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2.1 Introduction #
The Division of Public Safety and Security (DPSS) is the lead agency within the University for all emergency situations, to include fires, hazardous materials spills, severe weather events, facility or utility failures, etc. All emergencies can be called into DPSS by phone at “9-1-1”. More information is available at the DPSS web site (U-M Division of Public Safety & Security (DPSS) Emergency Management office). The default obligation for every University employee during any emergency situation is to sound the alarm, and get themselves to safety. Non-emergencies can be reported to DPSS at (734) 763-1131 or EHS at (734) 647-1143.
The University depends on the Ann Arbor Fire Department (AAFD) to respond to any unwanted fires on University property. The best way to summon a response from the AAFD is to contact DPSS by phone (i.e., 911) or by setting off the local fire alarm in the building where the fire is occurring. Subsequent to any unwanted fire event, a report of the event must be made to EHS Fire Safety.
Medical emergencies should be called into DPSS (e.g., 911) immediately, so they can signal a response from the local emergency medical provider (e.g., and ambulance).
Hazardous materials spills (e.g., chemical, biological, radiological materials) in public areas, or when then the department responsible for the spill is not capable for containing and cleaning up the hazardous materials independently, must be called into EHS for response. The best way to promptly contact EHS for a hazardous material spill cleanup is to contact DPSS (e.g., 911). DPSS is the default incident commander (IC) for all hazardous materials releases that fall under the National Incident Management System (NIMS).
Active Attacker situations must be called into DPSS (e.g., 911) immediately. Anybody on University property when an Active Attacker alert is issued should react based on the “run, hide, fight” guidance. Immediately “run” to a safe and secure location as far from the location of the attack as possible. If unable to get far enough away from the location of the attack, immediately “hide” in the most secure location possible and lock and/or barricade the entrance until the all clear is given. If confronted with an attack that you cannot get away from, “fight” the attacker with any improvised weapons available. Additional training and guidance on how to respond in active attacker situations are available from DPSS.
DPSS offers an Emergency Alert System to U-M students, faculty and staff that will notify them via text message, voicemail, or emails when they have determined there is an active emergency situation. These situations may include active shooters, hazardous weather, or hazardous chemical spills. For more information see the U-M Emergency Alert website.
Building Evacuation and Shelter Locations #
In the event that evacuation from a building is necessary, follow routes identified in the posted building evacuation floor plans. Building evacuation plans are posted in each building per University policy. These plans should be reviewed upon starting work in any U-M building.
Emergencies related to extreme weather situations (e.g., tornados, thunderstorms, hail storms, floods, blizzards, etc.) should be called into both DPSS and FSC. Building shelter locations (e.g., tornados) are posted on the same floor plans as evacuation routes.
Failures of facility or utility systems (e.g., electrical power outages, heating failures, plumbing floods, sewage backups, etc.) should be called into the Facilities Service Center (FSC), at 734/647-2059, as soon as possible. In extreme situations, these calls can initially be to DPSS.
2.2 First Aid and Medical Services #
First Aid Kits #
Every unit should have a first aid kit available for use by that unit’s personnel to self-administer first aid. This first aid kit should conform to the latest American National Standards Institute guidance for first aid kits, specifically ANSI Z308.1. Each unit will regularly inspect this first aid kit to ensure it is adequately maintained based on the same standard.
First aid kits are recommended, but not required due to the near proximity of the U-M hospital. If a first aid kit is made available, the following items are suggested:
Medical Consultation, Examination, and Surveillance #
Medical treatment is available during emergency situations at the University Hospital Emergency Room located at room B1C255, 1500 East Medical Center Drive, Ann Arbor, Michigan 48109, (734)936-6666.
Employees can get non-emergency medical treatment from the Occupation Health Services (OHS) clinic at room C380 Med Inn Building, 1500 East Medical Center Drive, Ann Arbor, Michigan, 48109, (734)764-8021.
