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HERBERT C. HOOVER BUILDING 14TH & CONSTITUTION AVE., NW

WASHINGTON, D.C. 20230 March 2005

QUICK REFERENCE GUIDE

U.S. Department of Commerce Herbert C. Hoover Building (HCHB)

Occupant Emergency Plan (OEP)

Call 22222 and provide your name, location, and as much detail as possible.

• For life-threatening emergencies, call 22222.

• For non-life threatening emergencies, call 24088 or go to the Health Unit, room 6046.

• Obtain as much information as possible

from the caller and stay on the phone for as long as possible.

• Solicit assistance from co-workers (if possible) and notify your supervisor and the guard force at 22222.

• Use the Telephone Bomb Threat Checklist located on the inside back cover of this OEP.

1. Call 22222, giving your name, location and the nature of the fire.

2. If you feel safe in doing so, rescue any person in immediate danger.

3. Locate the nearest fire alarm device and activate it.

4. Confine the fire by closing doors on your way to the nearest exit.

5. Evacuate the building. Smoke, Fire, or Explosion Inside the Building

• Evacuate the immediate area. • Ensure that the building fire alarm

system has been activated. • Do not attempt to fight the fire unless

you have been trained and feel safe in doing so.

• If the fire alarm system has been

activated, leave the building immediately.

• Report to your pre-determined “Rally Point” in your pre-determined “Assembly Area.”

• Ensure that your supervisor knows that you are out of the building and safe.

Smoke, Fire, or Explosion Outside the Building

• If you notice smoke or fire outside, remain in the building unless emergency management personnel provide direction to take other actions.

• If an explosion occurs, stay away from windows and move to an interior portion of the building.

Chemical, Biological, or Radiological Spills or Releases

• If the incident is outside, remain inside the building and move to an interior portion of the building. Stay away from windows.

• If the incident is inside: o Evacuate the immediate area. o Call 22222 and give your

name, location, and as much information as possible.

o Alert others not to enter the area. Ask others who were in the area to stay together in a group keeping their distance from anyone else.

o Remain (and have others who were in the area) available to give information to first responders.

o Do not attempt to clean up a spill.

Suspicious Package

• Avoid touching or handling the package and do not use cell phones.

• Call 22222.

Reporting Emergencies

Reporting Medical Emergencies

Receiving a Bomb Threat

Reporting a Fire

Occupant Response Actions

• Report the package to your supervisor.

Civil Demonstrations or Disturbances Outside of the Building.

• Move away from the windows and remain inside.

• Call 22222 to report the occurrence. • DO NOT engage in verbal or physical

confrontation with demonstrators. • If you are outside and cannot gain

access to the building, go to a safe location and call your supervisor for guidance.

Earthquakes

• Move away from windows. • Get under a sturdy object (such as a

desk or table) and hold onto it. • Be prepared for aftershocks. • If the building is not a hazard, do not

leave the building unless instructed to do so by appropriate authorities.

• Remember that stairwells can be damaged. Exercise extreme caution.

• Report any emergency needs to 22222. Tornadoes or High Winds

• You will be notified of dangerous wind conditions by:

o The telephone Emergency Broadcast System

o The building public address system

o Your supervisor • Stay away from windows and follow

the guidance given. Elevator Entrapment

• A telephone system is available in each elevator car to contact the guard desk.

• DO NOT try to force the elevator car doors open.

• Relax and wait for assistance.

Occupants of the HCHB have the following responsibilities:

• Know the emergency procedures in this Occupant Emergency Plan.

• Know the locations of exits, fire alarm stations, and fire extinguishers in your assigned area.

• Notify your supervisor if you have any concerns or issues related to emergency preparedness.

• As a sponsor, ensure that your visitors are escorted and informed of applicable procedures during emergencies.

• Follow the instructions of Emergency Response Team members during emergencies.

• Report to your supervisor so you can be accounted for during emergencies.

Supervisors are responsible for the safety and security of their employees. They shall:

• Identify staff who may need additional help or training.

• Ensure that their staff is aware of emergency procedures and receives necessary training.

• Establish “Rally Points” in the pre- identified “Assembly Areas” and instruct staff to report there if they evacuate the building.

• Establish “Assembly Areas” in the interior portions of the building for their staff to congregate during a Shelter-In-Place event.

• Establish a mechanism to account for their staff in emergency situations.

• Report accounting of their staff up the chain of command.

Work with your supervisors and co-workers to establish a workable “ buddy” system for your safety during an emergency.

• Confidentially and voluntarily self-identify with the Office of Occupational Safety and Health.

• Recruit at least three “buddies” to increase the likelihood of one of them being present.

• Participate in formulating a plan with your “buddies” that identifies how they will assist you.

• Exercise with your “buddies” until their response with you is second nature.

Please reference the appropriate appendices in this plan for more information!

