Emergency Building Evacuation Procedures

GENERAL GUIDELINES

When to evacuate:

  • When you detect fire, smoke or other unusual phenomena
  • Alarm is sounded
  • You are instructed to by emergency officials

How to evacuate:

  • Remain calm
  • Walk, do not run, to an exit
  • Professors must clear their classrooms and direct students to the evacuation routes
  • Office Monitors must check their work areas
  • Floor Monitors must check their assigned areas to ensure everyone has left the building
  • Use stairwells - DO NOT USE ELEVATORS
  • Close (DO NOT LOCK) all room and office doors
  • Proceed to street level or to a Designated Emergency Assistance Location (D.E.A.L)
  • Move clear of the building to appropriate predetermined meeting place

GUIDELINES FOR BUILDING EVACUATIONS

Office Monitor Duties:

  • Help any persons needing assistance to the Designated Emergency Assistance Location (D.E.A.L.)
  • Evacuate and proceed to the predetermined meeting place for your office
  • Check for the presence of all those who were with you in your work office
  • If someone is missing, report it to your Floor Monitor or Building Coordinator at the predetermined meeting place or alternate location for your building
  • Do not return to the building until the "ALL CLEAR" announcement has been given through the Building Coordinator or his/her designee by University Police

Floor Monitor Duties:

  • Once the evacuation order is received, you must go through your assigned area to ensure that everyone evacuates. If your area is unsafe, do your best to determine if anyone is still there, without endangering yourself
  • If people are reluctant to leave, tell them they must leave because it is mandatory to do so. If they still refuse to leave, evacuate the area, and report their refusal to evacuate to the Building Coordinator
  • Proceed to predetermined meeting place for your building:
    • to get an updated status report from Office Monitors; and
    • to report to the Building Coordinator any observations from your assigned area
  • Remain available, as the investigating officers may need further information

Building Coordinator Duties:

  • When alarm sounds or evacuation order is received, contact Floor Monitors to initiate the evacuation process
  • Go to the predetermined meeting place and wait for the Floor Monitors to arrive
  • Contact University Police to report. Advise them of any problems there may be in the building. Be specific! (e.g. "...disabled person on third floor in the designated emergency assistance location...", or "...fire spotted on second floor hallway outside of room 203...")
  • Complete a Building Evacuation Report
  • Remain available, as the investigating officers may need further information

University Police Response:

  • When alarm activates or an evacuation order is needed, University Police will respond to the scene.
  • When fire alarms are activated, a university police officer will check the on-scene alarm panel first and then proceeds to the location for verification.
  • A university police officer will meet with the Building Coordinator at the predetermined meeting place to receive information available.
  • University police will assist with traffic and crowd control.
  • University police will coordinate with Physical Plant personnel and Fire Department officials to determine cause and help evacuate anyone in need, maintain security and clear the building for safe re-entry.
  • Once the building is cleared for re-entry, University Police will advise the Building Coordinator and help announce the “ok to re-enter”.

TRAINING

Yearly training by University Police of the Building Coordinators is required. Likewise, Building Coordinators must conduct training twice each year for Floor and Office Monitors. The procedures listed above must become second nature to the persons involved in order to have a better performance of the duties. In the event of an actual emergency, the Building Coordinator, Floor Monitors and Office Monitors are expected to react and perform their assigned duties.

DRILLS

Federal law requires that Loyola conduct and document evacuation drills for all its buildings at least once each calendar year. Each Building Coordinators should contact University Police for assistance in setting up their annual drill. When the date and time for the drill have been determined, Building Coordinators should email the following to ensure proper notifications are made: University Police, Pat Bailey, Keith Duhon, David Irwin, Ann Moss, and Stephen Murphy. You can click this link to email them all at one time.

After these officials have reviewed the schedule, they will confirm the date and time and authorize the drill. A Physical Plant employee will arrive at the building prior to the scheduled time and will activate the alarm unless indicated otherwise.  PLEASE DO NOT ACTIVATE THE ALARM - ONLY DESIGNATED UNIVERSITY OFFICIALS CAN DO SO. Upon activation of the alarm, all building occupants must evacuate. The Building Coordinator should work with their Floor Monitors and Office Monitors to ensure the building is clear or to notify authorities of persons still in the building (for example: a person unable to descend the stairwells is located at the D.E.A.L. on the second floor)

Practicing building evacuation procedures (and fire drills) is a critical life safety measure for the entire campus community, which is a major reason behind the annual requirement. However, individual offices (not entire buildings) may further improve their internal efficiencies by conducting small-scale evacuation exercises to practice their own portion of the evacuation plans.  This would not require simulating the building alarm system and could simply be done by clearing the office and gathering at the appropriate Assembly Area. While this type of "practice" is encouraged, it does NOT replace the annual building evacuation drill. 

The following documents are necessary to organize the response team and to communicate appropriate information to authorities. Building Coordinators should assure these forms are completed and copied to University Police. Announcements regarding the planned drills should also be copied along with the report.