CHAPTER 2:

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A. Introduction 

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1. Policy

This section collects emergency response plans relevant to emergencies involving staff at JAC Hilo. Emergency plans relevant to Mauna Kea are contained in Chapter 11.

1. Employee
1. Is aware of current occupant emergency plans (Section L) and equipment locations (Section K)
2. Informs the Site Safety Advisor of use of emergency equipment as soon as possible so that supplies may be replenished.
 

2. Site Safety Advisor
1. Replenishes emergency supplies and equipment as necessary.
2. Restocks first aid supplies every 2 weeks.
3. Consults with the JAC medical advisor to verify suitability of emergency equipment and compliance with relevant legislation.
 

3. Supervisor
1. Ensures that their staff know the current occupant emergency plans/procedures and equipment locations.

B. Emergency Assembly Area

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C. Emergency Phone Numbers 

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1. In Case of a Medical Emergency - Dial 911 (8-911 from JAC phones) for Police, Ambulance or Fire

Information to Give the Dispatcher:

1. Type of emergency:  Medical (Give a brief description of what happened. For example: person ill and person injured)
2. Facility:                     Joint Astronomy Centre
3. Address:                   660 N. A'ohoku Place
4. Location:                  the University Park - off Nowelo Street which is off Komohana Street
5. Call back number:    961-3756
6. Your name

2. Poison Center (toll free) 1-800-222-1222

3. CHEMTREC (toll free) 1-800-424-9300 or 703-527-3887 for Chemical Spills

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D. Severe Weather and Natural Disasters 

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During severe weather, personnel should be alert to the possible hazardous conditions caused by events such as hurricanes, lightning, wind, tsunamis, and flooding.  The Facility Maintenance Manager or his designate monitors the National Weather Service FIPS broadcasts for severe weather information. When a WARNING has been officially announced, he will alert all staff.  

1. Responsibilities

1. Facility Maintenance Manager
   

1. Monitor the National Weather Service and the Civil Defense emergency broadcasts for severe weather information.
2. Inform staff and Designated Official when a WARNING has been officially announced.
   

2. Employee

  Take appropriate action as circumstances demand.


3. Administrative Division
   

   Advise staff of any office closure.

2. Checklist

Pre-storm
• Move computers away from the windows if there is a chance of window damage.
• Close windows and blinds.
• Unplug nonessential equipment.
• Move loose patio furniture inside.
• Secure loose items.
• Close all doors inside and outside. 
  

During-storm
• Minimize driving.
• Do not attempt to drive through large puddles or swiftly moving water.
• Watch for downed power lines.
• Be aware of wind-driven debris and falling tree limbs.
• Stay away from windows.
• Minimize use of telephones.
 
Post-storm
• Do not attempt to move or fix anything until a full damage assessment has been completed.
• Check offices, shops and labs for broken windows and water damage.
• Be particularly careful of hanging objects and wet electrical systems.
• Inspect utilities.

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E. Earthquake 

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Small earthquakes are common on the Big Island, and that should not be allowed to engender a casual approach to seismic damage. The island is one of the most seismically active regions in the world and the potential for severe earthquakes (magnitude 7 +) is significant. Earthquakes strike without warning. To minimize injury follow these rules:

• Do not place heavy objects on high shelves.
• Leave cabinet doors closed.
• Secure wall-mounted items.
• Identify safe places in rooms away from windows, bookshelves, lockers.

1. Responsibilities

1. Employee

Be aware of the procedures listed below.

2. Administration Division
   

Inform staff of earthquake warnings and advise staff of any office closure.


2. Procedures

During an earthquake:

• Remain calm.
• Move away from loose objects, bookshelves and windows.
• Get next to something incompressible, e.g. full file cabinet.

