INTRODUCTION

The purpose of this manual is to outline possible library emergency situations and to supply information necessary for a rational course of action should an emergency arise.  All library employees should understand the contents of this guide. 

Take a few minutes to familiarize yourself with the contents and organization of the manual.  Emergency telephone numbers and a clear plan of action have been listed.  The information in this guide will be updated on a regular basis. 

The structure of this manual was taken from the manual of the University of Oklahoma Library.  The library emergency procedures committee and the university police contributed to the contents of this document.

The Library Emergency Procedures committee -- June, 1996

SHELTER IN PLACE

(Revised 4/2/14)

Shelter-in-place is used when there is little time to react to an incident and it would be more dangerous to be outside the building.

1.  In the event of an incident that requires shelter in place, faculty, students, staff and building safety monitors should close all windows and move to a designated common area within the building.

2.   Common areas within the building:

            a. Offices with no windows

            b. Restrooms

3.   Shelter in Place will be used during incidents involving hazardous materials which produce toxic vapors or smoke from fires or spills outside of the building or campus.

4.  The Building Safety Monitor should contact University Police Department when the building is secured.

SHELTER IN PLACE PROCEDURES

• Close windows and doors

§  Seal cracks with wet towels, blankets or tape

§  Keep a radio, cell phone or communication device with you to receive updated information

§  Get close to the ground or lowest parts of the floor in the interior halls and rooms

§  Stay away from windows and exterior doors

§  Remain sheltered until the all clear is given by the First Responders

§  Extreme situations may require you to shelter in place for lengthy periods of time

(Revised 4/2/14)

In case of a fire (including a general fire alarm), bomb threat, power failure, or other emergency which calls for evacuation of the Library, the following procedures will be followed:

During regular business hours, 8 - 5 Monday - Friday:
(Library Administration Office Hours)

First library staff person aware of emergency will:

1. Immediately contact campus police (5611) and tell them about the situation.
2. Contact Circulation Desk (5672 or 5674) so that staff there can implement the evacuation plan.
3. Contact Library Administration (5683).
4. Implement the part of the evacuation plan the staff member's department is responsible for.
5. In the event that the CAMPUS must be evacuated immediately, the order may be given to evacuate on foot. If an evacuation on foot is directed take your keys, cellular phones and any other items needed to leave campus. Use the most direct route to a location off campus where you could remain for at least 4 hours. Additional instructions will be provided through the Miner Alert System. Remain off campus until the all clear is received.

Circulation personnel will:

1. Make general announcement on the P.A. and load bilingual loop tape recording telling everyone to evacuate the building.
2. If electrical failure occurs so that there is no P.A., make announcement in loud voice or using megaphone.
3. Send staff person to front entrances to prevent entry of anyone except emergency personnel.
4. Contact Reference, Special Collections, Technical Services, I.L.L. (Interlibrary Loan), Serials/M & M (Media and Microforms), Bindery, TSC (Technology Support Center), MaRCS (Math Resource Center for Students),Writing Center, and the Military Student Success Center.
5. Evacuate I.L.L. and Circulation staff.

Library Technical Services personnel will:

1. Evacuate all staff in Acquisitions, Bindery, Cataloging, Mail Room, and M&M.
2. Check Lounge and Blumberg Auditorium.
3. Evacuate public areas of 1st floor, including restrooms.
4. Evacuate Children Collections room.
5. Check corner exit stairwell.

Reference staff will:

1. Evacuate public areas of 2nd floor, including restrooms and custodial closets.
2. Evacuate all staff from Reference, Journals areas.
3. Check corner exit stairwells.

Library Administration personnel will:

1. Evacuate 3rd and 4th floors, restrooms, custodial closets, and carrels.

Technology Support Center personnel will:

1. Evacuate all staff and students from their area.

MaRCS, Writing Center, and the Military Student Success Center personnel will:

1. Evacuate all staff and students from their area.

Special Collections staff will:

1. Evacuate staff and patrons from 6th floor, including restrooms and custodial closets.
2. Evacuate patrons and staff from 5th floor, including restrooms, custodial closets and, carrels.

Important: Do not use elevators in case of fire. As each area is evacuated, staff should leave doors closed but not locked.

