ES&H Manual



3510 Emergency Response Activities



1.0          Purpose


This chapter and its associated appendices are based on Jefferson Lab’s Emergency Management Plan (EMP), which describes the laboratories responsibilities, processes, resources, and implementation strategies for dealing with emergencies. It is recognized that vigilance and preparation efforts implemented before an emergency helps to ensure the safety of everyone during an actual event. 


Jefferson Lab’s EMP fully incorporates required elements stated in its Contractor Requirements Document – DOE Order 151.1-C, Comprehensive Emergency Management System. The emergency response activities provided in this document satisfy applicable federal, state, and local requirements as outlined in ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List.


2.0          Scope


This document applies to situations that involve large numbers of people at Jefferson Lab and have a major effect to operations (e.g., hurricane or flood); catastrophic events (e.g., tornado or fire); or have been deemed possible at Jefferson Lab (e.g., pandemic). Specific emergency response procedures that involve limited numbers of people, with minimal affect to operations, are covered under the referenced subject within the ES&H Manual.


Jefferson Lab has solicited the assistance of the City of Newport News Emergency Services, through its 911 system, to respond with the appropriate personnel. This includes, but is not limited to medical, firefighting, and hazmat incident response. 


Table 1: Required Safety Training Courses for Emergency Response Job Classification

Training Course

Emergency Manager

Emergency Management Team Members/Alternates

Familiarity with Duties of EMT Members




Emergency Management Plan



FEMA/NIMS - IS-700 Introduction to the Incident Command System



ICS-100 Intermediate Incident Command System




IS-139 Exercise Design




IS-775 EOC Management and Operations





3.0          Responsibilities

NOTE:           Management authority may be delegated to a task qualified Jefferson Lab employee at the discretion of the responsible manager.


3.1           Everyone at Jefferson Lab

·       Avoid creating an emergency.

·       Know the various means of emergency notifications systems in your area and the appropriate response to each.

·       After an emergency return to work only when appropriately notified.

·       Support emergency response drills and exercises.

·       During an active threat emergency, run, hide, or fight, as appropriate to protect your life.

·       If you see or produce a chemical spill contact:

o   Request assistance from the Hazardous Waste Coordinator at 269-7308 or cell phone 757-814-6472.

·       Know your Supervisor’s contact information.

·       Report individual status to your Supervisor as soon as practical during a catastrophic emergency.

·       Know your group’s communications procedure.


3.2           Supervisor/Subcontracting Officer’s Technical Representative (SOTR)/Sponsor

·       Brief individuals under your authority on the appropriate emergency systems in their area of work; how and when to use them; and the appropriate response when activated.

·       Alert Facilities Management of any building occupant with impaired mobility. Ensure an acceptable method of egress has been established and understood.

·       Ensure department emergency procedures are developed and reviewed appropriately.

·       Provide those under your authority an emergency contact method. Provide your back-up’s information whenever necessary.

·       Know your employees’ status during regularly scheduled work days (e.g., present, off-site, sick, on leave, vacation).

·       Ensure the group Communication Procedure and communication tree is up to date.

·       Ensure everyone under your authority understands the group communication procedure. Report group status to your Supervisor as soon as practical during a catastrophic emergency.


3.3           Emergency Manager/Exercise Coordinator

·       Plan, Conduct, and Critique emergency response drills/exercises.

·       Document emergency exercise in a Final Report.

·       Evaluate department emergency procedures to ensure compatibility.


3.4           Emergency Director

·       Authorizes the initiation of Accountability Protocols during a catastrophic emergency or exercise.


3.5           Public Information Manager

·       Communicate the site-wide announcement to perform Accountability Protocols.


4.0          Expectations


4.1           Emergency Response Procedure

ES&H Manual Chapter 3510 Appendix T1 Emergency Response Procedure is used by everyone at Jefferson Lab as the basis for response during an emergency situation in the absence of management direction. By their very nature, emergencies pose unique challenges, Jefferson Lab recognizes that listing the requirements for every possible emergency is prohibitive, but has used identified plausible situations to produce this guidance.


4.2           Emergency Response – Drills/Exercises

Drills and exercises are used to rehearse anticipated emergency scenarios. They are designed to provide training, reduce confusion, and verify the adequacy of emergency response activities and equipment. Often these exercises involve external emergency organizations (such as the Newport News Fire Department) in order to familiarize them with the Jefferson Lab facility. Jefferson Lab uses the process outlined within ES&H Manual Chapter 3510 Appendix T2 Emergency Response Drills/Exercises to plan, conduct, critique and document emergency response drills and exercises.


4.3           Develop Emergency Procedures

Jefferson Lab encourages every department to produce emergency plans and procedures that consider the unique configuration of the area under its authority.  ES&H Manual Chapter 3510 Appendix T3 Emergency Procedure Development provides the accepted method for development and review of emergency procedures to ensure compatibility with other processes. All emergency procedure are evaluated and accepted by the Emergency Manager prior to implementation.


4.4           Active Threat Emergency Procedure

An active threat is defined as any incident which, by its deliberate nature, creates an immediate threat or danger to individuals. ES&H Manual Chapter 3510 Appendix T4 Active Threat Emergency Procedure provides guidance to improve the level of personal safety for individuals and groups at Jefferson Lab provides the procedure to be used in the event of an active threat situation.


4.5           Emergency Response to Chemical Spills

Jefferson Lab considers spills to be a hazard. ES&H Manual Chapter 3510 Appendix T5 Emergency Response to Chemical Spills provides minimum action steps and contact information to ensure prompt, safe clean-up of a chemical spill.


4.6           Accounting for Employees During a Catastrophic Emergency

ES&H Manual Chapter 3510 Appendix T7 Accounting for Employees During a Catastrophic Emergency is used during a catastrophic emergency on-site or locally, when it is imperative that employees be accounted for. This procedure is used to efficiently determine who is missing, so rescue efforts can be initiated.


5.0          References


For more information and resources, please visit Jefferson Lab Emergency Management.


6.0          Revision Summary


Revision 2.2 – 05/11/2020 – Updated POC cell phone and landline for hazardous materials, Division name, approval date, and revision to 2.2. Did not change the review date.

Revision 2.1 – 01/23/18 – Revised to include Appendix T7 additions including Authorization (Emergency Director) and Initiation (Public Information Manager) Responsibilities for Accountability Protocols; and Supervisor/SOTR/Sponsor/Associate Director/Division Manager are to provide workers with back-up’s contact information whenever necessary

Revision 2.0 – 02/01/16 – Periodic Review; chapter revised to reflect the deletion of 3510 Appendix T3 Tornado Response Procedure, which has been merged into 3510 Appendix T1 Emergency Response Procedures. 

Revision 1.4 – 03/17/15 – Added Appendix T7 Accounting for Employees during a Catastrophic Emergency

Revision 1.3 – 05/20/14 – Added Required Safety Training Table.

Revision 1.2 – 11/11/13 – Revised Appendix T3 review date; revised Appendix T4 section 1.0 Purpose, changed “periodic” to “annual” review, changed review date.

Revision 1.1 – 02/25/13 – Clarified expectations and updated links per T.Menefee.

Revision 1.0 – 07/14/10 – Updated to reflect current laboratory operations.







ESH&Q Division

Tina Menefee




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 5/11/2020.