EMERGENCY PLAN

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EMERGENCY PLAN

PALMERSTON NORTH REGION

2008

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Massey University Issue Date: July 2008 Issue No:2008/1

Regional Facilities Management Emergency Plan Contents Page i

Foreword

Emergency Contacts Directory 1.0 Emergency Plan

2.0 Information and Structures

3.0 Communication and Transport

4.0 Local Emergency Plan and Templates 5.0 Types of Emergencies – Fire

6.0 Types of Emergencies – Earthquake

7.0 Types of Emergencies – Flooding on and off Campus

8.0 Types of Emergencies – Hazardous Spills Policy, Hazardous and Infectious Substances

9.0 Types of Emergencies – Domestic Gas Leak

10.0 Types of Emergencies – Accident Contact with Human (or Infectious Animal) Blood, Serum, or Fluids

11.0 Types of Emergencies - Explosion

12.0 Types of Emergencies – Entrapment in a Lift

13.0 Types of Emergencies – Volcanic Activity

14.0 Types of Emergencies – Vehicle Accidents

15.0 Types of Emergencies – Intruders

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Regional Facilities Management Emergency Plan Contents Page ii

16.0 Types of Emergencies – Bomb Threat 17.0 Types of Emergencies – Armed Robbery

18.0 Types of Emergencies – Building Occupation Following Protest Action

19.0 Types of Emergencies – Field Trips 20.0 Rescue

21.0 Accident/Medical

22.0 Evacuation of Buildings/Areas

23.0 Loss of Essential Services

24.0 Accommodation and Catering

25.0 Critical Incident Management Plan

Acknowledgement

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Regional Facilities Management Emergency Plan Forward Page 1

FOREWORD

Welcome to this revised edition of the Palmerston North Emergency Plan. The Emergency Plan is a living document and will constantly be revised as changes arise.

The primary objective of the plan is to enable the University to respond effectively and in an organised manner during the immediate aftermath of an emergency. This Emergency Plan is the “ambulance at the bottom of the cliff” and thus prevention of accidents and emergencies is the priority. This will include reporting hazards and accidents before they occur and thus preventing an emergency situation.

Colleges and Departments are required to prepare their own more specific Emergency Plans. Any such plans prepared should be compatible with the Region’s Emergency Plan. A template for a local Emergency Plan is included within this Emergency Plan. The Departments are also required to test the Emergency Plans, so that they see if they meet their needs and to determine any flaws.

I expect that all regional staff should have a degree of familiarity with the plan and those staff with assigned responsibilities (identified within this plan) to be competent in undertaking those roles.

Whilst this plan deals only with the immediate aftermath of an emergency, it is essential that business continuity planning also occur so that systems and processes are in place to enable the University to become fully operational as soon as possible after an emergency.

Only the Deputy Vice Chancellor (Palmerston North) or delegated authority has the authority to declare an emergency and announce evacuation of the Campuses. The system of emergency sirens is being developed to notify all personnel of a major evacuation of the Turitea and/or Hokowhitu sites (see Section 22).

Professor Ian Warrington DEPUTY VICE CHANCELLOR PALMERSTON NORTH

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Regional Facilities Management Emergency Plan Forward Page 2

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Regional Facilities Management Emergency Plan Emergency Numbers Page 3

EMERGENCY CONTACTS DIRECTORY

PALMERSTON NORTH EMERGENCY SERVICES

1. Dial 111 and state service required:

(Fire-Ambulance-Police)

2.. Call Campus Security (extn 5030 or 06 3505030) And give EXPLICIT details and the problem & location

MASSEY UNIVERSITY EMERGENCY APPOINTMENTS

Emergency Operations Room (Common Room - Regional Facilities Management)

During Work Hours: Extension 5984 or 350 5984 or 354 7610

Email: [email protected]

Deputy Vice Chancellor (Professor Ian Warrington)

During Work Hours: Extension 5243 or 350 5243

After Hours: 021 578 323

Email: I.Warrington @massey.ac.nz

Regional Registrar: Student Life (Dr Sandi Shillington)

During Work Hours: Extension 4311 or 356 4311

After Hours: 021 241 3396

Email: [email protected]

Emergency Controller (Mr Paul Compton - Regional Registrar , Facilities Management) During Work Hours: Extension 5181 or 350 5181

After Hours: 0275 414 999

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Security/Traffic Regional Facilities Management (Mr Phil Taylor - Manager, Security/Traffic) During Work Hours: Extension 2133 or 350 2133

After Hours: 027 226 2803

Parking/Traffic Regional Facilities Management (Mr Ken McEwen – Manager, Parking/Traffic) During Work Hours: Extension 5034 or 350 5034

After Hours: 027 249 6812

PNCC Co-ordinator (Mr Stewart Davies - Manager, Venue Management) During Work Hours: Extension 2221 or 350 5888

After Hours: 0272 478 797

Health and Safety (Mr Brian Best - Regional Health and Safety Advisor) During Work Hours: Extension 2946 or 356 9099

After Hours: 0274 776 641

MUSA Radio ( Mr Regan Hawea - Radio Control Manager)

During Work Hours: Extension 4526 or 356 9099

After Hours: 025 275 8584

Studio: Extension 4994

Communications and Marketing (Mr James Gardiner – Acting Director of Communications) During Work Hours: Extension 5562 or 350 5562

After Hours: 021 275 3394

Accommodation – Students (Mr Jason Auva’a)

