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Evacuation Procedures


1. The office manager on duty will instruct all students, clients, and visitors of the institute to exit the building in a calm and orderly fashion through the nearest exit, assemble in the parking lot directly on the left of the building and wait for further instructions or in case the situation demands it inform students that they have to shelter-in-place until the situation has passed.

*Under no circumstances should personnel re-enter the building once evacuated.    

2. Students should assist their individual clients during evacuations as practiced during the annual drills.   

3. The office manager/ instructors should:

- Close and lock file cabinets containing student files.

- Collect student/staff time cards.

- Bring attendance record book/list.

- Make a quick visual check of all rooms in the building to see that all personnel are evacuated.

- Exit the building, closing the door behind them.

4. Once all personnel is evacuated and assembled in the parking lot, a systematic headcount should be taken to ensure that all personnel is accounted for. 

5. The proper authorities and the institute owner should be notified of the emergency.

6. Wait for clearance from the proper authority before allowing any person to re-enter the building.

This procedure will be taught to each new starting class and new employee on the first day of attendance/employment. 

An emergency evacuation drill will be conducted annually to practice the above plan of action.

The following guidance applies to the general campus community during an evacuation:  

· Know where the nearest exits are located.  

· Become familiar with the location and operation of emergency equipment, including fire extinguishers and first aid kits.  

· Never block, even temporarily, building evacuation routes and exits.  

· Never ignore official instructions to evacuate a building.  

· Ensure that those in the general vicinity are aware of the evacuation.

· Close, do not lock, doors behind you as you exit your work areas or classrooms.  

· Leave personal belongs, except those in immediate reach.  

· Evacuate quickly and calmly, by way of the nearest exit or instructors' guidance to a safe distance from the building (500 feet or more). Keep clear of emergency vehicles. Leave sidewalks and roadways clear for emergency responders.  

· Stay with your class.

· Students in class should check in with their instructor and instructors/staff should check in with the director.

· Do not reenter the building until the all-clear has been given.

· Follow instructions given by instructors, staff, or other emergency authorities. 

· If it is necessary to evacuate the institute in a vehicle, exit in the direction given by the emergency authority.  Do not put your vehicle in a position where it blocks the way for others.  Some vehicles may be selected for emergency transportation. 

        If your vehicle is chosen, please cooperate.  If the road is not  

        usable, leave your vehicle and evacuate on foot. 


Evacuation and sheltering-in-place drills shall be conducted at least once every year at unexpected times and under varying conditions to simulate the unusual conditions that occur should an evacuation be necessary.  These drills may be obstructed, (having various means of an exit made temporarily unavailable) in order to familiarize occupants with secondary routes of evacuation, or unobstructed.  

Evacuation drills, which may take the form of a fire drill, will be coordinated by the office manager and the instructor coordinator.  Evacuation drills shall involve all occupants. Everyone shall leave the building when notified.  Exceptions are strongly discouraged.    A sheltering drill may take the form of an institute-wide tornado drill, active shooter exercise, or another similar scenario.


In the conduct of drills, emphasis shall be placed upon orderly execution under proper discipline rather than upon speed.  All institute officials are expected to perform their assigned duties as if in an actual emergency situation.  

Provisions should be made for timing and evaluating the orderliness of each drill.  The office manager and instructor coordinator will complete reports for the drills.  

In addition, at least once per academic year, in conjunction with a sheltering drill, the front office will publicize the evacuation and emergency sheltering procedures and will encourage awareness of the same. 

The office manager shall maintain accurate logs recording evacuation and sheltering decisions, significant activities, and the commitment of resources to support operations.  These logs will be maintained for a minimum of seven years.


What it Means to "Shelter-in-Place"

If an incident occurs and the buildings or areas around you become unstable, or if the air outdoors becomes dangerous due to toxic or irritating substances, it is usually safer to stay indoors, because leaving the area may expose you to that danger. Thus, to "shelter-in-place" means to make a shelter of the building that you are in, and with a few adjustments, this location can be made even safer and more comfortable until it is safe to go outside. 

Basic “Shelter-in-Place” Guidance 

If an incident occurs and the building you are in is not damaged, stay inside-seeking an interior room until you are told it is safe to come out. If the building is damaged, take your personal belongings (purse, wallet, etc.) and follow the evacuation procedures for your building (close your door, proceed to the nearest exit. Once you have evacuated, seek shelter at the nearest building quickly. If police or fire department personnel are on the scene, follow their directions.


How You Will Know to “Shelter-in-Place”

A shelter-in-place notification may come from several sources, including text notification, institute employees, and other authorities.

Timely warnings

The Clery Act also includes alerting the campus community to certain crimes in a manner that is timely and will aid in the prevention of similar crimes. The institute will issue a warning as soon as the pertinent information is available. The institute will issue a warning even if all of the facts surrounding a criminal incident or incidents are not known. In these cases, the institute will follow up with additional information as it becomes available.


The issuing of a timely warning will be decided by the office manager and the director’s judgment on a case-by-case basis in light of all the facts surrounding a crime, including factors such as:


· The nature of the crime

· The continuing danger to the institute staff and students.

· The possible risk of compromising law enforcement efforts.


The information included in a timely warning will include:

· Information about the crime that triggered the warning

· Practices and places that should be avoided.

Similar to the alert notifications, timely warnings will be distributed by text message, and bulletins will be posted at the building entrances and exits.

Any student, instructor, or client of the Institute that has information that warrants a timely warning to prevent crimes should report the circumstances to the institute’s office manager at the front office or to the director at (915)760-7964.

General Safety Rules



If you discover a Fire:

· Dial 911

· Notify others in your area

· Calmly evacuate to an open area 100 yards away from the building


Bomb Threat

If you receive a Bomb Threat:

· Elicit as much information as possible

· Calmly notify others in your area

· Dial 911

· Check your immediate area for suspicious objects. 


· Calmly evacuate to an outside area 500 yards away from the building


Weather Emergency

In the event of a Weather Emergency:

· Take cover in a safe area or under heavy furniture on the ground floor in the center of the building, away from the outside walls and windows.

· Avoid hazardous chemical storage areas.

Medical Emergency

If you experience a Medical Emergency:

· *Dial 911.

· An employee should also report the injury to his or her supervisor.

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