Enrolled students can get non-emergency medical treatment form University Health Service at 207 Fletcher Street, Ann Arbor, Michigan, (734)764-8320. Visitors, or other people at the University in need of medical treatment should go to the University Hospital Emergency Room.
Medical consultation, examination, and surveillance are provided for employees when:
- Symptoms or signs of exposure to a hazardous chemical develop.
- Exposure monitoring reveals an overexposure.
- A spill, leak, explosion or other occurrence results in a hazardous exposure (potential overexposure).
- Any work-related injury.
- A regulatory standard triggers medical surveillance.
- An EHS Representative refers an employee for medical surveillance.
Refer to the medical surveillance information on the EHS website.
Procedure for Medical Evaluation after Chemical Exposure #
In the event an employee is believed to have been exposed to a toxic chemical through a spill, splash, inhalation, or other means, they should:
- Take whatever immediate first-aid measures are necessary or called for by a Safety Data Sheet (SDS).
- Seek immediate medical attention if needed at Occupational Health Services or the UMHS emergency department.
- If Occupational Health Services determines that medical monitoring is required, (which may involve a blood draw, urine sample, or biopsy), these arrangements will be worked out between the employee and U-M Occupational Health Services.
- All costs involved with such service will be paid for through the University of Michigan’s Department of Risk Management. The employee will incur no costs for treatment involving an occupational exposure or injury.
- Report the incident to the Director/Supervisor as quickly as possible.
- Complete an Illness or Injury Report Form and submit to Work Connections within 24 hours of the incident.
Health Care Providers #
Medical consultations and examinations for employees are provided via:
U-M Occupational Health Services
C380 Med Inn Building
University of Michigan Hospitals
1500 E. Medical Center Drive
Ann Arbor, MI 48109-5835
Phone: (734) 764-8021
Fax: (734) 763-7405
MON – FRI: 7:00am – 4:30pm
U-M students can receive medical consultations and examinations via:
University Health Services
207 Fletcher
Ann Arbor, MI 48109-1050
Phone: (734) 764-8320
MON – FRI: 8:00am – 4:30pm, SAT: 9:00am – 12:00pm
Critical Care and After Hours: UMHS Emergency Department
Employees are responsible for informing the Director/Supervisor of any work modifications ordered by the clinician as a result of exposure.
Automatic External Defibrillators (AEDs) #
An Automatic External Defibrillator (AED) is a computerized medical device that will: analyze the heart rhythm of an individual in cardiac arrest, recognize a shockable rhythm, and advise the operator (through voice prompts and L.E.D. indicators) whether the individual should be shocked. This means that it is possible for non-medical professionals to administer a controlled electric shock to a victim of sudden cardiac arrest. The AED ensures that an electric shock is delivered only when necessary. Currently, over 300 AED units are available across the campus, including: The University of Michigan (U-M) Police Department patrol vehicles, Housing Security vehicles, Athletic and recreational sports venues, performance venues, Facilities & Operations high voltage utility vehicles, College of Engineering buildings.
Anyone expected to use an AED in a cardiac emergency should be trained in cardiopulmonary resuscitation (CPR) and the appropriate use of AED devices. If you have any questions on the AED program feel free to contact Environment, Health & Safety (EHS) at (734) 647-1143.
2.3 Incident Reporting #
Personnel are required to report all occupational injuries, occupational illnesses, and near-miss incidents to their Supervisor as soon as practical. A “Near-Miss” is considered a precursor to actual incidents and must be reported whether or not an injury occurred. Supervisors must ensure a completed Illness and Injury Report Form is submitted Work Connections for all injuries and illnesses as soon as possible. The Injury and Illness Report serves as authorization for the appropriate medical clinic to provide medical treatment, as well as information for the University to make the necessary reporting to government agencies within the limited time reporting window (8 hours).
If you become ill or are injured at work, seek medical assistance at either U-M Occupational Health Services or the UMHS emergency room. All costs involved with such service will be paid for through the University of Michigan’s Department of Risk Management. Employees will incur no costs for treatment involving an occupational exposure or injury.
