Chapter 9
EMERGENCY MANAGEMENT

Contents

Approved by Dan Lunsford
Revised 12/05

9.1 Policy
9.2 Scope
9.3 Master Emergency Program Plan
9.4 Emergency Operations Center
9.5 Drills and Exercises
9.6 Supplies and Equipment
9.7 Communications Equipment
9.8 Training
9.9 Building Managers and Building Emergency Teams
9.10 Response Teams

9.10.1 Professional First Responders
9.10.2 Volunteer Auxiliary Teams
9.11 Reporting an Emergency

9.11.1 Non-Emergency Incident Reporting
9.12 Emergency Response for Specific Situations

9.12.1 Fire
9.12.2 Serious Injury or Illness
9.12.3 Hazardous Material Spill or Release
9.12.4 Earthquake
9.12.5 Wildland Fires and Firestorms
9.12.6 Bomb Threat
9.12.7 Suspicious Mail or Packages
9.12.8 Sudden Power Outages
9.12.9 Sheltering in Place
9.13 Emergency Information Telephone Number
9.14 Enhanced 9-1-1 (E911) Service
9.15 Emergency Management Policy and Administration
9.16 Employee Responsibility During an Emergency

9.16.1 Employees at Large Involved in an Emergency
9.16.2 Employees at Large Not Involved in an Emergency
9.17 Standards
9.18 Related LBNL/PUB-3000 Chapters
9.19 References

NOTE:
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9.1 Policy

During all major emergencies, Lawrence Berkeley National Laboratory (LBNL) policy requires that an organized effort be made to protect personnel from injury and minimize damage to property and the environment. All Laboratory resources can be made available to respond to a major emergency. More information is available to Laboratory employees at the Emergency Preparedness Web site.

9.2 Scope

This policy applies as the Laboratory prepares for, responds to, and recovers from a major emergency. It applies to:

A major emergency is defined as any significant deviation from planned or expected behavior or course of events that could endanger or adversely impact the health and safety of persons, property or infrastructure, the environment, the economic status, or the reputation of LBNL. A major emergency could include:

• earthquakes
  
• landslides/mudslides
  
• urban-wildland fires
  
• winter storms/windstorms
  
• power/utility failure
  
• radioactive or chemical spill/release
  
• explosion/fire
  
• credible threats (i.e., bomb)
  
• terrorism/hostage situation
  
• breach of computer security

9.3 Master Emergency Program Plan

The LBNL Master Emergency Program Plan, LBNL/PUB-533, Rev. 2, provides a detailed description of the Emergency Management Program and includes information on emergency response, drills and exercises, emergency equipment, training, and administration. The Master Emergency Plan is based on the philosophy that suitable responses to major emergencies can only be attained when individuals react appropriately and knowledgeably.

9.4 Emergency Operations Center

The Emergency Operations Center (EOC) is where the response to a major emergency at Berkeley Lab would be tracked, monitored, and managed. The EOC is located in the Fire House (Building 48). The training room (109) contains the necessary supplies and equipment to be quickly converted to direct emergency operations. The alternate EOC may be established at any location on or off site.

9.5 Drills and Exercises

Berkeley Lab has an active drill and exercise program. In addition to an annual earthquake evacuation exercise, exercises involving activation of the EOC, volunteer auxiliary teams, and drills at selected buildings are conducted regularly. Berkeley Lab also participates in drills and exercises in collaboration with other agencies, businesses, and jurisdictions in Alameda County.

9.6 Supplies and Equipment

The EH&S Division Emergency Preparedness Program Manager is responsible for the procurement and maintenance of general emergency supplies such as rescue boxes and disaster trauma kits. Other special equipment to support the program is provided as necessary.

9.7 Communications Equipment

The EH&S Division Emergency Preparedness Program Manager coordinates with several groups within Berkeley Lab to ensure that the Laboratory maintains an emergency communications capability sufficient to meet the requirements of a response to a major disaster. They include:

• Electronic Systems and Communications Group of the Facilities Department
  
• Networking and Telecommunications in ITSD, Computing Sciences
  
• Computer Infrastructure Support in ITSD, Computing Sciences

9.8 Training

The EH&S Division Emergency Preparedness Program Manager administers and coordinates the emergency training program for employees other than professional first responders. Emergency preparedness training available to all Laboratory employees includes First Aid, Adult CPR, Fire Extinguisher Use, Earthquake/Wildland Fire Safety, and Building Emergency Team Training/Seminars. This training is recorded in the training database by the EH&S Division.

