The Valley Library may be evacuated in case of an emergency (fire, gas, bomb threat, etc.). Often there is no time to contact administration before evacuating so it is important that staff are familiar with the various roles, responsibilities and procedures during an emergency evacuation. However, they should be informed as soon as the building has been safely evacuated.

Library administration should be notified of emergencies and security issues that occur in the library as soon as possible.

During evenings and weekends, Circulation staff will have primary responsibility for the building and for handling patron and building problems, public address system paging, and emergency situations.

Please fill out an Incident Report Form as soon as possible. 

Building Evacuation Procedure

Leaving the building

• All library building employees should exit the building at the nearest safest emergency exit, encouraging library users to leave as they move toward exits. 

  • Leave the building through the nearest designated emergency exit in your location. Java II and 2nd floor entrances are considered emergency exits.

  • Do not use the elevators.

  • Do not exit through the loading dock entrance.

  • Do not go out of your way to collect personal items. Items of value/necessity should be with you at all times in case of an evacuation.

• Circulation staff and students will be outside the East, West, and Main exits, using megaphones to instruct people to move away (100 ft.) from the building

  • outside of the plaza area at the main entrance

  • across the street at the west emergency exit

  • beyond the vehicle path at the east emergency exit.

• They will remain in these positions until told to announce it is safe to re-enter by emergency response personnel or are advised by emergency personnel to leave the area. Circulation staff will have "go bags" that contain copies of evacuation procedures, megaphones, two-way radios, flashlights, and caution tape.

Assembling outside the building

• Proceed to your assigned evacuation assembly area.

  • The Valley Library has designated evacuation assembly area that are at least 50 feet away from the building and avoids crossing roadways used by emergency vehicles.

  • A map designates these areas.

  • Employees may need to walk around the building to reach their assigned evacuation assembly area.

  • There are sufficient assembly areas to accommodate everyone and to be able to communicate efficiently.

• Employees should remain in their designated assembly area until the “all clear” is given or the building has been closed.

• The dept. head, supervisor or designated staff should take a head count at the assembly area (a list with all current employees is helpful).

• Identify the names and last known locations of anyone not accounted for and pass them to the Library Spaces Manager or Dean of Libraries, who will inform emergency personnel.

• LEAD door monitors have two-way radios to communicated with each other (see map of door monitor locations).

Returning to the building

• The "all clear" must be given before people may return to the building safely.

• This will be given to the Library Spaces Manager or Dean of Libraries by either emergency personnel, public safety, or Facilities depending upon the reason behind the evacuation.

• The Library Spaces Manager or Dean of Libraries will inform Circulation staff who will use the megaphones to announce it is safe to return to the building.

• Upon returning to the building, Library Spaces staff and LEAD staff will work to reset emergency exit alarms and fire doors. They will also make sure an incident report has been completed.

Closure of the Library

It may be the case that the library will need to close as a result of the evacuation. Please refer to Unscheduled Library Closure Inclement Weather & Hazardous Conditions Procedures for more information.

ABC's of Building Evacuation

Assembly Areas (Map)

Why have an assembly area? Protection of people is the first priority.

• Evacuation assembly areas allow departments/units to account for each other and easily share information about the emergency. 

• The areas are located so they do not hinder emergency responders arriving at the scene.

• We are seeking consistency in expectations and rules for the entire University and assembly areas meet this expectation.

• A centralized leadership process helps protect its building and occupants. Evacuation of a building isn’t about individual work units, but about an individual building that is under duress and needs to be dealt with.

Where – The Valley Library has designated evacuation assembly area that are at least 50 feet away from the building and avoids crossing roadways used by emergency vehicles. A map designates these areas. Employees may need to walk around the building to reach their assigned evacuation assembly area. There are sufficient assembly areas to accommodate everyone and to be able to communicate efficiently.

When – Whenever the building is evacuated due to an emergency or drill

Who – All faculty, staff and student employees and guests/customers in the Valley Library building. The Library Spaces Manager is the centralized leader and responsible for actions of and within the building.

Disabled Persons

Disabled persons not on a floor with an outside exit should go to the nearest stairwell and wait there for emergency personnel to evacuate them. University policy can be found at OSU Disability Access Services Evacuation Procedures. There is an emergency red phone on every floor of the building stairwells, so disabled persons are expected to pick up the phone and be directly linked to public safety if they have any concerns or safety issues. Public Safety can let the emergency response team know they are there. Disabled persons will not be evacuated if there is no actual danger in the building. Another alternative is to stay in an exterior room with a window as our sprinkler system will keep fires contained to the source. Information on inclusive emergency planning can be found here.

Drills vs. "Real" Evacuations

All evacuations (whether a drill or not) are treated as an actual emergency. Everyone needs to leave the building as soon as possible. This includes stopping all public desk service as all people need to leave when the alarms sound. Security can be called if someone refuses to leave. You can give verbal reminders to leave the building on your way out but nothing beyond that. If there is actual danger in the building it will be swept by emergency personnel.

Emergency Exit Locations

Emergency exits are located at the main entrance (2nd floor), Java II entrance (1st floor), East and West stairwells, and SE and SW corners of all floors.

Floor Monitors

Safety Council members are encouraged to take Floor Monitor training offered by the university. Each department and Partner unit should have a designated floor monitor. The Floor Monitor is responsible for walking through their area on their way out of the building to check for anyone who may not be aware an evacuation is in progress or is unwilling/unable to leave the building. If the Floor Monitor notices someone in the building who is having problems leaving the building (refuses to leave, disabled person, etc.), they should notify emergency personnel once they have evacuated the building. Emergency responders are responsible for ensuring the building is completely evacuated and declaring an "all clear".

Personal Items

If there are essential personal items nearby that you need to take with you, take them as you evacuate the building. Do not go out of your way to grab personal items. Items of value/necessity should be with you at all times in case of an evacuation.