During Work Hours: Extension 81039 or 356 9099

After Hours 027 246 2315

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Catering (Mr Alan Shannon - Spotless Services)

During Work Hours: 81087 or 356 9099

After Hours: 027 550 4427

Accommodation Facilities (Mrs Mella Chand – Residential Services / Campus Living)

During Work Hours: 7616 or 3507616

After Hours: 027 243 4562

Institute of Rugby (Mr Denis Jenkins)

During Work Hours: 5844 or 350 5844

After Hours: 027 600 5044

Student Counselling Service - see section below

Massey Medical Centre – see section below

Vehicle Fleet Compound (Mr Kevin Worthington – Vehicle Fleet Officer) During Work Hours: 2341 or 350 5050

After Hours: 027 249 5527

Agricultural Services (Byron Taylor)

During Work Hours: 7588 or 350 7588

After Hours: 027 3237237

Massey University Communications Advisor Contacts

Acting Director of Communications (James Gardiner)

After Hours: 021 275 3394

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Communications Manager/Palmerston North Campus Communications Advisor (James Gardiner) During Work Hours: 5255 or 350 5255

After Hours: 021 275 3394

Senior Communications Advisor/College of Business (Helen Vause)

During Work Hours: 9421 or 09 414 0800 – 9421

After Hours: 0275 400 701

Senior Communications Advisor/Auckland Campus (Jennifer Little) During Work Hours: 9331 or 09 414 0800 ext 9331

After Hours: 027 453 4562

Communications Adviser Auckland Campus (Jennifer Little)

During Work Hours: 9331 or 09 414 0800 ext 9331

After Hours: 027 453 4562

Wellington Campus Communications Advisor/College of Creative Arts (Katherine Hoby)

During Work Hours: 62334

After Hours: 021 821 835

Communications Advisor Colleges of Sciences/Humanities and Social Sciences (Lindsey Birnie) During Work Hours: 5185 or 06 350 5185

After Hours: 0275 345 622

Communications Advisor College of Education (Kereama Beal)

During Work Hours 5019 or 06 350 5019

After Hours 0274 718 571

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Electronic Publications Coordinator (David Wiltshire) During Work Hours 5370 or 06 350 5370

After Hours 0276 451 916

Massey University Medical Centre Contacts Medical Officer (Dr Mark Morris – Director)

During Work Hours: 350 5533

Medical Officer (Dr Anthony Kriechbaum)

Medical Officer (Dr Jade Robertson)

After Hours: 021 057 9498

Nurse (Mrs Maureen Cowan – Principal)

Nurse (Mrs Penny Merrall)

Secretary (Miss Teena Te Whaiti)

After Hours: 0274 799 974

Medical Officer of Health (Dr Jill McKenzie – Palmerston North Hospital)

After Hours: 350 9110

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Regional Registrar – Student Life (Dr Sandi Shillington)

After Hours: 021 241 3396

Community Manager (Mr Jason Auva’a)

After Hours Duty Manager: 350 5331

Massey University Community Support Contacts

Residential Community Manager (Duty On-call Manager)

During Work Hours: 81044

After Hours: 027 633 1117

Student Counselling Service (Mr Mark Rainier)

After Hours: 027 553 5920

Massey Medical Centre (Dr Mark Morris – Medical Director)

Security Manager Regional Facilities Management (Mr Phil Taylor) During Work Hours: 2133 or 350 2133

After Hours: 027 226 2803

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SECTION ONE EMERGENCY PLAN

Regional Facilities Management Emergency Plan Section 1

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Regional Facilities Management Emergency Plan Section 1 Page i

1.0 Emergency Plan

1.1 General... page 1 1.2 Organisation... page 1 1.3 Communications ... page 2

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Regional Facilities Management Emergency Plan Section 1 Page ii

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Regional Facilities Management Emergency Plan Section 1 Page 1

1.0 EMERGENCY PLAN 1.1 General

This plan outlines in general terms the control arrangements and resources available in the event of an emergency. The plan is intended to cover a wide range of emergencies such as earthquake, volcanic activity, flooding, fire, bomb threat, chemical spillage and building service failure. Security is required to be contacted first, in all emergency occasions, and then they can decide if to upgrade the situation to be referred to as of a more critical nature. Contacts are shown in the lift out Emergency Contacts Directory.

The plan is not scenario based but it is intended that in a particular emergency as much of the control organisation and resources as is necessary be activated depending on the size and nature of the emergency.

The plan extends coverage to include Campus Living, Kohanga Reo Te Uru Karaka, Manaaki Whenua - Landcare Research NZ Ltd and Massey Child Care Centre Inc, Hokowhitu Childcare, Hopkirk Building, Spotless Catering/Cleaning and other organisations on campus, whether permanent or not.

A Critical Incident Plan has been incorporated into the Emergency Plan. Its purpose is to address the need to assist staff and students who have been involved in a situation which has had sufficient impact to overwhelm the usual coping strategies of individuals or groups, in order to expedite their return to normal function.

1.2 Organisation

The organisation for a large scale emergency is shown in Section Two, Information and Structures.

The Communication Plan refers to Palmerston North Campus only. All references are to the Palmerston North Emergency Planning Organisation, unless otherwise stated. If the nature of the emergency is such that command is to be escalated to the Office of the Vice Chancellor for national-level coordination, a clear statement on this will be made during the course of the emergency.

The Emergency Planning Committee will consist of the Regional Registrar Facilities Management, Regional Registrar Student Services, Regional Health and Safety Advisor and representatives from Venue Management and Student Counselling Services. In addition, other personnel may be co-opted to this Committee as required.

