GSB Emergency and Evacuation Procedures

INDEX

Section A - Emergency Plan

1. Purpose
2. Scope
3. References
4. Definitions and terminology
5. Introduction
6. Important for ALL staff and Heads of Departments (GSB, BWL, CfC LIA, Xerox)
7. Emergency telephone numbers
   1. General
   2. Management
   3. Emergency controllers
   4. Marshals (Evacuation/Fire)
   5. First aid personnel
   6. First aid kit locations
8. Health and safety (H&S) representatives
9. Standard staff procedures during an emergency
   1. Recommended procedure in the event of an evacuation required in “Stonehouse” (CPS/BWL)
   2. Recommended procedure in the event of an evacuation required in “Moorings” (BWL)
   3. Recommended procedure in the event of an evacuation required in “Abbotsford House” (Executive Education)
   4. Recommended procedure in the event of an evacuation required in “ House” (Centre for Coaching)
10. Procedure to follow when discovering a fire
11. Procedure to follow in the event of a bomb threat
    1. Bomb threat checklist
12. Procedure to follow in the event of discovering a suspicious parcel/object
13. Procedure to follow in the event of an explosion
14. Procedure to follow in the event of hazardous chemical spill
15. Procedure to follow in the event of an IT emergency or a major system-wide IT problem

Section B - Emergency Personnel Handbook

1. The emergency controller
2. Role/function
3. If an evacuation is required
4. Other tasks required of an emergency controller
5. Emergency controllers step-by-step checklist
6. Evacuation/Fire marshals
7. First aid personnel
8. Announcements to be made in the case of an alarm
9. Automated announcements to be selected in the event of a fire drill/evacuation/false alarm
10. Announcements to be made in the event of an automated public announcement (PA) system failure or automated system override
11. Evacuation zones and exits
12. Flooding policy
13. B-Block department list for roll call

SECTION A - EMERGENCY PLAN

Purpose

To provide a safe and healthy working environment for all UCT staff, students, all BWL staff and hotel guests and conference goers, as well as any person that might come into contact with the activities of the University GSB Breakwater Campus. This is envisaged by formulating an in house emergency plan that will clearly define procedures in the event of an emergency.

Scope

The requirements of this document apply to the UCT GSB Breakwater Campus only and apply to its buildings, the Hotel, and the UCT Academic Conference Centre.

References

Occupational Health and Safety Act No.85 of 1993, as amended : Provincial legislation

Definitions and terminology

• UCT means the University of Cape Town
• GSB means the Graduate School of Business
• BWL means the Breakwater Lodge operated by Marriott International
• OHS Act means the Occupational Health and Safety Act No. 85 of 1993, including the regulations, as amended from time to time.

Introduction

• Any plan to cope with an emergency situation should instil confidence and avert panic.
• Planning should focus on simplicity and intelligibility.
• A complex and detailed plan is forbidding to potential users and therefore has very little chance of success.
• The plan has been formulated taking the complexity of the environment into consideration which includes all the buildings, the BWL Hotel, and the UCT Academic Conference Centre/

Important for ALL staff and Heads of Departments (GSB, BWL, CfC LIA, Xerox)

• Be made aware of what is required of them in the event of an emergency
• Know who is in control of the emergency
• Know the location of emergency equipment and how to operate the equipment.
• Know the evacuation routes and the location of the assembly points
• Be constantly aware of fire hazards/suspicious objects
• Co-operate during any emergency
• HOD’s to have a system in place to ensure that their teams are accounted for at the Assembly Point.
• Not make statements to the press

Emergency telephone numbers

General

Management

Emergency controllers

Marshals (Evacuation/Fire)

Please contact the Campus Protection Services Office (CPS) for assistance. A record of all active Marshals is available on the GSB H&S MS Teams Channel.

First aid personnel

Please contact the Campus Protection Services Office (CPS) for assistance. A record of all active Marshals is available on the GSB H&S MS Teams Channel.

First aid kit locations

• BWL Hotel Front Office (A Block building, rear office)
• BWL Housekeeping Department (A Block building)
• BWL Hotel Front Office (A Block building, rear office)
• BWL Conference Centre and Events Department (Conference Centre building)
• BWL Maintenance Department (Moorings 6 building)
• GSB Reception (B Block building, ground floor)
• GSB Executive Education (Abbotsford House)
• UCT GSB Campus Protection Services (Security Control Room, B Block building, ground floor – Office G48)
• Stonebreakers Restaurant Kitchen (C Block building)
• Stonebreakers Restaurant Bar (C Block building)

Health and safety (H&S) representatives

(Contactable via MS Teams)

Responsibility:

• To inspect designated areas.
• To ensure equipment is in good condition and safe for use.
• To ensure that the environment in designated area is safe for staff and students.
• Workplace safety matters in your respective areas are to be taken up with your H&S Representatives.

