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THE UNIVERSITY OF TENNESSEE at CHATTANOOGA

ABNORMAL CONDITIONS PREPAREDNESS GUIDE

UT Chattanooga Office of Safety & Risk Management

 

INTRODUCTION

This guidance document is intended to be used by the faculty and staff of the University of Tennessee at Chattanooga.

In the event of an emergency or abnormal condition, this guide is intended to be used as a quick reference for recommended action.

This guide should be kept in a location that is accessible to all department personnel in the event of an emergency.

For any other questions or comments, please contact the UTC Office of Safety & Risk Management at 425-5209 or 425-2145.

Table of Contents

  1. Bomb Threat
  2. Acts of Violence
  3. Inclement Weather Operations
  4. Emergency Evacuation
  5. Fire
  6. Inury or Illness
  7. Unsafe Conditions
  8. Pets on Campus
  9. Suspicious Mail
  10. High Winds or Tornado
  11. Hazardous Waste Removal Procedures
  12. Chemical Release/Spill
  13. Building Modifications
  14. Reporting a Crime


BOMB THREAT

Bomb threats usually occur by telephone. Try to keep the caller on the line as long as possible.

Try to stay calm and obtain as much information as possible by using the checklist on the next page.

Contact the Campus Police immediately and give them any information you were able to obtain from the caller, as well as what time you received the call and where you are calling from.

Inform your supervisor or department head.

The police will be responsible for building evacuation.

If you are instructed to evacuate the building, move a safe distance away from the building. Do not re-enter the building until told that it is safe to do so by authorized personnel.

If you should see a suspicious object or package, report it to the Campus Police. DO NOT TOUCH it or move it in any way.

You will be asked to fill out the following form if you received the threat by phone:
Bomb Threat Call

 

 

ACTS OF VIOLENCE

If an act of violence is taking place outside your building:

  • Proceed to a room that can be locked or barricaded.
  • Lock all doors and windows, turn out the lights and close the blinds if time and safety permit, and stay away from and below the window.  Barricade the door if you can not lock it.
  • Position yourself out of sight and behind items that might offer additional protection or stay low in a corner in the room away from the door.
  • Dial 9-1-1- and advise the dispatcher of what is taking place and your location. Remain on the line to give the dispatcher any further information that may be needed.
  • Remain in the room until the police or a campus administrator give the “all clear.”  Be sure it is the police or a campus administrator who is giving the “all clear” and not the shooter attempting to gain entry into the room.

If an act of violence is taking place inside the building you are in:

  • If the room can be locked, lock it and stay away from the door.
  • If the room cannot be locked, determine if there is a nearby room that you could safely get to that can be locked.  Consider barricading the door if you cannot lock it.
  • Follow the other procedures listed above.

If an act of violence is taking place in your office or classroom:

 

  • Dial 9-1-1 on your office, classroom or cell phone if possible.
  • If it is possible to talk, give the offender’s location and description.
  • If it is not safe to speak, just leave the line open so the dispatcher can hear what is taking place.
  • If possible, attempt to engage the offender in conversation to allow time for emergency response.
  • Attempting to overpower the offender with force should be considered as the last resort after all other options have been exhausted.
  • If the offender leaves the area, attempt to lock the door or barricade the door or proceed to a safe location.  If you aren’t able to barricade and decide to flee a violent situation:
    • Have a route of escape in mind.
    • Leave everything behind except your cell phone (do not worry about purses or book bags – those will only slow you down.)
    • Keep you hands visible and follow the instructions of the police.  You must remember, the police may not have an accurate description of the offender, so for everyone’s safety, you may be detained by the police.
    • Do not stop to assist wounded victims or attempt to move them.  Do tell the police where these victims are located.

What you should expect from the law enforcement responding to an active shooter or act of violence:

  • Police are trained to proceed as quickly as possible to the sound of the gunfire.
  • Their purpose is to stop the shooter(s)/offender(s).
  • Officers may be in plainclothes, patrol uniforms or SWAT uniforms armed with rifles, shotguns or handguns.
  • Do as the officers direct you and keep your hands visible at all times.
  • If possible, tell the officers where the shooter(s)/offender(s) was last seen and a description of the shooter(s)/offender(s).
  • Also, be aware that the first responding police officers will not stop to assist injured people.  Other will follow to treat the injured.  First responding officers are trained to proceed as quickly as possible to stop the threat.

Keep in mind that once you are in a safe location, the entire scene is a crime scene.  The police usually will not let anyone leave until the situation is completely under control.  Police may ask for your statement of what you heard and observed.  Please cooperate with the police.

 

INCLEMENT WEATHER OPERATIONS

The University will maintain normal operating hours during inclement weather unless a public notice is made to “close the University.” Notice will be given to the appropriate news media early on days of inclement weather. A skeleton force has been charged with coming to the University to perform required functions during inclement weather.

Should the University be “closed,” the operational status of the University will be given clearly regarding: total closure of the University; opening and closing of morning and evening classes; or classes cancelled, but staff report. All employees, except those designated in the skeleton force, shall be guided by the Personnel Policy and Procedure on Emergency Administrative Closings.

