Emergency Management Business Continuity Plan Odyssey House of

Emergency Management & Business Continuity Plan Odyssey House of Utah Last Update: March 2010 Questions? emily@odysseyhouse. org

Objective ► Every staff member of Odyssey House will be knowledgeable of steps to take in case of a major emergency, such as a fire, natural disaster, or earthquake. ► Clients will be evacuated safely and remain safe after the initial emergency until business is able to return to normal operations.

Resources ► The Official Emergency Management and Business Continuity Plan is located on the network at L: Policy & ProcedureAdministrative - Agencywide ► There is a Red Binder in each core facility which contains the emergency plan and incident reporting procedures. ► CERT Training: multiple staff members will be trained in emergency response including representatives from each facility by May 2010.

Initial Steps All staff on duty will assist clients in evacuating the facility, following the evacuation plans posted at each facility. 2. The senior staff on duty will call 911, if necessary. 3. The senior staff on duty will notify on-call staff following the calling tree for that program. 1.

Who is the Senior Staff on Duty? ► The senior staff on duty is the highest ranking staff member present. ► Example Hierarchy: § Program Director § Clinical Director § Full-time staff member § Part-time staff member

Senior Staff on Duty Responsibilities Monitor the evacuation. ► Take and manage the facility’s first aid kit, client roster, and client medications. ► Contact or delegate calling 911. ► Complete a headcount of clients and staff following evacuation. ► Log all actions, details, and directions within the emergency log book. ► Contact staff-on-call to trigger the calling tree. ► Stay in charge until officially passing off responsibility to an equal or greater ranking staff member, unless otherwise directed by an Executive Team member. ►

The Call Tree ► On-Call Staff Member ► Program Director ► Director of Operations ► Executive Director ► Phone numbers are located in the red binder. You may also want to ensure those numbers are in your cell phone.

The Log Book ► The Emergency Log Book is essential to identifying what happened, who is missing, who left the scene after evacuating safely, contact made through the call tree, emergency services, injuries, headcounts, staff present, shift changes, etc. ► A comprehensive record must be kept of all events, information received, decisions, reasoning behind those decisions and action taken. ► WRITE DOWN EVERYTHING! It will be incredibly valuable to the next person who takes over for you.

Next Steps All staff will remain at the scene until the end of their shift or until directed otherwise and will continue to report for regular shifts to maintain client safety. ► Clients will be evacuated to the LDS Chapel located at 630 East 100 South, unless directed otherwise. ► If the Chapel is not inhabitable, the Executive team will identify an alternative location. ► If phones are down, a runner can be sent to other nearby programs that have not reported to the evacuation site to identify extent of the disaster at those locations and available resources. ►

Passing the Torch ► When an appropriate staff member is taking over for you as the Senior Staff on Duty: § Contact the highest level contact made on the call tree to inform them of the change in leads. § Pass off the logbook, emergency kit, client meds, roster and responsibility to communicate with the call tree. § Insert details into the log book and update the staff member on the situation. § Never pass off responsibility to a staff member who is unwilling or unsure that they are remaining on-site.

Final Steps Clients and staff on duty will remain at the Chapel until directed otherwise. ► An Executive Team member will report the disaster and current status to contracted agencies and to family members. ► The Executive Team will ensure vital supplies are maintained at the temporary shelter. ► As soon as the program facility has been deemed safe to re -enter, but not yet inhabitable, a staff member will retrieve client files to be stored at a secure location until the facility is fully functional again. ► A member of the Executive Team will inspect the program facility after it has been deemed inhabitable by local authorities to ensure clients and staff are safe to enter. ►

Pandemics ► In the event of a pandemic: § All affected staff members are NOT to report to work. Notify your supervisor and receive clearance from your doctor before you return to work. § You will be placed on FMLA leave and your position held while you are on leave. § All affected clients will quarantined within the facility and contact will be made to the Health Department to receive additional directions. § Staff sharing will occur to ensure adequate coverage while multiple staff are on leave.