To assure that the College manages major crises in a responsible and timely manner,
the President of the College will designate a Crisis Management Team (CMT), which
will respond to serious crimes, emergencies, and major events that, if not managed,
could have a detrimental effect on the community.
The CMT will provide informed supervision and control during crisis situations and
will make appropriate recommendations to the President of the College (or the president's
designee) for action.
1. The CMT, chaired by the Dean of Students, is comprised of a primary core plus
a tailored organization drawn from a reserve pool of staff and faculty.
2. The persons filling the following positions constitute the primary core: the
Dean of Students, the Director of Campus Safety, Director of Physical Plant, Director
of Residence Life, Environmental Health & Safety Coordinator, and the Director
of Marketing & Communications.
3. The persons filling the following positions constitute a reserve pool to be called
upon to provide expertise depending on the need:
Associate Dean of Students
Director of the Counseling Center
Treasurer & Risk Manager (Insurance, Liability)
IV. Notification Plan
The emergency notification plan (ENP), attached to this document as "Annex A," provides
direction for notifying members of the college community of an existing crisis.
The ENP will be reviewed at the end of each semester, and the CMT will meet at least
once each semester to review its responsibilities.
V. Public Relations
Upon notification of a crisis, the Marketing & Communications Director will
implement the public relations plan (Annex B).
VI. Implementation of the CMT
The CMT will meet at the call of the chair for incidents such as, but not limited
to, natural disasters; death or serious injury of a member of the campus community;
hazardous chemical spills; serious crimes against members of the campus community,
or any major event, the result of which could be detrimental to the interests of
VII. Functions of the CMT
The following are considered the minimum essential functions of the CMT and may
be adjusted as the situations dictate:
1. Short Term Functions:
a. Gather facts, discuss options, recommend options, and do what is necessary for
the victim's comfort.
b. Provide the community, and the media if appropriate, with as many facts as possible
as quickly as possible.
2. Long Term Functions:
a. Provide support strategy for a victim's return to normal campus life.
b. Investigate the incident to its completion.
c. Assess liability exposure and develop a lawsuit strategy if needed.
d. Evaluate the process at the conclusion of the incident to determine whether there
were problems; recommend changes for future responses.
e. Develop follow-up educational programs for the community, as necessary.
VIII. Proactive Training
1. Members of the CMT will receive training to help them understand the human dynamics
involved in various scenarios, including the trauma, law, court trial procedure,
and the lingering post-trauma experience of a major criminal event. They will discuss
the organizational climate of the campus during and after the event.
2. Scenarios will simulate reactions to potential "What if" situations. CMT members
will talk through contingency scenarios for various victim-oriented crises, such
as hostage incidents, natural and railroad disasters, or other events that would
be considered crises.
3. The CMT will determine at what point the President and the victim's next of kin
should be notified.
4. The CMT will rehearse policy decisions and record recommended responses for future
5. The CMT will establish a chain of supervision by name from the President of the
College to the lowest practical decision making echelon. In addition, a scenario
will be developed that eliminates the President, the Provost, and/or the Dean of
Students from the decision making process, in the event that they are unavailable
during the crisis.
Annexes to the Crisis Management Plan:
A. Notification Annex
B. Marketing & Communications Annex
C. Victim Crisis Annex
D. Hazardous Materials Disaster Annex
E. Natural Disaster Annex (not yet completed)
F. Hostage Incident Annex (not yet completed)
G. Civil Disorder Annex (not yet completed)
Crisis Management Plan - Annex B
Marketing & Communications
The College administration believes that it is important to inform members of the
College community and the media, as appropriate, of the facts surrounding a crisis
situation in an effort to promote fact-based decision making and to prevent misinformation
and rumors from creating a detrimental climate during and after the crisis.
The Director of Public Relations will gather pertinent facts from members of the
CMT and officials on the scene of the crisis, develop strategies for properly communicating
this information, and make recommendations to the CMT, the College President, and
town/county officials as appropriate.
The Director of Public Relations will meet with the CMT upon notification of a crisis.
After assessing the nature of the crisis, the director will implement the public
relations plan below:
1. Initial Stages of the Crisis:
a. Decide who will be the official spokesperson.
b. Draft a brief initial statement for the media.
c. Plan news conferences as appropriate, throughout the duration of the crisis.
Locate and secure a room to serve as a media briefing center.
d. Assign photographer(s) as needed to document the crisis for the College.
e. Assign personnel to accompany media through the campus, as appropriate.
f. Arrange appropriate internal communication to the college community. (Make use
of phone mail, R-MC TV if needed)
g. Brief switchboard operator how to respond to telephone calls from outside the
h. Call in members of the public relations staff for support, as needed.
i. Monitor radio and TV coverage of the crisis
2. Follow Up Steps:
a. Set up a file on the crisis; save all newspaper clippings and taped television
b. Maintain a chronology of the events surrounding the crisis.
c. When crisis is over, conduct follow up assessment of all activities undertaken
by the public relations office.
Crisis Management Plan -- Annex C
The victim crisis plan has been developed to help the CMT manage effectively and
quickly any crisis involving a human victim, such as a death, serious injury, aggravated
rape, vehicular manslaughter, etc.
The CMT will respond rapidly to events and provide, as appropriate, recommendations
to the President of the College for his action.
1. If there is a student victim, the Dean of Students will personally contact the
victim, and, with the victim's consent, the victim's family. If the victim is a
member of the staff or faculty, the Provost will make the contact.
