COVID-19 Evacuation Procedures Policy

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Category Name: Administration and Operations 
Responsible Unit: Environmental Health & Safety
Responsible VP: VP for Administration & Finance 
Adoption Date: 2020-09-17
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

All evacuation alarms and emergency voice notification system messages are to be taken seriously and evacuation is mandatory. There are many reasons that may necessitate the need for a building to be evacuated (e.g., fire, spill, natural gas leak, flood, etc.). A building may not be re-entered until the “all clear” has been given by emergency personnel (i.e., campus or local emergency responders). 

* Please be advised – it is a requirement of the New York State Office of Fire Protection and Control and New York State Law that all occupants evacuate the building once a fire alarm is activated, whether it is a drill or not.

Applicability

This policy applies to all faculty, staff, and students.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

During an Evacuation Alarm:

  • Wear your face covering while leaving the building, assembling, and re-entering the building.
  • Grab only small items close to you. If they are in the same room as you, take your keys and phone with you.
  • If it is safe to do so, close windows in your room.
  • As the last person leaves a room or area, they should close the door behind them. Do not lock the door.
  • Evacuate the building quickly, but do not run. Do not panic.
    • While it is important to maintain social distance, you should not delay exiting the building in order to do so in the event of any emergency.
  • All occupants will use the nearest exit. If this exit is not usable, go to the next closest available exit.
    • In areas where separate entrances/exits have been established, it is important to note that these do not apply in the event of an emergency. Individuals should use the nearest exit.
  • Do not use elevators during a fire alarm. They are programmed to be shut down during a fire alarm.
  • After you have left the building, proceed to the nearest designated assembly area and social distance from others.
  • Never re-enter a building without the “all clear” from emergency personnel (i.e., campus or local emergency responders).
  • When re-entering the building, maintain social distance from others. Upon re-entering the building, avoid congregating in the entranceway or lobby. Take the stairs instead of the elevator whenever possible. Elevator capacity is restricted to a maximum of 4 individuals per elevator.

Individuals in Quarantine or Isolation:

  • Please familiarize yourself with the evacuation route map posted on your bedroom door and the Designated Assembly Areas on campus. In the event of a building evacuation, proceed to the nearest exit with your mask on. While it is important to maintain social distance, you should not delay exiting the building in order to do so in the event of any emergency. Once outside, proceed to the designated assembly area. Also, follow social distancing protocols by remaining 6’ from other individuals. Wait for further instructions from emergency personnel. You will be notified when it is safe to re-enter the building. When re-entering the building, maintain social distance from others and avoid congregating in the entranceway or lobby. Take the stairs instead of the elevator whenever possible.
  • Maintain social distance to the extent possible when re-entering the building. If you are in Gordon Hall, please note the designated assembly area location on your evacuation route map, as well as the door designated for re-entry. Upon re-entry, you will be checked-in by the Gordon Hall Nurse.
  • If you are not in Gordon Hall, the RD on duty will call you to verify you have returned to your assigned room.
  • Smoking or vaping indoors is not permitted on college property both indoors and outdoors, unless officially designated otherwise. You may contact the Student Health Center for a smoking cessation consultation at (585) 395-2414 if you are finding it difficult not to smoke while in quarantine or isolation.

Evacuation Information for Instructors

All faculty members and students should immediately evacuate instructional spaces upon activation of the fire alarm. Instructors are encouraged to review the designated assembly area map and inform students of the primary and alternate designated assembly areas for the class. If you are aware of an individual who needs assistance to exit the building, call University Police at (585) 395-2222 or report this need to on-scene emergency personnel. 

Individuals in Need of Exit Assistance

It is recommended that those individuals who may need assistance in exiting a building work with a colleague to develop a communication plan. It is generally advised that you:

  • Wait in the nearest area of refuge. If the building you are in does not have an area of refuge, wait inside a stairwell (one that is separated from the hallway with doors). If this is not possible, go into an office that has a window, attempt to block the bottom of the door with clothing, and wait by the window.
  • Call University Police at (585) 395-2222 to inform them of your location.
  • A colleague should also call University Police at (585) 395-2222 or find an on-scene emergency responder, and report the location of the individual.

Designated Assembly Areas

The campus has selected parking lots near buildings to serve as designated assembly areas. This places the occupants far enough from the building to protect them while also ensuring that emergency services have access to the areas where they will need to stage themselves. To see a map of all of the designated assembly areas on the SUNY Brockport campus, visit Designated Assembly Areas.

In the event of an emergency, staff from University Police, Facilities and/or Environmental Health and Safety, or emergency responders may be directing you to an appropriate assembly area. The RAVE Alert system and Eagle Guardian app may also be used to communicate this information. Please do not choose to assemble in an area that may be closer to the building, as this may put you in danger and be in the way of emergency responders.

We are all responsible for working together to provide for a safe learning and working environment – please take a few minutes with your floor, your department, or your class to ensure that everyone is aware of these procedures and the location of the designated assembly area for your building. Communicating this information prior to an incident is critical to the safety of our campus community.

RAVE Alert System and Eagle Guardian App

SUNY Brockport utilizes the RAVE Alert system and Eagle Guardian app to send emergency messages to the campus community. The Eagle Guardian app also allows you to rapidly provide information about yourself to University Police during an emergency.

To sign up for the RAVE Alert system and/or Eagle Guardian app (both are free), go to the Emergency Info webpage and click on the button(s) for “Sign up for RAVE!” and/or “Get the Eagle Guardian App.” For the app, you must search for “RAVE Guardian” – be sure to turn on ‘push notifications’ to get instant emergency updates and consider turning on ‘location sharing’ to allow the app to share your coordinates with first responders in the case of an emergency.

Links to Related Procedures and Information

Designated Assembly Areas
Emergency Info to sign up for the RAVE Alert system or get the Eagle Guardian app 

Contact Information

Director of Environmental Health & Safety

History (in descending order)

Item Date Explanation
Next Review Date 2023-09-17 Three year review
Adoption Date 2020-09-17 Policy Adopted
Draft Review Date N/A Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

President's Cabinet

September 17, 2020

Last Updated 10/27/20

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