Its purpose is to determine response strategy decisions concerning the emergency and if necessary, to make representations for major assistance. This Committee will normally make decisions in such areas as whether to suspend lectures and other operational activities, whether to evacuate the University, and matters of similar

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importance. In the first instance, always contact security, they will make the decision whether to upgrade the emergency.

The Massey Emergency Control HQ will be located in the Regional Facilities Management Complex, Colombo Road. The purpose of the Control Headquarters is to manage the response to the emergency, including all resources. It will provide advice and recommendations to the Emergency Planning Committee. The Control Headquarters will also seek any additional resources, which may be necessary (e.g. hire/loan equipment, additional personnel, etc.).

In the event that a Civil Defence Emergency is declared by the Mayor of Palmerston North, the Control Headquarters will become the Massey Sector Civil Defence Control Headquarters and establish links to Civil Defence Palmerston North to seek advice and assistance, and establish liaison with the Fitzherbert West Sector.

1.3 Communications

Successful communication during a crisis will be a result of good planning and preparation. All communication during an emergency will require good decision making processes regarding what is to be communicated and appropriate choice of communication methods, relevant to the nature of the emergency. During the early stages of emergency affected parties may become unreceptive to any communication if they feel they are not getting the appropriate information in a timely manner and may turn to unreliable sources such as rumour.

Section Three (Communications and Transport) outlines various communication options to be used according to the nature and severity of the emergency, along with templates for the communication detail. Section 3.3.2 refers to Campus wide communication.

Further information is given in Section 2.0 Information & Structures.

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SECTION TWO

INFORMATION AND STRUCTURES

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2.0 Information and Structures

2.1 Authority to Speak... page 1 2.2 Access to Information... page 1 2.3 Media Releases... page 1 2.4 Incident Response Communication Checklist... page 1 2.4a Dealing with Media... page 2 2.5 Massey University Emergency Organisation... page 3 2.6 Palmerston North Command Structure ... page 4 2.7 Emergency Planning Committee... page 4 2.8 Massey University Controller ... page 5 2.9 Emergency Responsibilities... page 5

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2.0 INFORMATION AND STRUCTURES

Information is vital to managing any type of incident. Depending on the type of emergency and information means available the following process should be followed:

2.1 Authority to Speak

All information regarding emergencies and delegated authority to evacuate will be made from the Office of the Deputy Vice Chancellor, Palmerston North.

2.2 Access to Information

This will be made available to all staff and students by as many means as possible as it evolves.

2.3 Media Releases

All media releases and dealings with the media will be the responsibility of Public Affairs - Massey University.

2.4 Incident Response Communication Checklist

• Have you contained the incident if possible?

• Have you contacted the emergency services, if necessary?

• Have you contacted Campus Security?

• Have you contacted your manager/department head/PVC/DVC etc?

• Have you contacted a Communications Advisor?

If you are contacted by the media to comment on any incident/event:

Take down their name, number, media outlet and deadline, establish what they want and say someone will call them back.

• Have you consulted your manager/HoD etc?

• Are you the appointed spokesperson?

• Have you spoken to a Communications Advisor?

In the event of a critical incident, emergency or any event that is likely to impact on the reputation of Massey University you must contact the Director of Communications and Marketing, or their deputy, campus communications advisor or college advisor.

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See the Emergency Contacts Directory for details of staff contacts.

2.4a Dealing With Media

When a reporter calls

• Ask for name, organisation, contact number, question line and when the interview will be used.

• Ask who else will be interviewed.

• Ask for deadline and offer to call back.

• Consult your Communications Adviser.

• Decide whether the interview is in the University’s interest.

Before the interview

• Check your facts.

• Prepare a short list of key messages and priorities.

• Relax, put your notes aside.

During the interview

• Manage your answer, make your main points.

• Repeat if necessary.

• Correct any factual errors.

• Speak as if to one person, typical of your key audience.

• Be yourself, show feelings.

For broadcast media

• Ensure you are comfortable.

• For TV, ensure background is appropriate.

• For TV, ensure eye contact with the reporter.

• Speak clearly, avoid jargon.

For media advice and assistance contact:

Communications and Marketing

http://masseynews.massey.ac.nz/editorial.htm

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2.5 Massey University Emergency Organisation

2.6 Palmerston North Command Structure

Emergency Planning Committee

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2.7 Massey University Controller (PN)

NOTE:

All matters are to be reported and attended to by Massey Security. This is whether the emergency services attend or not. The Security Manager will decide on further action required and advise the appropriate people. For regional decisions this will be referred to the Deputy Vice Chancellor. For University wide decisions this will be referred to the Vice Chancellor.

2.8 Emergency Responsibilities Controlled Responsibilities

Manager – Venue Management

• Coordination of Building and Floor Wardens.

• Organise training for Building and Floor Wardens.

• Emergency Coordinator.

• Coordination with Independent Qualified Person.

• Coordination of emergency plans.

• Developing emergency plans as required.

Utilities Manager - Electrical

• Coordination of fire alarms.

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Building Wardens

• Please see section 22.0 of this emergency plan.

Regional Health and Safety Advisor

• Advisory role.

• Coordination of emergency plans.

• Developing emergency plans as required.

• Advise on compliance of Health and Safety in Employment Act.

• Advise on compliance of Hazardous Substances and New Organisms Act.

Head of Department

• Responsible for employment and process risk within Department for all personnel under his/her control.