On days of inclement weather when the University is still open, employees may determine that travel may be too risky for them. If this be the case, they may take annual leave and notify their supervisor of their situation. Non-notification of the employee’s supervisor will result, except in extremely extenuating circumstances, in a day of leave without pay.

If you do not have access to the local media, you may obtain closing information by calling 425-4SNO(4766). DO NOT try to contact the Campus Police Department as this will tie up necessary emergency communication lines.

Campus Police shall make a reasonable effort to notify building occupants of the decision to close the University, or impending unsafe/risk situations, should the inclement weather occur during normal hours of operation. Personnel from Campus Police and Facilities Planning and Management will be utilized to make the notification.

EMERGENCY EVACUATION

In the event of an emergency situation it may be necessary to evacuate the building. Causes for evacuation may be fire, hazardous chemical incidents, explosion, severe weather or other conditions.

UTC campus buildings are equipped with fire evacuation alarm systems that include smoke and heat alarms, sprinkler water-flow alarms and wall-mounted pull stations. If you hear a fire / evacuation alarm, you should evacuate the building immediately.

Physically impaired individuals should be identified for assistance by fellow building occupants. Mobility impaired individuals on upper floors should proceed to the nearest exit stairwell for assistance by emergency response personnel. Once outside the building, co-workers should immediately notify emergency response personnel of the location of mobility impaired individuals.

Anyone discovering a fire, witnessing an explosion or being made aware of a hazardous chemical incident should immediately activate the building evacuation alarm by pulling a pull station located at the exit ways and then notifying the Campus Police by dialing 911.

Any questions concerning this evacuation procedure should be referred to the UTC Office of Safety & Risk Management at extension 5209 or 2145.

FIRE

If you smell smoke or other unusual odors suggesting a possible fire, immediately call the Campus Police at 911.

If you discover an actual fire situation, you should:
  1. Alert other building occupants by immediately sounding the building fire alarm. To do this pull a wall-mounted fire alarm pull station, located near all exit ways.
  2. Contact Campus Police by dialing 911 and give them the location of the fire.
  3. Evacuate the building. Do not use the elevators. Most stairways are protected from smoke and are the safest way out of the building.

If needed, fire extinguishers are located in all public corridors approximately every 75 feet.

Never assume a fire alarm is false. If you hear a fire alarm sounding, exit the building immediately.

Do not re-enter the building until told it is safe to do so by either the police or the fire department.

INJURY OR ILLNESS

If you become aware of a seriously ill or injured person, you should:
  1. Call the Campus Police at 911.
  2. Give the police as much information as possible about the injury or illness and the location of the victim.
  3. Do not attempt to move a seriously injured person.
  4. Remain with the person until the police or emergency medical personnel arrive.

If the injured person is an employee, contact their supervisor as soon as possible.

Non-Emergency ‘on the job’ employee injuries
Any employee, regular or term, or a student worker while “on the clock” for UTC, who sustains a job-related injury or illness in the course of employment with the University, should call Kathy Taylor at 425-4452 or the Office of Human Resources at 425-4221 before seeking medical treatment. Go to the following website to review procedures, find a provider in the network (phone USA Win at 1-800-872-3860 or Sedgwick CMS at 1-800-526-2305), and all the forms (Accident Report, Medical Provider Appointment Time Sheet, Supervisor’s Report, and Supervisor/Department checklist) necessary for completion to be returned to the Office of Human Resources within 48 hours:
http://www.utc.edu/Administration/HumanResources/Benefits/index.htm l#WorkersComp

UNSAFE CONDITIONS

If you observe an unsafe condition that poses a threat of injury or property damage, you should contact the Department of Safety & Risk Management at extension 5209 or 2145 or via email at Safety@utc.edu.

If the situation is critical and needs immediate attention, call the Campus Police at 911.

All unsafe conditions should be reported to avoid injury or property damage.

Pets on Campus

For reasons of safety, health and sanitation, pets of any type are not allowed in any University owned or leased building under any circumstances. This policy includes University residence halls.

EXCEPTIONS:
  • Service animals as defined by the Americans with Disabilities Act of 1990.
  • Approved research animals as used in accordance with the UTC Department of Biological and Environmental Sciences’ Animal Care and Use Policy.
  • Animals professionally trained for theatrical purposes and directly supervised by show personnel within a controlled environment.

Any dogs or other domestic animals on University grounds must be in the control of their owners in accord with the City of Chattanooga ordinance Sec. 7-15. Under no circumstances should animals be allowed to run loose or be tied to buildings, handrails, trees, bicycle racks, or other objects. Any infractions or complaints should be brought to the attention of Campus Police, 425-4357.

Rationale:

- Health - Pets allowed in campus buildings pose health-related problems to building occupants. Examples of detrimental health effects associated with animal/human contact include, but are not limited to: allergies associated with pet hair or urine; animal to human disease transmission; the potential for animal bites.

- Safety - In the event of an emergency building evacuation, animals in campus buildings have the potential to impede occupant egress.

