Emergency Preparation Procedure

The Comprehensive “Emergency Preparation Plan” is to educate all stakeholders to respond to any emergency situation which could potentially occur at any time of the day at any of ICC Owned properties or work/production sites. The success of the execution of this plan largely depends upon the promptness & effectiveness of each individual and teams/committees in executing their designated duties during an emergency situation.

Potentially unexpected, unplanned or planned event that negatively affects multiple individuals, equipment or property.

The emergency procedure is to ensure that ICC is capable of responding immediately and effectively to any identified emergency situation. The aims of the procedures are to;

• 3.1 Control or limit the effect an emergency or potential emergency may have on the occupants, location & its vicinity.
• 3.2 Provide support to the affected sites as appropriate to the event.
• 3.3 Facilitate the response of external emergency services (eg: Fire Brigade, Police, etc.).
• 3.4 Review and update emergency procedures.

* 4.1 - Operational Roles

• 4.1.1 - Emergency Controller (EC) - For entire Organization /Premises

• The main responsibility of the EC is to assess the situation & give instructions to his/her Assistant Emergency Controllers (AEC). In preparation he/she must ensure all of the AECs are aware of this document and ensure all trainings were carried out properly. This role could be played by a decision maker who could have one or more assistants to act in his/her absence.

• 4.1.2 - Deputy Emergency Controller (DEC)

• 4.1.3 - Assistant Emergency Controller (AEC)

• Recommend to have at least one official per 35 occupants for a particular area. The main responsibility of the AEC is to train the staff in his/her respective location/department/division on how to respond to various emergency situations and to instruct occupants during an emergency.

* 4.2 - Information flow – should be followed to activate Emergency Response Procedure;

* 4.3 - Decision making Phase

The EC holds the overall responsibility of the final decision. All emergency situations are classified based on the following criteria;

• 1.1 Time of the awareness of the incident - aware beforehand (pre-incident), aware afterwards (post-incident).
• 1.2 Location of the incident - inside or outside the premises
• 1.3 Types of incidents

Decision Matrix (This decision should be taken based on situational demands) }}

• 4.4 Execution Phase

• 4.4.1 - Evacuation Procedure

• 4.4.1.1 - Evacuation Procedure General
• 4.4.1.1.1 - Do not rush to windows and glass fronts to see the cause of the noise and commotion.
• 4.4.1.1.2 - IN THE EVENT OF A BOMB - Immediately fall on the ground and stretch yourself fully, if possible underneath tables or any hard structures. Remain in this position for some time until the situation has stabilized.
• 4.4.1.1.3 - Do not panic & remain calm.
• 4.4.1.1.4 - Assess the situation calmly.
• 4.4.1.1.5 - Do not attempt to collect your personal belongings and other valuables.
• 4.4.1.1.6 - Leave your work station / location immediately away from the direction of the hazard/ emergency through any of the available means to safety, outside.
• 4.4.1.1.7 - Do not await instructions over the public-address (PA) system.
• 4.4.1.1.8 - Keep low and crawl to safety along a wall out of smoky rooms / work stations / locations, so you will not get lost or confused.
• 4.4.1.1.9 - Proceed to the Assembly Area nearest to you and await instructions for further evacuation and first aid if necessary.
• 4.4.1.1.10 - Do not use elevators & use the evacuation path.
• 4.4.1.1.11 - All employees to remain calm at your respective Assembly Areas to receive assistance under the direction of Medical Officer/Security.
• 4.4.1.1.12 - Special attention to be given to visitors & differently-able people who should be supported during the process of evacuation.
• 4.4.1.1.13 - Notify your AEC or EC if you receive any further relevant information.

• 4.4.1.2 Evacuation Procedure – Emergency Controller (EC)
• 4.4.1.2.1 - Activate the emergency alarm
• 4.4.1.2.2 - Adorn EC identification
• 4.4.1.2.3 - Use PA system if available to send a clear message or pre-recorded message.
• 4.4.1.2.4 - Follow the general evacuation procedure
• 4.4.1.2.5 - Inform relevant authorities to assist the emergency situation
• 4.4.1.2.6 - Consult all AECs to ensure complete evacuation
• 4.4.1.2.7 - Assist all emergency response authorities

• 4.4.1.3 - Evacuation Procedure – Deputy Emergency Controller (DEC)
• 4.4.1.3.1 - Adorn DEC identification
• 4.4.1.3.2 - Should play the role of EC in the event EC is absent
• 4.4.1.3.3 - EC to be supported during the emergency if EC is present

• 4.4.1.4 - Evacuation Procedure – Assistant Emergency Controller (AEC)
• 4.4.1.4.1 - Adorn AEC identification
• 4.4.1.4.2 - Follow the instructions given by the EC
• 4.4.1.4.3 - Ensure complete evacuation in the designated area by taking a head count.
• 4.4.1.4.4 - Keep constant communication with EC/ DEC & occupants under his/her purview.
• 4.4.1.4.5 - Notify your EC/ DEC, if you receive any further relevant information.