• Ensure that plans are put into place within Department.

• Ensure that plans are practiced.

• Ensure that appropriate training and resources are available for emergency response.

Emergency Controller

• Coordinate all incidents.

• Media releases.

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SECTION THREE

COMMUNICATIONS AND TRANSPORT

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3.0 Communication and Transport

3.1 Background ... page 1 3.2 Exclusions ... page 1 3.3 Massey Radio Resources... page 1 3.4 Transport ... page 17

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3.0 COMMUNICATIONS AND TRANSPORT

3 COMMUNICATIONS

3.1 Background

This Communication Plan refers to Palmerston North Campus only. All references are to the Palmerston North Emergency Planning Organisation, unless otherwise stated. If the nature of the emergency is such that command is to be escalated to the Office of the Vice Chancellor for national-level coordination, a clear statement on this will be made during the course of the emergency.

It is imperative that in an emergency situation communication is expedient. As such, communications processes must be developed, in advance of a crisis, to ensure the quick, systematic, and efficient dissemination of information.

This section describes the communications processes to be used on an event neutral basis, i.e. the nature of the emergency is not specifically considered, but all practicable means of communication are discussed and those that are most appropriate for the nature of the emergency can be utilised.

3.2 Exclusions

In a crisis situation dealing with the immediate issues at hand is the priority, particularly where human life is endangered. Therefore this communication plan deals only with communications for Campus personnel and immediate families. Communications with the media is also important; however it is excluded from this section and is dealt with in Section 2 of the Emergency Plan.

3.3 Massey Radio Resources

3.3.1 Crisis Communication Methods

The following list describes a number of communication methods and guidelines on how to implement these on campus in a crisis situation. This list is to be used in an emergency with the most relevant communication being selected by the Emergency Controller and/or the Emergency Planning Committee. Where time is critical and human life is endangered the Emergency Controller (or his delegate) will select the most expedient communications.

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Communication Method

When to Implement How to Implement

• EMERGENCY Air horn (portable)

• Use in an electricity outage

• Use to alert people for communication updates, localised evacuation

• Use to muster large groups of people

• Portable air horns are to be located at the Emergency Command Centre and with Security

• EMERGENCY Building Alarm

• Use when a building(s) is required to be evacuated immediately

• Use a building alarm break glass to sound the alarm

• Endeavour to communicate via cell phone to a building occupant to sound the alarm.

• Have a runner (in a vehicle if faster) to go to the building and activate an alarm call point

• Follow up with Wardens via cell phone, runner or portable public address system to relay further instructions.

• An up-to-date list of Wardens and evacuation zone locations is to be kept at the Emergency Command Centre

• EMERGENCY , IF AVAILABLE

• BUSINESS RECOVERY Cell phone voice

communications

• Use when an immediate response is required

• Use when electricity may be unavailable

• Use at any time in an

emergency, and particularly in the early stages to collect status information for the Response Team

• DO NOT USE AROUND FLAMMABLE SUBSTANCE SPILLS OR GAS LEAKS

• Verify networks are operational before widespread use. Try test calls and/or contact:

Vodaphone Ph: 0800 800 021 Telecom Ph: 0800 482 296

• Cell phone numbers of key emergency response personnel are required. Refer localised emergency plans, security and HR databases. A compilation of departmental contact lists is held in the Massey Command Centre at RFM

• A “temporary” contact number board for key personnel is to be established in the Massey Command Centre

• If there is no electricity, a small generator charging station will need to be provided for prolonged use

• Have “spare” cell phones on charge.

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• EMERGENCY, IF AVAILABLE

• BUSINESS RECOVERY Cell phone texting

• Use when electricity is unavailable

• Use for bulk communication

• Confirm network is operational

• Text relevant information (authorised by the Incident Controller)

• Communicate to emergency priority 1 group first (see section 3.3.4 below)

• Widespread communication may take 1 – 2 hours and could be disrupted by network overload in a widespread emergency.

• BUSINESS RECOVERY Electronic Messaging

System (currently under development)

• In any emergency situation as determined by the Incident Controller to alert staff and students to pending emergency communications

• Use pre-developed communication templates as a guide

• Communicate with emergency response team members and HODs as per priority list

• BUSINESS RECOVERY Email

• Use when electricity and computer networks are available

• Useful for communicating on- mass to personnel both on and off site

• Widespread communication may take 1 – 2 hours

• Email priority groups first to avoid “clogging’ of the system

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Emergency Home Page (Web)

• BUSINESS RECOVERY

• Contact ITS verify network availability and to post relevant information (authorised by the Emergency Controller)

• Use when electricity and

computer networks are available

• Use when electricity and computer networks are available Use when electricity and computer networks are available

• Useful for communicating on mass to personnel both on and off site

• Use the site to provide emergency preparedness information for staff and students on a day-to-day basis outside of the crisis

• If possible provide an email link on the site for feedback and critical communication

• All inwards communication is to be forwarded to the Command Centre by whatever means is practicable e.g. hard copy, verbal etc.

• The web address to publicise prior to and during the crisis is:

http://www.massey.ac.nz/massey/about- us/administrative-unit/regional-facilities- management/emergency-plan/emergency- plan_home.cfm

• The contact number for ITS to get official updates from the Emergency Recovery Team is 3505888.