Note: Evacuation of 3rd, 4th, 5th, and 6th floors should include sending an employee to check for patrons who may need assistance exiting the building, since elevators may not be functioning. Each department with responsibilities for evacuating one of these floors must have employees trained in operating EVAC+CHAIRS which are located across from elevators.

Emergency Coordinator: The senior staff member on duty in Circulation is designated Emergency Information Coordinator. He or she will maintain a written summary of the situation consisting of the following information:

1. Name of person, department, and time of first report of the emergency.
2. Location of fire or suspected bomb.
3. Time each floor is completely evacuated, and who verified the evacuation.
4. Any blocked or unusable exits, the time they were reported and by whom.
5. Locations of stranded staff or patrons who may need special evacuation help.
6. Any injuries or fatalities, including names, times, types of injury, and actions taken to aid injured persons.

Outside of regular business hours
(i.e. evenings, weekends, or early mornings -- when the Library Administration Office is Closed)

First library staff member to be aware of the emergency will:

1. Immediately contact campus police (5611) and tell them about the situation.
2. Contact Circulation Desk (5672) so that staff there can implement the evacuation plan.
3. Implement the part of the evacuation plan that the staff member's department is responsible for.

Circulation personnel will:

1. Make general announcement on the P.A. and load bilingual loop tape recording telling everyone to leave the building.
2. Make announcement in loud voice or using megaphone, if electrical failure occurs.
3. Send staff person to front entrances to prevent entry of anyone except emergency personnel.
4. If open, contact Reference, Serials/M & M/Bindery, TSC, MaRCS, Writing Center, and the Military. Also call Special Collections and any other department which might have personnel working after (or before) regular working hours.
5. Evacuate 5th, 4th, and 3rd floors, including restrooms, custodial closets, and carrels.
6. If Reference is closed, evacuate public areas of 2nd floor, including restrooms, custodial closets, and carrels.
7. Evacuate ILL and Circulation staff.
8. Contact one of the following people from Library Administration, top name first:

                Robert Stakes         329-7998

                Sebastina Diaz         240-5266

                Luke Jastrzebski      584-8515

                Nancy Hill               479-5513

                Frank Poblano         929-1226 

If Reference is open, Reference staff will:

1. Clear public areas on 2nd floor, including restrooms and custodial closets.
2. Evacuate all Reference staff.
3. Check corner exit stairwells.

Library Technical Services will:

1. Evacuate all public areas on 1st floor, including restrooms, custodial closets, and carrels.
2. Evacuate all Serials/M & M/Bindery staff.
3. Check corner exit stairwells.

If Special Collections is open, Special Collections will:

1. Evacuate 6th floor, including restrooms and custodial closets.

If MaRCS, Writing Center, and Military Student Success Center are open, their staff will:

1. Evacuate their area.

If Technology Support Center is open, their staff will:

1. Evacuate their area.

Important: Do not use elevators in case of fire. As each area is evacuated, staff should leave doors closed but not locked.

Note: Evacuation of 3rd, 4th, 5th, and 6th floors should include sending an employee to check for patrons who may need assistance exiting the building (check corner exit stairwells), since elevators may not be functioning. Each department with responsibilities for evacuating one of these floors must have employees trained in operating EVAC+CHAIRS which are located across from elevators.

Emergency Coordinator: The senior staff member on duty in Circulation is designated Emergency Information Coordinator. He or she will compile a written summary of the situation consisting of the following information:

1. Name of person, department, and time of first report of the emergency.
2. Location of fire or suspected bomb.
3. Time each floor is completely evacuated, and who verified the evacuation.
4. Any blocked or unusable exits, the time they were reported and by whom.
5. Locations of stranded staff or patrons who may need special evacuation help.
6. Any injuries of fatalities, including names, times, types of injury, and actions taken to aid injured persons.

Listed below are the escape routes of each floor.

NOTE:  AS THE LIBRARY STAFF EVACUATES THE BUILDING THEY SHOULD MEET IN FRONT OF THE COLLEGE OF HEALTH SCIENCES AND THE SCHOOL OF NURSING (across the street) AND TAKE ROLL OF WHO IS PRESENT AND WHO IS MISSING OF THE STAFF WHO REPORTED TO WORK THAT DAY.