The H&S Representative must log all potential problems or safety risks, such as worn wiring, wet floors, holes in flooring, etc. to BWL Maintenance for repair and follow-up to ensure that the problem or risk has been addressed.

Any of the H&S Representatives may complete an incident report for GSB staff and/or students involved in an incident/injury on campus.

Standard staff procedures during an emergency

• In the event of an emergency contact the Emergency number 021 406 1122 in the Campus Protection Services Office. The Security Shift Leader will contact:
• • Campus Protection Services Manager
  • Emergency Controller
  • BWL Facilities Manager
  • GSB Operations Manager
  • BWL General Manager
  • An Emergency Controller will take charge of the situation. The Emergency Controller will be based at the Emergency Control Point at the security office.
• In instances where the Security Office cannot be used as a control point, the alternative control point is Reception A or as decided by the Emergency Controller.
• On the sound of the alarm, all Marshals are to immediately evacuate their allocated areas and report to the Assemble Point.
• All staff are to ensure they remain alert and within earshot of the PA system, for announcements of further instructions.
• Staff are to reassure guests, students and each other to ensure that panic does not occur.
• Sirens followed by an emergency evacuation announcement requires IMMEDIATE EVACUATION. All staff are to assist guests and direct them to announced Assembly Point.
• All HOD’s or HOD Designates are to ensure that his/her respective team is swiftly and safely evacuated and that they are accounted for at the Assembly Point.
• Besides the Evacuation Marshals that are assigned to evacuate all areas, the Security Evacuation Marshals "Sweepers" will sweep through the building behind the HOD’s and Teams who would have proactively and efficiently evacuated upon instruction, to ensure that the building has been vacated.
• Security Officials and designated Marshalls require the full cooperation of all HOD’s GSB, BWL Lean Institute, Coaching Centre to execute a successful building evacuation.
• At night the Security Shift Leader and Team on duty perform a pivotal role to ensure that any announced evacuation is swiftly and safely executed in line with the CPS Night Evacuation procedure.
• Evacuate quickly and in a calm and orderly manner.
• Staff are to remain at the Assembly Point until the Marshall declares the building safe and issues an instruction to re-enter.
• Ensure that offices are locked when evacuating (for security reasons.
• Specific procedures are required to be carried out, by the BWL Hotel e.g. Front Office, Night Audit, Housekeeping, Food & Beverage, Banqueting and all conferencing facilities (including GSB Conference Centre), Restaurant and Kitchens.
• Roll call to be taken to ensure that all departments are accounted for.

12.1 A Recommended procedure in the event of an evacuation required in Stonehouse Building (CPS / BWL)

NOTE: This section to be updated following consultation with building occupants following Building Maintenance Project completion.

a) Ground floor emergency exit :

1. For BWL upstairs, immediately phone the Emergency number 021 406 1122.

Trained personnel will summons the Marshals.

The Marshals will:

 Determine the seriousness of the fire

 Contact Emergency controller in the event of the occupants being trapped

 Apply basic fire fighting if possible.

 Call for professional assistance if necessary

2. There is one red "break glass" boxes near the security gate at the front of the building. Break the glass to obtain the key to exit through the gate.

b) Upstairs emergency exit :

In the event that the stairs between the ground and first floor are not accessible, staff and guests are to:

Immediately phone the Emergency number 021 406-1122. Trained personnel will summons the Marshals.

The Marshals will:

 Determine the seriousness of the fire

 Contact Emergency controller in the event of the occupants being trapped

 Apply basic fire fighting if possible.

 Call for professional assistance if necessary

 Determine the safest room from which to exit.

 Assist in evacuating people from this area.

All staff and visitors are to remain at the Assembly Point until instructed to re-enter the building.

12.2 Recommended procedure in the event of an evacuation required in Moorings 6 - (BWL)

Staff are to reassure and assist any visitors.

a) Ground floor emergency exit :

1. Immediately phone the Emergency number 021 406 1122. Trained personnel will summons the Marshals.

• The Marshals will:
• Determine the seriousness of the fire
• Contact Emergency controller in the event of the occupants being trapped
• Apply basic fire fighting if possible.
• Call for professional assistance if necessary
   

2. There is one red "break glass" boxes near the main security gate\ in the front of the building. Break the glass to obtain the key to exit through the gates.

b) Upstairs emergency exit :

In the event that the stairs between the ground and first floor are not accessible, staff and guests are to:

Immediately phone the Emergency number 021 406 1122.