Occupant Responsibilities

Supervisor Responsibilities

Evacuation Instructions for Occupants with Special Needs

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CONTENTS

QUICK REFERENCE GUIDE Inside Front Cover

Approval Page I

Herbert C. Hoover BUILDING OCCUPANT EMERGENCY PLAN 1 Purpose 1 Background 1 Types of Emergencies 2 Types of Evacuations 2 Emergency Notification Announcements 2 Emergency Plans for Tenant Organizations 3

APPENDICES

Emergency Exits, Evacuation Routes, and Assembly Areas APPENDIX 1 The HCHB Emergency Organization APPENDIX 2 Reporting Emergencies APPENDIX 3 Shelter-In-Place Procedures APPENDIX 4 Building Evacuation Procedures APPENDIX 5 Emergency Procedures for Persons with Special Needs APPENDIX 6 Early Dismissal Procedures APPENDIX 7 Fire Emergency Procedures APPENDIX 8 Bomb Threats / Suspicious Package Procedures APPENDIX 9 Civil Disturbance Procedures APPENDIX 10 Terrorist Incident / Hostage Taking Procedures APPENDIX 11 Hazardous Materials /Substances Procedures APPENDIX 12 Work Place Violence Procedures APPENDIX 13 Inclement Weather Procedures APPENDIX 14 Security Issues /Suspicious Activity Procedures APPENDIX 15 Utility Outages APPENDIX 16

Medical Emergencies APPENDIX 17 Downtown D.C. Evacuation Map APPENDIX 18 Employee/Family Emergency Plans APPENDIX 19 Family Communication Plan APPENDIX 20

TELEPHONE Bomb threat checklist INSIDE BACK COVER

THIS PAGE BLANK

APPROVAL PAGE

This Occupant Emergency Plan for the U.S. Department of Commerce at the Herbert C. Hoover Building (HCHB) was prepared in accordance with Federal Management Regulations specified through 41 CFR and is applicable to all occupants of the HCHB. This plan supercedes the HCHB plan dated July 2003. Approved by: Date: Richard Y. Yamamoto Director for Security

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Herbert C. Hoover Building (HCHB)

Occupant Emergency Plan (OEP)

Purpose The purpose of this OEP is to reduce the possibility of personal injury and facility disruption in the event of an emergency that affects the U.S. Department of Commerce at the Herbert C. Hoover Building (HCHB) in Washington, D.C. This OEP describes the duties and responsibilities of the HCHB’s emergency organization and the occupants of the building in the event of an emergency.

Background This OEP for the HCHB complies with the applicable Federal Management Regulation 1. The OEP is an operational plan, covering all occupants and tenants and providing specific procedures to protect life and property during emergencies. The HCHB OEP consists of two components:

Formation of a Building Emergency Organization within the HCHB to undertake certain responsibilities and perform certain tasks outlined in the plan.

Development and documentation of procedures to protect life and property here at the HCHB under certain emergency conditions. Both of these components are covered in detail in the appendices of this plan. Heads of operating units and supervisors are responsible for the safety and security of their employees. Supervisors must ensure that:

Employees are briefed and understand this OEP. Organized “Assembly Areas” for building evacuations and the routes to

these locations are identified, documented and communicated to their employees; employees should practice transitioning to these areas. Assembly Areas for building evacuations are identified in Appendix 1.

“Rally Points“ are established by each office within the designated “Assembly Areas” used during building evacuations as identified in Appendix 1.

A mechanism within their office to account for all personnel is established. Reports of employee accountability, to validate a “present and/or accounted for” status will be provided to the Emergency Operations Center (EOC) via the Security Personnel posted at each “Assembly Area.”

1. Code of Federal Regulations, Title 41, Chapter 102 Federal Management Regulation, Part 74, Subpart (41 CFR 102-74)

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Types of Emergencies The types of emergencies can vary dramatically. Significant emergencies can include bombings, explosions, fires, civil disturbances, hurricanes, tornadoes, floods, and earthquakes. Some events may be less significant, i.e. bomb threats, chemical and gas spills, electrical failures, or loss of water pressure. For all of these types of emergencies, this OEP should be followed.

Types of Evacuations Some emergencies will require either a partial or total evacuation of the building. Fires, unknown odors, and suspicious packages typically require a total evacuation. More localized emergencies such as flooding may require that only a portion of the building be evacuated. When the fire alarm system is activated, all occupants will evacuate the building immediately, additional guidance may be provided by the Emergency Broadcast System, public address system, and/or designated personnel such as members of the Emergency Response Team (ERT). Employees hosting visitors, contractors, or other personnel are responsible for making sure they are aware of evacuation routes and procedures. See Appendix 1 for HCHB exit routes and designated “Assembly Areas” to be used following an evacuation of the facility. Some emergency situations may require that the building NOT be evacuated. During inclement weather events (such as tornadoes or hurricanes) or a hazardous material release, it may be safer to stay inside the building. In these cases, building occupants may be instructed to Shelter-In-Place, remaining in the building and congregating in corridors toward the interior of the building and away from windows. During Shelter-In-Place scenarios, maintaining as much physical distance as possible from exterior openings such as doors and windows is important. See Appendix 4 for further details about sheltering-in-place.

Emergency Notification Announcements During all emergencies, whether evacuation or Sheltering-in-Place is required, building occupants and visitors will be notified in one or more ways.

⇒ The fire alarm system is the traditional notification system to alert occupants. The system utilizes manual pull-stations located in hallways to activate audible alarms to alert occupants to an emergency and the need to immediately evacuate the building.