• BUSINESS RECOVERY Landline telephone

communications

• Use at any time with electricity and telephone network availability

• May only be usable for a short period following an electricity power failure

• May be used to field external calls

• Use 0800 MASSEY message for after-hours crisis to provide updates and/or advise staff to remain off-campus

• Verify networks are operational before widespread use. Try a test call and/or contact:

Telecom Ph 0800 482 296

• A Massey phone directory is held in the Massey Command Centre

• If required, contact the Massey Contact Centre to invoke a stage 1 communications message on the 0800 Massey line.

• Update call centre at least each hour to advise of crisis status changes.

• Advise the Call Centre about relocation if their facility is disrupted by the emergency

• Use faxes to relay complex or detailed information if appropriate.

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• BUSINESS RECOVERY Massey Radio

• Use this method of

communication for large groups of people both on and off campus

• In a power outage backup generation may be required for the station

• Personnel must have access to portable radios (battery operated in the event of a power outage) or vehicle radios

• BUSINESS RECOVERY Portable Notification

Boards

• Can be used with or without electricity

• Use to communicate to large groups of people

• Use in common areas and/or by major roadways / paths to communicate to people in transit

• Set up an instruction notification board in an appropriate location. Provide pen and paper for those who wish to write things down.

• Remember – be clear; people may not be thinking clearly due the shock of the crisis

• The board may need protection from inclement weather

• Include on the board the date and time that the information was updated.

• EMERGENCY Portable public

address system / localised siren

• Use when electricity may not be available. Use to communicate on-mass to large groups of people, particularly to calm people and issue instructions

• Use when the situation status may be constantly changing

• Use portable units pre-installed in vehicles. Use siren signal to alert, followed by voice over instructions

• Use self-powered portable units for communicating to large groups of people located strategically around the Campus

• Use a campus map divided into sectors for several vehicles to disperse and communicate

• Provide drivers with a two-way radio so they can feed back important information to the Command Centre or request additional assistance for personnel

• Vehicles should have removable magnetic signage on each side of the vehicle stating “Emergency Communication Hub” so personnel know these vehicles can be used to relay communication through to the Emergency Command Centre

• If time allows write down key points of the communication to avoid miscommunication

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• EMERGENCY Runners

• Use when all other means of communication have failed.

This is a last resort because this method is slow

• Wardens and other key building personnel have been trained to exercise authority in an emergency to appoint able-bodied runners, if necessary.

Wardens have also been trained to know the type of information required to be relayed to the Command Centre in an emergency e.g. Number of fatalities, major injuries, significant hazards etc

• Any person within the Emergency Response Team has authority to appoint runners.

• These runners will communicate with the Massey Emergency Command Centre and subsequently relay information back to their evacuation zone

• Set up an instruction notification board outside the command centre with clear instructions on what the runner must communicate back to Wardens / Managers. Provide pen and paper for them to write down contact numbers etc.

• Remember – be clear; people may not be thinking clearly due the shock of the crisis.

• EMERGENCY

• BUSINESS RECOVERY Satellite Phone

Communication

• No cell phone communications, no phone landlines, no

electricity

• Satellite phones to be located at least in Security, RFM Turitea, RFM Hokowhitu. Security holds a list of Massey satellite phones and numbers. The contact numbers section of this document lists other satellite phone contact numbers for local authorities and emergency services.

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• EMERGENCY Siren (fixed)

(under development) • Use when a campus wide emergency situation has arisen.

• Indicates the Campus Emergency Plan is in force.

• Indicates all on campus need to be alerted to pending

communications.

• If available, use a voice-over option on the system to provide immediate verbal instructions

• Authority to activate siren given by Incident Controller

• Siren activated from within RFM

• Voice over instructions to be approved by the Incident Controller

• BUSINESS RECOVERY Two-way radio

• Use when an immediate response is required

• Use when communication to a group of key personnel is required

• Use at any time in an

emergency, and particularly in the early stages to collect status information for the Response Team

• Radio channels and the location radio resources (including vehicle radios) are listed below in section 3.4.1

• A “temporary” board listing personnel with radios is to be established in the Massey Command Centre

• If there is no electricity, a small generator charging station will need to be provided for prolonged use

• Have “spare” radios on charge

• Emergency Management communication is on channel 3.

• EMERGENCY, IF AVAILABLE Wireless computer

network communication system

• Use when the main electricity and/or Massey computer network is disrupted to endeavour to establish links to outside of campus

• Use for critical internal campus communications

• This would normally be set up in the Emergency Command Centre for use by the recovery team

• In an electricity outage power is supplied to the Command Centre by generator

• A suitable laptop/pc and associated hardware for this purpose is located at Regional Facilities Management Helpdesk.

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3.3.2 Campus-Wide Communications

Most emergencies are localised and can be managed by immediate, localised emergency response communications (which will be determined by Building Wardens and line management personnel). In the event of an emergency affecting the whole of the campus that necessitates communication to the whole of the campus, the process for implementing campus wide communication is as follows:

• Where time is critical and human life is endangered the Emergency Controller (or his delegate) will select the most expedient communications.

• The Emergency Management Committee (see Section 2.7) will quickly establish the status of the emergency and make decisions about what information must be communicated.

• RFM will determine what communication methods (in Section 3) are physically available and advise the Emergency Planning Committee.

• The Emergency Planning Committee will instruct what communication methods are to be used.

• RFM will implement the necessary communication as advised by the Emergency Planning Committee.

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3.3.3 Communication Methods Flow Chart

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• If required, the Emergency Planning Committee will engage a communications team to work on further outwards communications during the emergency response and business recovery period and to process all critical incoming communications.

