Chapter 1 – General Administration

When emergency situations occur, every reasonable effort shall be made to:

• Ensure the safety and protection of employees.

• Preserve the organizational structure.

• Provide for immediate resumption of essential departmental functions.

This section establishes specific steps to be followed in the event of various emergency situations occurring within Headquarters, regional parole offices, and field offices. Provisions for emergency preparedness and employee protection in institutions are found in DOMDepartment Operations Manual 55010 of this manual.

Once the emergency plan has been activated, all emergency operations shall be directed by a predetermined command center (Command Center for Headquarters is located in the building manager’s office).

The Command Center shall be manned by the emergency coordinator and staff who direct the operation of designated emergency floor personnel. These emergency floor personnel may include:

• Floor Wardens and alternates.

• Zone/area monitors and search personnel.

• Stairway monitors.

• Elevator monitors.

• Handicapped persons monitors.

• First-aid personnel.

A complete roster of building emergency personnel is located in building emergency directories that shall be posted on each floor. This directory also includes floor plans and designated evacuation routes.

In the event of an emergency, designated employees have been assigned specific duties to be performed.

SAMState Administrative Manual 2601 through 2667 outlines procedures to be used by CHPCalifornia Highway Patrol when responding to emergency situations in state facilities. In geographical areas where services of CHPCalifornia Highway Patrol are not available, emergency action shall be coordinated with local law enforcement agencies.

Managers and supervisors shall:

• Ensure that all employees possess a general knowledge of emergency procedures.

• Assign an emergency coordinator for each facility and office.

The Chief, Emergency Operations, who serves as the Departmental Emergency Coordinator, shall:

• Prepare emergency plans, to include assisting in the preparation of plans for each subordinate facility and/or field office.

• Ensure the submission of all departmental facilities and/or field office emergency plans to the CHPCalifornia Highway Patrol every two years.

• Submit an emergency plan to the CHPCalifornia Highway Patrol within 60 days upon relocation or occupancy of new departmental facilities/field offices.

Regional parole emergency coordinators shall:

• Assist each RPARegional Parole Administrator in selection of emergency coordinators and alternates for each subordinate facility or field office.

• Ensure that relocated, new, or substantially modified facilities and field offices submit emergency/employee protection plans in a timely manner.

• Ensure that all regional facilities and field offices maintain updated plans.

• Retain one copy of each plan.

Emergency coordinators shall:

• Coordinate the formulation and execution of emergency plans.

• Coordinate the selection, training and organization of adequate staff for conducting emergency operations.

• Direct and supervise the activities of building occupants during an emergency, and immediately following.

• Determine evacuation sites.

• Determine if, and/or when, employees may reenter the building.

• Assure that emergency directories are maintained and available to all employees.

Alternate emergency coordinators shall serve as principal assistants to the emergency coordinators and act in that capacity in the absence of the coordinator.

The floor Wardens report to the emergency coordinator and are in charge of the zone/area monitors, stairway monitors, handicapped persons monitors, first-aid personnel, and search personnel on their respective floors. They shall ensure:

• The safety of all occupants on their floors.

• Floor emergency personnel are designated and properly trained to perform their function safely and efficiently.

Alternate floor Wardens shall serve as principal assistants to the floor Wardens and act in that capacity, in the absence of the floor Wardens.

Zone/area and search personnel shall:

• Oversee the occupant search and report the results to the respective floor Wardens.

• Report any unsafe conditions or suspicious findings to the state/local police and emergency coordinator.

• Be the last person to leave their assigned area in the event of evacuation.

Stairway monitors shall:

• Regulate and expedite the orderly movement and flow of employees.

• Direct personnel to alternate stairways, if designated stairway is unsafe.

Elevator monitors respond to assigned elevators allowing only designated officials (i.e., police and firefighters) to use elevators during an emergency. The elevator monitors shall remain at the elevators until released by the zone/area monitors.

Handicapped persons monitors assist handicapped employees during emergencies. A monitor shall be assigned to each physically handicapped person.

Trained first-aid personnel shall administer first aid when necessary.

