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River East Transcona School Division
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Emergency Preparedness and Response

 Safe Operating Procedure

​PURPOSE

 
Establish a comprehensive emergency preparedness and response program at River East Transcona School Division (RETSD) that meets or exceeds provincial workplace safety and health program requirements.

An emergency preparedness and response program must be defined and documented for compliance as part of Element 3 - Identify people and resources available in an emergency situation, for the effective development and implementation of a workplace safety and health program under Manitoba legislation.


SCOPE

 
This safe operating procedure and associated documents establish a policy, procedure and program framework for an emergency preparedness and response program for all workers at RETSD. The best practices apply to all RETSD worksites.


RESPONSIBILITY


All Management Workers

 
All management workers have the responsibility to provide leadership and direction to all stakeholders regarding emergency preparedness and response.

Additional emergency preparedness and response program regulations for students, staff and all other stakeholder groups may apply through the Manitoba Public Schools Act.


All Non-Management Workers

 
All non-management workers have the responsibility to work in consultation and collaboration with RETSD management to ensure effective emergency response and preparedness are attained in the organization.


EMERGENCY PREPAREDNESS AND RESPONSE PROGRAM REQUIREMENTS

 
Requirement 1 – Emergency Evacuation Plan

Emergency evacuation plans and procedures are defined by facility and reside in the fire safety plan for each facility in the division.


Requirement 2 – Emergency Evacuation Drills

Emergency evacuation drills are defined by facility and reside in the fire safety plan for the facility.

Fire drill requirements for school facilities that cover workers, students and all other stakeholders apply through the Manitoba Public Schools Act.


Requirement 3 – Emergency Response Procedures

Emergency response procedures are defined by facility and reside in the fire safety plan and RES-Q Manual for the facility.

First aid program procedures are defined and supported in both the fire safety plan for the facility and the following RETSD safe operating procedures:

  • Safety Incident Reporting Response Investigation and Corrective Action

  • RES-Q Team and Manual

  • Fire Safety Plans

  • Emergency Response Plans

  • Lockdown and Hold and Secure

  • Chemical Spill Containment and Response

  • First Aid Program

 

Definition of a Workplace Serious Incident:

 
The Manitoba Workplace Safety and Health Regulations define a serious incident or injury as one:

(a) In which a worker is killed.

(b) In which a worker suffers

(i) An injury resulting from electrical contact.

(ii) Unconsciousness as the result of a concussion.

(iii) A fracture of his or her skull, spine, pelvis, arm, leg, hand or foot.

(iv) Amputation of an arm, leg, hand, foot, finger or toe.

(v) Third degree burns.

(vi) Permanent or temporary loss of sight.

(vii) A cut or laceration that requires medical treatment at a hospital as defined in The Health Services Insurance Act.

(viii) Asphyxiation or poisoning.

(c) or that involves

(i) The collapse or structural failure of a building, structure, crane, hoist, lift, temporary support system or excavation.

(ii) An explosion, fire or flood.

(iii) An uncontrolled spill or escape of a hazardous substance.

(iv) The failure of an atmosphere supplying respirator.


Notice of Workplace Serious Incident

 
When a serious incident occurs at a workplace, a co-chairperson of the divisional workplace safety and health committee serious incident response team must immediately and by the fastest means of communication available, notify the workplace safety and health division of the incident and provide the following information:

(a) The name and address of each person involved in the incident

(b) The name and address of the employer, and if any person involved in the incident is employed by another employer, the name and address of that other employer

(c) The name and address of each person who witnessed the incident

(d) The date, time and location of the incident

(e) The apparent cause of the incident and the circumstances that gave rise to it

An employer who becomes aware that information provided as per above was inaccurate or incomplete must immediately notify the division of the correct or complete information.

Site of Workplace Serious Incident to Be Preserved

 
Except to the extent necessary to free a trapped person or to avoid the creation of an additional hazard, and subject to a directive issued by a safety and health officer under the Act, an employer must ensure that nothing involved in a serious incident is altered or moved until at least 24 hours after the notice is given.
 

After Hours Emergencies:

 
Emergencies at RETSD may occur 24 hours a day, seven days each week.  As a result, RETSD may have a situation arise when there are limited management members present. Incidents occurring "after hours" may require additional management team members must be notified of the situation immediately.

The responsibility to contact individuals listed on the emergency contact list, contained in the fire safety plan, will be the responsibility of the most senior supervisor/manager or person in charge available.


Additional Reporting Requirements

 
Depending on the severity of the situation and the outcome of the event, additional reporting requirements may be necessary. Any additional reporting will be managed by the human resources department or a member of the on-site management team.


Requirement 4 – Fire Safety Plan

The following information items are documented in each facility fire safety plan, as part of the overall emergency preparedness and response program at RETSD.

Part 1 – Introduction
 
·      Overview of Manitoba Fire Code and Legal Elements
·      Definition of a Fire Safety Plan
·      Acceptance Procedure with Local Fire Department
·      Updating and Changing the Fire Safety Plan
·      Revision Submission Procedure
·      Distribution of Fire Safety Plan

 

Part 2 - Building Description and Use Audit
 
·      Building Information

 

Part 3 - Building Safety Resources Audit
 
·      Fire Protection System Equipment

 

Part 4 - Human Resources Audit
 
·      24 Hour Phone Numbers List
·      Emergency Response Staff Information
·      Plan Preparation & Updating
·      E-Staff Formed Teams
·      Other Emergency Phone Numbers
·      Emergency Support Phone Numbers
 

Part 5 - Occupant Emergency Instructions

·      Occupant Evacuation Instructions
·      Occupant Evacuation Sign
·      Occupant Evacuation Information

