2 ECU EAP Student’s First Name, Middle Initial (s), Last Name Institutional

2

ECU EAP

Student’s First Name, Middle Initial (s), Last Name

Institutional Affiliation

Course Number and Name

Instructor’s Name and Title

Assignment Due Date

ECU EAP

Introduction

The safety function of any organization remains one of the most significant aspects of any company. While most companies are capital intensive in the modern age, labor is still a major factor of production. Evidently, it is necessary to establish a reliable and efficient systems to ensure that the employees are safe. The Emergency Action Plan (EAP) helps ensure the safety of employees and the surrounding population by allowing the stakeholders to stay prepared in case of any emergency or disaster. As per US regulations, an EAP is an essential requirement for a company regardless of size or industry.

The current EAP is designed for ECU line, an organization that focuses on sales and marketing. The organization is located in New York, NY, USA. The company has its headquarters in a 7-storey building located in the business district of New York, occupying four of the top floors of the building. Each of the floors houses major departments of the organizations with 100 employees in the whole organization. Th current EAP is designed in house with a primary goal of maintaining safety in compliance with the federal and local laws and regulations.

Scope and Authorities

Authorities

ECU is legally and ethically responsible for the safety of their employees in their line of work as well as for the safety of the surrounding population in case of an emergency that may arise from the company’s operations. The scope of the company’s EAP is to cover all employees, the environment, the surrounding population, and other stakeholders that might be affected by an emergency resulting fir the company’s operations.

From an authority point of view, the EAP is an essential aspect of the company’s safety function. It must therefore, be authorized by safety professionals in the organizations. Also, it must be approved by the executive leadership of the organization to ensure that it is in accordance with the company’s goals and objectives. In addition, the EAP must comply with federal and local laws. First, the EAP must be in compliance with the OSHA regulations on planning and management of emergencies and disasters. As per the regulations, all institutions or organizations must maintain an update an emergency and preparedness plan against workplace emergencies and disasters. Also, the ECU EAP is in compliance with FEMA regulations as well as the local safety regulations.

Potential emergencies.

Like any organization in the United States, ECU is prone to natural disasters as well as accidents resulting from the company’s operations. It is important for the company to plan for such occurrences in order to ensure the safety of the personnel as well as other members of the society. The EAP considers natural disasters and accidents separately.

Potential Disasters

Being in an urban population, ECU is prone to several natural disasters. The disasters are a significant threat to the company and its employees. As a result, it is important to plan ahead and ensure that the employees and other stakeholders are well informed on how to respond to potential natural disasters. Some of the potential natural disasters include:

Earthquakes- ECU headquarters are on the top four floors of a seven storey building. Evidently, earthquakes pose a significant threat to the safety of the employees. earthquakes are spontaneous and sometimes unpredictable with the potential of causing major damage. For instance, an earthquake might cause the building to collapse. Considering the scientific and expert evidence, the company is in a low risk area in terms of seismic activity. However, there is still probability of occurrence that requires the safety professionals in the organization to consider.

Floods- Like earthquakes, floods can cause a significant safety hazard to the personnel in an organization. the members should be well-prepared to ensure safety in event of floods. Floods might cue instability of the building as well as the risk of drowning and damage of personal and company property.

Hurricanes/Windstorms- the US has a history of destructive hurricanes and windstorms. As a result, it is important for the company to plan for the risk to help guarantee the safety of its employees in event of such an emergency.

Global Pandemic- the EAP includes detailed instructions on how the employees and other stakeholders in the organization should deal with global pandemics such as the COVID-19 pandemic.

Potential Accidents.

EAC is also prone to several accidents that may result from the operations o its employees, failure of equipment, or other factors in the company’s external environment. The EAP covers such risks in attempt to ensure the safety of its employees, the environment, and the surrounding population. some of the major potential accidents include:

Fire- fire is one of the most significant threats to the organization. there is a significant risk of fire from the employees’ activities such as smoking, from electrical failure or gas leaks, or from other companies and buildings in the surrounding population. The company is in an urban setting, which makes the risk of fire a major threat to the employees as well as the surrounding population. The EAAP, in compliance with the OSHA and FEMA standards includes a clear and dedicated fire response plan.

Physical Injuries- like in any organization, ECU employees are prone to physical injuries such as muscle strains, cuts, falls, and accidents from fallen objects. Such risks require immediate attention and planning to help ensure the safety of the employees in the organization. As a result, it is important to ensure that members of the organization have perfect knowledge on how to deal with physical injuries in the premises.

Medical emergencies- it is common for employees in an urban setting to be exposed to significant medical threats. For instance, exposure to toxic substances or allergic reactions. The EAP includes detailed instructions on how the employees should respond to medical emergencies.

Authorities and Responsibilities

Responsibilities

The success of the EAP largely depends on the leadership and safety professionals in the organization. Different personnel, therefore, have different roles and responsibilities that contribute to the overall EAP. Table 1 below illustrates the major EAP planning and implementation functions and the individual(s) responsible. The tasks are assigned according to the area of expertise and personal capabilities.

Table 1

TASK

INDIVIDUAL RESPONSIBLE

EAP Planning

ECU Safety Team

EAP maintenance

Incident Commander

EAP testing

EAP updating

EAP approval

Persons with Disability

Organization Authorities

Authority to order response actions.

The chief communication officer is responsible for communicating any response orders to the relevant stakeholders upon approval by the Incident command. In some cases, the incident commander and the CEO also have the authority to order particular emergency response in the organization. overall

Authority for Expenditure

Any expenditure for safety planning and other safety functions in the organization must be authorized by the finance department of the organization. The finance manager must approve the expenditure proposed by the safety team before implementation.