2. The Dean of Students or Provost will insure that the victim has the appropriate
3. The Dean of Students will notify all residence assistants and fraternity/sorority
presidents of the details of the event as soon as practical, if the CMT agrees that
such notification is necessary and appropriate.
4. The Director of Campus Safety will monitor the investigation and insure that
sufficient police patrols are available to maintain a feeling of community confidence.
5. If the media respond to the crisis, the Director of Public Relations will prepare
appropriate statements after conferring with the CMT to ascertain all facts of the
6. Special attention will be paid to the condition of the victim(s), the current
status of the investigation, and the media response.
Crisis Management Plan - Annex D
Hazardous Materials Disaster
The Emergency Planning and Community Right-to-Know Act, Title III United States
Code has two main purposes: to encourage and support emergency planning for responding
to chemical accidents, and to provide local government and the public with information
about possible chemical hazards in their communities.
There are two groups at Randolph-Macon College, which have responsibilities for
the occupational health and safety of the community. These two integrated organizations
are the Environmental Health and Safety Committee (EHSC) and the Crisis Management
The mission of the EHSC is to function as a policy-making group, insuring that provisions
for the health and safety of the academic community is consistent with federal and
The mission of the CMT is to provide informed supervision and control during crises.
The CMT consists of a standing committee and a resource pool of staff and faculty.
The CMT is an operational function of the EHSC. The CMT advises the EHSC on progress
of current operations and keeps the EHSC informed of lessons learned after the completion
of emergencies to enhance the EHSC policy-making functions.
The CMT Contingency Plan is a regulatory requirement concentrating on chemical spills.
However, the plan may also be used as a base document for natural disasters such
as hurricanes or tornadoes, and other emergencies (such as a train accident) requiring
Hazards Table of Contents
I. Emergency Coordinators
II. Safety Equipment
III. Emergency Response Services Listing
IV. Notification Information
V. Employees with Major Responsibilities
VI. Evacuation Procedures
& Hazardous Material Shipping Routes
VII. Evacuation Plan and Emergency Command Center
VIII. Chemical Emergency Procedures
IX. Local Evacuation Plan
XI. Monitoring for Spills and Leaks
XII. Chemical List
XIII. Emergency Procedures Checklist
Facility Emergency Coordinators
(In descending order as available)
Kathryn A. Hull
Campus Safety Watch Supervisor
Note: See Attachment III - Emergency Notification Tree & Key Personnel for Crisis
Inventory Items - Located in
ABC Fire Extinguishers - Throughout Campus
CO2 Fire Extinguishers - Throughout Campus
Fire Alarms - Conrad, Moreland, Mary Branch, and
Copley Science Center
Toxicity & O2
Monitor - Maintenance
A. Personal Protective Equipment
B. Other Equipment
C. Facility Site Plan
See attachment I
EMERGENCY RESPONSE SERVICE LISTING
(for all emergency response agencies)
Primary Fire Department - Ashland Volunteer Fire Dept.
Secondary Fire Department - Hanover Courthouse Vol. Fire Dept.
Primary Rescue Squad - Ashland Rescue Squad
Secondary Rescue Squad - Ashcake Volunteer Rescue Squad
Hospital / Medical Services -
Primary Hospital to be patient's choice when injury is not life threatening and
the employee is conscious and able to make the decision (generally, hospital chosen
will the one designated by the employee's insurance plan).
Note: St. Mary's and Medical College of Virginia (MCV) are primary through Sep.
Oct. 1, 1997 - Sep. 30 1998, add Richmond Memorial and Henrico Doctors
Primary hospital for all chemical, radiation, or severe trauma emergencies shall
be the Medical College of Virginia.
Mass casualty situations shall use the Old Dominion EMS Alliance Mass casualty plan
to be initiated by Emergency Responders through the Medical College of Virginia
Hospitals Emergency Department and the State Department of Emergency Services.
Non-Emergency Employee Medical attention is to be provided by Dr. Hill Carter, Dr.
Richard Lee, or Dr. Thomas Hubbard through the campus medical department.
Randolph-Macon College uses the physicians listed above for all employee physicals.
Records are kept on file for all designated employees. Physical Plant, Support Services
has a file on all MSDS/OSHA sheets on raw materials used on the campus and the Laboratory
Manager's office maintains the MSDS sheet for chemical within Copley Science Center.
Chemical Emergency Response Team (ERTs) are not on contract.
The College can use any of the commercial ERTs to include:
Potomac Environmental (804) 353-5600
The following procedure is to be used in the event of a release, spill, or leak
of any of the chemicals listed on the SARA Title III list of "extremely hazardous
substances" or as listed by CERCLA as a hazardous substance in an amount equal to
or greater than the reportable quantity (RQ) specified by E.P.A.
A. Immediately notify facility coordinator Ira Andrews or Michael Hampton.
B. The Facility Coordinator will determine if event constitutes a release, spill,
or leak to the ground, air, or water.