For further information follow the CDC link here:  http://emergency.cdc.gov/disasters/earthquakes/during.asp

There are several post earthquake responses based on severity. In the event of an earthquake that is large enough to cause concern, obvious signs (or sounds) of damage or hazardous situations, the Designated Official shall consult the Site Safety Advisor to agree on the course of action based on an assessment of the severity. Following approval of the Site Safety Advisor, staff shall only attempt those activities allowed and that they deem safe to perform, including building entry.

1. Immediate Response:

1. Minor-light:
   

If in doubt, treat earthquake as moderate until told otherwise. Contact the Site Safety Advisor and receive authorization to begin recovery. Recover from earthquake and report any damage to Designated Official.   

2. Moderate: 
   

If in doubt, treat earthquake as serious until told otherwise. Evacuate building in accordance with building emergency escape plan. Do not re-enter building. Report any damage observed to Designated Official.

3. Serious:
   

If in doubt, treat earthquake as major until told otherwise. Evacuate building in accordance with building emergency escape plan. Do not re-enter building. Report any damage observed to Designated Official.

4. Major:
   

Evacuate building in accordance with building emergency escape plan. Do not re-enter building. Report any damage observed to Designated Official.

Under no circumstances shall any employee or visitor re-enter the building without proper authorization following a moderate or worse earthquake.

2. Recovery after a serious or worse earthquake:
   

1. The facility shall not be accessed untilan inspection by an engineering team has been completed and clearance given.

2. An engineering team shall be mobilized as soon as practical. This shall be organized on similar lines to the snow clearance team.

Note: Island infrastructure damage may significantly delay this response.

3.  The team leader shall be appointed by the Chief Engineer or their designate. The team leader shall be in charge at all times and all staff and visitors, regardless of seniority, shall comply with their instructions.

4. The team leader shall inspect the external structure of the facility and determine the safety of re-entering the building.

5. If there is any doubt about the structural integrity entry shall be prohibited until it is deemed safe (external construction experts may be required.)

6.  The team leader shall obtain approval of the Site Safety Advisor before entering the facility.

7. When the team leader is confident it is safe to re-enter, the team alone shall enter the building and make appropriate inspections and, if necessary, repairs.

8. If the team leader deems it safe for a clean up, the building shall be re-opened to authorized staff and visitors.

9. Once the team leader is satisfied that the building is suitable to begin operations, the team leader will inform the Designated Official.

10. The Designated Official shall contact the Site Safety Advisor and receive authorization to begin operational recovery.
    

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F. Fire 

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1. Responsibilities

1.  Employee
1. Must know the location of fire extinguishers, fire alarm pull stations, exit routes, and be familiar with the fire alarm system.
2. Immediately evacuates the building upon hearing the fire alarm; and reports to the emergency assembly area.
 
2. Building Wardens
1. Conducts an orderly evacuation of their designated area.
2. Conducts a search of their designated area to determine that all personnel have exited the area.
3. Informs the SSA, failing whom the Designated Official, failing whom the most senior staff member of the status of their designated area.

3. Site Safety Advisor (SSA) / Designated Official / Most Senior Staff Member
   
1. Checks with the Building Wardens to account for the proper evacuation of the building by all personnel.
2. Informs Hawaii County Fire personnel of the status of the evacuation.

2. Procedures

The first person to observe a fire shall:
1. Immediately sound the fire alarm by activating nearest fire alarm pull station.
2. Report fire to 911 from a safe location. (Note: dial 8-911 from JAC telephone system)
3. If possible, use available fire extinguishers to extinguish or contain the fire, but only if there is no risk.
4. Immediately evacuate area should initial fire fighting attempts fail. Close door to area to contain fire and report to the emergency assembly area.
5. At the assembly area, report location and details of the fire to the SSA, failing whom the Designated Official, failing whom the most senior staff member.
   
 
On hearing the alarm, staff shall evacuate the building through the nearest safe route and report to the emergency assembly area. Close non-escape doors as you leave. Details of the Hilo escape plan can be found in section L of this chapter.

