Procedure: Emergency Procedures in Buildings

1. Scope

These procedures have been developed by The Australian National University to assist Budget Units in organizing emergency procedures in each building under their control. Responsibility for such procedures is required of Budget Units under these procedures. The procedures supersedes the previous policy on this topic1 and incorporates many of the recommendations of the Commonwealth Fire Board2 and Standards Australia3.

Effective emergency procedures need to include the following components,

a) detection of the potential emergency,
b) declaration of the emergency and decision on the appropriate response,
c) communication of this decision to building occupants,
d) appropriate action by building occupants.

These requirements would be satisfied by the availability of,

a) a fire alarm system and personal communication for non-fire emergencies,
b) a Chief Warden appointed for the building with relevant authority and training,
c) an emergency warning (and intercommunication) system,
d) an emergency control organization and training of building occupants.

The University is currently upgrading both the fire alarm systems and the emergency warning (and intercommunication) systems in its buildings. Budget Units should ensure that emergency control organizations have been established in each of their buildings and, by making use of all relevant resources, shall develop effective emergency procedures.

Note that similar procedures can be set up to facilitate response to an emergency situation occurring in field operations, farming, and other types of University activity.

It is a requirement that these procedures shall be followed by management and staff throughout the University.

2. Definitions

2.1 Fire Alarm System.

The fire alarm system is designed to provide automatic notification of the presence of fire (by detecting heat or smoke) in the building. It is made up of fire detectors positioned throughout the building and wired to the fire indicator panel and fire bell. When a detector is activated, its location is shown on the fire indicator panel, the fire bell commences to ring continuously, a signal is sent automatically to the fire brigade, and the emergency warning system is started in the ALERT mode.

The fire alarm system can be manually activated using the break-glass switch adjacent to the fire indicator panel.

1. Guidelines for the Protection of Occupants of University Buildings against Fire and other Emergencies, Circular No. 1095, Paper 3080/1981, dated 29 Oct 1981.
2. Emergency Procedures for Buildings, Commonwealth Fire Board, Fire Safety Circular No.41, June 1990.
3. AS 3745 - 1990: Emergency Control Organization and Procedures for Buildings, Standards Australia.

2.2 Emergency Warning (and intercommunication) System.

The emergency warning system provides an audible signal throughout the building to warn occupants of a fire or other emergency situation. A two-stage system is used. The ALERT signal (repetitive 0.625 s-interrupted sound of 420 Hz frequency) is sounded automatically on actuation of the fire alarm system or is manually activated in other emergency situations. The Chief Warden manually activates the EVACUATION signal (repetitive signal of rising frequency 500 Hz - 1200 Hz) if required or, in the absence of manual override, the EVACUATION signal sounds automatically after a set time delay.

An emergency warning and intercommunication system (EWIS) for a large or multi-storied building also includes an intercommunication component that allows two-way conversation between the Chief Warden at the master emergency control panel and Floor Wardens in different parts of the building.

2.3 Emergency Control Organization, ECO.

The emergency control organization (ECO) facilitates the safe and orderly implementation of the emergency procedures in a building, including the evacuation of the occupants from the building when appropriate. The ECO is a structured organization of people employed within a building who take command on the declaration of an emergency in the building, pending the arrival of the fire brigade or other emergency service. The ECO comprises the Chief Warden, Deputy Chief Warden, Floor Wardens, Deputy Floor Wardens, and Wardens and may also include chemical, biological and radiation safety officers, technical officers, first aid attendants, security attendants, communications officer, etc. The term Warden is used to signify a member of the ECO.

2.4 Budget Units.

Budget Unit refers to a School, Faculty, Department, Cost Centre or Unit designated by the Vice-Chancellor as responsible for an activity of the University. The Budget Unit in occupancy of each building of the University is given in Appendix D. The current listing of building occupancies is held by the Building and Grounds Division.

3. Aim of Emergency Procedures

The primary aim of the emergency procedures is to ensure the safety of building occupants in the event of an emergency. The emergency procedures should also consider any special processes undertaken in the building (e.g. laboratory activities, computer operations, research materials, etc.) and plan for the secure shut down of such processes in the event of an emergency.