• Massey University Communication & Marketing will be consulted at all times where appropriate.

3.3.4 Communication Templates

The following table provides guideline templates for communication during an emergency situation CAMPUS – WIDE INCIDENT COMMUNICATIONS GUIDELINE

IMPORTANT NOTES:

1. This is a guideline only – modify as appropriate for the nature of the emergency, but ensure any information conveyed has only come via the Emergency Planning Committee (refer contact numbers below).

2. If personnel have important information relating to the incident (details of injuries, major hazards etc), then as appropriate for the situation do one of the following:

a. If they are able to, ask them to contact one of the numbers below immediately to relay the details, or

b. Note down the incident information and the person’s contact details and forward the information to one of the numbers below.

Key contact numbers (not for general distribution):

• Emergency Command Centre: [insert number here]

• Emergency Command Centre: Emergency Radio Channel 3

• Emergency Controller: Regional Registrar Facilities Management

• STAGE 1 – INCIDENT OCCURRED WITHIN THE LAST HOUR – MINIMAL DETAILS KNOWN

• We are aware that an incident has just occurred [insert general confirmed high-level details, if known].

• The University has deployed teams to determine the extent of this incident and until we have further information, we are asking all staff and students [or other personnel as appropriate] to remain in a safe place, stay calm and await further communication.

• If you wish to report injuries or major hazards, then please call [insert number here] [Don’t want clogging of main lines]

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• Unless you are specifically directed by the Emergency Response Team please refrain from going into the emergency area

• We will update you as soon as the Emergency Response team have evaluated the situation and determined the next actions

• In the mean time please try and remain near to either [highlight as relevant…a cell phone, a radio on station 99.4FM, a computer with email / emergency home page, a 2-way radio on channel 3, or if safe, close to the entrance of your building to hear any public address system messages ]

STAGE 1 INCIDENT – COMMUNICATION TO REGIONAL PLANNING COMMITTEE

• We are aware that an incident has just occurred [insert general confirmed high-level details, if known].

• As a member of the Regional Emergency Planning Committee, please move immediately to the Emergency Control Headquarters at Regional Facilities Management [or alternative venue as appropriate]

• Please call [insert number here] if you are unable to move to this location and advise how you are able to be contacted

• Unless you are specifically directed by the Emergency Response Team please refrain from going into the emergency area at this stage

• Please bring with you:

o Your mobile phone and charger

o Keys – home, car & office

o Massey ID card

o Personal medication, if required

o Cash and credit cards

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o Appropriate clothing [insert as required e.g.]

o Laptop, if you have one

o [Insert other items as required]

STAGE 2 - INCIDENT

OCCURRED OVER AN HOUR AGO – SOME DETAILS NOW KNOWN

• The Turitea campus of Massey University is presently being managed by our Emergency Response Team due to [insert incident details]

• If you are on the Turitea Campus then please evacuate to [insert determined location here]. Also take the following items with you if you have them Please bring with you:

o Your mobile phone and charger

o Keys – home, car & office

o Massey ID card

o Personal medication, if required

o Cash and credit cards

o Appropriate clothing

• If you are on Campus and need to make contact with family, then this can be done at the evacuation point……….

• If you are calling from outside the campus and wish to establish the

whereabouts of a person on Campus, then please contact [phone number; web site lists]

• If you have information on injured personnel or major hazards then please contact [insert number here].

• Unless you are specifically directed by the Emergency Response then please refrain from going into the emergency area

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STAGE 3 - INCIDENT

OCCURRED OVER THREE HOURS AGO – SPECIFIC INSTRUCTIONS AVAILABLE FROM THE EMERGENCY RESPONSE TEAM

• The Turitea campus of Massey University is presently being managed by our Emergency Response Team due to [insert incident details]

• All personnel have been evacuated to [insert evacuation location here]

• Over the next [insert time period] hour period, personnel on campus are being managed in the following way:

o [location of personnel]

o [communications]

o [medical issues]

o [food, water]

o [estimated time when campus can be evacuated]

o [when campus evacuation is likely to take place]

o [work arrangements for the next few days]

• If you are on Campus and need to make contact with family, then this can be done at the evacuation point [insert further information here]

• If you are calling from outside the campus and wish to establish the

whereabouts of a person on Campus, then please contact [phone number; web site lists]

• If you have information on injured personnel or major hazards then please contact [insert number here].

• Unless you are specifically directed by the Emergency Response then please refrain from going into the emergency area

3.3.5 Civil Defence / Emergency Two-way Radio Communications

A list of existing departmental radio nets and channels they operate on is attached. During an emergency, handheld radios may be re-allocated on the authority of the Incident Controller (Registrar, Regional Facilities Management). However, the following minimum action needs to occur in the first instance:

a. All Departmental radio nets are to establish communications on their primary channel.

b. Departmental nets are required to have one radio switched to the Emergency Net (Channel 3).

(Additional radios may be switched to Channel 3 as directed by the Controller).

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c. Control Stations

The Regional Facilities Management Base Station is to assume control of the Emergency net.

d. Call Signs

Radio stations on the Emergency net are to use departmental name/locations as identifying call signs (eg. ‘Halls’ etc.).

e. Manning

Stations on the Emergency net (Channel 3) are to be manned at all times (unless authorised to close down by the base station).