C. In the event that a release, leak, or spill has occurred and is determined to
be reportable, the following authorities shall be notified as quickly as time and
the situation surrounding the occurrence permits:
1. The National Response Center
1-800-424-8802 or 1-202-267-2675
2. Environmental Protection Agency, Region III
3. The Virginia Emergency Response Council
4. The Virginia Emergency Operations Center
5. Community Emergency Coordinator
When notification is given to the appropriate agencies, the following information
is to be conveyed at that time:
A. Chemical name or identity of substance(s) involved in the release, leak, or spill.
B. Indication as to substance being an "Extremely Hazardous Substance"
C. Estimate of the quantity of substance released, spilled, or leaked.
D. Time and duration of the leak, spill, or release.
E. The medium or media into which the leak, spill, or release occurred (water, ground,
F. Any known or anticipated acute or chronic health risk associated with the emergency,
and, where appropriate, advise regarding medical attention necessary for exposed
G. Proper precautions to take as a result of the release, spill, or leak, including
H. Name(s) and telephone number(s) or person(s) to contact for further information.
I. As soon as practical after the release, spill, or leak:
1. The Facility Emergency Coordinator shall send a written follow-up emergency notice
updating the initial verbal information within 15 days. The follow-up notice is
required to include both an update of the initial verbal report plus:
* Actions taken to respond to and contain the release, leak, or spill.
* Any known or anticipated acute or chronic health risk associated with the spill,
leak, or release.
* If appropriate advice regarding medical attention necessary for exposed individuals.
* Results of their inspection(s) and measures to be adopted to prevent future releases,
spills, or leaks.
Releases, leaks or spills of SARA Title III or CERCLA substances are exempt from
reporting if they:
A. Result only in exposure within a facility for purposes of CERCLA reporting. or,
Only to persons within the facility boundaries for purposes of SARA Title III.
B. Releases, leaks, or spills which are below the reportable quantity (RQ) of a
CERCLA or SARA substance. (See complete listing in Section 12)
EMPLOYEES WITH MAJOR RESPONSIBILITIES
The Dean of Students and Director of Campus Safety have the inclusive responsibility
of insuring the safe and efficient operation of Randolph Macon College's physical
plant during emergencies. (The Director of Physical Plant has normal operational
control). In doing so, they act as our Hazardous Materials Emergency Coordinator
and Emergency Coordinator for other incidents. It is their responsibility to respond
immediately to emergencies and act according to the provisions set forth by Randolph-Macon
College's contingency plan; whether the emergency be a spill, leak, or release,
or a fire or other emergency.
The Director of Campus Safety is responsible to insure the training of physical
plant personnel on safety and those operating procedures are carried out in accordance
with this plan and any safety or operational policies during emergencies. He is
responsible for the scheduled review of each employee's performance regarding safety
and emergency response, and to amend and update Randolph-Macon College's contingency
plan and safety policies as needed.
DIRECTOR OF PHYSICAL PLANT
In addition to supervising the required and routine maintenance of the plant is
responsible for all hazardous materials activities on campus. These responsibilities
a. Daily inspection of the level of waste in any tank(s)/storage drums.
b. Daily inspection of the construction materials of all storage vessels to detect
any corrosion or leaking of fixtures or seams.
c. Maintaining a daily record book on the above information.
d. Daily inspection of all safety equipment to insure that it is
in proper condition and in the proper location.
e. Loading and placarding the waste transporter and coordinating shipments.
f. Supervising new maintenance personnel on safety and operating procedures.
THE ENVIROMENTAL HEALTH AND SAFETY COORDINATOR
Will assist the CMT as necessary in both planning and execution of this document.
He/she is also responsible for providing assistance the Physical Plant Director
in all safety related activities to include: training, records keeping, and safety
assessments. The Environmental Health & Safety Coordinator will assist in maintaining
Material Safety Data Sheet and hazardous chemical labeling, and is responsible for
maintaining all records pertaining to hazardous waste, coordinating shipments of
hazardous waste, arranging with the transporter, processing of hazardous waste manifest,
and tracking of the shipment once it has left our facility. He/she is also responsible
for insuring that Randolph-Macon College meets all applicable government regulations.
EVACUATION PROCEDURESFOR HAZARDOUS CHEMICAL ACCIDENTS AND HAZARDOUS MATERIALS SHIPMENTS
Randolph-Macon College Uses the Hanover County Emergency Plan for any events that
would cause off site evacuation.
Imminent Danger (Explosion, Chemical Spill, Widespread Fire, Etc. requires immediate
For accident/incidents on west of Campus or near the CSX railroad track: the evacuation
route of personnel will be to follow Caroline Street or College Avenue to exit the
Campus to the east, and crossing Route 1 to the Ukrop's parking lot assembly area.
For accidents/incidents to the east of the Campus or near Route 1: the evacuation
should be via College Avenue, cross Railroad Avenue, the CSX railroad tracks, and
North Center Street, then following Henry Clay Road to James Street. Turn left on
James Street, proceed south to Hanover Avenue and cross Hanover Avenue for assembly
at Henry Clay Elementary School
Evacuation instructions will include directions to immediately vacate the Campus
to the east (Ukrops) or to the west (Henry Clay Elementary School). The above assembly
areas will meet initial emergency radius/safe distance criteria of 800 meters for
most chemical and explosive incidents. Hanover Emergency Action personnel may increase
the safe radius requirements once they arrive on the scene.
Note: Unless directed by College or local emergency officials, all evacuation will
be made on foot to one of the designated assembly areas. Use of private vehicles
during evacuation is prohibited. The use of private vehicles could restrict the
response of emergency action teams and result in gridlock of evacuation routes.
Precautionary (hazard/incident allows time for deliberate evacuation)
Students and College Personnel would be assembled in Blackwell Auditorium, Crenshaw
and Alumni Gyms, and Copley Science Center depending upon the location of the event,
while transportation is arrange for evacuation to Patrick Henry High School, Route
54 West, one of the County's designated evacuation centers.
Hazardous chemicals are generally delivered to the college by the following route:
For Copley Science Center:
Interstate 95 North or South to State Route 54 West (England Street) to US Route
1 North, West on Caroline Street, and then right onto East Patrick St., to the loading
dock located on the east side (rear of the building) or continuing west on Route
54 to Center Street turning right to the maintenance facility.