(Revised 4/2/14)

IMMEDIATE ACTION:

1. Individual Responsibility:

1. If you discover a fire or a library patron reports a fire to you:
2. KEEP CALM - You help no one by panic and you may panic others.
3. If the fire is a small one and your escape route is clear, use the nearest fire extinguisher. See page following for instructions on the use of fire extinguisher. DO NOT TAKE RISKS. IF IN DOUBT ABOUT YOUR ABILITY TO CONTROL THE FIRE WITH AN EXTINGUISHER, ACTIVATE THE FIRE ALARM, REPORT THE FIRE, AND BEGIN EVACUATION AS INDICATED BELOW.

1. Call the University Police (5611). Report the exact location of the fire.
2. Call the Library Administrative office.
3. GET PEOPLE OUT - Begin evacuation of your assigned area.

See EVACUATION PLAN.

AVOID the use of elevators and remind patrons to do the same

B. Fire alarm response:

1. Upon the sounding of an alarm, a staff member from Circulation (after 5:00 p.m. and weekends, security guard) will proceed to the alarm panel box in Circulation.
2. After checking the indicator lights, one of the persons above will proceed immediately to the affected area to determine if indeed there is a problem.
3. If no problem is apparent, she/he will return or call to the main floor and the alarm will be silenced but not reset. After further checking, the alarm box and elevators will be reset.
4. If there is a fire, follow the procedures for notification of patrons and staff outlined under EVACUATION. The same procedure of notification will be used to indicate "all-clear" when no problem exists.
5. Reset keys are kept at the Circulation Desk. Fire doors will have to be opened again.
6. If the alarm indicates the 6th floor or elsewhere in the building, one of the following persons should be called in order:

                Claudia Rivers               533-4817

                Sebastian Diaz               240-5266

                Luke Jastrzebski            584-8515

                Robert Stakes                329-7998

Note: University Police only have keys to the front door, not to any internal doors, including the 6th floor.

All library personnel should be familiar with the types of fire extinguisher provided in the library, the three classes of fires, and which extinguisher can be used on which class of fire.

(Revised 4/2/14)

1. ANY BOMB THREAT SHOULD BE TAKEN SERIOUSLY.
2. Call or ask someone to call the University Police (5611) using a different phone.
3. If possible, try to keep the caller on the line until the University Police arrive. Get the maximum information using the bomb threat form. Access the form by using the button below.

The University Police will respond and conduct a search of the premises for suspicious objects which might be explosive or incendiary devices. The scope of their search will be governed by several factors including:

1. Information received from the caller.
2. Time frame as announced by the caller.
3. Number of police available for the search.

Note: The University Police will not make a decision on whether evacuation is necessary; this decision rests exclusively with library staff, the supervisor, or Library Administration. The University Police will provide advice, information, and assist to the extent that their available personnel will permit.

Suspicious Package:

1.      Immediately report the item to the University Police at 747-5611 from any campus phone.

2.      Refrain from using cell phones or portable radios within 1,000 feet of a suspected device. The radio frequency emitted could be enough to detonate an explosive device should one be present.

3.      Under no circumstances should the package be touched, moved, or tampered with by anybody other than a specially trained emergency responder.

4.      Meet with responding officers to provide any additional information or answer any questions they may have regarding the phone call.

5.      Staff, faculty and students should follow the instructions of emergency response personnel regarding necessary announcements or evacuations.

6.      Any evacuation ordered due to a bomb threat is mandatory. All occupants of the area being evacuated shall immediately move towards a safe exit and remain outside the area until it is deemed safe to re-enter.

E-mail bomb threat:

 Immediately report the threat to the University Police at 747-5611 from any campus phone.

1.       Refrain from using cell phones or portable radios within 1,000 feet of a suspected device. The radio frequency emitted could be enough to detonate an explosive device should one be present.

2.      Read bomb threat message to University Police Dispatch exactly as written.

3.      Report the identity of the sender, the date and time the e-mail was received, who the message is intended for, who received carbon copies, and the subject line from the e-mail message.

4.      Do not respond to the sender.

5.      Do not delete the bomb threat message.

6.   Print a copy of the bomb threat message, if possible

7.   Meet with responding officers to provide any additional information or answer any questions they may have regarding the email.