4. Priorities During an Emergency in a Building

FIRST PRIORITY:             

Protection of Life.
The first priority is to ensure that all people who may be in danger are warned, and that action is taken to guarantee their safety, before any steps are taken to prevent the spread of the hazard, to secure assets, or to eliminate the hazard.

SECOND PRIORITY:

Prevent Spread of Hazard
The second priority aims at controlling the extent of the hazard within the building and minimising its release into the environment.

THIRD PRIORITY:

Save Assets in the Affected Area.

FOURTH PRIORITY:

Eliminate the Hazard.

5. Responsibility for Emergency Procedures

5.1 Responsibility for Development and Implementation.

Budget Unit management is responsible for the development and implementation of emergency procedures in the buildings occupied by the Budget Unit, including the appointment of members of the emergency control organization for each building. For buildings of joint occupancy, the Budget Unit with the greatest number of equivalent full-time staff in occupancy shall be responsible for the development and implementation of emergency procedures for all occupants of the building. The Budget Unit in occupancy of each building of the University is given in Appendix D.

5.2 Mechanism for Developing and Modifying Emergency Procedures.

For those Budget Units that do not have emergency procedures already in place, such procedures shall be developed by an ad hoc emergency planning committee, taking guidance from these procedures and relevant publications of the Commonwealth Fire Board and Standards Australia. Recommendations from these sources may need to be modified to suit local needs and facilities, because it is essential that the emergency procedures developed by Budget Units be practicable in terms of available physical and human resources. The membership of the ad hoc emergency planning committee shall be,

• Chief Warden,
• Deputy Chief Warden,
• Chair, Designated Work Group OHS Committee,
• one representative from each Budget Unit housed in the building,
• two representatives from the occupants in the building,
• University Fire Officer,
• University Occupational Health and Safety Officer.

The draft emergency procedures should be circulated to building occupants for comment, before being put before the Budget Unit OHS committee for ratification, and submitted to Budget Unit management for consideration for approval.

Modifications to approved emergency procedures shall be undertaken on the recommendation of the Chief Warden. Recommended changes shall be put before the Budget Unit OHS committee for ratification before being considered for approval by Budget Unit management.

5.3 Implementation of Emergency Procedures.

The emergency procedures for a building shall be implemented by the building's emergency control organization under the direction of the Chief Warden.

It is the responsibility of Budget Unit management to,

a) appoint members of the emergency control organization for a building, b) ensure that such persons have training in emergency procedures,
c) support the ECO by appropriate Budget Unit resources and authority.

Members of the ECO should be mature and responsible persons who are physically capable and who have the confidence of building occupants. The Chief Warden shall be a person of equivalent grading ANU 5 or above.

For buildings of joint occupancy, all Budget Units shall contribute members to the emergency control organization in proportion of number of equivalent full-time staff in occupancy, or other practicable arrangement.

The Chief Warden, or in his or her absence the Deputy Chief Warden, shall have sole responsibility to determine that an emergency in the building is to be declared. In the event of a declared emergency,

a) the Chief Warden shall determine the appropriate emergency procedures to be implemented, which may or may not include evacuation of occupants from the building,
b) until the arrival of the emergency services, the Chief Warden shall have sole control over the operation of the emergency procedures, and shall implement those procedures by bringing the emergency control organization into action through the use of the emergency warning (and intercommunication) system or other appropriate means,
c) instructions given by the Chief Warden, or on the authority of the Chief Warden by other members of the emergency control organization, shall not be countermanded by Budget Unit management during the period of the emergency,
d) following the arrival of the emergency services, the Chief Warden shall act on the instructions of the emergency service's senior officer.

6. Emergency Control Organisation for a Building, ECO

• Chief Warden,
• Deputy Chief Warden,
• Floor Wardens,
• Deputy Floor Wardens,Wardens,

The range of duties generally expected to be undertaken by the various Wardens is given below.

6.1 Chief Warden and Deputy Chief Warden.

The Chief Warden, or if absent the Deputy Chief Warden, is expected to respond immediately to an emergency alarm, determine if an emergency should be declared in the building, determine what emergency procedures should be implemented, and bring the ECO promptly into action.

