TITLE:	ES&H Manual
DOCUMENT ID:	3510 Appendix T1 Emergency Staff Responsibilities

This appendix defines the emergency responsibilities of people holding emergency staff positions.

1.0 Director’s Command Staff (DCS)

• The Director, the Facility Manager, the Facility Manager Designee, the Environmental Safety, Health, and Quality (ESH&Q) Reporting Manager, the Assistant General Counsel, and the Facilities Management Director form the DCS. The Thomas Jefferson Site Office (TJSO) participates in an oversight and liaison role.
• The DCS will be supported by other employees as required, including the Public Affairs Manager, the ESH&Q Reporting Manager, the Director’s Administrative Assistant, the Accelerator Division ESH&Q Manager, the ESH&Q Reporting Manager, the Facility Manager’s Administrative Assistant, and the Security Officer. These employees also respond when the DCS is activated.
• The primary functions of the DCS are to:
• Coordinate and direct the emergency response from a central location away from the area of concern, if possible.
• Interact with federal, state, local government, and Jefferson Science Associates, LLC (JSA) officials.
• Ensure preservation-of-evidence procedures are followed.
• Supervise communications by Human Resources and/or Occupational Medicine with relatives and friends of involved employees.
• Oversee media communications.
• Notify appropriate personnel in unaffected buildings of the emergency.
• Be aware of security issues during the event.
• The Assistant General Counsel coordinates high-level, sensitive investigations and requests for documents, notes, photographs, minutes, etc. All staff are advised to direct anyone seeking such information to the Assistant General Counsel, ext. 7384. Also, the Assistant General Counsel will coordinate all internal and external requests for access to areas which are secured after an emergency.

2.0 Facility Manager

• The Facility Manager’s responsibilities during an emergency are:
• To determine and maintain an appropriate level of response. For example, the Facility Manager decides, based on the known details of the emergency, whether or not the DCS should form, and if so, where.
• To determine the appropriate type of response, e.g., evacuation or take-cover procedures.
• To oversee the DOE occurrence reporting process per ES&H Manual Chapter 5300 Occurrence Reporting to Department of Energy (DOE).
• To oversee interaction with the media.
• To oversee communications with other external agencies.
• The Facility Manager Designee carries a cellular telephone (9-876-1750) for notifications during non-business hours. The Facility Manager/Designee is one of the first persons notified of an emergency or potential emergency.
• In most emergencies, staff at the scene will call 9-911 and 4444 and take immediate action appropriate to the situation. The Facility Manager’s role is to monitor and support this response and make adjustments as necessary.
• A cabinet is located in CEBAF Center, 1st floor, A wing (by room A122), for use by the DCS. The cabinet contains check lists, telephone books, site plans, and other useful items. A similar cabinet is located in the ARC Building in rooms 231/233.

3.0 Associate Director in Charge (ADIC)

• The ADIC is an Associate Director or Deputy Associate Director, responsible in whole or in part for the specific facility in which the emergency has occurred. The backup person is a senior employee selected by the ADIC.
• Designates employees by name to fill required facility emergency positions. Each facility, e.g, building, building complex, or trailer complex, should have the following principal and backup emergency personnel assigned:
• ADIC and/or
• Emergency Coordinator
• Building Manager/safety warden(s)
• Runners
• The assignments are listed in ES&H Manual Chapter 2210 Appendix R1 Staff Assigned to ES&H Activities. Each ADIC shall perform or provide for the following in the event of an emergency situation:
• Assess the classification and magnitude of the emergency by first visiting the scene.
• Determine necessity to initiate employee alert/recall.
• Notify on-site and off-site emergency groups as required by the situation.
• Provide assistance off-site if required and guidance to emergency groups during emergency action.
• Keep the DCS informed.
• Prevent unauthorized reentry when a building has been evacuated.
• Decide when “all clear” conditions exist.
• Preserve evidence.

