The Trainer — February 2016
Creating an Emergency Response Manual
In this month’s feature, we discussed how to create an emergency response manual for your site and get your staff to follow it. Your staff will be able to handle emergencies more effectively if you create an emergency response manual for them to follow. The need for rapid decisions, shortage of time, and lack of resources and trained personnel could lead to chaos during an emergency. Time and circumstances in an emergency mean that normal channels of authority and communication cannot be relied upon to function routinely. The stress of the situation can lead to poor judgment resulting in severe losses. Emergency planning deserves your staff’s attention. Taking the time and effort to examine any potential problem initially may save lives and minimize damage to the site in the future.
QUIZ
QUESTION #1
If your site is located within a presidentially declared disaster area, the site owner has a responsibility to ensure that the site is secured and that residents’ possessions and valuables are secured and protected to the greatest extent possible. True or false?
a. True.
b. False.
QUESTION #2
Because your emergency response manual contains sensitive information, such as staff and resident telephone numbers and security system information, it should be kept on-site only. True or false?
a. True.
b. False.
QUESTION #3
Emergency procedures for mid- and high-rise buildings are generally less complex than procedures for one- and two-story buildings. True or false?
a. True.
b. False.
QUESTION #4
If a fire, explosion, or crime occurs at your site and reporters show up, your staff members shouldn’t hesitate to give them information. True or false?
a. True.
b. False.
ANSWERS & EXPLANATIONS
QUESTION #1
Correct answer: a
True, according to Chapter 38 of HUD Handbook 4350.1. This chapter is intended to help owners better prepare for disasters. It applies only to presidentially declared disasters, which are major disasters or emergencies that either shut down large areas or cause extensive damage. All HUD-insured or HUD-assisted sites must abide by the chapter’s rules and regulations.
QUESTION #2
Correct answer: b
False. Keep at least one copy of your manual off-site. That way, if an emergency prevents you from getting to the manuals you keep at your site, you’ll still have access to a copy. Also, tell your staff members that the information in your emergency response manual is confidential. That way, they’ll keep private any sensitive information that you include—such as telephone numbers, security system information, and insurance information.
QUESTION #3
Correct answer: b
False. Generally, procedures for mid- and high-rise buildings will be more complex than procedures for one- and two-story buildings. Therefore, you should tailor your emergency response manual according to the size and layout of your particular site. Likewise, the geographic area in which your site is located will affect which types of natural disasters you address in your manual.
QUESTION #4
Correct answer: b
False. If reporters visit your site during or immediately after an emergency, they’re likely to approach the first staff member they see to get information. Many staff members think that they can express their personal opinions without adverse consequences. But if they say the wrong thing—which may well happen under the pressure of an emergency—they may create liability or negative publicity for you. To protect yourself, make sure your emergency response manual includes a plan for handling the media that tells staff members what to say or to whom to refer inquiries.