3.3.6 Radio Channels

Massey University radio channels have been allocated as follows:

Channel 1 272 Regional Facilities Management

Channel 2 Simplex Channel only

Channel 3 E119 Emergency Management

Channel 4 E237 Security

Channel 5 Vet

Channel 6 E219 Halls

Channel 7 Science Towers

3.3.7 Massey Radio Resources

CHANNELS

NETS: Chl 1

RFM

Chl 2 Cust

Chl 3 CD

Chl 4 Security

Chl 5 Vet

Chl 6 Halls

Chl 7 Sci

Chl Marine IVABS Emergency Headquarters

1 base station transceiver x x x x x x

Maintenance Section

12 handhelds x x

3 vehicle FM transceivers x X

1 base station transceiver x x x x x x

Halls of Residence

3 handhelds x x

1 base station transceiver x x

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2 handhelds (Catering) x x

1 base station transceiver (Catering) x

Vet Clinic

3 vehicle transceivers x x

1 base station transceiver x x

Security

1 base station transceiver

4 handhelds x x x

1 vehicle FM transceiver x x x x x x

Regional Facilities Management

3 handhelds x x x

1 vehicle FM transceiver x x x x x x

1 CD radio (PNCC channel)

Science Towers BA Teams

2 handhelds x x

IVABS

Maritime Safety Authority Contact: Richard Norman

X

3.4 Transport

In an emergency there is a need to have a number of different types of vehicles available for different functions. In an emergency the following Massey vehicles may be requisitioned and used as support vehicles. The following list provides details of the vehicles available and their locations:

Vehicle Amount Location

Vans 9 Rapid Response - Regional Facilities Management

Van 1 Venue Management - Regional Facilities Management

Van 1 Halls

Truck 2 Venue Management - Regional Facilities Management Massey Ferg Tractor 6 Grounds - Regional Facilities Management

Tractors Agricultural Services

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Fleet vehicles are available by contacting the Vehicle Fleet Officer, see the Emergency Contacts Directory at front of plan.

Additional to the above there are a number of other vehicles available:

Vet Teaching Hospital has three cars fitted with radios that may be requisitioned for use as mobile base stations.

Agricultural Engineering has:

• 24T GVM 8x4 Flatdeck truck

• 140HP 4WD Tractor

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SECTION FOUR

LOCAL EMERGENCY PLAN AND TEMPLATES

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4.0 Local Emergency Plan and Templates

4.1 Massey University Copy of Emergency Plan...page 1 4.2 Emergency Contacts...page 1 4.3 First Aid Personnel ...page 1 4.4 Infectious Disease Spill Response Team ...page 2 4.5 Radiotelephones...page 2 4.6 Other ...page 2 4.7 Building Emergency Base ...page 2 4.8 Building Evacuation ...page 3 4.9 Closing Down Operations That Would Be Unsafe Left Unattended ...page 3 4.10 Equipment Dependent on Essential Services...page 4 4.11 Earthquake...page 4 4.12 Hazardous Substances ...page 5 4.13 Floor Plan Key and Maps...page 6 4.14 Escaping Animals...page 9 4.15 Animal Bites...page 9 4.16 Animal Disease Outbreaks...page 9 4.17 Other Plans...page 9

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4.0 TEMPLATES

The following templates are for use by each Departments/Sections/Schools/Institutes. The areas blocked out in grey indicate where relevant information to Departments/Sections/Schools/Institutes is to be inserted.

LOCAL EMERGENCY PLAN for the XXX BUILDING

ORGANISATION OF PERSONNEL AND EQUIPMENT

4.1 Massey University Copy of Emergency Plan

The master copy of the (insert Department name) Emergency Plan is kept on-line at the intranet site (insert http://massey.ac.nz).

4.2 Emergency Contacts

Departmental Health and Safety Contact Name and/or position Ext. phone number

Building Warden Name and/or position Ext. phone number

Deputy Building Warden Name and/or position Ext. phone number

Department Office Name and/or position Ext. phone number

Department Head Name and/or position Ext. phone number

Regional Health and Safety Advisor Brian Best Ext. 2946

Massey Medical Centre Ext. 7543

Defibrillator Security Ext. 5030

National Poisons Centre 0800 764 700

4.3 First Aid Personnel

Level 1

Names and Positions Phone numbers

Level 2

Level 3

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Level 4

Level 5

Building X

Location of First Aid Kits and Equipment

Breathing Apparatus Personnel

Location of First Aid Kits and Equipment

4.4 Infectious Disease Spill Response Team

Location of Infectious Disease Spill Kit

4.5 Radiotelephones

Location of Radiotelephones

4.6 Other

Location of other emergency equipment (E.g. torches, stretcher, defibrillator, oxygen)

4.7 Building Emergency Base

The fire alarm indicator board (for example: located outside the Building Foyer) will be the Base from which emergency action will be directed.

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The Building Warden or Deputy Warden will direct the response to an emergency from the Base. These persons will remain present for the duration of the emergency.

Notebooks, pens and pencils, emergency torch and a first aid kit will be stored in a container at Emergency Base. Be already aware of the location of where this container is stored (for example: behind the pillar in the corner to the right of the indicator board. The keys are on the window ledge above the container).

4.8 Building Evacuation

Evacuation points for building are in the stable area, (for example: on the grassy knoll beside the pond and in the main car park). See attached Map include emergency exit points Place location map in plan

Regular occupants of the building shall be given written instructions about the procedure for evacuation of the building.

Notices giving abbreviated instructions for building evacuation shall be posted in prominent places about the building for the information of transient occupants.