Interstate 95 North or South to State Route 54 West (England Street), crossing US
Route 1, and continuing west on Route 54 to Railroad Avenue, right turn and proceeding
for one block to College Avenue, and then an immediate right turn into parking lot
area and then through the maintenance facility gates to the warehouse shipping and
EVACUATION PLAN AND EMERGENCY COMMAND CENTER
Copies of the building evacuation plan(s) are strategically located throughout all
buildings on campus. These plans are designed to show an employee or student his/her
exact location and to show all accessible exits and fire extinguisher at his/her
disposal. All employees, students, and visitors will be notified of an evacuation
through telephone announcements made by the emergency coordinator Director of Campus
Safety or his designated alternate.
Evacuations may be to on-site locations using the Campus Gymnasium, Blackwell Auditorium
and interior hallways of the Copley Science Center (designated on attached campus
maps) or to off-site locations. In the event of a campus-wide evacuation, Randolph-Macon
College cooperates with Hanover County and will set up an Emergency Evacuation Center
at Patrick Henry High School or other sites as designated by the Hanover County
Emergency Coordinator (Fire Chief Mike Harman).
Campus Safety personnel will announce the evacuation of outside areas or areas not
accessible to the common communications system, with the following suggested language:
ATTENTION ALL PERSONNEL:
This is an emergency - please evacuate the (building, area, grounds, or campus)
calmly and quickly using the closest accessible exit and report to (designated assembly
area for affected building or area).
REPEAT - This is an emergency - please evacuate the (building area or campus) calmly
and quickly, using the closest accessible exit, and report to (designated assembly
In the event that the wind is blowing in the direction of a designated assembly
area during a chemical spill, leak, or release, an alternate site is selected.
If an evacuation is ordered, the emergency coordinator will immediately notify the
Hanover County Emergency Communications Department via campus safety communications
Each building has a designated building coordinator known as a Resident Assistant
or an Area Coordinator (Attachment II) and an alternate. As personnel assemble at
the designated assembly areas, these personnel will be responsible for accounting
for all employees, students, and visitors to insure everyone has evacuated the affected
building(s) or area.
The Director of Residence Life and Director of Human Resources are responsible for
consolidation of all head counts and determining if anyone is left behind. Each
director will identify students, staff and faculty who are hearing impaired and
otherwise handicapped to insure orderly evacuation.
In the event that the College communications system is inoperable, oral communication
will be the source of the evacuation announcement and will be carried from building
to building by campus safety personnel and other maintenance staff who will be in
radio communications with each other and the Campus Safety Office.
A copy of this plan is included in the Randolph-Macon College safety brochure, which
is distributed to all Resident Assistants and Area Coordinators.
PREPAREDNESS and PREVENTION
Randolph-Macon College is maintained and operating to minimize the possibility of
a fire or unplanned sudden or non-sudden release of hazardous chemicals, waste,
or hazardous waste constituents to the soil, ground water, surface water, or air
which could threaten human health or the environment.
Randolph-Macon College is equipped with the following:
A. In House Radio Communications System and Internal Phone System
B. External Phone System
C. Hanover County 800 MHz Radio System for Campus Safety Personnel
D. Portable Fire Extinguishers throughout, Fire Alarm Systems in specific areas,
Monitoring equipment in the maintenance / physical plant areas.
Randolph-Macon College will test and maintain as necessary to assure proper operation
in the time of emergency all communications systems, fire extinguisher, and monitoring
equipment. These test and inspections are maintained on a log located in the maintenance
office at the Physical Plant.
Whenever a hazardous material or waste is being handled, all personnel involved
in the operation have immediate access to our fire alarm system. Normally at least
one employee will be on the premises while the facility is operating.
Randolph-Macon College maintains proper aisle space to allow unobstructed movement
of personnel, fire extinguisher, and spill control equipment to any building and
area of our campus in an emergency.
Randolph-Macon College has a continuing policy to make the following arrangements
with local authorities:
A. Familiarize Ashland Town Police, Hanover County Sheriff's Office, Hanover Fire
Department, Hanover EMS Department, and other emergency response teams with the
layout of our facilities, the properties of any hazardous waste, places where personnel
and students would normally be working, entrances to roads inside the facility and
possible evacuation routes.
B. When the Hanover County Fire Department responds to an emergency on campus, Randolph-Macon
College has designated primary authority to the County Fire Chief and his designated
C. Randolph-Macon College will use the best available emergency management service
for Campus emergency response/clean-up of any chemical spills.
D. Randolph-Macon College relies on arrangements with local emergency action teams
for injuries or illnesses which could result from fire or a chemical release at
our facility. The Director of the Physical Plant keeps a file of OSHA Material Safety
Data Sheets at the physical plant facility for first aid purposes. MSDS Sheets are
also available through the Hanover County Fire Department.
EMERGENCY COMMAND CENTER
(On Site - Mullen Board Room Administration Building)
(Off Site - as Peele Hall)
In case of an emergency, an emergency command center will be set up in Peele Hall,
Mullen Board Room if possible.
This location will contain all emergency information needed for a response team,
including blueprints, emergency equipment designations, and hazardous chemical(s)
location(s). There are files containing the Material Safety Data Sheets on all raw
and finished materials and products kept at the college.
