In an emergency that requires building evacuation, time saves lives. Knowing and following the evacuation plan is one of the most important things you can do to ensure your own safety and that of your co-workers. It is your firm’s responsibility to assign responsible personnel to assist the property team and be responsible for controlling the movement of your employees and visitors during a full or partial evacuation of the building. Robinson Park will adhere to Federal, State and Local codes and statues.
The Evacuation Plan includes information on the following topic:
- Emergency Response Team Members and Responsibilities
- Evacuation Relocation Sites
- Emergency Response Training
- Evacuation Drills
- Emergency Procedures for: Evacuation - Fire - Medical Emergencies - Power Failure - Bomb Threats - Chemical, Biological, or Radiological (CBR) Event - Avian Flu - Terrorist Activities - Civil Disturbance - Workplace Violence - Earthquake - Hurricane and Tropical Storms - Tornado and Severe Weather
EMERGENCY RESPONSE TEAM POSITIONS AND RESPONSIBILITIES
Each tenant should establish an Emergency Response (ER) Team based on the positions described below. We understand that no two buildings are alike; therefore, positions can be added to your Evacuation Team, if necessary to provide ample coverage. In some cases, tenants may want to share responsibilities in common areas on the floor. Additionally, each tenant is encouraged to establish an afterhours calling tree for contacting its’ employees in the event of an emergency.
The Emergency Response Team consists of the Emergency Person In Charge, Floor Wardens, Suite Monitors, Searchers, Special Assistants, Stairwell and Elevator Monitors, and Alternates. It is each Emergency Response Team member’s responsibility to be familiar with the Plan, the emergency exits, and then location and operation of any available fire alarm system, equipment, and extinguishers.
The following table outlines the roles and responsibilities of Emergency Response Team members. All of the following roles are appointed by you, the tenant, with the exception of the Emergency Person In Charge (EPIC) who is the most senior member of the property team on-site at the time of an emergency:
| Evacuation Team Member | DESCRIPTION | KEY RESPONSIBILITIES |
| Emergency Person In Charge (EPIC) | Manages the evacuation of the entire building; the most senior property team member on-site at the time of emergency (e.g. Property Manager, Engineer, Security). Is subordinate to any local authorities upon their arrival; however, the Emergency Person In Charge (EPIC) remains in charge of all obligations. |
Provides overall management/supervision of the emergency evacuation. Handles all external (e.g. local authorities) and internal communications. Makes all decisions related to building emergencies and evacuation. Above all, has the responsibility to protect life and property. |
| Floor Wardens | Manages the evacuation of the assigned suite and common areas of the floor. Appointed by the Tenant. Is also the Suite Monitor for the assigned Suite. |
Organizes and directs the Tenant emergency Response Team for the assigned suite and common areas of the floor. Keeps the Emergency Person In Charge (EPIC) informed of absences of Tenant Emergency Response Team Members who are responsible for common areas. Ensures all common areas on their assigned Floor are evacuated. |
| Suite Monitors | Manages the evacuation of the assigned suite. Appointed by each tenant for each suite. |
Organizes and directs the Tenant Emergency Response Team for the assigned suite. Keeps property team informed of any change to the list of individuals requiring special assistance, as well as any absences or changes of the Tenant Emergency Response Team for their suite. |
| Searchers | Ensures no one is left behind. Appointed by the tenant for each suite. Appointed by Floor Warden for common areas. |
Searches and evacuates all rooms in the assigned suite. Searches and evacuates common areas on the assigned floor. Informs the Suite Monitor when assigned area is fully evacuated. |
| Special Assistants | Aid persons requiring special assistance. Appointed by the tenant for each floor. |
Ensures that those needing special assistance are evacuated safely. Two Special Assistants are required for every individual requiring assistance. |
| Evacuation Team Member | DESCRIPTION | KEY RESPONSIBILTIES |
| Stairwell Monitors | Manages stairwell evacuation inside suites and common areas. Appointed by the tenant for each suite. Appointed by the Floor Warden for common areas. |
Ensures that the stairwell door is not hot to the touch and there is no smoke in the stairwell. Monitor #1: Holds the stairwell door, keeps talking to a minimum, does not allow food and beverages into the stairwell, and ensures those evacuating stay on the right side of the stairwell. Monitor #2: Stand on the stairwell landing to direct traffic flow and encourages evacuees to remain calm and quiet. |
| Elevator Monitors | Prevents use of elevators. Appointed by the tenant for each suite. Appointed by the Floor Warden for common areas. |
Ensures that no one uses the elevators in an emergency. Redirects occupants to stairwells. |
ALTERNATIVES
Sufficient alternatives for each Emergency Response Team position must be assigned so that a principal or alternate is in the building at all times during working hours to supply leadership under the Plan. Coverage during vacation, sick leave, etc. must be taken into account.
