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 StudentsDirector of the Counseling CenterStaff PsychologistLegal CounselFaculty MemberTreasurer & Risk Manager (Insurance, Liability)ProvostChaplainSGA PresidentIV. 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 the College.
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 decision-making.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 AnnexB. Marketing & Communications AnnexC. Victim Crisis AnnexD. Hazardous Materials Disaster AnnexE. Natural Disaster Annex (not yet completed)F. Hostage Incident Annex (not yet completed)G. Civil Disorder Annex (not yet completed)
Crisis Management Plan - Annex BMarketing & CommunicationsI. PurposeThe 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.II. MissionThe 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.III. ProcedureThe 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 college.h. Call in members of the public relations staff for support, as needed.i. Monitor radio and TV coverage of the crisis2. Follow Up Steps:a. Set up a file on the crisis; save all newspaper clippings and taped television reports.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 CVictim CrisisI. PurposeThe 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.II. MissionThe CMT will respond rapidly to events and provide, as appropriate, recommendations to the President of the College for his action.III. Organization1. 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 counseling.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 crisis.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 DHazardous Materials DisasterAbstract
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 team (CMT).
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 state requirements.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 intensive management.Hazards Table of ContentsSection Title I. Emergency CoordinatorsII. Safety EquipmentIII. Emergency Response Services ListingIV. Notification Information V. Employees with Major ResponsibilitiesVI. Evacuation Procedures & Hazardous Material Shipping RoutesVII. Evacuation Plan and Emergency Command CenterVIII. Chemical Emergency ProceduresIX. Local Evacuation PlanXI. Monitoring for Spills and LeaksXII. Chemical ListXIII. Emergency Procedures ChecklistXIV. Miscellaneous EMERGENCY COORDINATORSFacility Emergency Coordinators(In descending order as available)Eunice KendellMalissa HeldrethKathryn A. HullTom DwyerJohn AhladasRobert HolyerAndrea HamosRoger MartinCampus Safety Watch SupervisorNote: See Attachment III - Emergency Notification Tree & Key Personnel for Crisis ActionsSection IISAFETY EQUIPMENTInventory Items - Located inABC Fire Extinguishers - Throughout CampusCO2 Fire Extinguishers - Throughout CampusFire Alarms - Conrad, Moreland, Mary Branch, andCopley Science CenterToxicity & O2Monitor - MaintenanceA. Personal Protective EquipmentNoneB. Other EquipmentC. Facility Site PlanSee attachment ISection IIIEMERGENCY RESPONSE SERVICE LISTINGDIAL 911(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 SquadSecondary Rescue Squad - Ashcake Volunteer Rescue SquadHospital / 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. 30, 1998Oct. 1, 1997 - Sep. 30 1998, add Richmond Memorial and Henrico DoctorsPrimary 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
Section IVNOTIFICATION INFORMATIONThe 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 Center1-800-424-8802 or 1-202-267-26752. Environmental Protection Agency, Region III(215) 597-98983. The Virginia Emergency Response Council(804) 323-23004. The Virginia Emergency Operations Center1-800-468-88925. Community Emergency CoordinatorJohn Trevellin(804) 798-85549-1-1When 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, air, etc.)F. Any known or anticipated acute or chronic health risk associated with the emergency, and, where appropriate, advise regarding medical attention necessary for exposed individuals.G. Proper precautions to take as a result of the release, spill, or leak, including evacuation.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.EXEMPT OCCURRENCESReleases, 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)Section VEMPLOYEES WITH MAJOR RESPONSIBILITIESJOB DESCRIPTIONSCOMMAND RESPONSIBILITIESThe 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 PLANTIn addition to supervising the required and routine maintenance of the plant is responsible for all hazardous materials activities on campus. These responsibilities include: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 isin 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 COORDINATORWill 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.Section VIEVACUATION PROCEDURESFOR HAZARDOUS CHEMICAL ACCIDENTS AND HAZARDOUS MATERIALS SHIPMENTS ROUTESEvacuation Routes: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 evacuation)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 SchoolEvacuation 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.Physical Plant: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 receiving.Section VIIEVACUATION PLAN AND EMERGENCY COMMAND CENTERCopies 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 area).