8.   Staff, faculty and students should follow the directions of emergency response personnel regarding necessary announcements or evacuations.

9.   Any evacuation ordered due to a bomb threat is mandatory. All occupants of the area being evacuated shall immediately move towards a safe exit and remain outside the area until it is deemed safe to

      re-enter.

10. In the event of an evacuation and it is determined that a sweep for evidence or a devices is necessary, employees may be asked to volunteer to conduct a sweep along with authorized police personnel

      in areas where they are most qualified to identify items which do not belong.

11. Under no circumstances should any suspicious items be touched, moved, or tampered with by anyone other than specially trained emergency responder.

Active Shooter Checklist

(11/3/11)

Secure immediate area

·         Lock and barricade doors

·         Turn off lights

·         Close blinds

·         Block windows

·         Turn off radios and computer monitors

·         Keep occupants calm, quiet and out of sight

·         Keep yourself out of sight and take adequate cover or protection i.e. concrete walls, thick desks, filing cabinets (cover may protect you from bullets)

·         Silence cell phones

·         Place signs in exterior windows to identify the location of injured persons

Contacting Authorities

·         Call 5611 or 911

·         Be aware that 911 or 5611 system may be overwhelmed. Email may be an option when unable to speak. Campus Police email police@utep.edu

What to Report

·         Your specific location/building name and office/room number

·         Number of people at your specific location

·         Injuries and the number of injured, types of injuries

·         Assailant(s) location, number of suspects, race and gender, clothing description, physical features, types of weapons (long gun or hand gun), backpack, shooter identity if known, separate explosions from gunfire, etc…..

Un-securing an area:

·         Consider risks before un-securing rooms

·         Remember, the shooter will not stop until engaged by an outside force

·         Attempts to rescue people should only be made if it can be accomplished without further endangering the persons inside a secured area

·         Consider the safety of masses vs. the safety of few

·         If doubt exists for the safety of the individuals inside the room, the area should remain secured

Police Response

·         Objective is to immediately engage assailant(s)

·         Evacuate Victims

·         Facilitate follow up medical care, interview, and counseling Investigation                                                                                                                          

(Revised 2/21/05)

1. First Aid
   1. Get the assistance of one of the persons from your area who has taken a first aid training course.  If you do not know how to administer first aid, you may do more harm than good.
   2. An injured person should not be moved except by trained rescue/medical personnel unless the victim is in danger of further physical injury or death by remaining in his/her original location.

2. Unconscious Person
   1. Never presume that death has occurred. Get assistance from one of those listed below with CPR training. Call University Police (5611).
   2. Look for MEDIC ALERT tag with standard physician's symbol. This tag may be located around the arm, the neck, or in a wallet. The presence of this tag indicates special medical problems.

    C.   Call University Police (5611).
           Report:

1. The nature of the problem. If it is a suspected heart problem, say so.
2. The exact location: (floor, room, or area).
3. Your name.
4. Do not hang up until released by the person receiving the call.
5. Have someone meet the police at the door.

 

(Revised 6/10/96)

If a Library patron reports to you, or if you observe, or if you become involved in an incident of THREATENING DISORDERLY BEHAVIOR OR SOCIAL MISCONDUCT including threatening aggressive behavior, sex offenses, apparent drug-induced or mentally-disturbed irrational behavior:

1. KEEP CALM - You can considerably aggravate the situation by panicking.
2. Your first responsibility is to protect yourself and others from physical harm. Leave the scene of confrontation. DO NOT GET INTO AN ARGUMENT with someone behaving irrationally or aggressively. Do not attempt to step in or otherwise act as a police officer.
3. Notify University Police (5611).
4. GET THE FACTS, as many as you can, and as accurately as you can:
   1. Exactly what the circumstances of the incident are.
   2. The name(s) and/or description(s) of the person(s) involved.
   3. The precise library location of the incident.
   4. The name of the person reporting the incident if you did not personally observe it.
5. If possible, do not allow the reporting person to leave.
6. At the earliest opportunity report the incident to the Circulation Desk and/or Administration Office.

(Revised 5/10/98)

1. Reassurance

If a person is stranded in an elevator, it is important for the Library staff to give reassurance until help can be secured.

