planned for the Woodroffe Campus. The local Fire Department should always be informed of any scheduled Fire Drill and they should be notified as soon as the Drill is completed.

When alarm is received: • • • • • •

Dispatch Units on Security channel, Grounds staff, Caretaking and T-Sec staff. (Except Daycare drills – only T-Sec & Security staff need be notified). Send Emergency Broad Cast to speakers and phone to affected area. Verify alarm condition on enunciator panel. Assist personnel with evacuation, panel reset and clearing occupants safely away from the building. Communicate appropriate information to control and security supervisors. Write an official Incident Report, once all is complete.

Fire Alarm System Shut Down In the event that the fire alarm system must be shut down and/or is malfunctioning, Physical Resources will advice Security Services who will notify the Fire Department. Hourly fire watch patrols will be conducted by Security Staff when the system is shut down. ANNEX B pg. 13

Emergency Management Plan Rev. April 2014

Physical Resources is responsible for notifying the college community and/or affected areas in the event of a fire alarm system shut down. Hazardous Material Storage All College departments that utilize hazardous materials are responsible to maintain an up-to-date inventory of materials. Each department maintains material safety data sheets for substances stored in their area. The locations of high hazard areas are indicated on the floor plan of the building in the Fire Fighters Copy of the Fire Safety Plan. Fire Fighters Copies As a result of the various types of systems and panels that are utilized throughout the campus, Fire Fighters Copies that supply greater detailed information regarding fire suppression and detection as well as building systems have been prepared and distributed to the fire department and Security Services for reference during a fire emergency. APPENDIX “A” - CRITICAL CONTACT NUMBERS Security Services maintains an updated emergency contact list for local emergency services, outside emergency service contractors and related municipal, provincial and federal agencies that may be required to respond as a result of a fire emergency at the college. The contact list also includes College administrative and executive contacts as stipulated in the College’s Emergency Management Plan.

ANNEX B pg. 14