The Mullen Board Room in Peele Hall has a telephone system separate from the rest
of the campus and may be used to summon additional help (i.e., the Fire Department,
Police Department, or Emergency Medical Services)
In the event of an on-site or off-site emergency, members of the Crisis Management
Team will respond to the emergency command center to coordinate activities of college
personnel and insure the safety of staff and students.
Members of the Crisis Management Team (CMT) shall assess the emergency and make
recommendations to the President. In extreme emergency conditions, members of the
CMT shall have the authority to institute measures necessary to insure the safety
and health of staff and students in the absence of the President.
The President of Randolph-Macon College or his designee shall have the authority
to determine the need for evacuations either on-site or off-site and shall direct
any other necessary activities to control the situation.
The use of the parking lot at the physical plant or Day athletic field may be used
for staging of emergency equipment.
In case of an imminent or actual emergency situation the Emergency Coordinator Ira
Andrews or his alternate shall immediately:
A. Activate the internal facility communications system to notify all personnel
and students if applicable.
B. Dial 9 then 9-1-1 to notify emergency personnel if necessary.
C. Notify appropriate state and local agencies with designated response roles if
their help is needed.
If there is a chemical release or fire, Director of Campus Safety shall immediately
identify the character, exact source, amount, and extent of any released materials.
The director may do this by observation, review of campus records and manifest,
and if necessary by chemical analysis on campus.
The Director of Campus Safety shall also assess possible hazards to human health
and/or the environment that may result from the release or fire.
If the director or a designee determines that there was in fact a release or fire
that may threaten human health or the environment outside of the campus, he shall
report these findings as follows:
1. If his assessment indicates that evacuation of local areas may be advisable,
he shall immediately notify local authorities. He should be available to assist
appropriate officials in deciding whether local areas should be evacuated.
2. He shall immediately notify the local government official designated as the on-scene
coordinator for this area and the state Hazardous Materials Emergency Response Team
at (804) 323-2300. This notification will include:
a. His/her name and the facility telephone number
b. Name & address of the College
c. Time and type of incident
d. To the extent known, name and quantity of materials involved
e. Injuries, if any
f. Possible hazards to human health or the environment off-site
During an emergency situation, The Director of Campus Safety or his/her designee
will take all reasonable measures necessary to insure that fires, explosions, and
releases do not occur or recur. These measures shall include, when applicable, stopping
processes and operations, collecting and containing releases of waste and removing
or isolating containers.
If the College stops operation in response to a fire or release, The Hanover Fire
Department will monitor for leaks, pressure buildup, gas generation, or ruptures
in valves, pipes, or other equipment, wherever appropriate.
Immediately after an emergency involving a chemical or potentially hazardous material
the contact a certified emergency management service for disposal. They will recover
or arrange for disposal of released waste, contaminated soil or water, or other
material that results from a release or fire at the facility.
The contracted disposer will insure that following conditions are met in the affected
area or building:
A. No waste incompatible with the released material is reclaimed and disposed of
until cleanup procedures are completed.
B. All emergency equipment listed in this contingency plan is cleaned and fit for
its intended use before operations are resumed.
Randolph-Macon College will notify the Local Emergency Planning Committee (John
Trevellin 798-8554 or 9-1-1), when operations are to be resumed.
Randolph-Macon College shall also note in the operating records the time, date,
and details of any incident that requires implementing the contingency plan. Within
15 days after the incident, the college shall submit a written report to the Commissioner
of the State Emergency Response Commission with copies mailed to all parties included
in primary notification, as noted in Section IV of this plan. This report will include:
1. Names, addresses, and telephone numbers of the campus.
2. Date, time, and type of incident.
3. Name and quantity of material(s) involved.
4. The extent of injuries, if any.
5. An assessment of actual or potential hazards to human health and/or the environment
where this is applicable.
6. Estimated quantity and position of recovered material(s) that resulted from the
incident including its disposition.
7. Such other information specifically requested by the Local Emergency Planning
Committee which is reasonable, and may be necessary and relevant to the purpose
of such records.
This contingency plan shall be reviewed annually by Environmental Health and Safety
Committee and the Crisis Management Team to be amended as required. This plan shall
be immediately revised if:
a. The plan fails.
b. There are any reflective changes in:
CHEMICAL EMERGENCY PROCEDURES
In the event of a chemical leak or spill:
A. Notify the Campus Safety Department who will in turn
notify the Facility Emergency Coordinator (FEC) - Michael Hampton, who
will activate the Crisis Management Team (CMT).
B. The FEC shall determine if the release, leak, or spill:
1. is reportable under CERCLA and SARA
2. constitutes an immediate threat to the health and safety of people in the workplace
and/or the workplace of others in the immediate area and/or;
3. constitutes a hazard to the environment
C. If a chemical leak or spill is determined to be reportable, the FEC shall immediately
follow notification procedures.
D. Should there be a threat to the persons in the workplace, the procedures for
evacuation will be placed into immediate operation.
E. If it is determined that off-site evacuation is advisable, the Local Evacuation
Plan, shall be put in effect relative to evacuation.
F. At the first opportunity, all local establishments in a 1/4 mile radius of the
campus will be notified as soon as possible by the FEC that a spill or chemical
leak has taken place. This will not be an evacuation notice; but rather notice that
a spill which constitutes a hazard to the environment has taken place.
G. From the emergency office, the FEC will work with the local, county, and state
agencies necessary to reduce and eliminate either chemical leak or spill. Once under
control, the agreed upon steps to eliminate the environmental hazard(s) from the
site shall be the next objective.
