Memo 7/08: Contingency Planning - Provision of information to Security Services

University Policy Statement S5/01 requires departments to collate certain information needed to deal with foreseeable emergencies:

(a)  the location of main control valves and isolation devices for water, mains gas and electricity

(b)  the position of dry riser inlets

(c)  the position of electrical equipment where there is access to exposed conductors carrying high voltage (> 450v)

(d)  contact details of building keyholders

(e)  the identification of high salvage priorities

(f)  the identification of areas of very high risk, e.g. from biological or chemical agents (but not ionising radiation, as the Safety Office identifies these areas to the Fire Service)

(g)  the location of acetylene cylinders, which pose a special danger if they are involved in a fire.

This information should be held securely in departments in a location accessible to the emergency services and a copy should be lodged with University Security Services.

In an out of hours emergency, Security Services will be the first point of contact for the emergency services.  Departments may not be aware that the fire and ambulance services will not enter our buildings in an emergency without first making assessments of risk to their own personnel. If the building is unoccupied and the Fire Service does not have sufficient information to make that assessment, then they may decide not to enter at all but to fight a fire from outside the building. The availability of accurate and up to date information will benefit the Fire Service and will help the University to avoid unnecessary losses of buildings or building contents.

I understand that some of the information provided to Security Services has not been updated since 1992.  Will departments [1] please ensure that they have reviewed their contingency information and provided a copy to Security Services?  In future this information should be reviewed annually.

[1] Clinical departments on hospital premises are not required to produce contingency plans, but should instead comply with all the emergency requirements of the relevant NHS Trust.  They should, however, ensure that they have provided the Trust with details of department keyholders.

8 May 2008