4.9 Closing Down Operations That Would Be Unsafe Left Unattended

There may be times that the alarm sounds when a hazardous process is being undertaken or a piece of equipment is operating which should not be left unattended for an extended period. The procedure to be followed to safely leave the process or equipment depends upon the nature of the process. For novel processes the action to take will be left to the discretion of the person performing the process. In other instances, when the operation is routine or involves equipment that is frequently used, a written shut down procedure must be provided describing how to safely leave the equipment or process when the building is evacuated. The Laboratory Manager is responsible for ensuring such plans are drawn up for each piece of equipment or novel process. Department to complete shut down procedures and place plans within reach of the equipment and included in these local emergency plans.

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SHUT DOWN PROCEDURE IF TIME ALLOWS

When the alarm sounds, if there is sufficient time:

• The power supply to solvent stills, reflux reactions, continuous solvent extractions and the like should be turned off by the users. The condenser water and inerting gas supply should be left on.

• All Bunsen burners should be turned off.

• The main valves on cylinders containing compressed hazardous gases, such as hydrogen (often used with GLC apparatus having flame ionisation detectors), oxygen, acetylene, carbon monoxide, etc should be closed by the users. The reticulated oxygen system anaesthetic gas scavenging systems will be shut down as per protocols.

• Electric water boilers should be turned off.

4.10 Equipment Dependent on Essential Services

Any equipment or process in regular use which is dependent upon a continuous water supply and which would be damaged by a loss of supply must be identified. Written instructions for the safe shutdown of this equipment or process in the event of an interruption to the water supply must be posted by the equipment. A current list of this equipment, the person in charge and its location must be kept by the Warden.

4.11 Earthquake

Local emergency plans for the department must include preparation for example, animals that have escaped or become dangerous and frightened. The remaining of the emergencies of an earthquake, are included in the relevant sections of this Emergency Plan.

Devising a local emergency plan for a large magnitude earthquake is difficult. Most other kinds of emergency contemplated are likely to be confined to part of a building so that personnel and equipment to assist with the emergency would be available locally. For a large earthquake the whole campus and region would be affected and probably it would be a long time before external assistance arrived. Further, some of the emergency personnel in the Building may be incapacitated and others on campus may be unavailable

EMERGENCY PLAN

EMERGENCY PLAN

PALMERSTON NORTH REGION

2008

TABLE OF CONTENTS

Foreword

Emergency Contacts Directory 1.0 Emergency Plan

2.0 Information and Structures

3.0 Communication and Transport

4.0 Local Emergency Plan and Templates 5.0 Types of Emergencies – Fire

6.0 Types of Emergencies – Earthquake

7.0 Types of Emergencies – Flooding on and off Campus

8.0 Types of Emergencies – Hazardous Spills Policy, Hazardous and Infectious Substances

9.0 Types of Emergencies – Domestic Gas Leak

10.0 Types of Emergencies – Accident Contact with Human (or Infectious Animal) Blood, Serum, or Fluids

11.0 Types of Emergencies - Explosion

12.0 Types of Emergencies – Entrapment in a Lift

13.0 Types of Emergencies – Volcanic Activity

14.0 Types of Emergencies – Vehicle Accidents

15.0 Types of Emergencies – Intruders

16.0 Types of Emergencies – Bomb Threat 17.0 Types of Emergencies – Armed Robbery

18.0 Types of Emergencies – Building Occupation Following Protest Action

19.0 Types of Emergencies – Field Trips 20.0 Rescue

21.0 Accident/Medical

22.0 Evacuation of Buildings/Areas

23.0 Loss of Essential Services

24.0 Accommodation and Catering

25.0 Critical Incident Management Plan

Acknowledgement

FOREWORD

EMERGENCY CONTACTS DIRECTORY

PALMERSTON NORTH EMERGENCY SERVICES

SECTION ONE EMERGENCY PLAN

TABLE OF CONTENTS

1.0 Emergency Plan

1.0 EMERGENCY PLAN 1.1 General

1.2 Organisation

1.3 Communications

SECTION TWO

INFORMATION AND STRUCTURES

TABLE OF CONTENTS

2.0 Information and Structures

2.0 INFORMATION AND STRUCTURES

2.1 Authority to Speak

2.2 Access to Information

2.3 Media Releases

2.4 Incident Response Communication Checklist

2.4a Dealing With Media

2.5 Massey University Emergency Organisation

2.6 Palmerston North Command Structure

Emergency Planning Committee

2.7 Massey University Controller (PN)

2.8 Emergency Responsibilities Controlled Responsibilities

SECTION THREE

COMMUNICATIONS AND TRANSPORT

TABLE OF CONTENTS

3.0 Communication and Transport

3.0 COMMUNICATIONS AND TRANSPORT

3 COMMUNICATIONS

3.1 Background

3.2 Exclusions

3.3 Massey Radio Resources

SECTION FOUR

LOCAL EMERGENCY PLAN AND TEMPLATES

TABLE OF CONTENTS

4.0 Local Emergency Plan and Templates

4.0 TEMPLATES

4.1 Massey University Copy of Emergency Plan

4.2 Emergency Contacts

4.3 First Aid Personnel

4.4 Infectious Disease Spill Response Team

4.5 Radiotelephones

4.6 Other

4.7 Building Emergency Base

4.8 Building Evacuation

4.9 Closing Down Operations That Would Be Unsafe Left Unattended

SHUT DOWN PROCEDURE IF TIME ALLOWS

4.10 Equipment Dependent on Essential Services

4.11 Earthquake