H. Occupancy of the site shall not take place until such time as deemed appropriate
by the FEC.
LOCAL EVACUATION PLAN
The following is the local evacuation plan for the immediate facilities within a
1/4 mile radius of the campus located in Ashland, Virginia.
Note: There are two public schools and one natural gas facility (pipeline) located
within this radius. There are three shopping centers and numerous small businesses
located within a one mile radius of the campus.
In case of a chemical spill or leak on the Randolph-Macon College campus, the facilities
listed on the next page will be notified in order of proximity. This notification
will advise each facility that a chemical leak or spill has taken place on campus
and what action, if any, is warranted for the safety of their employees. This is
a precautionary measure which will be followed by additional information to be provided
by the Hanover County Local Emergency Planning Committee or the Hanover Fire Department
if the evacuation is the result of another type of emergency incident.
Since this procedure can potentially disrupt many commercial and industrial sites,
the FEC must make the determination that an evacuation is warranted and shall direct
those plans be put into operation.
On an annual basis, we will contact each establishment within the defined radius
and explain to the site manager what our procedure is in the event of a leak, spill,
or release, or other emergency. We will also advise the site manager of any additional
information that may be helpful in his understanding of our facility and operations.
This annual notification is being placed into action to eliminate any element of
FACILITY NAME CONTACT PHONE NUMBER
Gandy Elementary School Principal 752-6030
Henry Clay Elementary School Principal 798-2476
Hanover County School
Board Office Dave Ushack 752-6000
Hanover Bank Branch Manager 798-0396
US Post Office
Ashland Branch Postmaster 798-8216
Convenience Store Attendant 798-3256
The Brown Bag
Convenience Store Attendant 798-7612
Ashland Theater Rick Grand 798-3990
The Henry Clay Inn Carol Martin 798-3100
Ashland Police Dept. Dispatcher 798-1227
Homemades by Suzanne Manager 798-8331
The Iron Horse
Restaurant Manager 752-6410
Austin & Brayden Printing Charles Pleasants 752-2052
Ashland Masonic Lodge 798-8121
Hanover Ford Tractor, Inc. Manager 798-8482
Facility List con't.
Health South Occupational Health Center 752-5885
Shear Heaven Nancy Ambrogi 752-6533
Suzanne M. Everhart
Eye Physician & Surgeon 752-7508
Video Rental Attendant 798-0069
Diane Hale School of Dance 798-3011
Dew Real Estate, Inc. 798-3246
Ricky S. Corcker
Builder & Contractor 752-5920
Care by Professionals, Inc. 798-CARE
Koons Barber Shop 798-3405
Chamber of Commerce Bob Nelson 798-1722
Visitor Center Attendant 752-6766
W.C. Lang & Son, Inc.
Gen. Contractor 798-9256
Around the Corner Gift Shop 798-9404
Shear Power Hair Cuttery 798-5076
Cobblestone Trading Co. 752-6500
Ganey & Laibstain, P.C.
Bryant & Pleasants
Public Accountants 798-3216
Ashland Branch Library 798-4072
Quimby Antiques Restored 798-8620
Cross Brothers Grocery 798-8311
All Residences To be notified by mobile loud speaker
Designated Randolph-Macon personnel are trained by classroom instruction and on
the job training which instructs them to perform their duties with regard to:
A. Training in hazardous waste management procedures.
B. Emergency response procedures.
C. Emergency equipment.
D. Emergency systems
E. Monitoring equipment
F. Communications systems
G. Response to fire
H. Response to groundwater contamination incidents
I. Shutdown of operations
J. Other safe work practices
Randolph-Macon College will train any designated new employee within one month of
their employment and will insure that these employees will not work in an unsupervised
position until they have completed the above training.
Randolph Macon College maintains the following documents and records at the facility:
a. Job title for each position related to hazardous materials management and the
name of the employee filling each job.
b. Job title for each position related to employee health and
safety program and the name of the employee filling the position.
c. Written job descriptions for each of these positions.
d. Certificates documenting training and job experience.
These records shall be kept until closure of our facility on current personnel.
Training records on former employees shall be kept for at least five years from
the date of separation.
The training program for chemical releases, leaks, and spills at this facility will
have several different facets. Each facet will be prepared and instituted according
to the involvement of the personnel. The following training will be mandatory for
all campus personnel.
Annual Emergency Evacuation Procedure
At least once per year, all site personnel will be required to participate in an
evacuation drill designed to determine the effectiveness of evacuating buildings
and areas in the event of an emergency. This drill will be coordinated through the
FEC and improvements, if necessary, will be written into the procedures in Section
III. Documentation will be maintained concerning these drills.
Annual Site Training
On an annual basis and within the first week of employment for designated new personnel,
a training session will be held to explain the various procedures in place relative
to the community right to know laws and what to do in the event of an emergency.
EMERGENCY RESPONSE TRAINING
Once every six months, the Crisis Management Team and other affected employees,
headed by Ira Andrews, will review and discuss their roles in responding to a chemical
spill, leak, or release. The Safety, Health, & Environmental Committee is charged
with maintaining all emergency equipment, monitoring for leaks and spills, communications,
physical plant shutdown procedures, and containment procedures in the event of a
leak, spill or release, or other emergency.
A written report will be issued by the Safety, Health, & Environmental Committee
to the College President after each quarterly meeting. This report will contain
recommendations relative to plant improvements to reduce the potential of leaks
and spills, changes in procedures necessary for safer operations, and any other
recommendations relative to emergency equipment, communications, and response training
29 CFR 1200.120 Required Training
The Facility Emergency Coordinator and his designees are trained in Hazardous Materials
and Emergency Response in the OSHA approved 40 hour course. Each will annually receive
"Recognition and Retreat" training.
