Relias Course - Evacuations Part 1

SECURE IN PLACE

SHELTER IN PLACE

EVACUATION

Types of Evacuation Orders

Each community has two types of assembly locations:

EMERGENCY ASSEMBLY AREA(EAA)

EVACUATION ASSEMBLY POINT (EAP)

Emergency Assembly Locations

DESIGNATED PERSON IN CHARGE (DPIC)

ZONES

ZONE LEADERS

Evacuation Leaders

ZONE ASSIGNMENT CLIPBOARD

EVACUATION STATION

DPIC ASSIGNMENT CLIPBOARD

EMERGENCY KEY BOX

Evacuation Station

Evacuation Authorization

Authorization may come from any of the following:

EXECUTIVE DIRECTOR

DPIC

OMG HOME OFFICE

AUTHORITIES

This list is not exhaustive.

EVACUATION AUTHORIZATION

Decision Making

Key factors in any evacuation decision include:

RESIDENT & TEAM MEMBER SAFETY

DISRUPTION OF SERVICES

LOGISTICAL CHALLENGES

EVACUATION AUTHORIZATION

Considerations

The decision between secure/shelter in place and evacuation depends on several factors.

EVACUATION

SHELTER IN PLACE

SECURE IN PLACE

Secure In Place Procedure

The procedures for securing in place may change depending on the type and scope of the threat but will typically follow these guidelines:

ALERT & NOTIFY

CONTINUE NORMAL OR MODIFIEDOPERATIONS

SECURE COMMUNITY

Shelter in Place Procedure

The procedures for sheltering in place may change depending on the type and scope of the threat but will typically follow these guidelines:

ACCOUNT FOR ALL RESIDENTS

PERSONAL DEVICES & BELONGINGS

ALERT & ASSEMBLE

REMAIN IN EAA UNTIL ORDER IS LIFTED

Conclusion

Congratulations! You have completed Emergency Preparedness: Evacuations - Part 1. After completing this course, you should now be able to:

• Articulate the differences between Secure in Place, Shelter in Place, and Evacuation Orders
• Identify and locate Emergency Assembly Areas, Evacuation Assembly Points and Evacuation Stations
• Implement and utilize Evacuation Station resources
• Identify key factors and considerations for selecting the most appropriate evacuation order based on situational context
• Carry out the Secure in Place and Shelter in Place orders in your community

Evacuation

What: In the event of an Evacuation Order, residents and team members should evacuate the community to an Evacuation Assembly Point (EAP) or another designated location away from the community.

When: This evacuation order is most appropriate when there is an imminent, life-threatening emergency, or during situations that may cause long-term disruption to services and care.

Shelter in Place

What: In the event of a Shelter In Place Order, residents and team members should gather in the Emergency Assembly Area (EAA)​ and await further instructions. In some instances, it may only be necessary for certain zones to shelter in place, while others may not need to. For example, an internal apartment fire may affect only specific zone(s) within the community.

Why: Sheltering in Place or gathering at the Emergency Assembly Area (EAA) enhances resident safety. Team members can readily monitor and assist residents, information can be disseminated quickly and consistently to everyone, and team members can help residents stay calm and informed during stressful situations.

When: This evacuation order is most appropriate when the threat is external or non-imminent. Assembling in a central location makes it easier to prepare for a possible evacuation.

Secure in Place

What: In the event of a Secure In Place Order, residents and team members should remain inside the community and continue daily activities, if it is safe and appropriate. No assembly is required. Residents should remain alert and prepare for potential response escalation.

Circumstances may require restricted movement, encouraging residents to stay in their apartment homes.

When: This evacuation order is most appropriate when the threat is external or non-imminent.

Emergency Assembly Area (EAA)

• An EAA is a designated place inside the community where residents and team members will gather in case of a Shelter in Place or Evacuation Order.
• The main dining rooms and/or activity spaces typically serve as the EAAs.

Evacuation Assembly Point (EAP)

• The EAP is a designated place outside the community for all residents and team members to meet after evacuating the community.
• Each community has multiple EAPs, usually ranging from 2-6 depending on the footprint of the campus and availability of external space.

Zones

For efficient evacuation, the community is divided into zones, each with a designated Emergency Assembly Area (EAA) and a corresponding Evacuation Assembly Point (EAP). Zones encompass residents' apartment homes and common areas in specific sections of the community.

The number of zones varies from 1 to 10 based on community size, layout, and apartment count.

Zone Leaders

Each zone is assigned a Zone Leader responsible for overseeing the evacuation process within that specific area. Responsibilities include notifying residents, conducting headcounts, and ensuring everyone evacuates safely.

Designated Person in Charge (DPIC)

The DPIC is responsible for communicating instructions clearly and concisely throughout the organization, managing on-site operations during a threat or emergency, executing emergency procedures and delegating instructions to team members.

DPIC Assignment Clipboard

The DPIC receives a dedicated clipboard containing:

Community map: Marked with all zones, EAAs, and EAPs. DPIC safety gear: Whistle for clear communication and a reflective vest for visibility. Resident and team member information: Complete rosters of residents, team members, and responsible parties/power of attorney (POA). Evacuation checklist: Must be followed by the DPIC in the event of an evacuation.

