Emergency preparedness and response

Emergency plans should be reviewed due to the changes in occupancy in buildings as a result of COVID-19. Plans need to take into account changes in availability of emergency personnel (eg Chief Warden, first aiders, etc.) where the building remains in use but occupancy has changed. For example some buildings that are still open are operating at less than 25% occupancy.

The documentation of emergency arrangements for a campus, precinct or building which includes preparedness, prevention and response activities. It includes agreed emergency roles, responsibilities, plans and localised emergency response procedures additional to the University’s emergency response procedures.

This Building emergency plan can be used and easily adapted for all emergency plans for buildings, precincts and campuses. The Emergency management plan Parkville campus is available for reference.

The Chief Warden (or other designated agreed person) is responsible for developing and maintaining the emergency plan. The Chief Warden (or other designated agreed person) will work in conjunction with an Emergency Control Organisation where applicable.

For further information, please refer to our Emergency Response Requirements.

All emergency plans should be forwarded for review to the Emergency Planning Specialist.

Being a warden is a specialist role with specific requirements and procedures that all wardens should be aware of. Detailed information on training, equipment, responsibilities and what to do in an emergency can be found on the Warden information page.

The Warden Handbook has been prepared as a resource and training support to assist in performing warden roles and responsibilities for emergency evacuations and planned  exercises (ie. drills). Please direct questions regarding the handbook to the Emergency Planning Specialist.

Each building in the University is equipped with building evacuation diagrams. Building occupants should check the contents of these diagrams for buildings they enter and as a part of building inductions. A fire order instruction poster will also be on display beside the building evacuation diagrams.

These diagrams are located at emergency exits and other key locations inside a building. The diagrams contain information on egress pathways, emergency assembly areas, evacuation procedures and the location of fire-fighting and first aid equipment. Beside the evacuation diagrams, a fire order instruction poster will also be on display.

All staff with IT Access have access to view evacuation diagrams on the Emergency Management Community SharePoint Managed Site. Evacuation diagrams are no longer stored in Meridian.

Health & Safety - Obtain an evacuation diagram provides information on this process. If you have any further questions regarding the ongoing review of all out of date diagrams please contact:

• Existing buildings: Emergency Planning Specialist
• New or refurbished buildings: Project Manager

Building evacuation drills should be organised yearly (except Childcare centres which require drills quarterly).

Drills ensure that your building is prepared and ready to undergo an evacuation. Detailed requirements for evacuation drills are outlined in the Health & Safety - Emergency preparedness and response requirements.

To book a building evacuation drill, Chief Wardens or Health and Safety Business Partners are asked to review the Emergency Drill SharePoint calendar for an available time and then email a one hour calendar invitation (you can book one hour drills back-to-back) to EmergencyDrills@groups.unimelb.edu.au specifying building name and number in the subject line. This will automatically send invite all required people.

For all drills accepted in the calendar, technicians will arrive at the building's fire panel at the designated time to trigger the fire evacuation alarms.

To view all scheduled drills across the University in your Outlook, go to the Emergency Drill SharePoint and add yourself as a 'member' of the site.

Following an evacuation drill, the Chief Warden completes the emergency event report. Please email the completed document to ohs-enquries@unimelb.edu.au for review and retention.

Guidance

• SharePoint documents
• Fire Extinguisher types and their uses
• Building emergency fittings - visual guide

Special instructions for lecture theatres, laboratories and classrooms.

The person in charge of the class shall maintain control of the class, and take direction from Wardens or Security staff if attending.

Upon hearing the alarm signal or becoming aware of an emergency, the person in charge of the class should direct students to:

• Stand and push chairs, large bags, etc under desks or benches.
• Turn off electrical devices and laboratory operations that are not safe to be left unattended.
• In controlled sequence, move along gangways to main aisles and exit in an orderly manner through the nearest appropriate exit.
• On leaving the building, stay together as a group until contacted by the emergency services or University Security.
• When directed to do so, recover any effects left in the building.

The University’s Flip chart - Emergency response procedures includes universal actions such as our evacuation or shelter in place procedures and includes hazard specific instructions for active armed aggressor, electrical outage, suspicious package and many more emergency types.

Hard copy versions of the flip chart are being installed across all University owned and occupied buildings. You will begin seeing them installed at fire panels, main entrances to buildings, lifts and at key locations such as libraries, receptions, lecture halls and other teaching spaces.

It is expected that where possible University staff, students, contractors and visitors will follow these University wide emergency response procedures. Where local area procedures are more detailed or contain site specific instructions, this information can be captured in Building emergency plans and local areas are responsible for making those procedures known to building occupants.

For more information on the flip chart or their physical installation across the University, please contact the Emergency Planning Specialist.

Internal Emergency Services

• Health & Safety Business Partner for general health and safety advice.
• Building emergency information database (Chief Warden contact list).
• Security for crime prevention, access and security issues.
• Transport and Parking for parking and traffic guidelines.
• Facilities Services for building and grounds maintenance, fire protection equipment, and exit signage.
• The Health & Safety Services team offer a variety of emergency management training sessions for staff.
• First Aid for information, training, first aid kits and automated external defibrillator locations.
• Emergency Planning Specialist for assistance or questions regarding training, drills, warden equipment, publications and general emergency management matters.

External Emergency Services

• National emergency number for fire, police or ambulance: 000
• State Emergency Service (SES) for storm or flooding emergencies: 132 500
• Poisons Information Centre: 131 126