MONITORING FOR SPILLS, LEAKS, AND RELEASES
Monitoring of spills, leaks, and releases on site is not complicated. Since the
facility is designed to minimize spills, leaks, and releases, as well as containment
should they occur, daily visual checks will satisfy the needs. In addition, all
loading and unloading of bulk chemicals will be done under the supervision of College
All spills, leaks, and releases will be immediately reported to the Ira Andrews
and Eunice Kendell; if Ira Andrews or Eunice Kendell is unavailable, Tom Dwyer &
Malissa Heldreth will be notified.
Sara - Section 302 (a)
Randolph-Macon College does not currently have any toxic chemicals that meet or
exceed the threshold reporting levels established by OSHA or the SARA Title III
regulations. Current chemical inventory lists are maintained in the Randolph-Macon
College, Hazard Communication Plan (maintained in the Environmental Health &
Safety Coordinator's Office, the Laboratory Manager's Office in Copley Science Center,
and the Support Services Manager's Office in the Physical Plant).
Section XIII - EMERGENCY PROCEDURES CHECKLISTS
A. Notify campus safety
B. Notify EMS by calling 9- 9-1-1
C. Notify Eunice Kendell (752-7301 office)
D. If more than five employees are hospitalized or if serious injury or death occurs,
then VOSH 786-6427 must be notified within 24 hours.
E. Notify human resources
F. If student, notify Dean of Students Ira Andrews
G. Notify injured persons emergency contact (on file in Human Resources Office for
employees and Dean of Students Office for students)
H. Conduct accident investigation as soon as possible
I. Correct any condition which may have led to the accident
2. Apparent Fatality
A. Notify Campus Safety
B. Notify Ashland Town Police 9- 9-1-1
C. Notify Eunice Kendell
D. Notify dean of students Ira Andrews if student is involved.
E. Notify VOSH with 24 hours
F. Conduct accident investigation as soon as possible
G. Seal area for police & VOSH investigation
H. Correct any situation which may have led to fatality
Chemical Spill, Leak, or Release
This section refers to a chemical spill, leak, or release event that takes place
on campus resulting from processes or accidents involving chemicals utilized by
the College in it's operations.
1. Types of Spills, Leaks, or Releases
A spill, leak or release posing no significant threat to employee, student, or community
health and safety; or to College property. This spill, leak, or release is of low
volume and/or hazardous potential. Randolph-Macon College employees would be expected
to clean up such a spill, leak, or release.
B) Serious Spill, Leak, or Release
A spill, leak, or release posing a significant threat to employee, or student health
and safety; and/or College property. This spill is of a high volume and/or hazard
potential. Evacuation of a building, area, or campus may be necessary if there is
a potential for injury or control of the situation can not be maintained by College
personnel and outside assistance is required.
C) Extremely Severe Emergency
A spill, leak, or release that threatens community safety and/or large numbers of
employees or students. Many College personnel may require hospitalization. Outside
assistance is necessary. Contact of a regulatory agency may be necessary.
2. Randolph-Macon College spills and raw material spills
1. Determine if spill is corrosive, oxidizer, flammable/combustible, poison, or
2. Determine if the spill is routine, serious, or severe.
3. If it can be accomplished safely; contain the spill.
4. If the spill is serious or severe; notify Hanover Fire
Department by calling 9- 9-1-1
If spill threatens a waterway or could possible be
harmful to life and health if released into the
atmosphere; then Hanover Fire Department should be
For all off premises release; call the Hanover Fire
Department who will notify the Virginia Department of Emergency Services. The VA
DES will notify the appropriate State agencies.
5. If necessary; evacuate building or area large enough
to protect anyone who could be adversely affected.
6. When talking to the Dispatcher give only known information DO NOT GUESS.
7. If the release exceeds the "Reportable Quantity" as shown in Section VI; then
the National Response Center must be notified at:
1-800-424-8802 or 1-202-267-2675
8. Notify Eunice Kendell (752-4710 office)
9. If College personnel are capable of safely handling the spill, it must be collected
and containerized in an appropriate receptacle. It, then, must be disposed of according
to state, federal, and local regulations. Contact an authorized hazardous waste
disposal firm for cleanup and/or disposal.
10. If College personnel are not capable of handling the spill, then evacuate an
area large enough to insure the health and safety of all people in the vicinity.
11. After the incident is stabilized, if a cleanup contractor is needed, contact
an authorized hazardous waste disposal firm for cleanup and/or disposal.
D. Security Procedures
If a building is evacuated contact Campus Safety to provide proper security measures.
E. Evacuation Drills
At least annually an evacuation drill will be conducted, with the consent of the
dean of students, in order to test the evacuation plan, escape routes, etc. Refer
to Section VII of this plan.
FIRE, SMOKE EXPLOSION
A. Contact the Campus Safety Department to verify that there is or is not a problem.
B. If there is a manageable fire, efforts should be made to immediately extinguish
C. All affected employees and/or students should be made aware of the situation
by fire alarm, intercom, or messengers.
D. Notify Eunice Kendell (752-4710 (O))
E. If necessary evacuate the building.
F. The designated person(s) for all buildings will conduct a head count to determine
if all people are accounted for and if anyone is injured.
G. Once the fire is extinguished contact the Hanover County Fire Marshal at
9- 9-1-1 to determine the cause.
