EMERGENCY PLAN MANAWATU CAMPUS

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EMERGENCY PLAN MANAWATU CAMPUS

2010

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Massey University Issue Date: Issue No:2010

Manawatu Campus Emergency Plan Contents Page i

Foreword

Emergency Contacts Directory 1.0 Emergency Plan

2.0 Information and Structures

3.0 Communications 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 – Accidental 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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Manawatu Campus 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 Types of Emergencies – Active Shooter 21.0 Spare

22.0 Spare 23.0 Rescue

24.0 Accident/Medical

25.0 Evacuation of Buildings/Areas

26.0 Loss of Essential Services

27.0 Accommodation and Catering

28.0 Critical Incident Management Plan

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Manawatu Campus Emergency Plan Forward Page 1

FOREWORD

Welcome to this revised edition of the Manawatu Campus Emergency Plan. The Emergency Plan is a living document and will regularly 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 Campus 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 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 should 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 Vice-Chancellor, University Registrar or delegated authority has the authority to declare an emergency and announce evacuation of the Campuses. The IBM Whispir system is being developed to notify all personnel of a major evacuation of the Turitea and/or Hokowhitu sites if required (see Section 22).

This 2010 edition will be updated following the proposed review in late 2010 of university-wide emergency management planning.

Dr Sandi Shillington

Campus Registrar: Manawatu

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Manawatu Campus Emergency Plan Emergency Numbers Page 2

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 and location

MASSEY UNIVERSITY EMERGENCY APPOINTMENTS

Campus Security

Campus Security, 24/7: Extension 5030 or 06 350 5030

Facilities Management Helpdesk (office hours) Extension 5888 or 06 350 5888 Facilities Management Helpdesk (after office hours) Extension 5030 or 06 350 5030

Community Constable Extension 5042 or 06 350 5042

Emergency Operations Room (Common Room - Facilities Management)

Located on corner of Colombo Road and University Avenue

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

Email: [email protected]

Emergency Planning Committee Chair:

Campus Registrar (Dr Sandi Shillington)

During Work Hours: Extension 4311 or 06 356 4311

After Hours: 021 241 3396

Crisis Response Team Leader:

Student Careers and Counselling Service (Mr Mark Rainier)

During Work Hours: 06 350 5935

After Hours: 027 553 5920

Emergency Management Team Leader:

Environmental and Emergency Operations Manager (Mr Ken McEwen)

After Hours: 027 249 6812

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Business Continuity Team Leader:

During Work Hours: Extension 4311 or 356 4311

After Hours: 021 241 3396

National Emergency: External Relations/Communications and Marketing Director of Communications (Mr James Gardiner)

See section below for more communications contacts.

After Hours: 021 275 3394

Campus Contacts:

Facilities Director (Mr Paul Compton)

After Hours: 0275 414 999

Security, Facilities Management (Mr Phil Taylor - Manager, Security/Traffic)

After Hours: 027 226 2803

Parking and Traffic, Facilities Management (Mr Graham Gosnell - Manager, Parking and Traffic)

After Hours: 027 295 4705

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Palmerston North City Council Co-ordinator (Mr Ken McEwen)

After Hours: 027 249 6812

Campus Health and Safety (Mrs Kerry Rodda - Campus Health and Safety Advisor)

After Hours: 021 423 169

MUSA Radio (Mr Regan Hawea - Radio Control Manager)

After Hours: 025 275 8584

Email: Extension 4994

Accommodation – Students (Mr Jason Auva’a)

After Hours: 027 246 2315

Cleaning (Mr Steve Nagy - OCS)

After Hours: 021 960 843

Catering (Mr Alan Shannon - Alliance Catering)

After Hours: 027 550 4427

Accommodation Facilities (Ms Kaye Arnott - Residential Services/Campus Living)

During Work Hours: 5079 or 06 350 5079

After Hours: 027 243 4562

Email: [email protected] or [email protected]

Sport and Rugby Institute (Mr Denis Jenkins)

After Hours: 027 600 5044

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Student Counselling Service - see section below Massey Medical Centre - see section below

Vehicle Fleet Compound (Mr Kevin Worthington - Vehicle Fleet Officer)

After Hours: 027 249 5527

Farms/ Agricultural Services (Mr Byron Taylor - Director)

After Hours: 027 323 7237

Massey University Communications Advisor Contacts

Director/ Massey overall and Manawatu campus (Mr James Gardiner - Director of Communications)

After Hours: 021 275 3394

Albany Communications Advisor (Ms Jennifer Little)

During Work Hours: 9331

After Hours: 027 453 4562

Wellington Communications Advisor (Mr Paul Mulrooney)

After Hours: 021 821 835

Massey University Medical Centre Contacts

Medical Officer (Dr Mark Morris - Director)

Medical Officer (Dr Anthony Kriechbaum)

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Nurse (Mrs Maureen Cowan - Principal)