The Chief Warden's duty will be to assume control of the occupants of the building

• from the time an alarm is given,
• through to the arrival of the emergency service,and until emergency service recommendation is given for building re-entry.

The Chief Warden is also responsible for

• being available, or organizing cover, for all times that the building is normally occupied,
• organizing and distributing to all Wardens and to all building occupants relevant information for use in an emergency, including details of
  • the fire alarm system
  • the emergency warning system
  • the emergency procedures,
• organizing, with the assistance of the Facilities & Services Division, and installing for prominent display evacuation plans for each floor or zone,
• maintaining and distributing to all building occupants a current list of all Floor Wardens and Deputies (with phone numbers and locations),
• training, or organizing the training of, newly-appointed Wardens in ECO operations.

It will be a matter of careful arrangement, for which the Chief Warden is responsible, that both the Chief Warden and the Deputy Chief Warden are not simultaneously absent during normal working hours.

6.2 Floor Wardens and Deputy Floor Wardens.

Floor Wardens should be appointed for each floor or zone of a building, to control the emergency procedures for their floor, generally as directed by the Chief Warden.

However, Floor Wardens have the authority to evacuate their floor or zone if they consider there is any danger to personnel in that zone.

Floor Wardens must be familiar with

• the operation of the fire alarm system, the emergency warning system and any other equipment used to assist in the operation of emergency procedures for the building,
• the floor or zone they represent, including
  • all means of egress and alternative escape routes,
  • the existence and positions of rooms leading off blind passages, doors leading to dead-ends and any other confined areas in which persons could be located,
  • potentially hazardous materials or operations undertaken in their zone,
• the location and operation of fire doors, smoke doors, fire blankets, portable fire extinguishers and fire hoses on their floor or zone,
• the number and location of mobility-impaired persons on their floor or zone.

Wardens should be appointed to assist each Floor Warden on the basis of at least one Warden for each twenty persons employed on the floor or zone.

6.3 Warden Identification

To assist building occupants and emergency services personnel to identify Wardens during an emergency, Wardens should wear safety helmets of distinctive colours, as follows,

6.4 Training of Emergency Control Organization Members.

All members of the emergency control organization should undergo formal training in emergency procedures.

The Occupational Health and Safety Unit should develop a training course for Wardens, covering such topics as emergency procedures, evacuation procedures, and fire extinguisher and hose reel operation. This course should be available on a regular basis at the OHS Unit and be available for presentation on site in an Budget Unit.

6.5 Indemnification of Emergency Control Organization Members.

Wardens are indemnified by the University in respect of legal proceedings arising as a result of an action done in good faith in the course of their duties as a Warden during the operation of emergency procedures, including emergency or drill evacuation from a building.

7. Roles of ECO Members in an Emergency

7.1 Chief Warden.

The Chief Warden, on becoming aware of a potential emergency, shall determine the nature of the emergency and decide on the appropriate action. If an emergency is declared, the Chief Warden shall initiate the emergency procedures which should include the following actions:

a) ensure that the appropriate emergency service has been notified,
b) ensure that the Floor Wardens are advised of the situation,
c) if necessary, initiate evacuation procedure,
d) brief emergency service personnel on their arrival and thereafter act on the instructions of the emergency service's senior officer.

The Deputy Chief Warden shall assume the Chief Warden's responsibilities if the Chief Warden is absent, and otherwise assist as required by the Chief Warden.

7.2 Floor Wardens.

A Floor Warden, on becoming aware of an emergency, should implement the emergency procedures for their floor which should include the following actions:

a) if the circumstances on their floor warrant it, order the evacuation of the occupants of their floor ,
b) communicate with the Chief Warden and act on his or her instructions,
c) direct wardens to check the floor for any abnormal situation,
d) advise the Chief Warden as soon as possible of the circumstances on their floor and of the action taken.

A Deputy Floor Warden shall assume the Floor Warden's responsibilities if the Floor Warden is absent, and otherwise assist as required by the Floor Warden.

7.3 Wardens.

In the event of an emergency, Wardens may be required to carry out a number of activities, including the following:

a) check to ensure fire doors and smoke doors are properly closed,
b) search floor to ensure all persons are accounted for,
c) ensure orderly movement of occupants,
d) assist mobility-impaired persons,
e) act as leaders of groups during building evacuation,
f)  operate first attack fire-fighting equipment (portable fire extinguishers, hose reels, and fire blankets).