INITIAL ASSEMBLY AREA
In the event of a full building evacuation, the property team will direct evacuees out of the building toward an initial assembly area. This procedure accomplishes two goals.
- help provide a safe direction of travel that does not interfere with the emergency, emergency equipment, and responding emergency vehicles.
- help prevent a backup of evacuees in the building’s lobby and stairwells.
The initial assembly area is located far enough away from the building to allow all occupants to evacuate out of the building and relocate to an assembly area away from the emergency. Once the initial assembly area is reached, tenants may move to the tenant designated meeting location and wait for instructions from the Floor Warden or Suite Monitor.
TENANT DESIGNATED MEETING LOCATION
Each tenant is responsible for designating its own company meeting location for employees to congregate, in the event of a full building evacuation. The meeting place should be located well away from the building (300 ft. minimum) and provide safe refuge. After the evacuation, the Suite Monitor is responsible for taking attendance to ensure that all of their company’s suite occupants and visitors are accounted for and should report missing individuals to the local authorities.
Robinson Park will adhere to Federal, State, and local codes and statutes.
EMERGENCY RESPONSE TEAM TRAINING
Each tenant must establish an Emergency Response Team based on the positions described above. The names of team members must be kept up to date and communicated to the property manager. All members of the tenant’s Emergency Response team will be asked to attend training sessions conducted by the fire department, police department and Robinson Park. Training is essential to the readiness of the Emergency Response Team and will be scheduled by the property manager.
Cross training is recommended to enable knowledge and role sharing among team members. This is especially important if one or more team members are unexpectedly out of the office when an emergency occurs. Cross training helps to ensure a seamless evacuation in a minimally staffed environment.
EVACUATION PROCEDURE
The following process outlines the procedures that the Evacuation Team will follow during an evacuation.
- Evacuation Team receives notification of an emergency and relocation/evacuation.
- Floor Warden ensures that the Evacuation Team reports to assigned posts and begins duties.
- Suite Monitors - direct the evacuation of the assigned suite.
- Searchers - search and evacuate persons from all rooms and common areas.
- Stairwell Monitors - direct evacuees down a safe stairwell; ask them to discontinue talking and to stay on the right side of the stairwell.
- Elevator Monitors - redirect evacuees to a safe stairwell.
- Special Assistants - Assist those with special needs to evacuate safely.
- Follow relocation / evacuation instructions provided by the local authorities or the Emergency Person In Charge.
- Evacuation Team members report the status of the evacuation, the names and locations of persons needing assistance and other issues to the Floor Warden / Suite Monitor.
- Evacuation Team members may leave the floor when duties have been completed; or if a life threatening conditions exist.
- Floor Wardens / Suite Monitors report the names and locations of persons needing assistance and other issues to the local authorities.
- If a full building evacuation is required, move to the Initial Assembly Area and then relocate to the Tenant Designated Meeting Location.
- Suite Monitors take attendance of employees and visitors at the Tenant Designated Meeting Location and report all absentees to the local authorities.
- Return to the building when authorized by the local authorities.
EVACUATION DRILLS
The Management Team, often with the assistance of the fire department, conducts periodic emergency evacuation drills in accordance with the approved Plan. Robinson Park’s evacuation drill standard includes following local code or in the absence of code at minimum, drill each tenant on each floor once per year as defined locally by fire department officials. Conducting drills will help tenants and property teams prepare for the unlikely event of a true emergency. Building occupants are urged to participate in drills and in some jurisdictions, participation is required by code.
Written records of the drills and compliance results are kept on the premises readily available for inspection by the fire department.