Secretary (Miss Aleks Spasov)

After Hours: 0274 799 974

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

After Hours: 06 350 9110

After Hours: 021 241 3396

Community Manager (Mr Jason Auva’a)

After Hours Duty Manager: 81039 or 06 350 5331

During Work Hours: 350 81039

After Hours: 027 246 2315

Email [email protected]

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Massey University Community Support Contacts

Residential Community Manager (Duty On-call Manager)

After Hours: 027 633 1117

Student Counselling Service (Mr Mark Rainier)

After Hours: 027 553 5920

Massey Medical Centre (Dr Mark Morris - Medical Director)

Manager Security & Traffic Facilities Management (Mr Phil Taylor)

After Hours: 027 226 2803

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Manawatu Campus Emergency Plan Section 1

SECTION ONE

EMERGENCY PLAN

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Manawatu Campus 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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Manawatu Campus Emergency Plan Section 1 Page ii

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Manawatu Campus 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, cleaning contractor OCS, Kohanga Reo Te Uru Karaka, Manaaki Whenua - Landcare Research NZ Ltd and Massey Child Care Centre Inc, Hokowhitu Childcare, Hopkirk Building, Campus Living, the Catering/Cleaning contractor 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 Crisis Response Team, the Emergency Management Team and the Business Continuity Team. In addition, other personnel may be co-opted to this Committee or its constituent teams as required. Chaired by the Campus Registrar, the Emergency Planning Committee is responsible for oversight and planning of emergency management on campus. Its members are drawn from departments that have a direct involvement in Civil Defence and emergency management on campus.

Members of the Emergency Planning Committee are also available in the event of an emergency on campus, to provide additional support or to stand in for unavailable key staff as appropriate. In addition,

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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. The Emergency Planning Committee, in consultation with the Office of the Vice Chancellor (usually the University Registrar) will normally make decisions in such areas as to whether to suspend lectures and other operational activities on campus, whether to evacuate the campus and matters of similar importance. It also makes the decision whether to escalate an event that is localised to the campus, to a national-scale emergency and to handover to national management of the event (through the Office of the Vice Chancellor, normally the University Registrar or Vice Chancellor). The Emergency Planning Committee operates during the Preparedness phase of an event on campus. The team also provides advice to departments for the Mitigation phase of an event, where departments attempt to prevent hazards they manage from developing into disasters, as well as departments‟ Preparedness activity. In the first instance, security should be contacted, as they will make the decision whether to upgrade the incident to an emergency.

The Massey Emergency Control HQ will be located in the 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 will 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 the result of good planning and preparation. All communication during an emergency will require good decision making processes regarding what is to be communicated to make an 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 do not get the appropriate information in a timely manner.

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 Campus Registrar, Manawatu Campus Palmerston North on the advice and delegation of the Vice Chancellor or University Registrar.

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 External Relations - 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/AVC 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.

See the Emergency Contacts Directory for details of staff contacts.

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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

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2.6 Palmerston North Command Structure

Ministry of Civil Defence

CDEMG

Palmerston North City Council EOC

EAC

Emergency Services Operational Centres

Sector Offices in the Community Civil Defence Functional

Centre

2.7 Emergency Responsibilities

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

Controlled Responsibilities

Environmental and Emergency Operations Manager

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.

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Utilities Manager - Electrical

Coordination of fire alarms.

Building Wardens

Please see section 22.0 of this emergency plan.

Campus 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 Civil Defence/Emergency Radio Communications ... page 1 3.2 Channels ... page 1 3.3 Massey Radio Resources ... page 2 3.4 Transport ... page 15

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3.0 COMMUNICATIONS AND TRANSPORT

3 COMMUNICATIONS 3.1 Background

This Communication Plan refers to Manawatu Campus only. All references are to the Manawatu 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

Air horn (portable) EMERGENCY Portable air horns are to be located at the Emergency Command Centre and with Security Use in an electricity outage

Use to alert people for communication updates, localised evacuation

Use to muster large groups of people

Building Alarm EMERGENCY 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

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

Cell phone voice communications

EMERGENCY , IF AVAILABLE BUSINESS RECOVERY

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

Vodaphone Ph XXXXXXXX Telecom Ph XXXXXXXX

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 FM

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.

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

Cell phone texting EMERGENCY, IF AVAILABLE Confirm network is operational

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Communication Method

When to Implement How to Implement

BUSINESS RECOVERY XXXXXXX to text relevant information (authorised by the Incident Controller)

Communicate to emergency priority 1 group first (see section 3.x below)

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

Use when electricity is unavailable

Use for bulk communication

Electronic Emergency Messaging System

EMERGENCY, IF AVAILABLE BUSINESS RECOVERY

Time-critical and campus-wide communication only.

Can be operated from any physical location with an internet connection or from a cell phone with suitable capability. Authority to send messages through this system is given by the incident controller (Campus Registrar or Facilities Director) and will be physically sent by a trained operator .

