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HomeMy WebLinkAboutHUR070-001 Lockdown ProcedurePICKERING Procedure Procedure Title: Lockdown Procedure Procedure Number HUR 070-001 Reference HUR 070 Respect in the Workplace Approval: Chief Ad Minis icY Date Originated (mldly) December 1, 2016 e Officer Date Revised (mldly) Pages 12 Point of Contact Coordinator, Human Resources Procedure Objective This procedure has been developed to ensure the safety of staff and other occupants of City owned facilities in the event of a dangerous threat to personal safety. A lockdown of a building, or group of buildings, is an emergency procedure intended to secure and protect occupants who are in the proximity of an immediate threat. This procedure is used when it may be more dangerous to evacuate a building than stay inside. By controlling entry/exit and movement within a facility, emergency personnel are better able to contain and handle any threats. It is essential for the safety of occupants that individuals comply with these guidelines at all times. Index 01 Definitions 02 Implementation 03 Procedures 04 Responsibilities 01 Definitions 01.01 Lockdown Procedures — a security measure taken during an emergency to prevent people from entering or leaving a facility. There are generally two types: • Hold and Secure - a security response for a threat to personal safety that is present outside of the building or in very close proximity. Access to and from the building is controlled. • Full Lockdown - a security response to a violent threat that is present inside the facility and occupants are ordered to take refuge for safety. Access to and from the building is strictly restricted and internal doors are closed and secured. 02 Implementation 02.01 Lockdown Procedures alone will rarely be the only action that is required in response to an identified workplace violence risk factor. It is important for City management and staff to identify staff and visitors who might pose a danger to others and to take applicable action to minimize the risk of a potentially violent situation. Preventative measures and resources to consider include: • Being familiar with site specific procedures. • Being aware of Customer Care broadcasts identifying patrons who are banned from facilities by the City Solicitor. • HUR 070 Respect in the Workplace Policy as it relates to violence and domestic violence in the workplace. • Mental health awareness training. 02.02 Management must intervene and use applicable resources, such as the Employee & Family Assistance Program, performance management, and disciplinary measures to identify and address employees who may be displaying signs of violent behaviour in the workplace. 02.03 Preventative actions include practising proper security procedures, such as notifying management of suspicious individuals/items using the Incident Report Form (Appendix 1), locking doors and reporting all incidents of misconduct or breaches. Completing incident report forms immediately following a violent exchange. 02.04 These guidelines are not intended to be all inclusive or used at all sites, as written, as it is recognized that each site is unique and requires supplemental individualized procedures. These protocols are however provided as a framework to help guide the creation of site specific procedures, where required. Factors to be considered when developing site specific procedures as part of the workplace violence assessment shall include: • Past occurrences at the facility or similar type of facility. • Past occurrences at neighbouring facilities. • Proximity of the facility to higher risk areas i.e. schools, banks, etc. Based on this criteria (Appendix 2) for a list of "high risk" facilities and site specific information when dealing with such an emergency. Procedure Title: Lockdown Procedure Page 2 of 12 Procedure Number: HUR 070-001 03 Procedures 03.01 A notification to occupants to Hold and Secure or Lockdown, may be issued by a person of authority who has access to the emergency communication system in place at the facility. As each building is unique and individuals may receive notification to lockdown through various means. 03.02 A Hold and Secure scenario involves partial lockdown for danger due to a threat outside the facility or in the neighborhood. Circumstances could include: • A violent person in close proximity to the building. • A wild animal on the loose. • Severe weather (i.e., lightning storm, tornado, etc.). • An environmental threat such as a chemical fire, explosion, train derailment with hazardous substances as cargo. In such cases, the following procedures are recommended: • Advise management and security of the threat. • Tune in to local news stations for up-to-date information. • Management, security personnel, or the person of authority will announce "Hold and Secure" over the facility's public address system or other emergency notification system. • Information shared should include the nature of the threat, not to leave the facility, to control movement inside the facility, and to advise that further updates will be provided. A sample wording for use on a public address system could start with "Attention, this is a security alert. We are implementing hold and secure procedures. For your own safety stay inside." • A designated individual must maintain communications with the Office of the CAO. • Employees will advise patrons it is dangerous to go outside and direct them to a safe room (Appendix 2). • Each building will have designated individual(s) to act as door guards who will monitor and protect individuals attempting to enter or exit external doors (Appendix 2). • Maintenance staff will turn off HVAC systems depending on the extent to which there is an environmental threat. • Close all blinds and drapes and turn off lights. • Keep all persons away from windows if the threat could result in them being broken from outside. • All individuals should prepare to move into a Full Lockdown if required. Procedure Title: Lockdown Procedure Page 3 of 12 Procedure Number: HUR 070-001 • Hold and secure is over when announced by a person of authority (Appendix 2). • An incident report form is completed by a person of authority. 