⇒ All employee telephones are equipped with the HCHB’s EBS. Audible emergency announcements sound from these phones. Occupants must ensure speaker volume is adequate. Text messaging is also provided for the hearing impaired.

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⇒ The building PA system is utilized to inform occupants in public areas of the building of an incident. It is also used to disseminate information and updates regarding a Shelter-In-Place action via audio announcements and flashing strobe lights.

⇒ If an emergency affects only a limited number of occupants or a

specific area, Office of Security (OSY) officials or emergency personnel will provide specific instructions to the affected personnel. Others within the building will receive appropriate information as required.

Regardless of the notification method being used, all employees are advised to stay calm and immediately follow all instructions. Occupants should treat all alarms as real events and not as an exercise. At the conclusion of an actual emergency or an exercise of emergency procedures, the HCHB Emergency Operations Center will disseminate an “all-clear” announcement to notify all occupants that it is safe to return to their work areas.

Emergency Plans for Tenant Organizations Along with specific HCHB facility information, emergency plans and procedures for tenant organizations such as the Child Care Center, the White House Visitors Center, and the National Aquarium are maintained as addenda to the desk copy of this OEP in the HCHB EOC, Room 1066. The Department of Commerce Child Care Center (DoCCCC) is located in the 6th corridor of the 1st floor of the HCHB. During any emergency, the safety and security of the children in the DoCCC are of utmost concern and have a high priority when assistance is dispatched throughout the HCHB. The EOC dispatches, in addition to the contract guard force personnel, at least one OSY representative to assist with the coordination of movement and/or protection of these children.

See the following appendices for event-specific guidance for occupants, along with the roles and responsibilities of the Emergency Organization.

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Emergency Exits, Evacuation Routes, and Assembly Areas

= Building Exit

= Wheelchair

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Areas

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APPENDIX 1

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The Herbert C. Hoover Building Emergency Organization

Emergency Policy Team (EPT): The EPT establishes policies and, when available, makes major decisions on HCHB emergencies. If no members of the team are immediately available, and the nature of the emergency requires immediate action, the EPT delegates its authority to the Designated Official (DO). The EPT is composed of:

Deputy Secretary of Commerce Chief of Staff General Counsel Chief Financial Officer/Assistant Secretary for Administration

APPENDIX 2

The Herbert C. Hoover Building Emergency Organization

HCHB Building ManagementOAS

HCHB SecurityOSY

SafetyOHRM

IT/ CommunicationsOCIO

Information AnalysisOSY

ERT TrackingOSY

Tactical Team

Security Specialists Building Management Personnel

Health Clinic HCHB Contract Guard Force

Team Members

ERT Asst. Team Leaders

ERT Team Leaders

Operational Team

Emergency Operations Teams

Operations Chief Jurisdictional Incident Commander

Designated Official

Emergency Policy Team

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Designated Official (DO): The DO of the HCHB is the Director for Security. The DO is responsible for developing, implementing, and maintaining an OEP. Furthermore, the DO establishes, trains and staffs the components of the Building Emergency Organization with facility employees. The decision to activate the Building Emergency Organization is made by the EPT, DO, or the following designated alternate officials, shown in order of succession:

Director for Security Deputy Director for Security Assistant Director for Emergency Management

After normal duty hours, the DO, until relieved by a higher-ranking official, is any on-site OSY Security Specialist or HCHB Contract Guard Force Supervisor if a OSY Security Specialist is not on-site. Operations Chief (OPS): OPS coordinates all emergency incidents affecting the HCHB. All information relating to the emergency is brought to the attention of the OPS for evaluation and then, as necessary, forwarded to the DO. Emergency Operations Teams: The emergency operations teams, coordinated by the OPS, include the Tactical Team and the Operational Team.

Tactical Team - consists of designated representatives from the offices below:

The Office of Administrative Services (OAS) will assess the facility and the surrounding areas for damage and report this information to the OPS. As required by the situation, the DO will coordinate with the OAS personnel, the D.C. Fire Department, and General Services Administration representatives to cease the sounding of alarms or to continue them until the building is occupant-free.

The Office of Human Resource Management (OHRM) provides technical expertise and assistance in the areas of life safety and health. In particular, the planning for and execution of emergency assistance to persons with special needs. They are also involved in employee accountability and employee exposure to hazardous materials.

The Office of Security (OSY) will facilitate the orderly evacuation / assembly of occupants during emergencies, as well as assist in preventing unauthorized re-entry into the building and/or area.

The Information Collection and Analysis Program within the OSY will develop threat assessments and ensure that the law enforcement and emergency management community are aware of the situation at the HCHB.

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The Office of the Chief Information Officer (OCIO) will be on hand to

provide technical guidance and assist on IT / Communications issues.

The Emergency Operations Center (EOC) within the Office of Security will monitor and document the efforts to evacuate the building or to have occupants shelter-in-place during the incident.

Operational Team –

Security Personnel will, after being equipped with radios and other emergency equipment, report to pre-determined “posts” in and around the HCHB to provide guidance to occupants.

Building Management personnel will respond to the scene of the reported incident and advise OPS of current conditions. They also resolve issues as directed by the OAS representative in the EOC.

Health Unit personnel will relocate to the main lobby during building evacuations and Room 1851 during shelter-in-place events, to aid occupants needing assistance.