9.9 Building Managers and Building Emergency Teams

The EH&S Division Emergency Preparedness Program Manager provides support to the building managers in coordinating activities of the building emergency teams (BETs) located in each building throughout the Laboratory. Support includes providing supplies and equipment, and coordinating training, drills, and exercises. Roles and responsibilities of the Building Manager are contained in the LBNL Building Manager Policy and Procedures. Roles and responsibilities for the BETs are contained in the Sitewide Building Emergency Plan.

All BET personnel must receive training in:

• First Aid Safety (EHS 116)
• Fire Extinguisher Safety (EHS 530)
• Building Emergency Team (EHS 154)

It is recommended (but not required) that they also receive training in:

• Adult CPR (EHS 123)
• Earthquake/Wildland Fire Safety (EHS 135)
• Building Emergency Team Seminars (EHS 155)

See the EH&S Training Web site for information about these courses.

9.10 Response Teams

9.10.1 Professional First Responders

Professional first responders are the designated group(s) of personnel responsible for coping with and minimizing or mitigating the effects of any emergency. The first-responder groups at LBNL are Fire Security, EH&S, and Facilities.

LBNL contracts its fire and security services to outside vendors. First-responder training, in accordance with 29 CFR 1910.120, is required for Fire Department staff only and is provided by the contract vendor. For training purposes, all other responders are considered to be supporting the first responders.

9.10.2 Volunteer Auxiliary Response Teams

The Laboratory supports teams of employees organized to support professional first responders. These teams augment the response but are not expected to enter a hazardous zone. Individuals not trained in accordance with 29 CFR 1910.120 are prohibited from entering an area considered to be hazardous. Specialized training for volunteer auxiliary teams is the responsibility of the administering group. Teams include the following:

• Amateur radio operators, administered by the Emergency Preparedness Office
• First aid team, administered by the Health Services Group

9.11 Reporting an Emergency

To report any emergency,

• If this is a life-threatening emergency, immediately call x7911 or 9-911 if on site, or the emergency number on your desk phone if off site. Please stay on the line until it is answered.
  
  If calling from a cellular phone, call 911 and be prepared to tell the dispatcher your exact location.
  
• Inform your supervisor and/or line manager.

When reporting an emergency, it is important to identify yourself and be as specific as possible. Use the red/white EMERGENCY RESPONSE GUIDE as a guide and report the following:

• Your name, phone number and location, including room and building number or nearest building if outside.

• The nature and severity of the emergency: for example, gas leak, personnel/personal injury, or spill of hazardous chemicals. In the latter case, give the name of the chemical and how much.

• Other potential dangers, such as the presence of flammable liquids or gases, pressure vessels, exposure of other persons, structure damage, or suspicious object.

WHEN REPORTING A TELEPHONE BOMB THREAT, see additional information in Section 9.12.6.

9.11.1 Non-Emergency Incident Reporting

The law and DOE require prompt notification of all work-related EH&S incidents/accidents. Report all such events immediately to your supervisor and EH&S.

• Call Health Services at x6266 for Injuries and Illnesses.
• Call x6999 for the following:
  
• Environmental releases
• Hazardous conditions
• Traffic incidents
• Near-miss events
• Security events

• Notify the immediate supervisor and/or responsible division/department manager.

9.12 Emergency Response for Specific Incidents

9.12.1 Fire

Report the emergency in accordance with the instructions under Section 9.11, Reporting an Emergency, or activate the fire alarms by using a fire pull box. Evacuate the building. Use a fire extinguisher only if you have been trained in fire extinguisher use, and only if you have a clear escape route. After evacuation, remain in the assembly area until the Building Manager or the Fire Department authorizes re-entry.

9.12.2 Serious Injury or Illness

Report the emergency in accordance with the instructions under Section 9.11, Reporting an Emergency. If you are not near a phone or cannot leave the injured person, you may activate the nearest fire call box to summon help. Administer first aid or CPR only if you are trained to do so. Refrain from moving the victim unless he/she would suffer further injury by remaining in the area.

9.12.3 Hazardous Material Spill or Release

Remember SWIM:

Additional response information for radiation, chemical, or biological spills can be found in the red/white EMERGENCY RESPONSE GUIDE.

