9 Chapter Two- Lesson Two

Lesson Two: Understanding your Emergency Action Plan

What kind of emergencies need an EAP?

Some emergencies that may require procedures to be included in an Emergency Action Plan (EAP) are:

1. Natural disasters such as tornadoes, floods, earthquakes, hurricanes, etc.
2. Fire emergencies
3. Medical emergencies
4. Hazardous material incidents
5. Power outages or utility failures
6. Active shooter situations
7. Bomb threats or other security threats
8. Cybersecurity incidents
9. Water contamination
10. Gas leaks or explosions

An EAP should be specific to the community and the hazards that are most likely to occur in that area. It should outline procedures for preparation, response, and recovery for each type of emergency.

These components can be divided  into three separate sections to address emergencies that may arise in three different scenarios – within the building, outside the building, and health-related issues. Here are some examples for each category:

Emergencies Inside the Building: including but not limited to fire outbreaks, active shooter situations, and power outages.

Emergencies Outside the Building: may include tornadoes, lightning strikes, and extreme heat waves.

Health-Related Emergencies: could be a result of heart attacks, seizures, drownings, concussions, and other such medical emergencies.

What should be included in a procedure for any kind of emergency?

Emergency procedures are determined by various factors, including the nature and severity of the emergency, the size and capabilities of the organization, the availability of outside aid, and the physical layout of the premises. In all emergencies, it is important to prepare in advance, alert and evacuate staff, handle casualties, and contain hazards.

Natural disasters can sometimes be predicted, allowing for advance preparation such as sandbagging and relocating equipment and personnel. Evacuation orders should be clear and use a single type of signal. It is also important to identify evacuation routes, safe gathering locations, and assign helpers for those who need assistance.

Treatment of the injured and search for the missing should occur simultaneously with efforts to contain the emergency. Alternate sources of medical aid should be available when normal facilities are in danger. The safety of all staff and the public should be the top priority in any emergency situation.

 Training employees or volunteers for EAP procedures

Training of employees or volunteers for EAP procedures should be conducted in a structured and interactive manner. The following steps can be taken to ensure effective training:

1. Develop a training plan: A training plan should be developed that outlines the goals of the training, the topics to be covered and the methods that will be used to deliver the training.

2. Identify the target audience: The target audience for the training should be identified. This could include employees, volunteers, or both.

3. Deliver the training: The training should be delivered in a clear and concise manner with practical examples to help employees or volunteers understand the procedures. It should be interactive to allow participants to ask questions and clarify their doubts.

4. Monitor and evaluate: After the training, the effectiveness of the training should be monitored and evaluated. This can be done through surveys and feedback to ensure that participants have understood the procedures.

5. Provide ongoing support: Ongoing support should be provided to employees or volunteers to ensure they are comfortable with the procedures and competent in their roles.

6. Review the training regularly: The training should be reviewed periodically to ensure it remains relevant and up-to-date with the latest EAP procedures and best practices.

By following these steps, training for employees or volunteers for EAP procedures can be conducted efficiently and effectively.

The objective of the Training component of an Emergency Action Plan (EAP) is to equip all personnel with the necessary knowledge and skills to respond effectively in case of an emergency. Regular drills not only help employees retain their responsibilities, but it also highlights potential EAP gaps or deficiencies that require remediation. The following is an in-depth breakdown of what the training should cover:

• Orientation with the EAP: Every employee must be well-versed with the EAP details, including evacuation procedures, designated rendezvous areas, and the roles of specific personnel during an emergency.
• Individual Obligations: Every employee should understand their unique roles and responsibilities during an emergency, which may range from simply evacuating to perform more intricate tasks, such as shutting down various equipment or assisting other employees.
• Drills: Periodic EAP drills should be carried out to rehearse the plan’s execution. The exercises should be as realistic as possible and include all employees. Moreover, drills can pinpoint any inadequacies of the EAP.
• Evacuation Warden Preparation: Individuals assigned as evacuation wardens or any other specific role during an emergency should undergo additional training tailor-made to their assignments.
• First Aid and CPR Training: Employees who will provide first aid or perform CPR should be appropriately certified and trained to ensure that they can do so safely and efficiently.
• Post-Drill Evaluations: A review should be held after each drill to discuss the efficacy of the exercise and ways of enhancing the EAP.
• Refresher Training: Even without any emergencies, refresher training should be scheduled regularly to ensure continued EAP familiarity.
• New Employee Orientation: New hires should receive EAP training during their onboarding process to prepare them effectively for emergencies, thus ensuring every employee is adequately equipped, not just long-standing personnel.