HCHB Guard Force will assist with the safe evacuation of occupants as well as provide assistance as necessary.

Emergency Response Team (ERT) Leaders are designated senior officials who will provide general leadership to specified teams.

Assistant ERT Leaders will provide on-site leadership and coordination for ERT members at assigned locations in the building.

ERT Members will facilitate the evacuation of offices and safe movement of occupants.

Alternates: Alternates assist principals in the performance of their duties and assume the duties and responsibilities of the principals in their absence.

The Jurisdictional Incident Commander is a public safety official from the D.C. Fire Department or the Metropolitan Police Department who after arriving on the scene, assumes overall incident command of the emergency. The DO / OPS will coordinate with this individual very closely within a Unified Command Structure as identified in the National Incident Management System (NIMS).

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Reporting Emergencies

Should you become aware of an emergency situation anywhere in the HCHB, it is urgent that you report it immediately. Circumstances such as smoke, fire, suspicious packages, and medical emergencies should all be reported promptly to activate the building's emergency response system.

IMPORTANT TELEPHONE NUMBERS

ALL EMERGENCIES: Call the HCHB Guard Office at 22222

NON-EMERGENCY NUMBERS

HCHB Guard Office (202) 482-4584 24584

Building Management: Building Manager’s Office (202) 482-1340

21340

Medical Issues: Health Unit (202) 482-4088

24088

APPENDIX 3

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Shelter-In-Place Procedures

Shelter-In-Place is the assembly of occupants inside a building in order to provide increased protection. Doors and windows should be closed to minimize chances of injury when one of the following emergencies occurs outside the building:

Most likely Severe weather (tornado, hail, etc.) Civil unrest Accidental chemical release due to industrial/vehicle accident

Least likely Chemical, Biological, or Radiological attack

If the decision is made to “shelter” people in the building, you’ll find out quickly by at least one of several methods:

The HCHB Telephone Emergency Broadcast System (EBS) The public address system Individual notification from members of the ERT, HCHB security

personnel, or your supervisor. Do not worry about being held in the building for an extended period of time. It is unlikely that you would be asked to stay in a building for more than 2-4 hours. If you are told to Shelter-In-Place:

Close windows and turn off room ventilation units and shut all office doors; Secure any classified information and take your escape hood;

APPENDIX 4

Close windows; turn off room ventilation units (window air conditioning units) if present; and shut all office doors

Secure classified material, and take your escape hood.

Proceed to an INTERIOR office or corridor, closing office door. Turn off lights if you are the last one out.

Follow directions of emergency personnel and supervisors.

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Proceed to interior rooms or corridors. Close your office door and turn off

the lights if you are the last to leave. If you are in a section of the building with windows or exterior doors in the corridors, go up or down one floor to a corridor without openings to the outside;

Follow the directions of your supervisors and emergency personnel. Throughout, listen carefully for specific instructions provided over EBS/PA systems.

During a Shelter-In-Place event, emergency medical care will be provided by medical professionals from the HCHB Health Clinic in the “Holding Room” behind the Auditorium, Room 1851.

Employee Responsibilities The specific action you will be told to take when sheltering-in-place will depend on the emergency. Persons within the HCHB will be instructed to Shelter-In-Place via the EBS/PA systems. Employees are to direct visitors under their control to seek shelter in the nearest interior corridor or interior office. There are a number of “guest” escape hoods strategically located within the HCHB, these can be used for visitor safety. Based on the emergency situation, you may be asked to relocate from one assembly area to another. It is imperative that you listen to and follow the guidance given by ERT members, supervisors, and emergency personnel over the PA system.

Severe weather and civil unrest Stay inside the building and, if directed, move away from windows to the main inner corridors or interior offices. Be sure to close all doors connecting exterior offices to the corridor. Await further guidance over the PA system. Members of the ERT will report to their regular posts to help with the needs of occupants, relay information, and assist with the building evacuation, as required.

Chemical, biological or radiological (CBR) incident (including an

industrial / transportation accident) Stay inside the building and move to a main inner corridor or an interior office. If you have an Escape Hood, bring it with you. If located in an office with a window air conditioning unit, turn it off. Close all open windows. Be sure to close all doors connecting exterior offices to the corridor. Members of the ERT will report to their regular posts to help with the needs of occupants, relay information, and assist with the building evacuation, as required.

In the event of a CBR incident, a member of the Building Emergency Organization will shut down the building's HVAC system to reduce the chance of contaminants entering or spreading throughout the building.

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If you arrive at the building after all exterior doors and parking entrances are closed, you will be directed to the nearest decontamination center, located at:

George Washington University Hospital 901 23rd Street, NW Washington DC

(202) 994-1000

Duration of Shelter-In-Place Shelter-In-Place at the HCHB is anticipated to last only a short period. However, transportation and security issues in the vicinity may prevent you from leaving the immediate area for several additional hours. Shelter-In-Place is a voluntary action, unless mandated by law enforcement or public health officials to ensure public safety. Personnel will be allowed to leave when it has been determined it is safe to do so.

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Building Evacuation Procedures

This evacuation plan will be used weekdays from 7:00 am to 6:00 pm. At other times, including holidays, the HCHB Guard staff will provide guidance and direction upon activation of the building fire alarm system. Three major activities occur during a building evacuation:

Notification - by fire alarm, Emergency Broadcast System (EBS), public address (PA) system, and/or supervisor.