• 4.4.2 - Remain Inside Procedure

• 4.4.2.1 - Remain Inside Procedure - General

• 4.4.2.1.1 Do not rush to windows and glass fronts to see the cause of the noise and commotion.
• 4.4.2.1.2 Do not panic, be calm. * Unordered List Item
• 4.4.2.1.3 IN CASE OF EARTHQUAKE - Crawl to safety and take cover behind solid portions of the building / under the tables and similar objects in your work station/place. These will provide you protection against flying glass/ falling debris etc.
• 4.4.2.1.4 Remain in this position for some time until the situation has stabilized.
• 4.4.2.1.5 Rise up and assess situation calmly.
• 4.4.2.1.6 Always avoid confine/ hidden areas & try to keep yourself in common open areas as much as possible, so you will not get lost or confused. But be alert & wait for any further instructions.
• 4.4.2.1.7 Do not attempt to collect your personal belongings and other valuables.
• 4.4.2.1.8 Special attention to be given to visitors & differently-able people who should be supported accordingly.
• 4.4.2.1.9 Any relevant information; notify your AEC or EC.

• 4.4.2.2 Remain inside Procedure – Emergency Controller (EC)

• 4.4.2.2.1 Adorn EC identification
• 4.4.2.2.2 Use PA system if available to send a clear message or pre-recorded message.
• 4.4.2.2.3 Communicate clearly to all AECs using an appropriate mode of communication.
• 4.4.2.2.4 Inform relevant authorities to assist the emergency situation if required.
• 4.4.2.2.5 Assist all emergency response authorities.

• 4.4.2.3 Remain inside Procedure – Deputy Emergency Controller (DEC)

• 4.4.2.3.1 Adorn DEC identification
• 4.4.2.3.2 Should play the role of EC in the event EC is absent
• 4.4.2.3.3 EC to be supported during the emergency if EC is present
• 4.4.2.4 Remain inside Procedure – Assistant Emergency Controller (AEC)

• 4.4.2.4.1 Adorn AEC identification
• 4.4.2.4.2 Follow the instructions given by the EC
• 4.4.2.4.3 Ensure all occupants follow the Remain Inside procedure – General.
• 4.4.2.4.4 Keep a constant communication with EC/ DEC & occupants under his/her purview.
• 4.4.2.4.5 Any relevant information; notify your EC.

* 4.5 Assessment Phase

Once the Evacuation or Remain Inside procedure was followed, the EC should consult emergency response authorities to assess the situation & give instructions on secondary action accordingly. In the absence of emergency response authorities, EC should assess the situation jointly with his team and make the final call after discussing with the top management.

Signs should be displayed at each level particularly in common areas & selected locations. It is recommended to use visually appealing, simple to comprehend signage including Fire & Emergency Exit, Emergency Assembly Point etc. Other emergency communication tools include pre-recorded voice commands through PA system, fire alarms etc.

• 1. First aid Team – responsible in providing first aid to injured.
• 2. Fire Team - responsible in putting out the fire by using fire system/ extinguisher & with the help of others
• 3. Emergency Team – responsible in handling emergency situations by executing emergency plan & if required assuming responsibilities of the above mentioned roles if required.

It is advised to form separate teams as above at considerably large construction sites and/or permanent facilities based on the size and area of the premises. One team can perform all three roles at relatively small construction sites and/or permanent facilities.

Frequency of trainings should be decided taking into consideration the existing employees’ familiarity with the procedure and the number of new employees since the last training. Evidence of all such trainings should be sufficiently maintained with sign-offs, training materials etc.

* 7.1 - EC/ DEC

Thorough knowledge on Emergency Preparation Plan, premises layout & operational set-up. Subject-specific training on Disaster Management.

* 7.2 - AEC

Knowledge on Emergency Preparation Plan, premises layout & operational set-up. Special training on First aid, communication & PR skills.

* 7.3 - Emergency Respond Teams (Fire/ First aid/ Emergency Teams) Thorough knowledge on specific task/s during an emergency such as handling fire-fighting equipment for fire teams, knowledge on first aid for first aid teams etc.

* 7.4 - Occupants/ Employees General awareness on premises layout, operational set-up & emergency procedure. Periodic fire & emergency drills, safety & emergency inductions to be organized based on the level of risk associated with the premises.