8. Evacuation Drills

Evacuation drills, complete with local alarms (activated by the University Fire Officer with approval of the A.C.T. Fire Brigade) should be carried out in all buildings at least once a year.

The following points should be noted by the Chief Warden in planning and implementing an evacuation drill:

a) Co-ordinate the timing of the drill with

• Director or Head of the Budget Unit,
• Business Manager or Laboratory Manager of the Budget Unit,
• University Fire Officer,
• Occupational Health & Safety Officer.

Make a special effort to organise the drill when both the Director/Head and the Business/Laboratory Manager are present in the building. The co-operation and active participation of senior officers in a building is essential to ensure the wholehearted support of staff. As well as building drills, organise drills specifically for lecture theatres and large teaching laboratories when occupied.

b) Send out advance notice of the drill (including date and approximate time) to all staff to assist their understanding and co-operation.

c) Ensure that all staff recognize the ALERT and EVACUATION signals and know the relevant procedures, exit routes, and assembly area.

d) The Chief Warden should superintend the drill, record the time required to complete the evacuation, and note any problems and deficiencies.

e) After each drill a meeting of Wardens should be held to evaluate the success of the drill and to solve any problems that may have arisen.

9. Guidelines for Specific Emergency Procedures

It is important that Budget Units, in developing specific emergency procedures, also provide the human and physical resources needed to ensure the effective operation of such procedures.

9.1 Fire.

See Section 4 of Australian Standard AS 3745 - 1990 Emergency control organization and procedures for buildings.

9.2 Bomb Threat.

See Section 5 of Australian Standard AS 3745 - 1990 Emergency control organization and procedures for buildings.

9.3 Civil Disorder and Illegal Occupancy.

See Section 6 of Australian Standard AS 3745 - 1990 Emergency control organization and procedures for buildings.

9.4 Evacuation of Lecture Theatres, Class Rooms and Teaching Laboratories.

These areas require explicit organisation because of the potential for large numbers of people to be congregated in a small area. The person in charge of the class shall act as the Warden controlling the class.

The person in charge of the class should direct students to:

1. Stand fast and push chairs, large bags, etc. under desks or benches. In a bomb threat, remove all personal bags and items.

2. Turn off electrical devices and laboratory operations that are not safe to be left unattended.

3. In controlled sequence, move along gangways to main aisles and exit in an orderly manner through the nearest appropriate exit.

9.5 Chemical Hazards.

See

Research School of Chemistry Safety Regulations,
Research School of Biological Sciences OHS in RSBS - Regulations and Advice,
John Curtin School of Medical Research Safety Handbook.

9.6 Biological Hazards.

See

Australian National University Biological Safety, particularly Chapter 9 Treatment of microbiological waste and spills.

9.7 Ionizing Radiation Hazards.

See

Australian National University Ionizing Radiation Safety, particularly Chapter 4 Emergency Procedures.

9.8 High Value Materials, Equipment, Processes or Data.

Specific procedures may need to be developed by Budget Units to secure materials, equipment, processes or data that are of high value to the Budget Unit.

10.  History

These hazard management procedures for Emergency Procedures in Buildings were drafted by a working party during February - June 1991,
reviewed by a representative of the ACT Fire Brigade, reviewed by a representative of the Commonwealth Fire Board,
reviewed by a representative of the Australian Federal Police,
reviewed and ratified by the Occupational Health and Safety Policy Committee,
and approved by Warwick Williams, University Secretary on 13 December 1991.