Evacuation - from the HCHB to predetermined locations. Exit to the first floor and proceed to the proper Assembly Areas and Rally Points as identified by your supervisor, (see Appendix 1 for assembly area locations). Once at the Assembly Area, supervisors will account for all staff.

When the building alarm sounds, all occupants should secure

classified information, turn off lights, and close the door if they are the last to leave, and proceed to the nearest available stairwell to evacuate. The elevators in the HCHB are not to be used in the event of an emergency.

Check the stairwell for smoke, fire, or obstructions. If the stairwell is clear, proceed in an orderly manner, exiting at the first floor.

APPENDIX 5

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Help those in need of assistance and inform the members of the

ERT or other emergency personnel of any individual who may need further help in evacuating the building.

Once out of the building, immediately move away from the building. Listen to the guidance given by the security personnel and gather at the appropriate Rally Points within the Assembly Areas as identified by your supervisor.

Remain in the Assembly Areas at Rally Points until the "All Clear" signal is given.

Persons with disabilities should proceed with their emergency buddy(s) and follow actions prescribed in their Individual Emergency Plans. See Appendix 6 for more information.

Await instructions - on what to do next, which may include returning to the workplace or going home.

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Emergency Procedures for Persons with Special Needs

In compliance with the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973, as amended, the Department of Commerce has established plans and procedures for persons with special needs requiring temporary or permanent assistance (e.g., expecting mothers during the last trimester, those who are hearing impaired, sight impaired or mobility impaired, or who have broken limbs, etc.). The requirements of these acts will be met by ensuring each person with special needs has an Individual Emergency Plan (IEP). An IEP is a detailed plan for DOC employees who have voluntarily self-identified as needing assistance during an emergency. Trained volunteer emergency buddies and members of the HCHB ERT will assist these persons with special needs during an evacuation or Shelter-In-Place event, as needed. The primary means of providing assistance to special needs individuals will be their identified emergency buddies. If an employee or visitor believes that he/she does not need assistance, the Rehabilitation Act of 1973, as amended. Generally prohibits an employer from requiring that an employee or visitor with a disability accept a reasonable accommodation. The standards of the Americans with Disabilities Act, which apply to the Rehabilitation Act, require employers to keep medical information about individuals with disabilities confidential. These provisions, however, include an exception that allows an employer to share medical information with first aid and safety personnel. This exception would allow an employer to share information about the type of assistance an individual needs in the event of an evacuation with medical professionals, emergency coordinators, floor captains, colleagues who have volunteered to act as “buddies”, building security officers who need to conform that everyone has been evacuated, and other non medical personnel who are responsible for ensuring safe evacuation. These individuals are entitled to the information necessary to fulfill their responsibilities under the employer’s emergency evacuation plan.

APPENDIX 6

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Emergency Buddy Duties: Be involved in the development of the IEP, including planning, and

training of the person with special needs. Upon notification of an emergency, report to the person with special

needs, and follow that individual’s IEP. The formulation of an IEP consists of the following steps: 1. Start the process after individuals with special needs or temporary/permanent medical restrictions report that they will need assistance. This step requires these individuals to report their need for assistance to the Office of Human Resources’ Office of Occupational Safety and Health in Room 5111, (202) 482-4935. 2. Schedule a one-on-one meeting to evaluate the extent of the individual’s limitations; determine the need for specialized evacuation equipment (e.g., evacuation chairs or wheelchairs) and/or procedures; establish an alternative evacuation route and/or method; and outline individual emergency procedures. 3. Recruit a minimum of three emergency buddies from the appropriate office and/or operating unit and train them. This training will include the individual requesting assistance, the supervisor, and the buddies. 4. Develop interim emergency procedures prior to finalizing the written IEP. 5. Schedule regular training for designated emergency buddies. NOTE: Persons with an IEP should notify the Office of Occupational Safety and Health whenever their IEP needs to be updated or revised due to changes in emergency buddies, the healing of temporary disability, etc.

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Early Dismissal Procedures

An Emergency in the HCHB may result in the early dismissal of employees. This action may immediately follow a Shelter-In-Place event or evacuation.

The Office of Human Resources will provide guidance through broadcast messages and/or supervisors.

A staggered release of employees from the building may be announced. If possible, you will be advised of available transportation modes/routes. Your normal mode of transportation may not be available. Plan alternative

transportation methods in advance. See Appendix 18 for a map of the authorized downtown evacuation routes.

One of the biggest issues faced by emergency planners in the National Capitol Region is the simultaneous mass exodus of Federal employees out of the city at the same time. If a staggered early release of employees is announced, do not leave until your dismissal time, e.g., if you normally leave at 4:00 pm and you are dismissed three hours early, please do not leave before 1:00 pm. The Office of Human Resources will provide the appropriate guidance. Telework Employees When emergency conditions impact only the regular office and cause the early dismissal of employees, those who are working at an alternate worksite are not dismissed from duty for any part of the workday. The only exception in which supervisors may grant excused absence is if the employee’s duties are such that he/she cannot continue to successfully work at the alternative worksite without contact with the regular worksite. Please address any questions on teleworking during emergencies to your supervisor and/or servicing human resources office.

