Assembly Areas (Map)
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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, LEAD 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.
Table of Contents
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Library Administration Contacts
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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
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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.
LEAD 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. LEAD 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
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in their designated assembly area until they have checked in with their supervisors. Then they can shelter in nearby buildings if needed or wait until the building is 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
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Library Spaces Manager
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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 LEAD staff who will use the megaphones to announce it is safe to return to the building.
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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 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
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Library Spaces Manager is the centralized leader and responsible for actions of and within
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Questions
Q: Why use assembly areas instead of having people just gather in the areas that they exit the library?
A: We believe that getting accountability of staff and library tenants is the first and most important thing we can do. As such, having everyone’s department gather in one area will make it easier for department heads to gain accountability.
Q: Once we gain accountability, then what will we do?
A: Once the department head, supervisor or designated staff account for employees, they should report to the Building Manager (University Librarian or designee) at Assembly Area 1. If there are people missing, then the Building Manager would inform emergency responders that they might still be in the building.
Q: What should we do about patrons?
A: We can direct patrons towards the closest exit, but your first priority is to get clear of the building.
Q: How should we respond when first-responders arrive?
A: Give them enough space and a clear avenue to the building. If there is pertinent information that they need to know, then provide that to them, or to your supervisor so they can communicate it up.
Delivery Trucks
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the building.
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Disabled Persons
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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
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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
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.
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Door Monitors - /wiki/spaces/LEAD/pages/55217071
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Information
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Observation: Emergency personnel do not communicate with the door monitors to provide information on what is happening inside the building and if there will be delays on returning inside. Cannot answer questions for library patrons wanting to know when they can get back inside.
Answer: Priority is given to finding the problem and resolving it. After that emergency personnel will let door monitors know when it is safe to enter the building. Door monitors & Library Administrators should make themselves known to emergency personnel as a contact. During evenings and weekends primary staff members can take this role. Current procedures state a “white hat” fire dept. person makes the call to allow people back into the building — not true. A “white hat” may not be present so any emergency personnel can make the call or library administrator/evening-weekend staff that have communicated with emergency personnel.
Drills
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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.
Exits
Observation: East exit - People coming up or down the east stairwell were heading for the main entrance instead of the emergency exit between floors 1 and 2. Do we need larger exit signage? Many people on upper floors went down to the 2nd floor main entrance instead of taking the side east or west exits on each floor.
Answer: All emergency exit doors have signage (exit signs from ceiling and on doors). Staff/faculty should be familiar with the exits in their area and in the building in general. The annual building evacuation drill in September is a good time to practice finding the nearest emergency exit. If there is something the safety committee can do to make evacuation exits more visible, pass along your suggestions.
Floor Monitors
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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.)
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, they should notify emergency personnel once
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they have evacuated the building.
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Personal Items
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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
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, take
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them as you evacuate the building
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. Do not go out of your way to
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grab personal items. Items of value/necessity should be with you at all times in case of an evacuation
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Re-entering the Building
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.