H. If the fire can not be contained, or there is an explosion, immediately evacuate
the building. All doors should be closed behind you as you leave.
I. Have someone meet the Fire Department and direct them to the scene.
J. Deny entry to the facility if it is evacuated by locking doors and gates if applicable
or posting designated people at entrances and exits.
REGULATORY AGENCY INSPECTIONS
1. Listed below are the agencies which might conduct an inspection at the facility.
a. Virginia Department of Labor and Industry (VOSH)
b. Virginia Water Control Board
c. Virginia Department of Waste Management
d. Virginia Air Pollution Control Board
e. US Environmental Protection Agency
f. US Department of Transportation
g. Hanover County Fire Department
h. Community Emergency Coordinator (John Trevellin)
2. If an inspection is requested, and that person has proper documentation showing
that they area legitimate representative of that agency; then notify:
a. Eunice Kendell - Director of Campus Safety
b. Laurie Neff - Dean of Students
c. Tom Dwyer - Director of Physical Plant
3. Cooperate fully with the inspector. Refer any questions about the proceeding
to Eunice Kendell, Laurie Neff, or Tom Dwyer.
DEALING WITH THE MEDIA
1. Only members of the Crisis Management Team are authorized to speak on Randolph-
Macon College's behalf to the media (radio, TV, newspapers).
2. Information given out should be factual and not speculative.
3. If the incident is expected to last several hours or more, schedule media briefings
at regular intervals.
4. Any briefings and or interviews etc. shall be coordinated with the Public Information
Officer (PIO) for Hanover County Fire Department if they have been designated.
INQUIRY FROM THE PUBLIC
If a request from a physician or someone from the general public is received asking
for information concerning a specific product:
1. Determine why this person wants the information.
a. Exposure to the product(s)
b. The product has unexpectedly been found on some property.
c. A physician needs to determine medical information either
about exposure or potential exposure to the product.
2. Take the person's name and phone number. Advise them you will have someone call
3. Refer the call immediately to:
a. Laurie Neff
b. Kathryn Hull
c. Eunice Kendell
a. The date and time of the call
b. The name and telephone number of the caller
c. The product on which information was requested
d. Why the call was made
e. To whom the call was referred
5. Follow up the with person to whom you referred the call and determine what information
was given. Include this information in your documentation.
6. File documentation in case it is needed at a later date.
Section XIV - Miscellaneous
CHEMICAL SPILL INVESTIGATION REPORT
Amount of Product lost:
Employee involved or responsible:
Action taken to clean spill, leak, or release:
Amount of wash down to waste tank produced gallons (approximate)
If not to waste tank, determine effluent position on attached map.
Was spill reported to Hazardous Waste Dept? Water Control Board?
If no, why?
Was environmental contractor notified ? Yes ___No___
Reactions of contractor:
Was Fire Department notified ? Yes___ No___
Reactions of Fire Department:
Was supervisor notified immediately ? Yes___ No___
If no, why ?
Report damage to equipment, tanks, or buildings:
How could this spill, leak, release have been avoided ?
Was punitive action taken ? Yes___ No___
If yes, explain:
Estimated cost of chemical lost:
Estimated cost of cleanup (include man-hours):
Estimated cost of waste produced:
Estimated cost of damage repair:
Man-hour cost or lost time injuries:
TOTAL COST: _________
Generator: Randolph Macon College
Ashland Virginia 23005
EPA ID#: _______________
EPA ID#: _______________
EPA ID#: ________________
EPA ID#: __________________
TELEPHONE MESSAGE WHEN CALLING 9- 9-1-1
This is ________________(Title) with Randolph Macon
College in Ashland. We have a (fire, chemical spill, medical emergency) at the (Building
Location) on (Street Name). We need (Police, Fire Department, and/or Rescue Squad)
to respond immediately. A (employee, student, or campus police officer) will meet
you at the main entrance of the building to direct you in.
Remember that communications with outside agencies must be clear, concise, and brief.
Do not state anything but known facts.
V.P. Rush and
VICE PRESIDENT -
V.P. Programs & Finance and
V.P. Rho Chi and
KAPPA ALPHA ____________________
KAPPA SIGMA ____________________
LAMBDA CHI ALPHA ______________
PHI DELTA THETA _____________________________
PHI KAPPA SIGMA _________________
PI KAPPA ALPHA __________________
SIGMA ALPHA EPSILON ____________
THETA CHI _________________________
ALPHA GAMMA DELTA ______________
DELTA SIGMA THETA ____(one member - no President)
DELTA ZETA ________________________
KAPPA ALPHA THETA__________________
PHI MU ______________________________
Facility Site Plan
*Available in paper copy ONLY
*Available in paper copy ONLY
Emergency Notification Tree
Key Personnel for Crisis Actions - Phone Listing
Recall/Emergency notification of the CMT
Emergency Medical Campus Safety
Ashland Fire Department
Ashland Police Department Director of Campus Safety
Physical Plant Director
Marketing & Communications Director
Envr. Health & Safety Coordinator
Dean of Students
Dean of College
Associate Dean/ Director
Of Residence Life
Area Coordinators Immediate Notification
SGA President Coordination
Crisis Action - Key Personnel Listing
*Note: The above order of notification is for events discovered by Campus personnel.
In the event that the Hanover Emergency Action Group initiates notification, the
President gets the call and he then notifies the Campus Safety Watch Commander/Dispatcher
to activate the list.
Crisis Management Plan - Annex E
Crisis Management Plan - Annex F
Crisis Management Plan - Annex G