Proper choice of extinguisher is especially important. The National Fire Protection Association (NFPA) divides fires into four classes according to the fuel involved: wood and paper, flammable liquids, electrical equipment, and combustible metals. Various extinguishing agents are suitable to each fuel. Table 1 shows approved applications for all of the kinds of extinguishers used at JAC.

Table 1
Type of Fuel		Selections of Appropriate Fire Extinguishers
	Composition of Base Material:	Carbon Dioxide BC	Dry Chemical BC	Dry Chemical ABC	Halon  1211, 1301
		Carbon Dioxide	Sodium or Potassium Bicarbonate	Ammonium Phosphate	Bromo-, Chloro-, Floro-methane
	Combustible Wood, Paper, etc.	Not Effective	Not Effective	Good	Fair
	Flammable Liquid, Oil, etc.	Good	Good	Good	Good
	Electrical Equipment	Good	Good (except for electronic equipment)	Good (except for electronic equipment)	Good
	Combustible Metals	Poor	Poor	Poor	DO NOT USE


 
• Solvent Fires - Solvent fires can usually be extinguished by the proper use of dry chemical or carbon dioxide extinguishers. Fires in small containers of solvents can often be snuffed out by placing the lid on the container tightly enough to exclude air. If a lid is not available, a piece of sheet metal, or other similar non-combustible material will suffice.
 
• Chemical Fires - Chemical fires can be of many different sorts, and often special methods of fire fighting must be used. For example, a metal fire (sodium, titanium, magnesium, potassium, lithium) should be smothered with dry sand, graphite, salt or inert gas in confined areas, never use water.
 
• Electrical Fires - If possible, first turn off the power to the motor or other electrical equipment. Use carbon dioxide or dry chemical on electrical equipment, never water. Electrical equipment involved in fires shall not be returned to operation until inspected or repaired.
 

3. Fire Checklist

During Fire
• Sound the fire alarm by activating nearest fire alarm pull station
• Call 911 and report fire (Note: dial 8-911 from JAC telephone system)
• If possible, extinguish fire only if there is no risk to a clear safe exit
  
• Evacuate building
• Close all non-escape doors
• Report to the emergency assembly area
 
After Fire
• Ventilate building
• Recharge fire extinguisher, if used
• Re-enter building only as directed by the Designated Official

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G. Cryogens 

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1. Responsibilities

1. Employee
Be aware of emergency procedures.

2. Procedures - Emergency Response

1. Beware of oxygen deficiency in the vicinity of a major cryogenic accident. Cold gas will displace ambient air including oxygen.
 

2. Remove victims to a known safe zone before administering first aid. Call 911 to start Emergency  Medical Services (EMS) response. Severe cryogenic "burns" are similar to burns from fire. (Note: dial 8-911 from JAC telephone system)  Do not rub skin or thaw frozen flesh with heat, this causes more damage. Slowly thaw skin with warm water 100°F (38°C); do not overheat or burns may occur. Cover wound with loose gauze to prevent infection.
 

3. Beware that liquid helium can liquefy oxygen in the air so all sources of ignition shall be removed from the area.

3. Cryogen Accident Checklist

During Cryo Accident:
• Thoroughly ventilate the area.
• In case of dewar rupture, evacuate area.
• Close open valves if possible.
• Clear area until flow stops.
• If liquid helium is present, remove sources of ignition.
 

Immediate Treatment:
• Warm contact area by immersion in warm water (approximately 100°F (38°C)), with body heat, or warm air. DO NOT USE AN OPEN FLAME FOR THIS PURPOSE. (NOTE:  This procedure is the opposite of the procedure for a burn injury which is to rapidly cool the contact area)
• Do not rub or massage the affected area.
• Prevent infection by cleansing with mild soap and water.

After Cryo Accident:
• Remove injured personnel: Do not use intense heat on frozen skin; warm very slowly with warm water; resuscitate if necessary; get immediate medical help.
• Ventilate area

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H. General Spills 

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1. Responsibilities 

Employee

Must be aware of the Material Safety Data Sheet (MSDS) information, and locations of spill kits.