• Trained personnel will summons the Marshals.
• The Marshals will:
• Determine the seriousness of the fire
• Contact Emergency Controller in the event of the occupants being trapped
• Apply basic fire fighting if possible.
• Call for professional assistance if necessary
• Determine the safest room from which to exit.
• Assist in evacuating people from this area.

All staff and visitors are to remain at the Assembly Point until instructed to re-enter the building.

12.3 Recommended procedure in the event of an evacuation required in Abbotsford House - Executive Education.

Staff are to reassure and assist any visitors, students/delegates and each other to avoid panic.

a) Downstairs exits :

Each office has an external door leading onto the veranda.

• Staff are to exit from the outside door nearest to them or furthest to the threat.
  
  b) Upstairs emergency exit :
  
  In the event that the stairs between the ground and first floor are not accessible, staff and visitors are to:
• Immediately phone the Emergency number.
• Trained personnel will summons the Marshals.
  The Marshals will:
• Determine the seriousness of the fire
• Contact Emergency controller in the event of the occupants being trapped
• Apply basic fire fighting if possible.
• Call for professional assistance if necessary
• Determine the safest room from which to exit.
• Each upstairs office has an external door leading onto the veranda. Staff are to exit through the nearest veranda door and assemble at the safest point on the veranda or as determined by the fire team.

The Marshals will assist the evacuation of people from the upstairs veranda.

All staff and visitors are to remain at the Assembly Point until instructed to re-enter the building.

13. Procedures to be followed when discovering a fire

• Any staff member discovering a fire must phone the emergency number 021 406 1122.
• Give the exact location and details of the fire and include:

Name

Where the fire is

What is burning

The direction in which the fire is spreading (if possible).

• Security will activate the alarm if necessary
• The Marshals will be summonsed to

identify the class of fire

Attempt to put out the fire with an extinguisher

Activate the alarm, if necessary and if security has not already done so, by breaking the glass on the alarm unit

• While the Marshals are being summonsed, an attempt should be made to put out the fire with an extinguisher. Do not endanger lives at any time
• Stay with the fire at a reasonable distance whilst maintaining a clear escape route.
• Direct people away from the dangerous area.
• Before opening any door in the area, check the door first. A hot door indicates that the fire has spread. Do not open the door.
• Close all windows and doors if safe to do so.
• Use the fire escapes - the lifts will automatically stop operating.

14 Procedures to be followed in the event of a bomb threat

• Hotel GM, Duty Manager, GSB Operations Manager to be informed immediately.
• If possible, have another person monitor the call.
• Keep the Caller on the line talking as long as possible.
• Make comments from the exact words of the caller.
• Try to get as much information from the caller as possible by using the checklist provided below.
• As soon as the call ends, dial the emergency number (6000) and inform the shift leader of the incident.
• Security will immediately notify an emergency controller.

14.1 Bomb Threat Checklist: (SA Bomb Squad - Telephone: 10111)

On receiving a bomb threat, the following should be filled out:

15 Procedures to be followed in the event of discovery of suspicious parcel/object

• If an object/ parcel suspected to be a bomb is detected, try to obtain as much information about it as possible:
• What does it look like?
• When is it set to go off?
• How many devices are there?
• Contact the emergency number 021 406 1122. The shift leader will consult with the police.
• Open all windows and doors, but close curtains/blinds to minimise the effect of the blast and flying glass.
• Security will guide people away from the area.

16 Procedures to be followed in the event of an explosion

• Contact the GSB emergency number 021 406 1122. The Campus Protection Services Shift Leader will contact an Emergency Controller.
  The Emergency Controller will inform:
• Bomb Squad
• Fire Brigade
• Ambulance
• Campus First Aiders
• The First Aiders will attend to people who are slightly injured and take them to the assembly point. First Aiders will also assist seriously injured people, where possible, to the assembly point.
  Do not move injured people unless -

Qualified to do so,

The life of the injured person is further endangered.

• Do not touch or remove anything from the scene.

17 Procedures to be followed in the event of a hazardous chemical spill

Addendum

• All sites using chemicals must have material safety data sheets available. These sheets will contain information on decontamination procedure and procedure to follow in the event of a spill
• A hazardous chemical assessment must be conducted as required by the Hazardous Chemical Substance Regulations of act 85 (1993).