4.0 Emergency Coordinator

4.1 Emergencies

· Until the arrival of the ADIC, provide the following in an emergency situation:

o Assess the classification and magnitude of the emergency.

o Determine the necessity to initiate employee alert.

o Notify required emergency groups and personnel, including ext. 4444.

· Direct emergency efforts at the scene and provide liaison between emergency groups as required.

· Ensure that no one reenters the building or secured area until permission is given by the ADIC. This may be accomplished by assigning someone to guard every entrance or access point from a safe distance. The danger is that someone will want to reenter to retrieve something important to them, or someone will attempt to enter because they are unaware of the emergency. Qualified and appropriately equipped emergency personnel, such as fire fighters, may enter, of course, during the emergency. Note: Exercise monitors and designated participants, e.g., victims, may remain in or enter a building in alarm during an exercise in order to carry out the exercise scenario.

· Work with the ADIC to arrange for additional emergency equipment, personnel, or assistance as required.

· Advise the ADIC/Facility Manager when to terminate the emergency state and communicate the “all clear” or “reentry” order.

· Perform other duties as directed by the ADIC/Facility Manager.

· The principal and backup Emergency Coordinators are staff members designated by the Associate Director. They are listed in ES&H Manual Chapter 2210 Appendix R1 Staff Assigned to ES&H Activities.

4.2 Emergency Preparedness

· Post reports of accidents or critiques of exercises.

· Schedule emergency drills.

· Conduct emergency training.

5.0 Building Manager/Designated Safety Warden

• In an emergency requiring personnel accountability, report to the muster point and, as thoroughly as possible, account for all personnel assigned to the building/trailer complex.
• Maintain a record of all personnel reporting to the assembly area.
• Maintain liaison with the Emergency Coordinator concerning accountability during emergency situations.
• Receive the reports from runners and relay pertinent information to the Emergency Coordinator.

6.0 Runners

• Safety permitting, transit assigned areas quickly spreading the alert. Give special attention to those areas where alarm systems may not have been heard or where there are no alarms. Assist those with impaired mobility.
• Leave the cleared facility or area, ensuring that exterior doors are shut, but not locked, and report to the Emergency Coordinator at the employee assembly area to assist as required.
• Runners are selected by the ADIC. They should be energetic, knowledgeable individuals with good verbal skills.

· Runners are identified by name in the ES&H Manual Chapter 2210 Appendix R1 Staff Assigned to ES&H Activities. Not all locations have runners assigned.

7.0 Emergency Manager

• During emergencies:
• Report to the scene of the emergency to assist the ADIC as required.
• Assist in the evaluation of the magnitude of the hazard and initiate action.
• Advise the Emergency Coordinator on conditions and furnish recommendations for evacuation, take-cover, and reentry.
• Assist as requested with post-emergency investigation.

o Track status of corrective action.

8.0 Occupational Medicine

• Report to the scene of the emergency to provide medical assistance until the EMS personnel arrive.
• Coordinate with Human Resources to notify family members as needed.

9.0 Security Staff

• Assigned security staff proceed to site entrances and provide emergency responders with directions or escort them to the scene of the emergency. Also, notify the DCS and the ADIC when emergency vehicles enter and leave the site.
• Assigned security staff proceed to the vicinity of the scene. Provide two-way radio communications to the ADIC.
• Assigned security staff report to the scene and establish a security barrier.
• For emergencies inside the gated area, the guard restricts inbound traffic to emergency responders.

· Maintain security barrier until released by the ADIC.

10.0 Jefferson Lab Security Officer/Security Manager

• In the event of an emergency:
• Report to the DCS.
• Control telephone, cellular telephone, and two-way radio “walkie-talkie” communications site-wide.
• Advise the DCS/Facility Manager about traffic, security, and damage-control activities site wide.

o Assist gate guard for emergencies inside the accelerator fence.

ISSUING AUTHORITY	APPENDIX AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	John Kelly	11/16/01	11/16/01	11/16/04	0

This document is controlled as an on line file. It may be printed but the print copy is not a controlled document. It is the user’s responsibility to ensure that the document is the same revision as the current on line file. This copy was printed on 10/27/2009.