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 or 9-1-1.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 PREVENTIONRandolph-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 SystemB. External Phone SystemC. Hanover County 800 MHz Radio System for Campus Safety PersonnelD. 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 line officers.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.EMERGENCY PROCEDURESIn 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 numberb. Name & address of the Collegec. Time and type of incidentd. To the extent known, name and quantity of materials involvede. Injuries, if anyf. Possible hazards to human health or the environment off-siteDuring 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.AMENDMENTSThis 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:1. Personnel2. Technology3. Design4. Procedure5. EquipmentSection VIIICHEMICAL EMERGENCY PROCEDURESIn 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 SARA2. 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 environmentC. 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.Section IXLOCAL EVACUATION PLANThe 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 surprise.FACILITY LISTFACILITY NAME CONTACT PHONE NUMBERGandy Elementary School Principal 752-6030Henry Clay Elementary School Principal 798-2476Hanover County SchoolBoard Office Dave Ushack 752-6000Hanover Bank Branch Manager 798-0396US Post OfficeAshland Branch Postmaster 798-8216College CornerConvenience Store Attendant 798-3256The Brown BagConvenience Store Attendant 798-7612Ashland Theater Rick Grand 798-3990The Henry Clay Inn Carol Martin 798-3100Ashland Police Dept. Dispatcher 798-1227Homemades by Suzanne Manager 798-8331The Iron HorseRestaurant Manager 752-6410Austin & Brayden Printing Charles Pleasants 752-2052Ashland Masonic Lodge 798-8121Hanover Ford Tractor, Inc. Manager 798-8482Williams BakeryFacility List con't.Health South Occupational Health Center 752-5885Shear Heaven Nancy Ambrogi 752-6533Suzanne M. EverhartEye Physician & Surgeon 752-7508Home EntertainmentVideo Rental Attendant 798-0069Diane Hale School of Dance 798-3011Dew Real Estate, Inc. 798-3246Ricky S. CorckerBuilder & Contractor 752-5920Care by Professionals, Inc. 798-CAREKoons Barber Shop 798-3405Ashland/HanoverChamber of Commerce Bob Nelson 798-1722Ashland/HanoverVisitor Center Attendant 752-6766W.C. Lang & Son, Inc.Gen. Contractor 798-9256Around the Corner Gift Shop 798-9404Shear Power Hair Cuttery 798-5076Cobblestone Trading Co. 752-6500Ganey & Laibstain, P.C.Attorneys-at-Law 798-2579Bryant & PleasantsPublic Accountants 798-3216Ashland Branch Library 798-4072Quimby Antiques Restored 798-8620Cross Brothers Grocery 798-8311All Residences To be notified by mobile loud speakerSection XPERSONNEL TRAININGDesignated 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 systemsE. Monitoring equipmentF. Communications systemsG. Response to fireH. Response to groundwater contamination incidentsI. Shutdown of operationsJ. Other safe work practicesRandolph-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 andsafety 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 ProcedureAt 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 TrainingOn 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 or procedures.29 CFR 1200.120 Required TrainingThe 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.Section XIMONITORING FOR SPILLS, LEAKS, AND RELEASESMonitoring 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 personnel.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.Section XIIChemical ListTable Chemical ListSara - 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