During all emergency situations, employees shall immediately notify the CHPCalifornia Highway Patrol or local law enforcement agency using the emergency numbers. The CHPCalifornia Highway Patrol, in turn, use their “hot line” for contact with the fire department, ambulance service, etc.

Immediately after reporting the emergency to the CHPCalifornia Highway Patrol, employees shall notify the emergency coordinator.

• This notification shall enable the coordinator to activate the building emergency plan. The employee making contact with the emergency coordinator shall inform the coordinator that the state/local police had been notified.

In the event of an emergency during evenings, weekends, or holidays, employees shall notify the state/local police using emergency numbers.

If evacuation becomes necessary during these hours, the state/local police shall act as floor Wardens and shall inform employees to evacuate. Employees shall follow the same designated evacuation routes as outlined in the emergency directory.

When evacuation is necessary as determined by the state/local police or emergency coordinator:

• Employees shall leave the building immediately by the nearest designated exit.

• Bulletin boards contain maps of these exits.

• Emergency personnel shall be available to direct employees and ensure that all instructions are carried out.

• Evacuation of handicapped personnel shall be given highest priority in any emergency.

• Employees shall walk, remain quiet, use handrails, and follow any other emergency instructions.

• Women shall remove high heels.

• Employees shall gather in designated evacuation sites no less than one-half block from the building unless otherwise instructed.

• Following evacuation, police and other emergency personnel shall prevent entrance to the building.

• When an emergency is over, the emergency coordinator shall advise employees if/when they may return to the building.

The emergency coordinator shall assess damage and determine if and/or what action is necessary to immediately control dangerous or potentially dangerous areas or situations. These actions may include:

• Fire suppression and standby.

• Disconnection of utilities and business machines.

• Medical standby.

• Protection or removal of flammables.

• Venting of doors and windows.

• Supervision of rescue and first-aid teams.

• Erection of barriers as necessary.

• Protection or removal of records.

• Identification and protection of hazardous substance exposure.

In the event of serious illness or injury, employees shall:

• Notify the State/local police and emergency coordinator. The CHPCalifornia Highway Patrol are equipped with resuscitator equipment and are trained in its use as well as trained in the area of first-aid procedures and cardio-pulmonary resuscitation. The CHPCalifornia Highway Patrol are not notified in the event of minor injury.

• Request assistance from first-aid personnel. These individual’s names shall be posted on the emergency roster located on each floor.

• Not move victims unless absolutely necessary.

• Initiate first-aid action as deemed necessary.

• Arrange for injured employee, if necessary, to report to hospital emergency room.

If physician services are necessary, employees may contact their own doctor.

In the event of a fire, employee(s) shall notify the CHPCalifornia Highway Patrol who in turn notify the fire department. Where CHPCalifornia Highway Patrol are not available, the local fire department shall be directly notified.

If fire is easily extinguishable, all attempts shall be made to put it out by using the hand fire extinguishers. Floor Wardens shall be oriented with the fire fighting equipment available on their respective floors.

If deemed necessary, evacuation of the hazardous area shall be initiated and the emergency coordinator advised of the evacuation immediately.

Elevators shall not be used during evacuation.

Employees shall ensure that all doors leading to the main hallways from all offices are closed in order to prevent fire from spreading.

In the event of explosions, employees shall take cover under tables, desks, or other similar objects that will offer protection against flying glass or debris.

After the effects of explosion have subsided, the police and the emergency coordinator shall determine if evacuation is necessary.

In the event of demonstration inside or outside, employees shall remain inside the building and conduct business as usual.

Employees shall not get involved in the demonstration, thus becoming a part of the problem.

In the event of an earthquake, employees shall:

• Remain in the building.

• Seek shelter under tables, desks, doorways, and similar places.

• Avoid overhead fixtures, windows, skylights, filing cabinets, book cases, or other items which could become falling or flying objects.

• Remain calm and wait for instructions from emergency personnel.

Ordered Evacuation

• If evacuation is ordered, everyone shall:

  • Evacuate as directed.

  • Be aware of falling debris or electrical wires.

  • Take precautions against possible aftershocks.