Emergency Situation #
In an emergency situation, defined as an injury requiring medical attention, fatality, environmental release, or fire, the first call must be to DPSS (dial 911 from any U-M phone or on a personal cell phone and identify you are calling from a U-M facility). DPSS will dispatch the appropriate responders including police, fire, medical, or EHS. The emergency responders will contain and control the immediate situation and make the area safe for re-occupancy or make recommendations for any long term follow up that may be necessary. EHS and DPSS will determine if there are immediate reporting requirements to federal or state agencies, and will notify the appropriate executive officers of the incident. The supervisor will follow their unit established reporting requirements.
Non-Emergency Situation #
For any non-emergency situation, everyone has the option of contacting EHS directly at 647-1143 or through DPSS after regular work hours. EHS staff will investigate the issue and identify corrective measures. Resolving the issue is the responsibility of the department. The concept is to resolve the matter quickly and within the unit most directly affected; however, matters may require escalation up management chain, unit safety committee, facility manager, or up to the department head office for assistance. If the issue cannot be resolved at the department level, the department head can raise the issue to the executive officer level for assistance. EHS will report issues or raise questions to the appropriate administrative authority so that action can be taken to prevent or correct safety concerns. EHS will issue a notice for correction, with a time line, when serious safety or non-compliance issues are identified. EHS will escalate the matter to higher administrative levels when corrections are not accomplished in a timely manner, or when there is repeated failure to correct less serious non-compliance or safety problems. EHS will work with all levels of the organization to help resolve the safety or environmental issue.
Near-Miss #
Any time there is a near-miss, there is an opportunity to learn to help prevent future incidents. Supervisors should investigate near-miss incidents in order to help continually improve our safety culture. The information provided by an investigation can be used by the unit safety committee and EHS to help improve safety systems and training opportunities – it will not be used to take action against specific individuals.
U-M Work Connections #
All work-related illnesses and injuries in all departments at U-M must be reported to Work Connections immediately (within 24 hours). The Work Connections team cooperates with other programs and services within the University to help you and your supervisor receive needed or related services when you are ill or injured. Offices and services that coordinate with Work Connections include your home department, Risk Management, Human Resources, the Benefits Office Long-Term Disability Program, U-M Occupational Health Services, the HR/AA Faculty and Staff Assistance Program (FASAP) and the UMHS Employee Assistance Program, as well as EHS. The Work Connections website is a great resource for all issues related to illness and injury.
2.4 Posting Requirements #
The following resources are designed to enhance emergency response and should be available within the workspace:
- Post the Emergency response poster.
- A list of specific emergency contact names and numbers should be available to personnel.
- Post an informational door sign on the outside of each entrance. The U-M door sign program is an important part of emergency response. The signs are used by response personnel to determine the primary hazards in the room and the emergency contacts. Every room with hazardous material storage must have an EHS-provided door sign. The sign must include current emergency contact information including contact names, office location, and work and home phone numbers. To obtain a door sign, complete the online request form or contact EHS at (734)647-1143.
2.5 Recordkeeping #
Medical records and records of personal exposures to hazardous chemicals will be maintained by U-M for the duration of the employee’s employment plus 30 years.
The confidentiality of medical records and test results is protected under the law. The University only receives a simple physician’s determination as to whether or not an employee is physically fit to work under the stressors presented by their work environment and personal protective equipment. The University receives no test results or diagnoses concerning the employee’s general health or particular conditions. An employee medical determination of not physically fit for a particular type of work or task must be discussed in detail with the employee and noted as a restriction on the physician’s determination.
2.6 Chemical Spill Response #
The cleanup of chemical spills should only be done by knowledgeable and experienced department personnel. When available, consult chemical and process specific SOP for detailed information on spill and emergency response.