 

Part 6 - Prevention and Control of Fire Hazards

·      Extinguishing a Fire
·      How Fires are Classified
·      How To Use a Portable Fire Extinguisher
·      Confine, Control and Extinguish The Fire
·      Occupant Precautionary Actions
·      Occupant Instruction on Smoke Alarm
·      Staff Control of Hazards
·      Staff Precautionary Actions
·      Building Safety Equipment and Area

 

Part 7 - Appointment of Supervisory Staff and Responsibilities
 
·      Appointment of Supervisory Staff and Responsibilities
·      Training of Staff
·      Training of Occupants
·      Meeting Report
·      Staff Training Report
·      Staff Instruction Report
·      Smoke Alarm Log
·      Roll Call Fill In Form

 

Part 8 - Supervisory and Response Staff Emergency Procedures
 
·      Evacuation Pre-Planning Information
·      Supervisory Staff Evacuation Procedures
·      Outside Emergency Service Providers
·      Communication
·      Decision Response Action
·      E- Response Staff Assigned Specific Responsibilities
·      E-Response Support Staff
·      E- Response Staff Evacuation Responsibilities and Procedures
·      People Requiring Special Assistance List

 

Part 9 - People Requiring Special Assistance
 
·      Persons Requiring Special Assistance
·      How to Assist an Endangered Person
·      Special Assistance Survey
·      Special Assistance List

 

Part 10 - Fire Drill Procedures and Records

·      Fire Drill
·      Fire Drill Report
·      Fire Incident Report Data Entry

 

Part 11 - Maintenance

·      Building Safety Systems
·      Fire Protection Equipment
·      Maintenance Forms

 

Part 12 - Alternative Measures for Protection Systems
 
·      Notification of System Malfunction or Shutdown
·      Fire Watch Report

 

Part 13 - Building Drawings and Pictures

·      Site Plans
·      Main Floor - Floor Plan
·      Main Floor Fire - Floor Plan
·      Basement - Floor Plan
·      Basement Fire - Floor Plan
·      Grade Level Building Pictures

 

Appendix A - Staff Evacuation Support Information
 
·      "Suggestion Only" as to Possible Announcements
·      Silencing or Resetting the Fire Alarm Panel
·      How Fires Start
·      What to Do if a Person's Clothing Catches Fire


Requirement 5 – Emergency Response Plan (RES-Q Manual)
 

Section 1 – RES-Q Preparedness

 
·      Forming RES-Q Teams
·      RES-Q Team Composition and Structure
·      Developing the RES-Q Plan
·      Administrator Responsibilities
·      Team Responsibilities
·      Preparing an Emergency Response Package
·      Training
·      Communication in Emergency Situations
·      Monthly Checklist
·      Important Phone Numbers
·      Dealing with the Media
 

Section 2 - Emergency Response

 
Facility Emergencies

  • The collapse or structural failure of a building, structure, crane, hoist, lift, temporary support system or excavation

  • An explosion, fire or flood

  • An uncontrolled spill or escape of a hazardous substance

  • Loss or malfunction of utility services  (Hydro, Gas, Water, Telecommunications, Monitoring Systems, Other)

  • Dangerous condition

  • Other, as determined applicable

 
Medical Emergencies

  • Serious Injuries

  • Health Emergencies (Heat attack, stroke, seizures, other)

  • Other, as determined applicable

 
Natural Emergencies

  • Severe summer or warm weather emergencies (electrical storms, tornadoes, extreme heat, other)

  • Winter or cold weather emergencies (severe cold, snowstorms or blizzards, other)

 
Personal Safety Emergencies

  • Acts of violence, assault, or civil unrest

  • Intruders or unauthorized persons on property

  • Confrontational person

  • Suspected armed person

  • Biological threats

  • Bomb threats

  • Suspicious packages

  • Suspected break in or burglary

  • Other, as determined applicable

 
Process Checklists:

  • General Emergency Response Process

  • Lockdown Emergency Checklist

  • Medical / Serious Injury Emergency Checklist

  • Facility Emergency Checklist

  • Severe Weather Emergency Checklist

  • Personal Safety Emergency Checklist

 
Section 3 – Pandemic Preparedness
 
Components

·      Academics
·      Communications
·      Human Resources
·      Information Technology
·      International Education
·      Maintenance
·      Transportation
·      Business Department
·      Recovery Plan


Section 4 – Responding to Death
 
·      Quick Reference for Administrators
·      Checklist
·      Helpful Tips for Staff
·      Sample letters, Scripts and Agendas
·      Resources
 
Section 5 – Threat Assessment

·      Threat Definitions
·      Responding to Suicide Threats (Administrator Quick Reference)
·      Responding to Threat to Others (Administrator Quick Reference)
·      Responding to Un-authored Written Threats (Administrator Checklist)
·      Sample Letters and Resources


COMMUNICATION

 
A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.


TRAINING

 
All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

  • New employee orientation, employee manuals or employment information packages

 

  • Return to work or remedial programs, as required on an individual basis

 

  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

 
ENFORCEMENT

 

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.


 Document Number

WSHMS-03-SOP-015-01

 

 Document Control

Prepared:

Divisional Safety and Health Officer

Controlled:

Divisional Safety and Health Officer

Reviewed:

Divisional Workplace Safety and Health Committee

Issued: 

Director of Human Resources

Approved:

Director of Human Resources

Origin Date:

February 23, 2010

Last Revised:

July 31, 2018

Last Reviewed:

July 31, 2018

Next Review On or Before:

July 31, 2021




 References

Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

Manitoba Workplace Safety and Health Regulation Part 04 – General Workplace Requirements

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

All other associated and applicable workplace safety and health management system documents