ES&H Manual



3510 Appendix T2

Emergency Response Drills/Exercises



1.0            Purpose


Drills and exercises, to rehearse anticipated emergency scenarios, are periodically conducted at Jefferson Lab. 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. 


2.0            Scope


Drills and exercises are planned and implemented in an effort to educate everyone at Jefferson Lab on the appropriate response in the event of a real emergency. In addition, lessons learned from these activities enhance the laboratory’s emergency prevention and response capabilities.


3.0            Responsibilities

NOTE:           Management authority may be delegated at the discretion of the responsible manager.


3.1              Emergency Manager

·        Plan and initiate emergency response drills/exercises.

·        Act as Exercise Coordinator for each drill/exercise or delegates the role to a competent employee.

·        Ensures Emergency Management team members and backups are included in the drills/exercises.


3.2              Exercise Coordinator

·         Main point of contact for drill/exercise coordination including: notifying affected staff and external emergency organizations; minimizing disruption to laboratory operations; and hazard mitigation.

·         Ensures the drill/exercise is cordoned off prior to the start and barriers are removed upon completion.

·         Document lessons learned and monitor corrective actions to completion.


3.3              Operations Manager

·         Review and approve emergency drill and exercise scenarios.

·         Approve the date of the exercise to minimize disruption to laboratory operations.

·         Approve final exercise report for lessons learned and corrective actions.


3.4              Support Personnel – Safety Wardens, Line Managers, Workers

·         Provide support services for drills and exercises.  This could include but is not limited to providing building information, monitoring response times, or being a “mock” victim.


3.5              Fire Protection Engineer

·         Ensure annual evacuation drills are conducted for normally occupied buildings in accordance with ES&H Manual - Fire Protection Supplement – Chapter 9: Evacuation Drills.


4.0            Process Steps

            Process steps are performed by the position as indicated. 


Step 1:             Planning – For objectives to be tested.

·         Emergency Manager:

o   Develop an emergency response exercise scenario to include:

§  Type of emergency (e.g., Hurricane, Pandemic).

§  Background, preceding actions, anticipated limitations (e.g., roads are blocked, power is out).

§  Designated Lead Emergency Responder(s) and others needed to participate as appropriate.

o   Submit the draft exercise scenario to the Operations Manager for review and approval, and incorporate comments as appropriate.


Step 2:             Preparation – Upon approval of the exercise scenario:

·         Emergency Manager

o   Act as (or designates) the Exercise Coordinator.

·         Exercise Coordinator:

o   Assemble an Exercise Planning Group. 

o   Select an appropriate date for the exercise with approval of Facility Manager. 

o   Schedule the pre-meeting, exercise, and post-meeting within a reasonable time frame.

o   Identify evaluators.


·         Exercise Planning Group:

o   Develop a detailed exercise schedule[1] for the exercise scenario.

o   Contact appropriate support personnel, including Newport News Emergency Services, and brief them on the exercise scenario and schedule.


Step 3:             Pre-Meeting

·         Exercise Coordinator

o   Provide the final exercise schedule to support personnel.

o   Prepare the Emergency Response Drill / Exercise Evaluator Worksheet as needed to accommodate the evaluation:



o   Train and equip support personnel:

§  Familiarize them with applicable emergency procedures appropriate to the exercise schedule.

§  Review their specific assignments.

§  Provide appropriate Personal Protection Equipment (PPE), special identification, contact information, and synchronized watches as necessary.

o   Within 24 hours of the exercise:

§  Coordinate with Lead Emergency Responder regarding any changes to the exercise scenario.

§  Contact appropriate Newport News Emergency Services to confirm arrangements and brief them on last-minute items.


Step 4:             Exercise

·         Lead Emergency Responder:

o   Direct the exercise in accordance with the exercise scenario;

o   Resolve extraneous issues and limitations when they arise via the Exercise Coordinator’s exercise schedule; and

o   Keep the exercise moving toward completion.


·         Exercise Coordinator:

o   Take meeting minutes;

o   Provide extraneous issues and limitations in accordance with the exercise schedule;

o   Ensure exercise simulation is as accurate as possible; and

o   Provide resolutions when conflict or confusion occurs.

o   Ensures the drill/exercise is cordoned off prior to the start and barriers are removed upon completion.


·         Support Personnel:

o   Ensure no actual emergencies occur during the exercise.

o   Alert the Exercise Coordinator if the exercise needs to be discontinued for any reason. 

o   Perform assigned duties in accordance with exercise schedule or according to training if actions deviate from the exercise schedule.

o   Record times and key actions. 

o   Submit a written report and/or a completed Drill/Exercise Evaluator Worksheet of your activities during the exercise to the Exercise Coordinator.


·         Evaluators (Crew Chiefs and/or Emergency Management team members):

o   Observe drill/exercise; and

o   Submit a completed Emergency Response Drill/Exercise Evaluator Worksheet to the Exercise Coordinator.


Step 5:             Post-Meeting:

·         Exercise Coordinator:

o   Assemble the Lead Emergency Responder, the Exercise Planning Group, and Support Personnel to:

§  Critique the exercise, and

§  Collect notes and equipment.


Step 6:             Final Report:

·         Exercise Coordinator:

o   Write a final report which includes:

§  Title of the drill/exercise/event,

§  Date of the drill/exercise/event,

§  Location of the drill/exercise/event,

§  Scope of drill/exercise/event,

§  Critique members,

§  Background,

§  Timeline of drill/exercise/event,

§  Final exercise scenario,

§  Final exercise schedule with extraneous issues and limitations included,

§  Actual exercise timeline,

§  Significant deviations from schedule,

§  Lessons-learned, and

§  Identified corrective actions.

o   The draft report is submitted to the Emergency Manager for review.  Comments are incorporated as appropriate.

o   The final draft is submitted to the Operations Manager for approval.

o   Upon approval lessons learned are entered into the Jefferson Lab Operating Experience/Lessons Learned Database.

o   Corrective actions are entered into the Corrective Action Tracking System (CATS) and tracked to completion.


5.0            Revision Summary


Revision 1.4 – 10/29/14 – Clarified Exercise Coordinator responsibilities per T.Menefee.  

Revision 1.3 – 12/09/13 – Added “Crew Chiefs and /or Emergency Management team members” to clarify Evaluators in Step 4, Section 4.0 Process Steps per T.Menefee.

Revision 1.2 – 02/25/13 – Clarification of process steps per T.Menefee.

Revision 1.1 – 04/27/11 – Removed reference to Emergency Management Committee 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 10/30/2014.

[1] The exercise schedule details extraneous issues and limitations that could reasonably be expected during an actual event.  The schedule is not provided to the Lead Emergency Responder in order to determine actual event responses.