9.12.4 Earthquake

If you are inside, “drop, cover, and hold” by getting under a desk or table, and holding on until the shaking stops. Stay clear of windows, bookcases, or any apparatus that may fall. After the shaking stops, gather your personal belongings, such as brief cases, umbrellas, or purses and evacuate the building. Do not use the elevator.

If you are outside, stay away from buildings and overhead power lines. Be aware of falling rocks or landslides. Move to the assembly area for the building after the shaking stops.

If you are in a motor vehicle, stop in a safe open area away from buildings, trees, and overhead power lines. Do not park near the edge of a hill because the roadway may shift and cause the vehicle to slide down the hill. Remain in the vehicle and allow emergency vehicles to pass.

Do not attempt to leave the Laboratory immediately following the earthquake. Roads and access routes must be kept clear for emergency vehicles. Landslides may block the roads. Information about the status of roads and buildings will be broadcast to building managers over the building manager radio network.

9.12.5 Wildland Fires and Firestorms

Berkeley Lab's Wildland Fire Evacuation Plan has three steps for all employees. For more information, see LBNL/PUB-535, Wildland Fire Evacuation/Relocation Plan.

1. Listen for PA announcements: Wildland fires on or near the Laboratory site will be announced over the public address system.
   
2. Understand the difference between a vehicular and pedestrian evacuation. Depending on the location and expected arrival of the fire, employees may be asked to evacuate or relocate by either method.
   
3. Remain calm and follow instructions.
   

9.12.6 Bomb Threat

If you receive a telephone bomb threat, attempt to keep the caller on the line as long as possible and note:

• Time and date of call; phone number if caller ID is available
  
• Age and gender of caller; distinguishing speech characteristics
  
• Caller's message; any background noises
  
• Any other conversation or comments

THEN: Report the bomb threat, following the procedures in Section 9.11, and evacuate. The back page of the LBNL telephone directory describes the building evacuation procedures to be used in the event of a bomb threat.

9.12.7 Suspicious Mail or Packages

Precautions for those who open mail: If you receive suspicious mail, do not open it and immediately call 7911. Characteristics of suspicious mail:

• Lack of a return address, or a suspicious return address
  
• Excessive postage
  
• Misspelled words
  
• Protruding wires
  
• Strange odor
  
• Oily stains or discoloration on the outer envelope or wrapper
  
• Excessive tape or string

If you have opened a letter or package that you believe contains biological or chemical material, don't panic. Follow these three steps:

1. Set the letter or package down and do not handle it further.
   
2. Immediately call 7911.
   
3. If you have immediate access to a sink, wash your hands with warm water and soap for one minute. Otherwise, stay where you are and wait for emergency responders.

Precautions for those who routinely sort, handle, or distribute mail:

1. Wash your hands with warm water and soap before and after handling the mail, and do not eat or drink around mail.
   
2. If you have open cuts or skin lesions on your hands, wear disposable latex gloves.

9.12.8 Sudden Power Outages

Sudden power outages can occur at any time and for a variety of reasons. The Berkeley Lab plan for managing a sudden power outage is detailed in the Energy Emergency Briefing Book, available in the Emergency Preparedness office.

Advance information and updated reports of a power outage will be communicated in a variety of ways, including the Hill PA system, the building manager radio system, Level-1 e-mails, broadcast voice mail, and the employee emergency 800 number.

During a power outage warning (outage is pending or possible), employees should do the following:

• Do not use elevators.
  
• Turn off ALL electrical equipment.
  
• Have a flashlight or battery-powered lantern in your office.
  
• Stop work and close, cover, or otherwise contain and secure the hazardous materials you were using.
  
• Stop work in fume hoods or biosafety cabinets as soon as possible, and close the sash, even if the hood appears to be working.
  
• Make sure cabinet doors and flammable storage cabinets are secure.

During a power outage, employees should do the following:

• If you are working with materials at reduced or increased temperature or pressure, know the steps to safely relieve or maintain the system to prevent an uncontrolled reaction or release.
  
• Avoid opening refrigerators or freezers to maintain internal temperature.
  
• Turn off ALL electrical equipment and heat sources that may come back on automatically (printers, copiers, hot plates, autoclaves, toaster ovens, etc.).
  
• Be aware of additional information or instructions.

