Emergency Planning & Preparation Guidelines

The most effective way to respond to an emergency is to plan and prepare in advance. 

These guidelines can be used to assist with emergency planning and preparation. Once your plans are in place, communicate them as needed and test them to be sure they work as intended. Correct problems identified during drills. Regularly review the plans and remember to share them with new staff and students.  As you gather the information below, write it down and keep it in an accessible location.

Department / Building Planning & Preparation

• Identify the person(s) responsible for building and departmental emergency planning, communication, and evacuation and share this information with staff.
• Post emergency telephone numbers in visible locations.
• Develop, discuss, and share the building or department emergency plan with all staff. Be sure to address the following:
  • Communication
    • Establish how emergency information will be distributed to staff.
    • Determine which person(s) will be responsible for distributing important information.
    • Test your information distribution plan to be sure everyone receives the information.
    • Share the emergency plan with new employees. 
    • Ensure that every staff member has a current copy of the departmental emergency phone tree.
    • Establish a word or phrase to alert co-workers that a staff member needs assistance in a potentially threatening situation
  • Evacuation
    • Confirm building evacuation routes and department evacuation assembly areas following an evacuation.
    • Identify persons to confirm that staff in their unit/area have evacuated.
    • Determine how mobility-impaired persons and others with special needs will be assisted in evacuating from your building. Use the “buddy” system to pair up persons who may need assistance with other department staff.
    • Identify areas of evacuation assistance on each floor of your building to be used by persons who are physically unable to evacuate using the stairs (for example, a person with mobility impairment). Areas of evacuation assistance should protect those in them from fire and smoke while awaiting assistance. Contact Environmental Health & Safety at 541-346-3192 to identify areas of evacuation assistance on your floor or building.
    • Practice building evacuation at least once a year to be sure everyone knows where to go and what to do in an emergency.
  • Building orientation
    • Identify the locations of escape routes, fire extinguishers, manual fire alarms, and emergency supplies for all employees.
  • Signage
    • Post building evacuation routes and fire extinguishers locations for each floor and work area.
• Emergency supplies
  • Determine which supplies should be readily available (batteries, flashlights, battery-powered radio, first aid kit, etc.)
• Safe storage
  • When possible place heavy objects on low shelves and fasten shelves and tall furniture to walls
• Review Inclement Weather protocols annually and how weather-related absences and class cancellations will be handled if the University remains open. 
• Determine department response to each emergency situation in the Emergency Procedures Manual.
• Schedule an annual review of departmental planning and preparation.

Individual Emergency Planning & Preparation

• Learn who in your building or department/unit is responsible for safe evacuation of your area in case of emergency.
• Know your department emergency plan. Keep a current copy of your department’s emergency phone tree at work and at home.
• Know where you should assemble outdoors if you need to evacuate.
• Keep the Emergency Procedures Manual in a visible location in your workspace.
• Be familiar with the emergency exit routes from your workspace and building.
• Locate the fire extinguisher and emergency/fire alarm closest to your work area.
• Emergency phones (call boxes) are located at strategic indoor and outdoor  locations around campus. These boxes connect directly to the Department of Public Safety 24 hours per day. Read more about call boxes and their locations.
• Consider attending safety workshops offered by UO. Visit the UOEM Training webpage for information on training.
• If you have a family or significant others, develop a family emergency plan.
  • See the Personal Resources page on the UOEM website.
  • Establish an out-of-area / out-of-state phone number that all family members can contact if local phone service is disrupted.
• Keep emergency supplies such as medications, flashlight, batteries, and a battery powered portable radio in your car or workspace. 

The University of Oregon Emergency Management Program website has additional information on emergencies and emergency planning.