Medical Emergency1. ReportingA. Notify campus safetyB. Notify EMS by calling 9- 9-1-1C. 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 resourcesF. If student, notify Dean of Students Ira AndrewsG. 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 possibleI. Correct any condition which may have led to the accident2. Apparent FatalityA. Notify Campus SafetyB. Notify Ashland Town Police 9- 9-1-1C. Notify Eunice KendellD. Notify dean of students Ira Andrews if student is involved.E. Notify VOSH with 24 hoursF. Conduct accident investigation as soon as possibleG. Seal area for police & VOSH investigationH. Correct any situation which may have led to fatalityChemical Spill, Leak, or ReleaseThis 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 ReleasesA) RoutineA 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 ReleaseA 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 EmergencyA 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 spillsA. Procedures1. Determine if spill is corrosive, oxidizer, flammable/combustible, poison, or other.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 FireDepartment by calling 9- 9-1-1If spill threatens a waterway or could possible beharmful to life and health if released into theatmosphere; then Hanover Fire Department should benotified.For all off premises release; call the Hanover FireDepartment 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 enoughto 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 1-202-267-26758. 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 ProceduresIf a building is evacuated contact Campus Safety to provide proper security measures.E. Evacuation DrillsAt 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 EXPLOSION1. ReportingA. 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 the fire.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 at9- 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 INSPECTIONS1. 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 Boardc. Virginia Department of Waste Managementd. Virginia Air Pollution Control Boarde. US Environmental Protection Agencyf. US Department of Transportationg. Hanover County Fire Departmenth. 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 Safetyb. Laurie Neff - Dean of Studentsc. Tom Dwyer - Director of Physical Plant3. Cooperate fully with the inspector. Refer any questions about the proceeding to Eunice Kendell, Laurie Neff, or Tom Dwyer.DEALING WITH THE MEDIA1. 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 PUBLICIf 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.Possible reasons:a. Exposure to the product(s)b. The product has unexpectedly been found on some property.c. A physician needs to determine medical information eitherabout exposure or potential exposure to the product.2. Take the person's name and phone number. Advise them you will have someone call them back.3. Refer the call immediately to:a. Laurie Neffb. Kathryn Hullc. Eunice Kendell 4. Documenta. The date and time of the callb. The name and telephone number of the callerc. The product on which information was requestedd. Why the call was madee. To whom the call was referred5. 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 REPORTProduct Name: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.Injuries: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: _________Name _________________Signature ______________Date __________WASTE SHIPMENTSGenerator: Randolph Macon CollegeAshland Virginia 23005EPA ID#: _______________Transporter: _________________________________________________________________________EPA ID#: _____________________________________________________________________EPA ID#: ________________Facilities: ________________________________________________________________________________EPA ID#: __________________TELEPHONE MESSAGE WHEN CALLING 9- 9-1-1This is ________________(Title) with Randolph MaconCollege 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.PANHELLENIC PRESIDENT - V.P. Rush andVICE PRESIDENT - V.P. Programs & Finance andTREASURER -V.P. Rho Chi andSECRETARY - FRATERNITY PRESIDENTS KAPPA ALPHA ____________________KAPPA SIGMA ____________________LAMBDA CHI ALPHA ______________PHI DELTA THETA _____________________________PHI KAPPA SIGMA _________________PI KAPPA ALPHA __________________SIGMA ALPHA EPSILON ____________THETA CHI _________________________SORORITY OFFICERS ALPHA GAMMA DELTA ______________DELTA SIGMA THETA ____(one member - no President)DELTA ZETA ________________________KAPPA ALPHA THETA__________________PHI MU ______________________________Attachment IFacility Site PlanAttachment IIMentor RAs
*Available in paper copy ONLYNew RAs
*Available in paper copy ONLY*Attachment IIIAttachment IIIEmergency Notification TreeKey Personnel for Crisis Actions - Phone ListingRecall/Emergency notification of the CMTEmergency Medical Campus SafetyWatch Commander/DispatcherAshland Fire DepartmentAshland Police Department Director of Campus SafetyReserve PoolPhysical Plant DirectorMarketing & Communications DirectorEnvr. Health & Safety CoordinatorTreasurerDean of Students Dean of CollegePresidentAssociate Dean/ DirectorOf Residence LifeArea Coordinators Immediate NotificationSGA President CoordinationIFC PresidentResident AssistantsCrisis 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 ENatural Disaster(under construction)Crisis Management Plan - Annex FHostage Incident(under construction)Crisis Management Plan - Annex GCivil Disorder(under construction)