APPENDIX 7

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Fire Emergency Procedures

All employees must be alert to the possibility of fire and be prepared to take the following actions.

You should become familiar with the location of the nearest exit, manual fire alarm pull station, and portable fire extinguisher.

If you smell smoke but do not detect a fire, call 22222; give your name, location, and phone number. Office of Security and Office of Administrative Services personnel will respond and take the appropriate actions.

If you are trained and feel comfortable using a fire extinguisher and the fire seems to be within your control, then extinguish the fire using the nearest portable fire extinguisher. In the event that you encounter fire or heavy smoke, and you feel safe in doing so, follow the instructions below:

R A C E R Rescue any persons in immediate life-

threatening danger. (If you feel safe in doing so.)

A Alarm – Activate the alarm system using the nearest fire alarm pull box.

C Confine the fire to prevent the spread of fire and smoke. Close all doors on your way out to the nearest stairwell.

E Evacuate the immediate area and proceed to the nearest stairwell to the nearest street exit.

APPENDIX 8

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Bomb Threats / Suspicious Package Procedures

Bomb threats are normally received by telephone. IF YOU RECEIVE A BOMB THREAT:

Without alerting the caller, attempt to get the attention of a co-worker to let them know of the bomb threat.

Your co-worker should immediately inform your supervisor and call 22222. The person who receives the call should use the telephone bomb threat

checklist located on the inside back cover to obtain pertinent information. Keep the caller on the telephone for as long as possible. Attempt to identify voice and speech characteristics, background noises,

the location and placement of the bomb, and the time the bomb is to detonate.

IF YOU RECEIVE A SUSPICIOUS PACKAGE:

Do NOT disturb, touch, or move the item. Radios and cell phones may cause bombs to detonate. Radios and cell phones in the vicinity of a potential bombsite should remain "off" until the matter is resolved.

Anyone who finds an actual or suspected bomb should contact 22222 immediately.

Remain calm. Isolate the area and deny entry, close windows and doors and leave the

package undisturbed. Immediately inform your supervisor and call 22222. Turn off any fans in the room. Have all people who may have come into contact with the package or

were in the general area stay together and limit physical contact with others.

Do not sniff, taste, or closely examine the package or any spilled contents.

APPENDIX 9

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The following are characteristics of “suspicious” packages:

Non-typical of packages that your office normally receives.

Unusual lettering or writing. Misspelled names or incorrect

titles. Handwritten addresses with

no return address. Oddly shaped.

Sealed with excessive amounts of tape or string.

From an unexpected or unknown sender.

Excessive postage. Oily stains, wetness,

discoloration, or crystallization on the wrapping/envelope.

Emitting a strange odor.

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Civil Disturbance Procedures

Being located in the heart of the nation’s capitol, the HCHB may very well be the site of political or other civil demonstrations. The following points should guide all occupants of the HCHB if demonstrations become unruly:

Avoid contact or confrontations with the demonstrators. Go out of your way to seek unobstructed entrances/exits from the building. If you are unable to enter the building, go to a safe location away from the

building and contact your supervisor. If you are already at work when the demonstration begins, you will be guided by

instructions from the Emergency Operations Center. Be prepared for a Shelter-In-Place event.

APPENDIX 10

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Terrorist Incident / Hostage Taking Procedures

The actions of terrorists / hostage takers will vary and can’t be predicted. The appropriate way to react will depend on the situation, a few general guidelines to follow include:

Threats can be received by phone or mail, or an actual incident can occur; ALL threats should be taken seriously and reported immediately by calling 22222.

Do not panic; remain calm. Follow all instructions from law enforcement and security personnel. If possible, note any physical characteristics of the perpetrator(s). Even small

details can help. If taken hostage, try your best to remain calm and follow all instructions.

APPENDIX 11

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Hazardous Materials / Substances Procedures

Although the HCHB is primarily an administrative center, an incident involving hazardous materials could require an emergency response by occupants. The most likely hazardous materials threat is an exterior transportation incident impacting the HCHB area. In this case, a Shelter-In-Place is likely to be announced. If occupants observe or are involved with, a hazardous substance leak or spill in the building, they should do the following:

Isolate the immediate area and deny entry to any non-emergency personnel. Call 22222. Identify any individuals who may have been exposed to or had contact with the

substance. Do not touch or try to identify the substance. Do not eat, drink, or smoke until a determination is made of the necessity of a

medical evaluation.

APPENDIX 12

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Work Place Violence Procedures

If the threat of or an actual incident of violence in the workplace occurs, immediately notify your supervisor. If the situation is an emergency, immediately call 22222. Supervisors who receive reports of work place violence should consult with their servicing human resources office. A support system consisting of individuals from Human Resources, the Employee Assistance Program, and others can be brought together to:

Monitor the situation. Evaluate possible courses of action. Pursue administrative and/or criminal actions. Facilitate debriefing for the individuals involved.

APPENDIX 13

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Inclement Weather Procedures

Weather-related emergencies can occur at any time of day or night. If you are at home when this happens, there are three ways to find out if the federal government is/will be closed:

Go to www.OPM.gov to determine the status of the federal government. Listen to the local TV or radio broadcast, or Call the DOC status line at (202) 482-7400 or 877-860-2329.