03.03 A Full Lockdown scenario is invoked due to a dangerous threat of violence inside the building. An example is an armed person in the building. This scenario involves actions to take only if it is safe to do so. • Call 911 and notify authorities of the threat. Include location, description of the assailant and what is going on and if anyone has been hurt. Listen for instructions. • A person of authority will make an announcement of a "Full Lockdown" over the facility's public address system or other emergency notification systems. Information will be shared to the extent possible including the nature of the threat to safety. For example, "Attention, there is a security threat. There is an armed intruder in the building and we are implementing Full Lockdown procedures." • Employees outside the facility should not enter the facility, but instead head away from the building and meet at a pre -arranged evacuation point (Appendix 2). Each facility should have a designated meeting place away from the building. Depending on the circumstances and level of danger involved, employees inside the building can react as follows, only if it is safe to do so: Run • If there is an escape path, attempt to evacuate whether others agree to or not. • Leave your belongings behind. • Help others escape if possible. • Go to your designated meeting place if it is safe to do so. • Call 911 when you've reached safety. Hide • Individuals inside the facility should go to a room and lock the door. • Take patrons into hiding. • Stay out of the assailant's view. • Supervisory staff should quickly look into the hallways, let non -threatening personnel into the room, and lock the door. • All individuals should move down onto the floor unless they hear otherwise from a person of authority. • Turn off cellphones and stay silent. • Turn off lights and close all windows and curtains. • Stay clear of windows. • Barricade doors with furniture. Procedure Title: Lockdown Procedure Page 4 of 12 Procedure Number: HUR 070-001 • Ignore fire alarms unless there are signs of fire or smoke. Assailants are known to use this tactic to get people out of hiding. Wait for an announcement advising you otherwise by Emergency Services Personnel (police or fire services). 03.03 Law Enforcement will be very aggressive when they arrive at the scene and likely with their weapons drawn. It is important to understand that their number one priority will be to apprehend the assailant(s) before dealing with victims. In order to distinguish them from regular bystanders, they will be very forceful and confrontational. Always keep the following in mind when an Officer is speaking to you under these circumstances: • Keep hands visible at all times. • Remain calm and follow instructions. • Avoid pointing or yelling. • Know that help for the injured is on its way. 04 Responsibilities 04.01 CAO/Director/Division Head • Ensure that a violence assessment is completed for all areas and determine if lockdown procedures are necessary. • Depending on the type of lockdown, make the necessary emergency announcement to staff. • Provide instructions throughout emergency if it is safe to do so. • Make "The Building is Secure" announcement when authorized by a Person of Authority (Appendix 2). • Ensure that staff in supervisory roles review this procedure with their staff. 04.02 Supervisors or Persons in Charge of a Work Area • Complete a violence assessment of your work area to determine if any controls are necessary. • Ensure that all existing and new staff understand this procedure and what action to take in the event of a security threat. • Call 911 and maintain contact with the Office of the CAO if it is safe to do so. • Be prepared to make the emergency announcement to building occupants. • Direct staff and occupants immediately from common areas into closest safe area. Procedure Title: Lockdown Procedure Page 5 of 12 Procedure Number: HUR 070-001 • Direct appropriate persons to lock/guard external doors if it is safe to do so. • Ensure that communication is limited and cell phones are either off or on silent. • Make "The Building is Secure" announcement when authorized by Management or Police. • Ensure an incident form is completed. 