Call 0800Massey to implement

Use pre-developed communication templates as a guide

Communicate with emergency response team members and HODs as per priority list In any emergency situation as

determined by the Incident Controller to alert staff and students to pending emergency communications

Email EMERGENCY, IF AVAILABLE

BUSINESS RECOVERY

Widespread communication may take 1 – 2 hours Email priority groups first to avoid “clogging‟ of the system

Use when electricity and computer networks are available

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

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Emergency Home Page (Web)

Contact ITS on XXXXXX to verify network availability and to post relevant information (authorised by the Emergency Controller) 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 Command Centre contact number is XXXXXXXXXXXX

The web address to publicise prior to and during the crisis is: www.xxx.xx.xx

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

XXXXXXXXXX.

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

Landline telephone communications

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

Telecom Ph XXXXXXXX

A Massey phone directory is held in the Massey Command Centre

If required, contact the Massey Call Centre (Direct number / after hours: XXXXXXX) 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.

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

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Massey Radio EMERGENCY, IF AVAILABLE

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

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

Portable Notification Boards

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.

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

Portable public address system / localised siren

EMERGENCY 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 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

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communication to avoid miscommunication

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Runners EMERGENCY 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.

Use when all other means of communication have failed.

This is a last resort because this method is slow

Satellite Phone Communication

EMERGENCY

Satellite phones to be located at least in Security, FM Turitea, FM 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.

No cell phone communications, no phone landlines, no

electricity

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Siren (fixed)

(under development)

EMERGENCY Authority to activate siren given by Incident Controller

Siren activated from within FM

Voice over instructions to be approved by the Incident Controller

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

Two-way radio EMERGENCY, IF AVAILABLE

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.

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 Wireless computer

network communication system

EMERGENCY, IF AVAILABLE 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 and associated hardware for this purpose is located at XXXXXXXXXXXXX

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

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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.

FM 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.

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

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3.3.3 Communication Methods Flow Chart

Urgent Communication

Non - urgent Communication Incident /

Crisis

DVC, PN

Situation Reconnaissance (RFM, Security)

Communication to Campus personnel or external parties as required

Communication to emergency services and/or

civil defence Cell, Landline,

building alarms

Cell, landline, 0800 Massey (battery backup), Runners, two-way radio Communication to

emergency services

Cell, landline, two- way radio, Runners

Cell, landline, two-way radio, Runners Cell, landline, two-

way radio, Runners

Urgent / instructional Communications

“Non-Urgent” / informative Communications

Siren / PA, Cell, landline, Vehicle PA, 0800 Massey (battery backup), Runners, two-way radio Cell texts, email, landline, 0800 Massey (battery backup), notification boards, Vehicle PA, emergency web home page, Massey Radio, Runners, Scale of incident estimated by Emergency Controller (Regional Registrar). Emergency declared if appropriate and immediate actions determined. Actions could include:

Urgent evacuation to pre-determined safe zone on Campus

Urgent evacuation to alternative safe zone on Campus

Urgent total evacuation of Campus Stay in current location, if safe to do so

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If required, the Emergency Planning Committee will engage with 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: Ph: XXXXXXXXXX

Emergency Command Centre – Emergency Radio Channel 3

Emergency Controller: XXXXXXXXXXXX

????

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 ????? (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 CAMPUS PLANNING COMMITTEE

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

As a member of the Campus Emergency Planning Committee, please move immediately to the Emergency Control Headquarters at Facilities Management

<or alternative venue as appropriate>

Please call XXXXXXXXXX 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

o Appropriate clothing <insert as required e.g.>

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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

<?????>

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 numbers>

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 XX 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……….

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 numbers>

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 (Facilities Director Manawatu). 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).

c. Control Stations

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The 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 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

FM

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

2 handhelds (Catering) x x

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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

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

3.3.8 Electronic Emergency Messaging System

Massey University has an electronic emergency messaging system, which is capable of using multiple media to send instantaneous text messages and emails to campus, for when normal communications technology does not have the required capability. Messages can be tracked in real time to ensure receipt, and replies received instantaneously to provide immediate action in support .of the campus.

Further information on the system, which is contracted to IBM Whispir, can be found at www.whispir.com

The system can be operated from any physical location with an internet connection or from a cell phone with suitable capability. Authority to send messages through this system is given by the incident controller (Campus Registrar or Facilities Director) and will be physically sent by a trained operator .

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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 - Facilities Management

Van 1 Venue Management - Facilities Management

Van 1 Halls

Truck 2 Venue Management - Facilities Management

Massey Ferg Tractor 6 Grounds - Facilities Management

Tractors Agricultural Services

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

Campus Health and Safety Advisor Kerry Rodda Ext. 2946

Manawatu Health & Counselling Centre Ext. 5533

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.

EMERGENCY PLAN MANAWATU CAMPUS