A minor chemical spill is one that knowledgeable staff are capable of handling safely without the assistance of EHS and emergency personnel. All other chemical spills are considered to be major. Spill kits with instructions, absorbents, reactants, and protective equipment should be available to clean up minor spills of commonly used chemicals. Chemical spill cleanup kits, including instructions for use, are available from various safety supply vendors.
Procedures for Minor Chemical Spills: #
- Alert people in immediate area of spill.
- If spilled material is flammable, turn off ignition and heat sources. Turn off all open flames and electrical switches.
- Open outside windows to ventilate the space, if possible.
- Wear protective equipment, including safety goggles, gloves and long-sleeved coverall or lab coat.
- Avoid breathing vapors from spill.
- Confine spill to as small an area as possible.
- Do not wash spill down the drain.
- Use appropriate spill kits/sorbents to neutralize corrosives and/or absorb spill. Collect contaminated materials and residues and place in container. For powdered chemicals sweep carefully to avoid generation of dust or, if appropriate, use moist sorbent pads or wet the powder with a suitable solvent and then wipe with a dry cloth. Label and manifest waste and contact EHS-HMM (734)763-4568 for proper disposal.
- Clean spill area with soap and water, if appropriate.
- Report the spill to the supervisor.
Procedures for a Major Chemical Spill: #
- Attend to injured or contaminated persons and remove them from the spill area and further exposure.
- Alert people in the vicinity to evacuate.
- If spilled material is flammable, turn off ignition and heat sources. Turn off all open flames and electrical switches.
- Call U-M DPSS at 911 immediately for assistance.
- Close doors to affected area.
- Post warnings to keep people from entering the area.
- Have person available that has knowledge of incident to assist emergency personnel.
For Chemical Exposures: #
- If the Safety Data Sheet (SDS) is readily available, follow immediate first-aid measures specified.
- If the SDS is not readily available, remove clothing and rinse the affected part of the body using the safety shower and/or eyewash as necessary. Ensure the chemical has not accumulated in your shoes. Unless otherwise indicated, rinse for 15 minutes.
- If the eyes have been exposed to a chemical, forcibly hold the eyelids open to ensure effective rinsing. While rinsing attempt to remove contact lenses. DO NOT use the eyewash if a foreign object enters the eye unless directed to do so by a medical professional.
- If the injury is minor, have someone drive the injured person to the UMHS Emergency Department or U-M Occupational Health Services. Send a copy of the SDS with the person.
- If the injury is of a serious nature, call DPSS at 911 to request an ambulance. If possible send someone outside to wait for the ambulance, and then direct them to the appropriate area when they arrive.
- Supervisors will need to fill out and submit the Work Connections Illness/Injury Report Form. This form authorizes payment for the medical services. Failure to fill out and submit this form could result in the injured person being billed directly for treatment.
- Contact EHS for assistance with incident investigation and follow up actions as necessary.
2.7 Gas Alarms, Exhaust Flow Monitors, Etc #
All types of monitors and alarms are used to warn occupants of an unsafe condition. In the event an alarm is activated, appropriate response is mandatory. Monitors and alarms will not be ignored and must be reported to the supervisor. If the alarm or monitoring system is facility-specific, e.g., the gas detection system at the Lurie Nanofabrication Facility, follow the established specific emergency response procedures. Contact the Facilities Services Center at (734) 647-2059 for repair of systems in alarm.
2.8 Utility Outages #
In the event there is a utility (electrical, gas, ventilation or water) outage to your space, it is important to properly evaluate/assess the situation in order to ensure the safety of the occupants as well as others who may respond to the utility outage. If safe to do so, secure all applicable processes that are, or may be, affected by the outage by unplugging or turning off non-essential electrical equipment (including ovens and hot plates), shutting off gases and water. Also ensure that all chemical, biological, radioactive materials and hazardous waste containers are properly covered and sealed. Keep refrigerators and freezers closed throughout the outage to help keep contents cold. After the facility has been secured, vacate and report the utility outage to the building’s Facilities contact or to the Facilities Services Center at (734) 647-2059.