If the spill is on a large scale, GSB is not equipped to deal with this hazard. The following UCT personnel are to be contacted in such an incident:

• Michael Langley, UCT Health & Safety Manager 082 499 1022 / 021 650 3552
• Kim van Reenen, 021 650 5966 / 081 254 2800
• Contact HazMat : 0800 147 112 toll free (24 hours)

18 In the event of an IT emergency or a major system-wide IT problem

• GSB IT Helpdesk will be contacted by UCT ICTS with instructions.
• The BWL staff to contact the Duty Manager who will contact the GSB IT Representative on duty.

19 Flood Policy

The link provides access to policy Flooding Policy

20 In the event of Incident - Incident Report (Accident/Threat)

SECTION B – EMERGENCY PERSONNEL HANDBOOK

1 The Emergency Controller:

1.1 The role/function of the Emergency Controller

• Be vigilant and knowledgeable on situations, procedures and know what constitutes an emergency, know all the designated emergency areas, zones and exits.
• Must immediately respond to the sound of the alarm
• Decide what action is to be taken. Dispatch a Marshal if necessary. Try and contain the emergency
• Dispatch Marshals to affected zones and ensure that they report back to the Assembly Point on the situation in the respective area/zone.
• Ensure that the zone specific checklist is handed out accordingly and checked upon return of the Marshal to the Assembly point.
• Dispatch additional Marshals to zones not reported on.
• Ensure that a Marshal is dispatched to the Assembly Point to facilitate role call procedures.
• Do not endanger yourself or others
• Co-ordinate the crisis and delegate what needs to be done through clear and effective communication
• Decide whether or not the situation requires evacuation
• Call emergency services and co-ordinate the emergency until they arrive at which time you will communicate the nature of the incident clearly to them
• Inform GSB and Breakwater Lodge management
• Inform Breakwater Lodge Facilities

1.2 If an evacuation is required

• Ensure that the toilets are searched
• Ensure that someone tends to the guests
• Ensure that no-one re-enters the building by dispatching Security Officials to all main entry points to building/s that are to be evacuated to prevent access to the area by staff, students, delegates, guests, visitors and the general public.
• Ensure everyone is accounted for via the roll call system against the departmental checklist. . All Department Heads or Representatives to account for their respective Team complement (GSB, BWL, Centres, Lean Institute Africa).
• Have a debriefing after the emergency. Keep minutes of the debrief.
• Contact UCT Health and Safety office to have the incident officially recorded (phone 650-3552).

Disabled Guests

Emergency Controller to check the Guest Register for any in-house persons that may fit this profile and to dispatch the first Marshal that arrives at the Control Centre to the guests' rooms to assist them to the meeting point.

Night Procedure

GSB Security perform a pivotal role in the event of an after-hours or night emergency evacuation (Refer Security after-hours Evacuation Procedures)

- Emergency Controller to call the General Manager as well as the necessary emergency department (Fire, Bomb Squad).

- Security to report to BWL Reception and to start clearing the Hotel areas and rooms Back

1.3 Other tasks required of the Emergency Controller

• Ensure that the emergency equipment points are equipped at all times to enable the identification of emergency personnel, according to Civil Protection guidelines
• Be observant and aware of the risks of the premises
• Know how to use the Emergency equipment

1.4 Emergency Controllers step-by-step checklist

NIGHT PROCEDURES

Campus Protection Services to follow after hours emergency protocol.

• In the event of an emergency evacuation, call Hotel General Manager and/or Fire Department.
• Assign Marshals to evacuate the Hotel starting from occupied rooms closest to the fire.

2. The Marshals

• Marshals are required to assist the Emergency Controller. Marshals should have been trained in emergency evacuation and fire fighting procedures.
• To be completely familiar with the emergency procedure and all the designated emergency areas and to assist in extinguishing fires that appear containable without endangering themselves.
• Any Emergency Personnel (Marshals, First Aiders, Fire Fighters) from other areas in the vicinity of the emergency area must report to the Emergency Controller in the security office.
• In the event that the fire is not extinguishable, the Marshal sent to the scene will remain at a reasonably safe distance from the fire and continue to update the control room via radio contact on the severity of the emergency.
• On the sound of the alarm and the automated announcements, to collect from the satellite area, evacuation kit and put on, their respective identifiable helmets and armbands and begin checking allocated zone thoroughly, evacuate individuals from these zones immediately through the safest possible evacuation routes or alternatives.
• The Marshal is required to follow instructions given by the Emergency Controller and may seek assistance from other Marshals to assist with the evacuation and with fire control.
• The Marshal is required to report back to the Assembly point Marshal that his/her area/zone has been fully evacuated - and is to provide his/her name and zone/area.

HOTEL SPECIFIC

- Take master keys and ensure that all the rooms have been evacuated (each room is checked to ensure that Guests are out). Then chalk the door X.

- Keep Emergency Controller informed of all that is taking place by acting as his/her eyes and ears.