Authority to Order Re-entry

The Incident Commander has the authority to order Re-entry into the organization in an emergency situation. However, the incident commander’s decisions are based on the safety team and other external authorities.

Approvals and Signature

All emergency operations must be signed and approved by the incident commander, the chief Executive Officer, and in some cases, the Chief Financial Officer in the organization. also, some of the emergency actions such as re-entry, might require approval from external entities such as FEMA depending on the emergency.

Authority to declare State of emergency

Any safety professional is authorized to communicate an emergency or threat and request for necessary support. However, the Incident command I responsible for declaring an official state of emergency.

Incident Command System

Incident Command System Layout

The Incident command system is essential to emergency operations in any organizations. At ECU, the safety team implement a flexible incident command system that works in coordination with external safety agencies in the region to ensure a safe environment and reliable emergency response. Figure 1 below is an illustration of the EAC incident command layout.

EOC Locations

The emergency operations center for ECU is located at the 3rd floor of the building. The EOC is equipped with relevant communication, safety, and medical equipment to use in case of an emergency. The EOC is manned at all time with the emergency response teams on standby to respond to potential threats in the organization. The EOC is also equipped with surveillance equipment and an address system for easy communication in event of an emergency.

Incident Commander Designation.

As noted, EAC implements a flexible incident command system. The system involves constant designation of different positions on the incident command to ensure the safety of the individuals in the organization. Designation of the incident commander is made on the basis of experience, skill, and level of exposure. The safety team is responsible for nominating an incident commander who is then approved by the executive leadership of the organization. In some cases, the Incident commander has the authority to designate another member of the safety department as an incident commander, depending on the emergency or disaster.

Incident Command Coordination

The safety function of the company largely depends on the safety of the region. As a result, it is an EAP requirement for the ECU incident command to coordinate with the incident command of other companies or institutions in handling an emergency if need be in a situation where there are more than incident commanders dealing with the same emergency. Eg a fire affecting the whole block, the incident commanders involved must choose a leader in order to ensure coordination in emergency operations.

Incident Command Roles and Responsibilities.

The incident command is the top authority in emergency operations at ECU. Some of the major Incident Command responsibilities include:

Planning- The incident command should establish reliable emergency response plans and procedures to guide safe response to emergencies and disasters in the company.

Designation- The incident command is responsible for delegating duties and responsibility to the relevant personnel in event of an emergency.

Decision-Making- The incident command assumes the leadership role in an organization and, therefore, makes decisions on behalf of other employees to ensure their safety.

Oversight-the incident command should oversee emergency planning and response to ensure that it is in accordance to the organization’s objectives, the legal obligations, as well as the ethical obligations of the organization.

Communication-the incident commander should ensure that there is relevant and accurate communication throughout the organization to ensure the safety of employees and surrounding population.

Evacuation Procedures

Notification

Some emergencies might call for the evacuation of the premises. It is important to ensure that the evacuation is safe and accounts for all the employees in the organization. It is, therefore, important to establish a reliable notification system in case of emergencies. Evacuation notifications are in the form of audio-visual emergency notifications on the employee’s devices as well as a company-wide public address system. It is important to avoid panic during evacuation.

Routes

All employees are advised on the best evacuation route during the incident notification. Fire exits are the most common evacuation routes in the building however, the evacuation route is dependent on the emergency and urgency.

Evacuation Protocol

Evacuation protocol is to ensure the safety of all employees before anything else. The employees are advised to stop any operations in case of an evacuation order. Also, all individuals are advised to carry their company keycard upon evacuation.

Assembly Areas

There is a designated assembly point in the building parking lot. However, the assembly area is dependent on the evacuation notification.

Accountability reporting

In case of an evacuation, employees are advised to carry their company IDs and keycards. The documents are used to account for employees in event of an evacuation. However, the incident command can use different accountability techniques depending on the emergency.

Rescue

There is a designated trained rescue team in the organization. however, employees are advised to desist from any risky rescue without the relevant tools, equipment and safety. the incident command is also required to coordinate with external emergency response teams to ensure safe rescue operations.

Re-entry

The incident command is responsible for communicating re-entry guidelines. No employee or individual should enter the premises after an evacuation, unless under the instructions of the incident command.

Shelter-In-Place

Notifications

The incident command should use the public address system and alarm system to issue notifications for shelter-in-place notifications. In addition, personal device notification is required for some emergencies.

Protocols

All employees must comply with the safety protocols and behavior communicated by the incident command and in-emergency response training. The protocols may vary depending on the emergency. However, it is important for all employees to follow the instructions of the incident command at all times.

Shelter Areas

The shelter areas are dependent on the nature of the emergency. The incident command is responsible for communicating the shelter areas in event of an emergency.

Accountability reporting

Employees are advised to carry their company IDs and keycards. The documents are used to account for employees in event of an evacuation. However, the incident command can use different accountability techniques depending on the emergency.

Re-entry

The incident command is responsible for communicating re-entry guidelines. No employee or individual should enter the premises after shelter-in-place instructions, unless under the instructions of the incident command.

Emergency Communications

Means

The incident command is expected to communicate to all relevant stakeholders in event of an emergency. Audiovisual communication is the most critical means of communication in the organization. however, mobile and pager notifications, and alarms are also used for emergency communication.

Channels

As per OSHA regulations, the company maintains a reliable and efficient radio communication system through the public address. Also, the incident command can communicate to the relevant stakeholders through their mobile phones, the alarm system, and company pagers. In some cases, the incident command is required to use alternate communication channels depending on the emergency.

Protocol and Etiquette

The communication protocols for emergency communications are delivered during training. The information must be accurate, clear and as simple as possible. Also, the incident command is required to ensure that it accounts for all employees in their communication, including employees with disabilities as per the Americans with Disabilities Act (ADA). Any communication failure should be communicated through alternate means.