Emergency Key Box

The emergency key box houses essential master keys for:

Community access: Main entrances, exits, and secure areas. Resident apartments: Ensuring resident safety and access during emergencies. Vehicles: Emergency transportation if needed. Important files: Accessing crucial documents during evacuation or response. Emergency supplies: Accessing vital resources during critical situations. Utility shutoffs: Enabling control over utilities during emergencies.

Evacuation Station

A centrally located and readily accessible evacuation station, typically in the community work room, houses the following essential items:

DPIC Clipboard: Contains critical information for the Designated Person in Charge.Zone Assignment Clipboards: Assist with zone-specific evacuation procedures. Emergency Key Box: Provides access to vehicles and secure areas during an emergency.

Zone Assignment Clipboard

Each zone leader receives a dedicated clipboard containing:

Zone assignment: Details residents, tasks, and the specific community area under their responsibility. Zone map: Clearly marks the designated zone, EAA, and EAP. Zone leader gear: Whistle and reflective vest for enhanced visibility and communication. Zone resident roster: Lists residents assigned to their zone for efficient headcounts. Door tags (Room Cleared / Needs Assistance): Used during sweeps to ensure all residents are evacuated.

Secure in Place

Secure in Place may be the preferred option for emergencies or external threats that do not pose internal risk or danger and are unlikely to result in escalation or evacuation. Examples include:

Power outages: Short term loss of power Civil unrest: Protests or demonstrations near the community Air quality: Unsafe external air quality External threats: Situations involving suspicious individuals or potential criminal activity

Shelter in Place

Shelter in Place may be preferred for emergencies or threats that do not pose immediate internal risk or danger but could escalate to evacuation, which requires assembly and preparation. Factors to consider include the safety of the location, residents' mobility, risks associated with evacuation, and availability of resources for self-reliance. Examples include:

Sever Weather Events: Earthquakes, wildfires, hurricanes or floodingHazardous Materials: Exterior hazardous materials and contaminants (spills, gas leaks, etc.) Fire: Localized fire within the building

Evacuation

Evacuation may be the preferred option for emergencies or threats that pose an internal risk or danger to the community. Evacuation may be necessary when the threat is immediate, resources and services are limited or disrupted, and authorities or OMG Home Office give an Evacuation Order. Examples include:

Natural Disasters: Earthquakes, wildfires, hurricanes or flooding Other Hazards: Hazardous materials and contaminants (spills, gas leaks, etc.) Resource Limitations: Lack of resources or essential service disruptions prevent self-reliance Uninhabitable Environment: Structural damage

Alert & Notify

• Alert and notify residents, team members and families that the community is on a Secure In Place Order.
• Encourage residents to remain inside the community for the duration of the order and avoid any unnecessary departures from the community.
• In some cases, residents may be asked to secure in place inside of their apartments.

Continue Normal or Modified Operations

• If safe, residents may continue essential activities and dining within the community while under a Secure In Place Order.
• Normal operations may be modified or discontinued at any time if the situation escalates.

Secure Community

• Close and secure all doors, windows, and exits.
• Restrict visitors to essential personnel like authorities or emergency responders.
• If applicable (e.g., air quality hazards), turn off the community air intake and HVAC systems.

Remain in EAA Until Order is Lifted

Once everyone is safely at the EAA and accounted for, residents and team members remain there until the order is lifted.

Temporary Exits: If residents or team members must leave the EAA during the order, they must check out and back in with the DPIC or designated EAA leader. EAA Activities: If safe, essential activities and modified dining services can continue within the EAA.

Alert & Assemble

Assemble at EAA: Residents and team members must immediately gather in their designated Emergency Assembly Area (EAA) upon receiving the Shelter in Place Order. Zone Leader Deployment: The DPIC assigns Zone Leader clipboards to team members, designating them as Zone Leaders. Each Zone Leader proceeds to their designated zone. Resident Notification: Zone Leaders promptly notify residents by:

• Knocking loudly on doors
• Briefly opening doors
• Calmly yet firmly instructing residents to evacuate and proceed to the EAA
• Assisting any residents that need additional help evacuating to the EAA

EAA Assistance: At least one team member must remain at the EAA to supervise and assist arriving residents.

Account For All Residents

EAA Headcount: The team member supervising the EAA conducts a headcount of all residents and team members upon arrival. Zone Leader Headcount: Once Zone Leaders finish sweeping their zones and return to the EAA, they account for all residents within their zone and report the headcount to the DPIC for confirmation. Unaccounted Residents: For any residents that are unaccounted for, Zone Leaders are to return to their apartments to assist them. If a resident is still not located, the DPIC should attempt to locate the resident by all means, including engaging family. If the resident is not at the community, they should assemble upon their return.

Personal Devices & Belongings

If possible, team members supervising the EAA location should ensure residents have all needed assistive devices, important personal documents, self-managed medication and belongings, including shoes and a coat.