ES&H Manual



3510 Appendix T7

Accounting for Employees During a Catastrophic Emergency




1.0             Purpose


This procedure is used during a Catastrophic Emergency, on-site or local, when it is imperative that employees be accounted for. It is used to efficiently determine who is missing so rescue efforts can be initiated. 


Catastrophic Emergency is defined as any natural or manmade incident including terrorism, which results in extraordinary levels of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale, and/or government functions.


The process steps for this procedure are performed in coordination with ES&H Manual Chapter 3510 Emergency Response Activities.


2.0             Scope


Jefferson Lab has established this general procedure to account for employees during a catastrophic emergency. If performed as presented, employees report their status to their immediate supervisor. This information is passed up the Communication Flow Chart, culminating in a final report of those who are missing to assist Emergency Responders in rescue efforts.


Determining the location of those who are safe and return to work protocols are not within the scope of this procedure.


2.1              Assumptions


This procedure assumes Supervisors develop and maintain an up-to-date communication tree for those under their authority and have a reasonable group communication procedure.


2.1.1        Emergency Lock-Down Situation


Emergency Response Personnel will restrict movement of individuals during a catastrophic emergency. Therefore, it is impractical for Supervisors to obtain visual confirmation of their employees’ status, or even have a predetermined meeting point.


2.1.2        Visitor/User Safety


Escorts/Sponsors are responsible for Visitor/User safety. Basic safety briefing topics include emergency response protocols for these individuals. Escorts/Sponsors report visitor/user status when reporting to their Supervisor.


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

·         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. See Section 5.0 Example – Group Communication Procedure.


3.2              Supervisor/Subcontracting Officer’s Technical Representative (SOTR) /Sponsor/Associate Director/Division Manager

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

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

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

·         Ensure everyone under your authority understands the group communication procedure. See Section 5.0 Example – Group Communication Procedure.

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


3.3              Emergency Director

·         Authorizes the initiation of Accountability Protocols including IT accountability tool during a catastrophic emergency or exercise.


3.4              Emergency Manager

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


4.0             Process Steps


Jefferson Lab’s Information Technology Division (IT) maintains an on line accountability tool that performs the individual/group status reporting activities outlined below. Select Emergency Management Team members monitor this tool to determine the location of those who are safe to assist Emergency Responders in rescue efforts. This tool is not infallible and does not negate the above stated responsibilities.


4.1              Communication Tree


Step 1               Collect Employee contact information and Distribute Supervisor Contact Information  

·         Name

·         Primary telephone number

·         Secondary communication option


Step 2               Record Information


Step 3               Retain information and distribute as appropriate


Step 4               Review and update annually


4.2              Report Individual Status


Individuals may use the IT accountability tool to report their status to their supervisor.  If the tool is not working, perform the steps as outlined below.


In a Catastrophic emergency, anybody can be a victim, and means of communication are often disrupted. With this in mind, if you are unable to contact your immediate Supervisor attempt to contact the next level on the Communication Flow Chart. If that is not possible, contact the Jefferson Lab main switchboard at x7100.


Step 1               Make contact with a live person (your Supervisor preferably) as soon as practical. (You may leave a message, but continue to the next level of communication, keeping in mind that anyone can be a victim and a voice message may not be received.)


Step 2               Provide a status report, including:

·         Your name

·         Location

·         Injuries

·         Status of others, if known

·         Contact method if different from the Communication Tree


4.3              Report Group Status

Supervisor/Subcontracting Officer’s Technical Representative (SOTR) /Sponsor/Associate Director/Division Manager may use the accountability tool to report their group’s status. If the tool is not working, perform the functions as outlined below.


Step 1               Wait a reasonable time for individuals to contact you.


Step 2               Check phone messages, texts, and e-mails.


Step 3               Contact your Supervisor, their alternate, or the next level of the Communication Flow Chart.


Step 4               Provide a distinct status report, including:

·         Your name

·         Location

·         Names and last known location of any individual who have not contacted you

·         Status of individuals who have reported safe under your authority


5.0             Catastrophic Emergency Communication Flow Chart


6.0             Example – Group Communication Procedure


Group Call-in/Reporting Procedure



·         Explain the Group Communication Procedure to those under your authority.

·         Provide those under your authority your (and the typical back up’s) preferred contact information.



·         Know the Group Communication Procedure

·         Provide your Supervisor with your emergency contact information (e.g. landline, cell phone). 

·         Know your Supervisor’s (and typical back up) preferred contact information.


Call-In/Reporting Procedure:

In the event an employee is unable to report for their scheduled work shift* they are to contact their supervisor and report their status.


If contact has not been made within one (1) hour of shift commencement, the Supervisor will attempt to contact the employee.


Failure to report for a scheduled shift with no communication could result in disciplinary action up to and including termination.



Determining an employee’s status in an emergency situation:


In an emergency situation, employees are to contact their supervisor and report their status. If an employee is unable to contact their supervisor, they will be assumed to be “in danger” and rescue/retrieval efforts will ensue. 


  • Supervisors:

o   Do not attempt to contact employees during an Active Shooter event, particularly those who may be in affected areas.

o   If you are able, confirm receipt from employees who have left messages. 

o   Contact the Emergency Operations Center (x7333) provide names and last known location of missing employees.


*When the lab is closed (e.g. weather related event) scheduled work shifts are canceled.


7.0             Revision Summary


Revision 0.2 – 10/10/19 – Added information pertaining to the accountability web application per CATS#ED-2018-01-01-01

Revision 0.1 – 01/23/18 – Added Authorization (Emergency Director) and Initiation (Public Information Manager) Responsibilities. Supervisor/ SOTR/ Sponsor/ Associate Director/Division Manager are to provide workers with back-up’s contact information whenever necessary per CATS#ED-2017-04-01-01

Revision 0.0 – 03/17/15 – New content to reflect current laboratory operations











ES&H 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 11/12/2019.