2. Procedures

Procedures for proper clean up of minor chemical spills are contained in individual MSDS sheets. Minor spills, including water, shall be cleaned up according to these established procedures. The Site Safety Advisor shall be contacted for consultation. All spills shall be cleaned up promptly and access to the contaminated area restricted to clean up personnel until clean up has been accomplished.

1. Assess Risk to Yourself and Others

1. Think before acting.
2.  When evaluating the risk consider the toxicity, volatility, volume of material involved, and potential for electric shock.

2. Protect Yourself and Others

4. Cleanup

1.  Minimize exposure to volatile compounds.
2. Avoid procedures which create gases (e.g. do not neutralize acids with carbonates, since CO₂ is released).
3. Decontaminate, if necessary, ventilation system, and glassware as required.
4. Obtain approval from the Site Safety Advisor to re-open area to personnel.

5. Report

3. General Spills Checklist

• Isolate the source of the spill; shut down feed lines.
• Ensure no ignition sources are in the vicinity.
• Ventilate spill area, but do not circulate through return air system.
• Notify Site Safety Advisor.
• Check MSDS for proper cleanup procedures.
• Personal Protective Equipment must be worn: rubber gloves, safety shoes, goggles, coveralls and possibly respirators.
• Use spill kits where appropriate
• Dispose of cleanup material in appropriate containers.

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I. Medical Emergencies 

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1. Policy

JAC has a program for training personnel in emergency first aid, CPR and AED techniques. The Site Safety Advisor has a list of all personnel who have completed first aid, CPR and AED training. This information is also shown on the check-in board opposite the JAC reception office.

2. Responsibilities

1. Employee: 

1. Reports work-related medical emergencies to the Site Safety Advisor and their supervisor as soon as feasible.

2. Reports non-work related emergencies to their supervisor.

3. Procedure

The person observing a medical emergency shall:
1. Stay with the injured person and do whatever possible until medical assistance arrives.
2. Summon assistance through the EMS system. Dial 911. (Note: dial 8-911 from JAC telephone system)

4. Checklist

a. Emergency Response
• Call 911. (Note: dial 8-911 from JAC telephone system)
• Give location.
• Describe situation
  
 
b. First Aid Administration
• Wear latex gloves and use barrier mask.
• Calm victim; reassure them that they will be all right.
• Be careful moving victim, assume spinal injury and take necessary precautions.
• Watch for signs of shock.
• Do not leave victim unattended unless absolutely unavoidable e.g., to allow EMS access.
  
• Keep victim warm; there is a blanket in the hallway outside the staff lounge.
  


c. After First Aid
• Fill out Injury/Incident report and send to Administration Section.
• Clean up in accordance with policy.
• Dispose of bandages, rags, and towels in a sealed bag and label as medical waste and consult the Site Safety Advisor on disposal.

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J. Bomb Threats 

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1. Responsibilities

a. Employee
    To inform the Designated Official failing that the Chief Engineer or his designate of bomb threat.

b. Designated Official / Chief Engineer
    Notify staff to evacuate building if appropriate. Notify proper authorities.


2. Procedures

1. Receipt of a Threat
1. Any person receiving a phone call involving a bomb threat or a threat against an individual shall attempt to obtain as much information as possible from the caller. This information is invaluable in determining the validity, urgency, and nature of the threat, and consequently in determining what action is appropriate in response to that threat.
 

2. Of utmost importance are the EXACT WORDS of the caller and information concerning the location and expected detonation time of the explosives. Jot down the EXACT WORDS as soon as possible so they will not be forgotten or distorted.
 

3. Persons receiving such calls shall be aware of the following guidelines and suggestions:

1. Be calm; be courteous; listen; do not interrupt the caller; jot down notes on any paper available.

2. Try to keep the caller on the line as long as possible in order to obtain as much information or characteristic comments or accents as possible. This can be done by pretending to have a bad connection.

3. Ask the caller to repeat the message. Attempt to ascertain the type of device, what it looks like, where it is located, and what time it will go off. 