If you are at work and a weather emergency occurs, follow Office of Personnel Management dismissal policy as announced by the Office of Human Resources. In certain extreme situations, you may receive guidance via emergency announcements from the Emergency Operations Center. You may be asked to:

Remain at your normal workstation Move to an interior portion of the building Proceed to another part of the building

Personnel who are classified as essential have been identified and briefed on their responsibilities in case of government closing and should react as appropriate. Telework Employees When employees of a Commerce office are dismissed early or told to delay arrival due to a weather related emergency, employees who are teleworking may also be dismissed or delay arrival on a case by case basis. If the same emergency affects the alternative worksite, the employee may delay arrival or be dismissed early1. If the alternative worksite is the employee’s home, the employee may be excused from completing the rest of the workday or may delay the start of the workday when individual circumstances warrant. If the Government is closed due to a weather-related emergency, employees scheduled to telework are not required to work. Please address any questions on teleworking during weather emergencies to your supervisor and/or servicing human resources office.

1 Employees working at a General Services Administration Telecenter usually follow the dismissal procedure for that Telecenter.

APPENDIX 14

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Security Issues / Suspicious Activity Procedures

In the event that you witness any suspicious person or activity, contact the Guard Office at 22222. Here are some tips for securing your area and property:

Lock your office when not occupied. Secure all property, both personal and government. Wear your issued HCHB ID at all times. Challenge those without a visible badge or find someone of authority to challenge

those people. Report any suspicious activity immediately.

APPENDIX 15

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Utility Outages

If a utility outage occurs in the HCHB after normal work hours and affects the ability to be “open for business“ the next day, HCHB’s closure will be announced via the DOC status line and website, as well as the local media. If the outage occurs during normal business hours, the principal concern is loss of electrical power. In this case, please keep in mind:

Evacuation routes and elevators are supplied with battery-powered or “back-up” emergency lighting.

Most of the building has natural light. Occupants of the elevators may find themselves stranded, if this happens:

Push the black button adjacent to the telephone symbol in the elevator

car. This phone system will automatically ring in the Guard Office. Give the number of people in the car, the elevator car number, and

the floor number, if known. Advise of any medical or emergency issues.

DO NOT attempt to force the elevator doors open.

APPENDIX 16

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Medical Emergencies

Employees may become sick or injured in the work place. The HCHB has a health unit located in Room 6046. In case of a life threatening medical emergency, dial 22222; the guard force and the medical professionals from the unit will facilitate the response of Emergency Medical Service units for transport if necessary. The health unit also provides many other services; please call x24088 to speak with the staff.

Health Unit Schedule

Monday -Friday 8:00 am - 4:00 pm 4:00 - 4:30 pm (Emergencies Only)

Allergy Clinic Monday 9:00 - 11:00 am Wednesday 1:30 - 3:30 pm Travel Immunizations Wednesday 1:30 - 3:30 pm Friday 9:00 - 11:00 am

APPENDIX 17

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Downtown D.C. Evacuation Map

The region has twenty-five (25) corridors radiating from downtown Washington, DC as emergency event/evacuation routes. Pennsylvania Avenue, NW, between Rock Creek Park and the US Capitol serves as the dividing line for city evacuation routes. When evacuation is ordered, motorists north of Pennsylvania Avenue will be directed north, east, and west on divergent evacuation routes; motorists south of Pennsylvania Avenue will be directed south, east, and west on divergent evacuation routes. None of the evacuation routes cross and no vehicles will be permitted to cross Pennsylvania Avenue during an emergency evacuation. During a major event or emergency situation, traffic signals on evacuation routes will be retimed. Seventy critical intersections on the evacuation routes within Washington, D.C. will be staffed with uniformed police officers to expedite the flow of traffic and to prevent bottlenecks.

APPENDIX 18

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Employee/Family Emergency Plans

With a little planning, common sense, and preparedness, you can be better equipped to handle the unexpected.

Develop a family communications plan. Your family may not be together when disaster strikes, so consider a family/friend telephone tree. A prepaid telephone card can be used for local or long-distance calls. Cell phones with text messaging may work better in a disaster than voice communications. Learn to use text messaging.

Develop a transportation network. Communicate with friends, neighbors or co-workers in case the mode of transportation you took to work is not be available for your commute home.

Establish a meeting place. In the event of an evacuation, having a predetermined meeting place for you and your family will save time and minimize confusion.

Check on your school’s emergency plan, if appropriate. You need to know if the school will keep children, until a parent or designated adult can pick them up, or send them home on their own.

Suggested Personal Emergency Kit

Consider having some of the following articles available to you while away from home:

• Three-day supply of medicines - While everything else on this list is based on the short term, we recommend a three-day supply of medications just in case you cannot make it home and end up staying at a friend's house or a hotel. Ask your physician or pharmacist about storing prescription medications. Be sure they are stored to meet instructions on the label and be mindful of expiration dates. It would also be a good idea to have the name of the pharmaceutical written down inside your kit just in case you cannot remember the exact name or you need medical care.