SUSPICIOUS MAIL

The University, along with Xerox Business Services (DocuSource), has existing guidelines for its mail handlers to identify packages that are unusual and possibly dangerous.

For your personal safety, please be aware of the following characteristics that may indicate suspicious letters or packages:
  • Have any powdery substance on the outside.
  • Are unexpected or from someone unfamiliar to you.
  • Are addressed to someone no longer with UTC or are otherwise outdated.
  • Have no return address, or have one that can't be verified as legitimate.
  • Are of unusual weight, given their size, or are lopsided or oddly shaped.
  • Have an unusual amount of tape on them.
  • Are marked with restrictive endorsements, such as "Personal" or "Confidential."
  • Have strange odors or stains.
  • Show a city or state in the postmark that doesn't match the return address.

What should you do if you receive a suspicious letter or parcel?
  • Do not try to open it!
  • Isolate the piece of mail or package.
  • Notify your supervisor.
  • Evacuate the immediate area.
  • Call the Campus Police (911) to report that you've received a parcel in the mail that may contain biological or chemical substances.

Please note that both the United States Postal Service and DocuSource use the above-mentioned criteria when processing your mail. Further, DocuSource employees have increased their scrutiny of all mail delivered on campus. Please contact them at 425-4137 should you have any questions.

HIGH WINDS OR TORNADO

In the event of high winds or tornado related weather conditions, the following safety procedures are recommended:
  • Avoid upper floors and especially the top floor of a multi story building whenever possible. The upper floors receive the full force of the winds.
  • Spaces in basement areas are better than locations on any other floor.
  • Interior spaces seek out spaces that form a part of a protected interior core, if possible.
  • Avoid rooms with exterior walls, especially those facing south and west. Rooms facing north usually receive the least damage of all exterior rooms.
  • A room that is completely interior protects against flying debris.
  • Avoid interior partitions that contain glass.
  • Avoid rooms containing windows.
  • Avoid rooms with wide roofs that could collapse easily, such as the gym and auditoriums.
  • If you are outside and you cannot get inside, crouch for protection beside a strong structure, or lie flat in a ditch or low-lying area and cover your head and neck with your arms or a piece of clothing.


Hazardous Waste Disposal Procedures

If you generate hazardous waste in your department, the proper procedure for disposal is to provide the UTC Office of Safety & Risk Management with a completed ‘hazardous waste removal’ form. This form can be obtained by going to this address or contacting the Safety Office directly at 425-5209.

The waste is to remain properly stored within the generating department until arrangements have been made by the Safety Office for the disposal. Under no circumstances should hazardous waste be placed in any hallway or un-secured portions of any campus building.

If you generate a waste product but are unsure if it is hazardous, please contact the Safety Office for review.

Chemical release/spill

If the identity of a spilled chemical is unknown, treat it as a hazardous / toxic material. Do not attempt to clean it up. Contact Campus Police immediately (911).

If the material presents any danger to you or other building occupants, you must follow these steps:
  • Call Campus Police at 911. Give your name, department and location of the spill.
  • Pull a fire alarm pull station to begin building evacuation.
  • If you know it is safe to do so, try to contain the spill by using any absorbent materials available. Close the door to the area and leave the building.
  • If flammable liquids are spilled, extinguish all sources of ignition (i.e. Bunsen burners) but DO NOT turn off or on any light switches or electrical equipment. Such an action could cause an ignition.
  • Evacuate to a safe distance away from the building. Do not return to the building until told it is safe to do so by authorized personnel.
  • Do not walk through or stand near any smoke, vapors or fumes.
  • If you have first hand knowledge of the spill, notify emergency responders once you are outside of the building.
  • Once you have evacuated, stay with co-workers so that it can be determined if all personnel have left the building.


Safety Policy: Building Modifications

Effective: May 18, 2004


In accordance with policies and procedures of the University of Tennessee, the Facilities Department and the Department of Safety and Risk Management must each approve any building modification or repair. This is to prevent individual departments from making building renovations which might be in violation of fire codes, building codes, or disturb asbestos-containing building materials or lead-based paint.

Depending on the nature of the request, Facilities Planning Committee approval may also be required, particularly if there is a change in space use or classification.

Building repair or modification requests should be submitted to Facilities Services using the following contact information:

Work Control Coordinator:
Phone: 423-425-2254
Fax: 423-425-4749
Work Request Form:
http://www.utc.edu/uc/forms/Facilities_Work_Order_Form.pdf
Email: work-control@utc.edu


Rationale: Safety: This policy is necessary to ensure the safety of building occupants as well as prevent any degradation of building systems. Many buildings on campus contain potentially hazardous materials which might require special abatement procedures. High temperature hot water and electrical systems can pose a hazard. Life safety code requirements must also be maintained to ensure occupant safety. Functionality: Improper building modifications can be detrimental to the performance or reliability of heating and cooling, power, lighting and plumbing systems.

Reporting a Crime

If you are a victim or have knowledge of a crime, The UTC Campus Police should be contacted immediately. If you are calling from a campus phone, dial 911. If you are calling from a cellular phone or any other non-campus phone, the number is 425-4357(HELP).