4. Pay particular attention for any strange or peculiar background noises, such as a motor running, background music and the type of music, train whistle, sirens, jet airplane engines, and any other noises which might provide clues as to the place from which the call was being made. 

5. Listen closely to the voice (male/female) (young/mature) for voice quality, accents, speech impediments, or words/phrases used repeatedly.

6. If time permits and the caller is talkative, ask questions such as "Who is this calling, please?", or "What is your name?". In some instances, the caller may unthinkingly reply with their name.

2. After Receipt - What To Do

1. Immediately notify the Designated Official / Chief Engineer.

2. Notify your immediate supervisor of the fact that you received a threatening phone call and have already notified the Designated Official / Chief Engineer.

3. Evacuation Procedures

Evacuation will normally proceed in accordance with the building emergency escape plan. However, it may be necessary to modify the evacuation procedure in light of available information (e.g. location of bomb).

3. Checklist

a. During Bomb Threat

• Remain Calm.
• Obtain as much information from caller as possible:
• Who is calling? What is your name?
• Why have you placed a bomb?
• Where is the bomb?
• What does it look like?
• When will the bomb explode?
• How many bombs are there?
• How will the bomb be detonated?
• Note time of call.
• Note caller's tone of voice.
• Note any background noise.
• Write down caller's exact words.
• Immediately inform the Designated Official / Chief Engineer.
  
• Evacuate building if appropriate.

b. After Bomb Threat

• Enter building only when cleared by the Designated Official / Chief Engineer.
  
• Report any suspicious packages.

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K. Emergency Equipment Location

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Whenever emergency equipment is used, the Site Safety Advisor must be informed so that supplies may be replenished.

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L.  Building Emergency Escape Plan

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1.  Policy

2.  Responsibilities

1. Employee
1. Knows the sound of the building's fire alarm.
2. Knows the location of two exits closest to their work area; and determines how many office doors there are between their office and the exits - this is in case escape is only possible through a darkened, smoke-filled hallway.
3. Knows the evacuation plans and emergency assembly area.
 
2. Building Wardens (current list of post holders is given in Addendum 1)
1. Knows their assigned evacuation route and locations of:  fire alarm pull stations, fire extinguishers; hazardous materials.
2. Checks that all personnel are evacuated from their assigned area.
3. Closes office doors, if possible.
4. Reports whether their area has/has not been evacuated to the Site Safety Advisor or Designated Official or most senior member of staff.
   

3.  Procedures

1. At the sound of the fire alarm, immediately evacuate rooms, close doors behind you and go to the emergency assembly area:

1. Phase I - upstairs:

Exit the area using either of the two stairways; then exit the building through either the main entrance/exit or the Phase I rear entrance/exit.

If evacuation is not possible via these routes, other exits are located in the staff lounge, mechanical workshop, helifier & electrical mains rooms.  Be aware that hazardous chemicals and flammables may be stored in some of these areas.  

2. Phase I - downstairs:
Exit through either the main entrance/exit or the Phase I rear entrance/exit.

If evacuation is not possible via these routes, other exits are located in the staff lounge, mechanical workshop, helifier & electrical mains rooms.  Be aware that hazardous chemicals and flammables may be stored in some of these areas. 


3. Phase II:
Exit through either the main entrance/exit or the Phase II rear entrance/exit.
 
2. If escape is not possible:
1. Stay calm, do not panic
2. Find a room with a window and stay there
3. Keep the doors closed and prevent smoke from entering through doors and vents by using whatever is available to cover the openings, e.g. towels, clothing, and paper.
4. If water is available, dampen a cloth and breathe through it to filter out smoke and gases.
5. Attract attention through the window by waving.
6. If danger is imminent try to break the window to escape.
 
3. Staff/visitors must never  re-enter building unless given clearance by the Designated Official or most senior member of staff.
   

Evacuation map JAC Hilo Facility (see Addendum 12)