2. Do not attempt to force open the doors.
3. The doors of the elevators can be opened with a special key kept at the Circulation Desk. This is only useful when the car is not stuck between floors. (Facilities Services and Campus Police are the only ones authorized to open doors to stuck elevators, due to liability concerns).
4. Telephone for help.
   1. If the problem occurs between 8:00 a.m. - 5:00 p.m., Monday - Friday, call Library Administration (5683), who will call Facilities Services.
   2. If failure occurs after 5:00 p.m. or on weekends, notify the Circulation Desk who will call the University Police (5611), who will call maintenance personnel.

GENERAL INFORMATION:

The maintenance of all elevators is the responsibility of Facilities Services. If an elevator is stuck between floors call Facilities Services; if after hours call University Police (5611).

(Revised 2/21/05)

1. Safety:
   1. In the case of power failure, the first concern of the staff is for the safety of the people in the Library. If the power failure is over 15 minutes, and approval to evacuate has been received, the standard evacuation procedure should be followed. Elevators, restrooms, and stairwells should be checked for stranded persons.
2. Notification:
   1. If power failure occurs between 8:00 a.m. and 5:00 p.m., Monday thru Friday, notify the Administration Office and University Police.
   2. If power failure occurs after 5:00 p.m. or on weekends, call University Police (5611); University Police will call the Physical Plant. If communication system is non-functional, and police cannot be notified, staff should immediately initiate evacuation procedures.
3. Operations:
   1. The Library may be evacuated and closed if the failure is expected to continue for an extended period of time.
4. Extended Failure:
   1. After 5:00 p.m. and on weekends, if the failure lasts for more than about 15 minutes, notify persons listed in Evacuation Plan.

GENERAL INFORMATION

1. Auxiliary Lighting:
   1. Each individual Library unit should have auxiliary lighting to be used in case of power failure, even if this lighting is only in the form of flashlights. Staff members should be familiar with their location.
2. Flashlights:
   1. Individual units are responsible for routine weekly checks to be certain that:
      1. The flashlights are still there.
      2. They are in proper operating condition.

(Revised 6/10/96)

1. If applicable:

1. Turn off or unplug the malfunctioning equipment at the power source, such as the breaker, receptacle, switch, etc.
2. Use a fire extinguisher if fire is present and it is safe to do so.
3. Initiate first aid if the equipment malfunction has resulted in personal injury.
4. Call the University Police (5611), regardless of the severity of the injury.

2. Report all equipment failures to Library Administration between 8:00 a.m. and 5:00 p.m. on weekdays. After 5:00 p.m. and on weekends call the University Police (5611) only if the equipment constitutes hazard which cannot wait until the next day.

GENERAL INFORMATION

Routine inspection, maintenance, and repair of equipment in the Library is a matter for the Facilities Services and/or outside contracts. Library personnel should never attempt to repair or make unauthorized adjustments in equipment. Tampering with equipment one knows little about can result in severe injury or further damage to the equipment in question.

(Revised 6/10/96)

1. Animal Bites
   1. If possible and safe to do so, have the animal isolated. This might mean evacuating a room or closing a door. Try (if safe to do so) to prevent repeated attacks.
   2. Make NO JUDGMENT as to the seriousness of the bite.
   3. Seriousness varies depending on location, depth, whether the animal is rabid, etc... DO NOT dispense any medication.
   4. Call the University Police (5611).
      1. University Police will respond, evaluate the patient, and provide or arrange for emergency medical attention as needed. University Police will, if necessary, contact the Animal Control Department to pick up the animal.
2. Insect Bites
   1. Make NO JUDGMENT as to the seriousness of the bite.
   2. Seriousness varies depending on location, depth and possible allergic reactions.  DO NOT dispense any medication.
   3. Call the University Police (5611).
      1. University Police will respond, evaluate the patient, and provide or arrange for emergency medical attention as needed.