• Small tote bag, fanny pack, backpack, soft-sided briefcase or whatever holds the contents of your kit. It is recommended that you not use plastic bags or cardboard boxes to hold your emergency supplies since these can break open if dropped.

• Water – Prepackaged emergency water with 2-5 year shelf-life. One to two quarts should be sufficient since the anticipated event duration will be hours, not days. However, since you have no idea how long your return trip home could be, this may not be enough during the summer months. Another thing to remember is not to throw away the empty containers on the way home. You may need to refill them. If you are considering prepackaged water in pouches or boxes, be sure to protect them. These packages can leak if not stored properly.

APPENDIX 19

31

• Non-perishable, foil-wrapped food such as snack or high protein bars that are light and easy to carry. You can also buy prepackaged bars with a 5-year shelf life. These bars are high in calories and do not promote thirst. Use plastic bags or containers to help reduce the risk of rodent and insect intrusion.

• Small battery-operated or solar radio - You may need to walk and not have any way of getting up-to-date information.

• Small flashlight. • Extra batteries for your radio and flashlight. If possible, buy a radio and flashlight

that use the same size batteries so you only have to buy one size and can use them interchangeably.

• Light/glow sticks (2) to pin to your clothes or carry in case you have to walk in the dark.

• Small pocket knife or multi-tool - While you may not know how to use all the tools, it's a good bet someone else will in an emergency.

• Personal toiletries, including toothbrush, non-water hand cleaner, eye drops, etc. • Comfortable clothes, sturdy shoes, socks and hat for the season in case you

have to walk. These items don't need to be in your kit. • N95 paper masks (2) – These masks are small, light weight and inexpensive.

They provide limited protection from dust. • A pair of vinyl latex gloves. • A pen and small note/phone book with the phone numbers and e-mail addresses

of your family, friends and neighbors. While many people carry cell phones and electronic note pads, a hard copy backup never hurts and can take a lot of abuse.

• Emergency rain poncho. • Emergency blanket. • Small First Aid kit. • Area map. • Cash-$50 in small denominations to buy food and gas in case you are unable to

use your credit or debit cards. Keep this on your person, not in your kit.

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Your family may not be together when disaster strikes, so plan how you will communicate! Fill out the following information for each family member and keep it up to date.

Name: Social Security Number: Date of Birth: Important Medical Information Name: Social Security Number: Date of Birth: Important Medical Information Name: Social Security Number: Date of Birth: Important Medical Information Name: Social Security Number: Date of Birth: Important Medical Information Name: Social Security Number: Date of Birth: Important Medical Information Name: Social Security Number: Date of Birth: Important Medical Information Where to go in an emergency. Write down where your family spends the most time: work, school and other places you frequent. Schools, daycare providers and apartment buildings should all have site-specific emergency plans.

Home Work Address: Address: Phone Number: Phone Number: Neighborhood Meeting Place: Evacuation Location: Regional Meeting Place:

School Work Address: Address: Phone Number: Phone Number: Evacuation Location: Evacuation Location:

School Other place you frequent Address: Address: Phone Number: Phone Number: Evacuation Location: Evacuation Location:

School Other place you frequent Address: Address: Phone Number: Phone Number: Evacuation Location: Evacuation Location:

APPENDIX 20

Department of Commerce Family Communication Plan

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IMPORTANT INFORMATION Name Telephone # Policy #

Doctor(s): Automobile Insurance: Pharmacist: Medical Insurance: Homeowners/Rental Insurance

Veterinarian/Kennel

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Cut out cards, fold and keep in wallet or purse

Contact TelephoneOut-of-State Contact TelephoneAssembly Area Assembly Area Phone

Dial 9-1-1 for Emergencies

Other Important Phone Numbers & Information

Contact TelephoneOut-of-State Contact TelephoneAssembly AreaAssembly Area Phone

Dial 9-1-1 for Emergencies

Other Important Phone Numbers & Information

Contact TelephoneOut-of-State Contact TelephoneAssembly Area Assembly Area Phone

Dial 9-1-1 for Emergencies

Other Important Phone Numbers & Information

Contact TelephoneOut-of-State Contact TelephoneAssembly AreaAssembly Area Phone

Dial 9-1-1 for Emergencies

Other Important Phone Numbers & Information

35

NOTES

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TELEPHONE BOMB THREAT CHECKLIST

QUESTIONS TO ASK: (Note exactly what the caller says regarding the threat)

When is the bomb going to explode or chemical set to release?___________

Where is it right now?____________________________

What does it look like?___________________________

What kind of bomb or chemical agent is it?

______________________________________________

What will cause it to explode or release? _________________________________________

Did you place the bomb or chemical agent yourself?______

Why?___________________________________________

What is your name? ___________________________________

What is your address? _________________________________

Sex of Caller____ Length of call__________ Circle all that apply: CALLER’S VOICE:

Calm Laughing Lisp Disguised Angry Crying Raspy Accent Excited Normal Deep Slow Distinct Ragged Rapid Slurred Familiar Soft Nasal Loud

Stutter Deep Breathing Clearing Throat BACKGROUND SOUNDS:

Local street noises Music Factory Machinery Voices Long Distance Motor Office House noises Clear Animal noises Static PA System

THREAT LANGUAGE:

Foul Well-Spoken Incoherent Irrational Taped

Inside Back Cover