These procedures should be read in conjunction with the University's Occupational Health and Safety Policy

First issued February 1992

Appendix A

Fire Prevention and Fire Protection

Fire Prevention refers to activities directed towards the control of one or all of the three factors simultaneously necessary for a fire outbreak:

• oxygen (from air or an oxidant chemical)
• fuel (e.g. combustible solids, flammable liquids)
• ignition source (e.g. flame, spark, heat)

To avoid the outbreak of fire (and to be able to react effectively if fire occurs), it is recommended that Wardens maintain the following standards in their Budget Unit:

1. Good housekeeping

• regular removal of combustible wastes
• regular removal of redundant/broken equipment and furnishings
• heaters situated away from combustibles
• discharged fire extinguishers reported to the University Fire Officer
• maintain egress routes clear of obstruction
• fire doors and smoke doors kept shut, except during use or when held open by approved automatic release devices

• fire alarm system and emergency warning system
• fire rated floors, ceilings, and walls within building
• fire doors and smoke doors
• wide egress routes
• exit signs easily recognizable
• fire extinguishers and hose reels sited correctly, clearly marked and accessible

• minimum supplies at each work station
• no excessive storage of flammables
• safety containers of suitable capacities used for dispensing and internal movement

• Implement University procedures, Smoking in the University (see Appendix D). Smoking is the second most common cause factor of industrial and commercial fires; electrical faults is the commonest.

• Implement University procedures for Electrical Safety (see Appendix D).

Fire Protection refers to the provision of effective means for

• automatic notification of building occupants and the fire brigade of the presence of a fire in the building
• controlling the rate of spread of the fire and its smoke
• extinguishing the fire at its incipient stage
• safe evacuation of the occupants of the building

The fire alarm system provides automatic notification to building occupants and to the fire brigade of the presence of a fire in the building. Such systems are made up of fire detectors positioned throughout the building and wired to the fire indicator panel and fire bell. In the event of detector actuation, signals are sent automatically to notify the fire brigade, turn off fire door electromagnets, switch the air-handling system to fire-emergency mode, and start the emergency warning system in the building.

• Fire detectors. These systems are designed to detect one or other of the two characteristics of a fire: heat or smoke.
  • Thermal (or heat) detectors react only to temperature. They are activated by a rapid rate of temperature increase or when a predetermined temperature is reached.
  • Smoke detectors react to the smoke (very small particles of unburnt carbon) that is present in any building fire. Smoke detectors are generally sited adjacent to fire and smoke doors and within the air handling system.
  • Sprinkler systems.
• Emergency warning systems. These systems provide the audible alarm signals used to alert building occupants and to assist their orderly evacuation from the building. Generally two-stage systems are used. The ALERT signal (repetitive 0.625 s-interrupted sound of 420 Hz frequency) is sounded automatically on actuation of the fire alarm system. The House Warden manually activates the EVACUATION signal (repetitive signal of rising frequency 500 Hz - 1200 Hz) if required.

• Fire rating of building materials and design. The structural members and major partitions in buildings are designed to resist fire (i.e. stop it penetrating) for a given duration of time (e.g. 4, 3, 2, 1.5, 1, 0.5 hours).
• Fire doors and smoke doors. Fire doors are fire-rated (when closed). Smoke doors are not fire-rated but provide the very important function of limiting the spread of smoke.
• Air handling system in fire-emergency mode. During a fire-emergency the system will switch to one of three fire-emergency modes:
  • i) Complete shutdown
  • ii) Exhaust mode (full exhaust, no recirculation, no fresh air)
  • iii) Smoke mode (full exhaust, full fresh air, no recirculation)