(Revised 6/17/96)

1. If flooding occurs between 8:00 a.m. and 5:00 p.m., call the Administration Office; the Administration Office will notify Facilities Services. After 5:00 p.m. and on weekends, notify University Police (5611); University police will notify Facilities Services. Then see EVACUATION PLAN  for home telephone numbers of persons to call.
2. Stay out: Do not enter the flooded area until maintenance personnel have disconnected the electricity. THERE IS EXTREME DANGER OF ELECTROCUTION.
3. Post a staff member at the entrance to the flooded area to keep out unauthorized personnel. Or, if no staff is available, use rope or tables and chairs to seal off the flooded area.
4. If damage to library materials has occurred:
   1. Do not permit anyone to open wet books, to separate single sheets, or to remove covers when materials are water-soaked unless supervised by trained staff.
   2. Do not attempt to remove materials until an overall plan has been established.

1. Report as in "Flooding" above.
2. Move endangered materials out of the affected area.
3. Cover the affected area with plastic and/or wastebaskets.
4. Plastic sheeting is available in Circulation or in Administration.

(Revised 6/17/96)

1. Suspicion of Toxic Fumes:
   1. If the presence of toxic fumes is suspected, clear the area of patrons and Library employees. Post a staff member at the entrance to the affected area to keep out unauthorized personnel.
   2. If between 8:00 a.m. and 5:00 p.m., notify the Administration Office.
   3. If after 5:00 p.m. or on weekends, call University Police (5611).
      1. Describe the situation.
      2. Give location: floor, room, or area.
      3. Give your name.
      4. Do not hang up until released by the person receiving the call.
      5. Notify Circulation Desk (5672/5674) so that someone can direct University Police or Maintenance Personnel to the proper area.
      6. Then notify one of the four administrative staff persons listed Evacuation Plan as soon as possible.
2. Treatment:
   1. If it is possible to safely enter the affected area, enter and remove anyone overcome by fumes to a safe area.
   2. Qualified persons should render first aid as required. If severe, notify University Police (5611).

Any library unit using special chemicals which tend to give off dangerous fumes should use them only according to directions supplied with the chemicals and only in a well-ventilated area. All persons using such chemicals should be well-trained in their use.

Such chemicals should always be stored in their original containers. Also:

1. Make sure containers are properly labelled.
2. Wear protective clothing when appropriate.
3. Identify and acquire antidotes to the chemicals and keep them nearby.
4. Any chemical spill should be cleaned up promptly and thoroughly.
5. If you store toxic or potentially dangerous chemicals in your unit or department, let Library Administration know; inform them of the kind of chemical you are storing and its storage location. Library Administration will maintain a listing of all hazardous materials and their locations within the library facilities.

Mail / Parcel Handling Procedures

(from the Environmental, Health and Safety Dept)
(October 12, 2001)

1. Handle letters and packages with care. Try not to over handle the package.
2. Be attentive to the physical condition of the package and markings or lack thereof.
   1. Restrictive markings, such as "Confidential" and/or "Personal".
   2. Unknown/unfamiliar sender.
   3. Addressed to outdated/improper address, improper title, person no longer with organization.
   4. Bears no return address or return address not legitimate.
   5. Postmark not matching return address.
   6. Dusty or otherwise foreign substance.
   7. Any other reason that you may suspect, that is not normal.
3. If you suspect a letter/parcel after inspection.
   1. Do not open.
   2. If already handled, gently place in plastic bag, or otherwise, replace to position from where you picked it up.
   3. Wash hands with soap and tap water.
   4. Contact your supervisor for a second opinion.
   5. Supervisor should visually assess the condition of the letter/parcel, do not handle parcel.
   6. If still in doubt, contact the addressee and ask for their assessment. Is this something that they normally receive or is it completely unknown to the recipient?
   7. If parcel is still suspect contact Campus Police at 5611.
4. If a parcel opens during your handling.
   1. Be aware of any foreign substance (powder, liquid, aerosol) spilling out of the parcel.
   2. If release is confirmed, isolate the immediate area. Everyone in the affected area should exit immediately. Do not leave the scene.
   3. Contact Campus Police at 5611.
   4. If substance spilled onto person, locate an emergency shower immediately. Otherwise, remove clothing from affected area until a shower can be located.
5. Upon arrival Campus Police will.
   1. Assess the condition and apparent risk level of parcel.
   2. If Campus PD finds parcel to be of questionable origin and they concur with caller’s assessment, they may contact EH&S for further assessment.
   3. If warranted, Campus PD will contact the El Paso Fire Department.