04.03 Employees • Flee the building if it is safe to do so. • Seek a safe place to hide and take patrons with you. • Be knowledgeable of different emergency codes and listen for specific instructions (Appendix 3). • Be prepared to lock/guard doors, draw curtains, turn off lights, turn off/silence cell phones. During a Full Lockdown, barricade the door with furniture. • Sit in a safe area away from the door and apart from each other if possible. • Ensure that all communication with the media is coordinated through the Office of the CAO. • Have your employee identification swipe card with you at all times. • Remain in hiding until "The Building is Secure" is announced by authorities. • Ensure incidents related to the safety of employees is reported to a supervisor using an incident report form. Appendices Appendix 1 Incident Report Form Appendix 2 Site Specific Emergency Information Appendix 3 Lockdown Procedure Guidelines Procedure Title: Lockdown Procedure Page 6 of 12 Procedure Number: HUR 070-001 C44 PICKERING Incident Report Form Appendix 1 Incident Report Confidential El Damage El Lost Article El Theft El Vehicle El Other El First Aid/Medical (excluding employees - complete Medical Emergency Scribe Timer Report) El Bomb Threat (see Suspicious Mail Procedure) El Suspicious Mail (see Suspicious Mail Procedure) Information (please print) First Name Street Address City Last Name Province Postal Code Unit # Home Phone # Age 0 Female El Male Location of Incident Date of Incident Time of Incident El am 0 pm Incident Details (please attach an additional sheet if necessary). Additional sheet attached? El Yes El No Police Contacted? E Yes 0 No Time Contacted El am El pm Report # Witness #1 (please print) First Name Street Address Last Name City Province Postal Code Telephone #1 Telephone #2 Witness #2 (please print) First Name Last Name Street Address Unit # City Province Postal Code Telephone #1 Telephone #2 CAO 1 6 06-1 0/1 7 Unit # Procedure Title: Lockdown Procedure Page 7 of 12 • Procedure Number: HUR 070-001 cdri PICKERING Appendix 1 Incident Report Confidential Action Taken by Staff (please attach an additional sheet if necessary) Additional sheet attached? ❑ Yes ❑ No Employee Name (please print) Employee Signature Date Manager/Supervisor Immediate Manager/Supervisor Contacted? ❑ Yes ❑ No Time Contacted Details (please attach an additional sheet if necessary) El am El pm Additional sheet attached? ❑ Yes ❑ No Manager/Supervisor Name Director/Division Head Director Name Division Head Name CAO 1606-10/17 Manager/Supervisor Signature Date Director Signature Date Division Head Signature Date Procedure Title: Lockdown Procedure Page 8 of 12 Procedure Number: HUR 070-001 b' PICKERING Appendix 1 Incident Report Confidential Director, Finance & Treasurer (for Risk Management purposes) Manager, Budgets & Internal Audit Signature Date Distribution Copy Original to Director, Finance & Treasurer Chief Administrative Officer {Bomb Threat/Suspicious Mail/Noxious Odour incidents only) Supervisor, Customer Care {Threatening incidents only) Coordinator, Human Resources {First Aid/Medical incidents only) Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of managing and investigating incidents involving City property. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CAO 1606-10/17 Procedure Title: Lockdown Procedure Page 9 of 12 Procedure Number: HUR 070-001 Appendix 2 Site Specific Emergency Information Building Person of Authority Safe Rooms Door Guards Pre -Arranged Meeting Place Civic Complex Office of the CAO Customer Care Managers Offices Meeting Rooms Council Chambers Uniformed Security Guard Pickering Town Centre south parking lot Pickering Recreation Complex Managers Supervisors Front desk staff Security Offices East/West Salons Meeting Rooms Arena Maintenance Staff Coordinator, Facility Pickering Town Centre south parking lot East Shore Community Centre Coordinators Security Guards Gymnasium Community Room Coordinators Facility Security Guards Pickering waterfront Petticoat Creek Community Centre Library management Coordinators Security Guards Library Offices Meeting Rooms Management Coordinators Security Guards The Bridge Church for All Nations across the street Operations Centre Manager Supervisors Forepersons Lunch room Stores room Offices Management Forepersons Office Staff Devi Mandir parking lot Don Beer Arena Foreperson Full Time Staff Meeting Room Forepersons Maintenance Staff Delta Bingo parking lot Central Branch Library CEO Senior Management Meeting Rooms Senior Management Circulation Staff Pickering Town Centre south parking lot Procedure Title: Lockdown Procedure Procedure Number: HUR 070-001 Page 10 of 12 Building Person of Authority Safe Rooms Door Guards Pre -Arranged Meeting Place Pickering Museum Village Coordinator, Museum Operations Administration Building Redman House Facility Maintenance Person, Museum Site Education Instructor Greenwood Community Centre Procedure Title: Lockdown Procedure Page 11 of 12 Procedure Number: HUR 070-001 Appendix 3 Lockdown Procedure Guidelines Signal Circumstances What to do Safe Phrase by Person of Authority Hold and Violent situation Limit access to and from the "Hold and secure is Secure outside the building building. over. It is safe to leave the building." Wild animal near the building Move patrons and employees to a safe meeting room. Severe weather Listen for specific instructions. Hazardous It may be necessary to: environmental threat • Stay away from windows, close blinds, stay low to the ground. • Cover door openings and vent covers with clothing. • Stay where you are until you hear "all clear" announcement. Full Lockdown Armed intruder inside the building If it is safe to do so: Call 911 and give a description of assailant, number of people injured, and where they were last seen in the building. "Full lockdown is over. The building is secure." Flee the building if it's safe to do so. Hide in a safe room, take patrons with you, lock/barricade the door, turn out lights and remain silent. Prepare to defend yourself against an intruder. Silence all communication devices. Listen for instructions Stay hidden until an "all clear" announcement is made. Procedure Title: Lockdown Procedure Procedure Number: HUR 070-001 Page 12 of 12