9.12.9 Sheltering in Place

Berkeley Lab employees may be advised to shelter in place during situations where they would be safer inside rather than outside a building. For example: An atmospheric release of materials considered dangerous to public health, where evacuation is NOT a viable option; a fast-moving firestorm; or a workplace violence incident.

Procedures for sheltering in place include:

1. LISTEN to the public address system or other warnings that will explain the situation and direct employees on taking the appropriate action.
   
2. SHELTER inside the nearest building or office. An inside room (minimal doors and windows) is best.
   
3. SHUT and lock all doors, windows, and vents.
   
4. MONITOR updates via e-mail, voice mail, or PA system.

9.13 Emergency Information Telephone Number

If a disaster occurs during other than normal working hours, you may dial the Laboratory’s emergency status information number to listen to a recorded message, which will provide you with information regarding the Laboratory’s status.

To obtain emergency status information, dial 1-800-445-5830. This number is also located on the back of your Laboratory ID/proximity card.

9.14 Enhanced 9-1-1 (E911) Service

LBNL subscribes to an “Enhanced 911” service that allows emergency responders to locate the origin of an emergency call by identifying the caller's E-911 information such as the caller's building number, room number, and telephone extension. When a call is placed to 7911 or 9-911 from LBNL locations, the caller's E-911 information will be automatically transmitted to the emergency service dispatcher.

It is imperative to maintain the accuracy of the information in the E911 database. Therefore, all telephone moves, adds, and changes, and all office/cubicle layout changes, room number changes, or signage must go through the Work Request Center in the Facilities Department.

9.15 Emergency Management Policy and Administration

According to the LBNL Master Emergency Plan, specific responsibilities are assigned to the following during a major emergency:

• LBNL Executive Team
• Emergency Response Organization
• LBNL Volunteer Teams
• Emergency Preparedness Subcommittee
• Emergency Preparedness Program Manager
• Supervisors
• Employees at large

LBNL's emergency management organization is consistent with the Incident Command System. the Standardized Emergency Management System (SEMS), and the National Incident Management System (NIMS) used by federal, state, and local jurisdictions to manage emergency response to disasters.

9.16 Employee Responsibility During Emergencies

All Berkeley Lab employees are expected to be familiar with emergency procedures described in PUB-3000, and on the Emergency Preparedness Web page.

9.16.1 Employees at Large Involved in an Emergency

All employees not in an emergency response group but involved in a major emergency are responsible for:

• Reporting the emergency promptly, according to the procedures in Section 9.11.
  
• Showing the professional emergency responders where the incident occurred, summarizing the hazards associated with the area, and providing any other information that will help avoid injuries.
  
• Removing the injured persons, only if there is threat of further injury or further exposure to hazardous conditions.
  
• Administering first aid or trying to control the incident, only if they are trained and can do so safely.
  
• Reporting to their designated evacuation site. If leaving an injured person, employees must report to a Building Emergency Team member or professional responder.

9.16.2 Employees at Large Not Involved in an Emergency

All employees not involved in an emergency are responsible for:

• Staying away from the scene, evacuating immediately by the nearest safe exit when a fire alarm sounds, and refraining from re-entering an evacuated area until notified by a professional emergency responder or the building manager.
  
• Following instructions given over the public address system or directly by the Incident Commander or the building manager.

9.17 Standards

• 29 CFR 1910, Occupational Safety and Health Standards for General Industry
• NFPA 1600, Standard on Disaster/Emergency Management and Business Continuity Programs
• 40 CFR 68, Chemical Accident Prevention Provisions
• 40 CFR 355, Emergency Planning and Notification (SARA III)
• DOE Order 151.1b, Contractor Requirement Document

9.18 Related LBNL/PUB-3000 Chapters

• General Policy and Responsibilities (Chapter 1)
• EH&S Charter (Chapter 2)
• EH&S Training (Chapter 24)
• Seismic Safety (Chapter 23)

9.19 References

• LBNL Master Emergency Plan, LBNL/PUB-533, Rev. 2, October 2005
• LBNL Building Manager Policy and Procedure, April 2003
• LBNL Sitewide Building Emergency Plan, LBNL/PUB-540, Rev. 1, April 2003
• LBNL Wildland Fire Evacuation/Relocation Plan, LBNL/PUB-535, August 1994
• LBNL EHS Emergency Preparedness Web page.