• Sprinkler systems. This type of system is a network of pipes plumbed throughout the ceiling(s) of the building that carries water from the mains to small, heat-sensitive sprinkler heads. When heat causes the sprinkler head to reach a certain temperature, a glass bulb or metallic link is broken and water is discharged onto the fire in a spray pattern. The flow of water through the sprinkler system activates the fire alarm system.
• Fire extinguishing equipment.
  • Hydrant systems are arrangements of piping with outlets for the connection of large diameter hose; for the use of the fire brigade or properly trained fire-fighting team only.
  • Hose reels consist of a length of non-kinking tubing with a nozzle attached. They are permanently connected to the water supply and may be used by Wardens.
  • Fire blankets
  • Portable fire extinguishers
• Portable fire extinguishers.
  • Water
    • colour: red
    • for class A fires, rating = 2A; not for electrical fires
    • generally supplied in 9 L size; has fairly long range ) 8 m
    • discharge time ) 60-90 s
    • to extinguish the fire, the jet needs to be directed at the base of the flame to wet the burning solids
  • Foam
    • colour: blue
    • for class B and class A fires, rating = 2A 20B; not for electrical fires
    • generally supplied in 9 L size; has medium range ) 5 m
    • discharge time ) 40-60 s
    • to extinguish a class B fire the foam needs to cover the surface of the burning liquid; either impinge the foam on a vertical surface behind the fire (to allow the foam to flow back over the surface) or arc the jet of foam so the foam gently precipitates on the surface of the burning liquid
  • Carbon dioxide
    • colour: red with black band
    • for class B and class E fires, rating = 5BE
    • generally supplied in 3.5 kg size; has short range ) 2 m
    • discharge time ) 10-12 s
    • to extinguish the fire, direct the jet straight at the fire
  • Dry chemical powder
    • colour: red with white band
    • for class B and class E fires, rating = 80BE
    • generally supplied in 9 kg size; has medium range ) 5 m
    • discharge time ) 15-20 s
    • to extinguish fire, move the jet back and forth through the flame base
  • Halogenated hydrocarbon (HALON)
    • colour: yellow
    • for class B and class E fires, rating 20BE
    • generally supplied in 3 kg size; has short range ) 2 m
    • discharge time ) 8-10 s
    • NOTE: toxic properties when used in confined space
    • NOTE: contains BCF; environment hazard from effect on ozone layer
    • to extinguish the fire, direct the jet straight at the fire

CLASSES OF FIRE

Class A - fires involving ordinary solid combustibles; such as wood, paper, textiles, rubbish, etc
Class B - fires involving flammable liquids; such as solvents, petrol, oil, fats, paints, etc
Class E - fires involving live electrical equipment

4. Safe Evacuation of Occupants from the Building

This fire protection practice forms the major focus of this code.

Appendix B

Emergency Checklist for Chief Warden

Name of Chief Warden:
Time at which potential emergency was raised:
Name of Wardens sent to fire indicator panel or potential emergency:	Reported back
Location of potential emergency:
Description of potential emergency:
If Emergency is Declared:
Emergency declared	Time
ALERT signal activated	Time
If fire exists phone fire brigade on 0-000
If other emergency exists phone relevant emergency authority on 0-000 ambulance police (includes bomb squad )
Phone ANU security on extension 52249
If Building Evacuation is Necessary:
Evacuation signal activated	Time
Lifts called to ground floor and use controlled
Persons placed outside exits
Floor Wardens report evacuation is complete:
Floor Floor Warden Floor Evacuated  Comments
* Made contact with emergency service	Time

Appendix C

Self-Contained Breathing Apparatus

Self-contained breathing apparatus (SCBA) are routinely used in some Budget Units for contaminant control procedures and may also be used in emergency procedures. 

The provision of self-contained breathing apparatus in Budget Units without a routine operational need is not recommended because of the dangers involved with unskilled use and the ready availability of the expert services of the A.C.T. Fire Brigade.

While the use of self-contained breathing apparatus is important in the operation of certain Budget Units, it must be recognised that such use may pose a hazard if staff are not given adequate training or are supplied with inappropriate or poorly maintained equipment.  It is important that the Budget Unit rigorously control the provision, maintenance and use of self-contained breathing apparatus.

If a Budget Unit decides to provide self-contained breathing apparatus because of an operational need, the Budget Unit shall comply with the following requirements:

1. The self-contained breathing apparatus shall be of the positive-pressure type, and meet Australian Standard certified product requirements referred to in AS/NZS 1716.
2. A minimum of two sets shall be purchased, to allow for buddy system operations, and to allow for back-up while one set is being serviced.
3. The apparatus shall be satisfactorily maintained; including 12-monthly servicing of the apparatus by a recognised authorised service agent (or other appropriate means) and appropriate recharging of the air cylinders.
4. Only staff currently trained shall be allowed to use the apparatus.  Each authorised user shall attend the University’s approved course on self-contained breathing apparatus.  The course includes both theory and practical elements.  The practical scenario training must be attended every 12 months, however attendance to a tutorial/theory session is only required every 2 years.
5. The Budget Unit shall produce written operating procedures to cover both routine and emergency use of the self-contained breathing apparatus.

Appendix D

(see Facilities and Services home page)

Appendix E

Bibliography

ANU Procedures

Australian Standards

General