  • Proceed to evacuation area and follow all instructions.

In the event of a bomb threat, specific actions shall be taken depending upon the type of threat received.

Employees receiving a bomb threat by phone shall:

• Ask when bomb is scheduled to explode.

• Ask the location of bomb.

• Ask what it looks like.

• Ask reason for placing bomb.

• Keep caller on line as long as possible.

• Record following information:

  • Date and time of call.

  • An estimate of age, sex, race, child, or adult.

  • Exact words of caller.

  • Speech pattern, i.e., accent.

  • Background noises.

Employees receiving a bomb threat by mail shall:

• Not handle the letter, envelope, or package.

• Notify the emergency coordinator and state/local police.

Emergency coordinator shall preserve the evidence for law enforcement officials.

The safest method for handling a bomb threat is to institute an immediate and thorough search. During the search, employees are only looking for objects that do not belong in a specific area.

Occupant Search

• Occupant search is initiated by the command center and relayed by telephone to floor Wardens. This process involves a search by all building employees of their immediate work areas. Results of search shall be reported to floor Wardens.

• Employees assigned to search teams shall search all public and common use areas to include lobbies, restrooms, hallways, stairwells, storage rooms, and evacuation routes. They too shall report their findings to the respective floor Wardens.

• Floor Wardens shall in turn report findings to the emergency coordinator.

• The CHPCalifornia Highway Patrol or local law enforcement agencies shall assist in all areas of the search as necessary.

Explosives can be packaged in a variety of containers, but in most cases are camouflaged. The container is likely to be a common article such as a shoe or cigar box, grocery bag, airline flight bag, athletic bag, suitcase, attaché/brief case, etc. Prior to a search, employees shall be informed to look for the unusual, or something that appears out of place.

• It is imperative that someone who is familiar with a specific area assist in the search of that area so that unusual or alien objects are immediately recognized. Anything that does not belong, or whose presence cannot be adequately explained, shall be considered a suspicious object.

Once a suspicious object is located, it shall not be touched, moved, or disturbed. The employee that discovers the object shall:

• Obtain a good description of the object, i.e., floor, room number, area of room.

• Notify emergency coordinator of findings and obtain further instructions.

• Begin clearing all occupants from immediate vicinity and clear area directly above and below the object.

• When feasible, remove flammables from the affected area and ensure that fuel lines are turned off.

• Cordon off the area to prevent reentry.

The emergency coordinator shall notify the bomb squad if the CHPCalifornia Highway Patrol or local police agency is not present to do so.

In the event of blackmail, threats, or attacks involving radioactive materials or nuclear weapons, employees shall:

• Immediately report these threats to the state/local police who in turn notify the local Federal Bureau of Investigation (FBIFederal Bureau of Investigation) office.

• Notify the emergency coordinator.

• Follow directions contained in any threats in order to assist law enforcement officials in locating objects or materials.

If a suspicious object is located, refer to DOMDepartment Operations Manual 11050.15 of this manual.

Signals emitted by civil defense intended as a warning of impending enemy attack are sounded by sirens.

• Alert signal is a steady blast or tone, three to five minutes in length, signifying that essential emergency information is about to be broadcast.

  • If evacuation is necessary, employees shall evacuate according to the instructions of emergency personnel.

  • Employees shall take personal belongings and possessions with them when leaving work stations.

• Attack signal is a wailing tone or a series of short blasts for three to five minutes signifying that an actual attack against the country has been detected. Employees shall:

  • Seek cover under tables, desks, or any large objects which offer protection against flying debris; or

  • Remain against the wall nearest a window for protection,

  • Remain under cover, or in a shelter, until otherwise notified by emergency personnel.

The Deputy Director, Institutions Division, or designee, shall ensure that the content of this section is accurate and current.

GCGovernment Code Title 2, Division 1, Chapter 7.

SAMState Administrative Manual §§ 2660 – 2667.

CCRCalifornia Code of Regulations (15) (3) § 3302.

ACAAmerican Correctional Association Standards 2-4168, 2-2102, 2-4172, 2-2103.