How EAP’s should be reviewed and practiced

EAP’s (Emergency Action Plans) are designed to provide guidance and protocols for organizations in case of unforeseeable emergencies. To ensure the EAP’s are effective, they need to be reviewed and practiced regularly.

Here are some steps to review and practice EAP’s:

1. Review the EAP’s: Review the EAP’s regularly to ensure it’s up to date, accurate, and complies with current safety protocols.

2. Identify Emergency Scenarios: Identify possible emergency scenarios and create a checklist of supplies and protocols required to manage these scenarios.

3. Conduct Training Programs: Conduct regular emergency response training programs for employees to ensure they are ready to act in case of an emergency.

4. Practice Evacuations: Perform evacuation drills periodically to train employees on evacuation protocols.

5. Evaluate Emergency Response Process: Evaluate the emergency response process after every drill, find areas for improvement and make necessary adjustments.

6. Review Feedback: Review feedback given by employees after every emergency drill and use it to improve the EAP.

By reviewing and practicing EAP’s regularly, organizations can ensure their employees are ready to handle emergencies in any scenario that arises.

In order to prevent disasters, it is essential to have a comprehensive emergency plan in place. However, it is impossible to predict all potential problems without testing the plan. That’s why it’s important to conduct exercises and drills, either for individual parts or the entire plan, to practice. After each test, drill or actual emergency, a thorough review should identify areas for improvement. Interviews or paper tests can assess individual responsibilities. It’s important to revise the plan when shortcomings are identified and review it annually or whenever there are changes to the infrastructure, processes, materials or personnel. Training individuals and teams is crucial to ensuring they can perform adequately in an emergency. An annual full-scale exercise will help maintain proficiency.
One person should be appointed and trained as the Emergency Coordinator, with a backup. However, on-site personnel during an emergency are vital in ensuring efficient action. Specific duties, responsibilities, authority, and resources must be clearly defined. Responsibilities include reporting the emergency, activating the plan, assuming overall command, coordinating communication, medical aid and evacuation, alerting staff, closing emergency shut-offs, contacting external agencies, confirming evacuation completion, notifying external populations as needed, requesting external aid, coordinating activities, advising relatives of casualties, sounding the all-clear, and advising the media. An alternate for each responsible position must be named to ensure someone with authority is available on-site at all times.

Storing your Emergency Action Plan

An emergency action plan (EAP) is a critical document that outlines procedures and protocols to be followed in times of emergencies or disasters. Proper storage and documentation of an EAP can help ensure that it is always accessible, up-to-date, and effectively implemented when needed. Here are some guidelines for proper storage and documentation of an EAP:

1. Store the EAP in a secure location – The document should be stored in a fireproof and water-resistant container or cabinet that is accessible to authorized personnel only. It should be located in a central location that is easily accessible in times of emergencies.

2. Keep the ACP up-to-date – The EAP should be reviewed and updated regularly to ensure that it reflects the latest protocols and procedures. Changes in personnel, equipment, and facilities should be reflected in the updated EAP.

3. Make copies – Multiple copies of the EAP should be made and distributed to all key personnel or departments that need to be aware of the document. Electronic copies of the EAP should be stored on secure servers and backed up regularly.

4. Train employees – Regular training and drills should be conducted to train employees on the protocols and procedures outlined in the EAP. This helps ensure that everyone knows their roles and how to respond in the event of an emergency.

5. Keep records – Records should be kept of all training, drills, and emergency incidents. This helps to identify areas that may need improvement or updates to the EAP.

Proper storage and documentation of an EAP can help ensure that organizations are well-prepared and can respond effectively in times of emergencies or disasters.

The licensee is responsible for creating a distribution list of all individuals involved in implementing the EAP, which must be regularly updated to maintain its accuracy. Each copy of the EAP that is distributed must be numbered and marked with a notice that prohibits unauthorized duplication. If a newer version of the EAP has been created, it is necessary to retrieve all outdated and numbered copies to prevent inadvertent misuse. If the EAP is also accessible electronically, it is crucial to ensure that access mechanisms are secure and can only be used by authorized entities. To safeguard sensitive data, it may be helpful to limit technical specifications and contact information from public disclosure.

Keeping proprietary engineering data within the licensee’s own controlled copies while providing abridged versions to external agencies that do not require such information is an effective technique. This approach enables the creation of different EAP versions. One version contains complete technical details and is accessible by the licensee and the Commission, while another is a simplified version tailored for emergency management authorities containing only necessary information. These authorities must be consulted to ensure that the simplified version provides them with adequate information to perform their duties during emergency scenarios. Finally, it is recommended that the contents of the EAP be reviewed annually with emergency response authorities through various meetings or seminars.