- NOTE must be taken should there be any in-house disabled Guests.

- Select the safest possible evacuation routes and alternatives.

- The establishment of a Medical Post at the Assembly Point.

- Ensure that casualty clearing posts are identified and accessible to ambulance and medically trained personnel.

• Ongoing

- Check on fire equipment and complete register

- Ensure that spent or damaged equipment is replaced

- Assessment of premises from a fire prevention and protection point of view

- Implementation of effective fire prevention measures

- Ensure that fire escapes and evacuation routes are accessible and not blocked or locked

- Training of personnel in prevention and action to be taken in the event of a fire

- Submission of monthly reports on the overall fire situation to the Emergency Controller

- To ensure that procedures are known to all

- To ensure that during an emergency, First Aid teams are clearly identifiable

3. The First Aid Personnel

• First Aid personnel have been trained to Level 1 certification
• First Aid personnel are required to assist the Emergency Controller in the event of an emergency.
• On sound of the alarm, First Aiders are to report to the Emergency Controller and equip themselves appropriately.
• The Emergency Controller will delegate responsibilities to members of the First Aid Team if necessary.
• Ensure that casualty clearing points are identified and accessible to ambulance and medically trained personnel
• Should an evacuation be announced, First Aiders are to assist staff and guests at the Assembly Point.
• They must take charge of medical emergency situations until the emergency services arrive by attending to people who are slightly injured and taking them to the assembly point; and by assisting seriously injured people, where possible, to the assembly point.
• First Aiders must not move seriously injured people unless

Qualified to do so,

The life of the injured person is further endangered

• First Aid Personnel must record all emergency aid that is given during an emergency.

Ongoing

The determination of adequate medical supplies

Ensure that during an Emergency First Aid teams are clearly identifiable

Front Office

CPS to follow Emergency Protocol

Check and take guest list to Assembly Point

Report occupied disabled rooms to Emergency Controller

Take rosters and First Aid box

Take contingency report

Check and assist any guests who require your help

Identify who are the First Aiders and assist with any required First Aid to be provided.

Begin roll call as the Assembly

Night Audit

CPS to follow Emergency Evacuation Protocol for after hours Call General Manager and/or Fire Department must be contacted immediately .

Start to evacuate the hotel starting from occupied rooms closest to the "Fire"

Check in-house GUEST list for occupied disabled rooms.

Take rosters and First Aid box

Take GUEST in-house report

Take contingency report

Check and assist any guests who require help

Identify who are the First Aiders and offer assistance.

Report to the Assembly Point

Begin roll call at the Assembly Point - in house

Begin roll call at the Assembly Point - all BWL Staff

Housekeeping

CPS to follow Emergency Protocol.

Push trolleys into a Lounge or Storeroom on the specific floors

Check and close all windows and doors

Use fire escape to exit the Hotel

Report to the Assembly Point

Take roster and First Aid box

Check and assist any Guest who requires help

Begin roll call at the Assembly Point.

Food and Beverage

CPS to follow Emergency Protocol.

Switch off all the gas and stoves

Take roster and First Aid kit

Identify the First Aiders and assist with any First Aid requirements.

Check and assist any Guest who requires assistance

Report to the Assembly point

Begin roll call at the Assembly Point.

Banqueting and All Conference Venues

CPS to follow Emergency Protocol.

Report occupied venues to Emergency Controller

Obtain the conference register list.

Identify delegates with disabilities and assist to Assembly Point.

Check and assist any GUEST or Delegates who require assistance.

Take Departmental roster, conference register and First Aid box to Assembly Point.

Identify who are the First Aiders at the Assembly Point and offer assistance.

Begin roll call at the Assembly Point.

4. Announcements to be made in case of an Alarm

4.1 Automated announcement will trigger or is to be activated manually in the event of a Fire

"At the Assembly Point, an "All Clear Announcement" will be made over a loudhailer in which the building will be declared safe and occupants permitted to re-enter the facility.

4.2 Announcements to be made in the event of automated PA system failure, or automated system override

Press the talk button on the console and make the appropriate announcement

"Your attention please. Your attention please. This is an emergency. Please evacuate the building by the nearest available exit. Do no use the lifts."

”Your attention please. Your attention please. This is an emergency. Please evacuate the building by the nearest available exit. Do no use the lifts.”

(Make the announcements several times with intermittent pausing to ensure that everyone gets to hear the announcement and acts on the instruction)

5. Evacuation Zones and Exits (refer to zone maps)

19 Flood Policy

The link provides access to policy Flooding Policy

6. Marshals Assembly Point- Roll call checklist