SSB Fact Sheet

In the SSB

Life Safety and Security


Overview

Scope

All occupants of the Student Services Building (SSB) adhere to the Building Emergency Plan.

The scope, objectives and effectiveness of the Building Emergency Plan are evaluated and updated annually by the Building Manager. Any recommendations are presented to the SSB Policy Committee and will be reviewed with Campus Safety and Security before implementation.

During certain emergency conditions, it may be necessary to evacuate the SSB, or limit or restrict access to all or part of the building. Conditions may present the need to shelter in place. All occupants of the SSB should be trained and have fundamental knowledge of emergency procedures for the building.

It is the responsibility of each unit director within the SSB to identify a floor manager and to ensure that building emergency plans are covered with all occupants of the building.

This document is an annex to the University of Texas at Austin Emergency Management Plan. Units within the SSB are responsible for developing detailed unit plans within the context of the Emergency Management Plan to address the specific operational needs of their unit.

Objectives

This plans describes critical functions and personnel during an emergency situation.

Definitions

Access Monitor - A building occupant assigned to monitor an individual building entrance during an emergency.

Assembly Area – A designated area located outside the building in a safe and convenient location for building occupants to assemble after evacuating the building.

All Clear - The signal given by UTPD or AFD indicating that all staff and visitors may return into the SSB building.

Building Emergency Manager (BEM) – Responsible for developing and implementing the building emergency plan. During an emergency the BEM is responsible for managing evacuation or shelter in place functions. The BEM will conduct periodic training drills and manage, plan and coordinate activities associated with the physical, environmental and security conditions of the SSB.

Campus Operational Statuses

Emergency Assistant - An Emergency Assistant is a person assigned by the floor manager to assist occupants who may require some form of assistance. Assistance may include:

Essential Personnel
Each department within the SSB should designate essential personnel. Determining which staff members are essential personnel during emergency situations is the responsibility of the unit director. Each unit should develop and maintain a list of essential personnel that includes contact information for each essential staff member.

Evacuation
The immediate and rapid movement of people away from a threat or actual occurrence of a hazard. All occupants of SSB are required to evacuate the building when a fire alarm and/or an official announcement is made indicating a potentially dangerous situation within the building.

Fire Alarm Pull Stations - Fire Alarm Pull Stations are located at all the entrances, at the stairwells on every floor and at other key locations throughout SSB. When pulled, they activate the building fire alarm system.

Fire Extinguishers - Fire extinguishers are located on every floor at each of the three main stairwells.

Fire Sprinklers - The fire sprinkler system throughout SSB is a modern, state-of-the-art system. When the heat from a fire melts the plastic safety device on a sprinkler, that sprinkler is activated, spraying water on the fire and sounding the fire alarm. Water is sprayed in a 10 foot radius from only those sprinklers that are affected by the heat. When a fire sprinkler is activated, the fire alarm is also activated.

Floor Managers - The floor managers are responsible for the safe evacuation of their area in the event of an emergency. Some of the floor managers located on the Ground and First Floors are also responsible for crowd management at the building entrances, including hanging signs on the external entrances indicating that there is an emergency in the building. Crowd management includes preventing people from entering the building until it is safe to do so, and regulating the flow of returning traffic on the escalators once the 'All Clear' has been given. Each department is responsible for assigning an individual to be the floor manager (it is also strongly recommended that there be an alternate for every floor manager).

Smoke Detectors - Smoke Detectors are located throughout the building and react when they encounter smoke. The light located on their base glows a steady red and the fire alarm system is activated when they encounter smoke.

Staging Area - A protected location where occupants who require assistance respond during the initial stages of an emergency. In the SSB, the staging area is an interior stairwell landing. The individual requiring assistance and the emergency assistants should remain until an incident is terminated or emergency responders arrive to conduct an evacuation.

Shelter in Place - The action of seeking immediate shelter indoors following the announcement of an emergency condition. The act of sheltering in an area inside a building that offers occupants an elevated level of protection. Sheltering can be related to a variety of situation, including: severe weather emergencies, hazardous condition, chemical release, or criminal activity.

Stairwells – Three stairwells within SSB provide the primary means of egress during an emergency. The stairwells are fire-resistant rated and become pressurized when the fire alarm is activated. Stairwell exit doors are fire-resistant rated and should never be propped open.

Emergency Communication Tools

Emergencies may range from inclement weather, to building evacuations, to campus closures, and the university has a variety of tools to communicate with the public in the event of these and other possible emergencies. Depending on the type of emergency, some or all of the following tools may be used to communicate with faculty, staff and students:

Emergency Website Up-to-date information regarding the status of the university is always available on the university's emergency website. During and following emergency situations, information as it applies to the university public will be posted on this Web page.

Local Media The Office of Public Affairs sends press releases and makes calls to contacts on a local media list. Because of the transient nature of our population, the university depends a great deal on broadcast media to notify students, faculty and staff of emergencies before or during their commutes.

Public Safety Patrol Car Announcements UTPD patrol cars are equipped with Public Address (PA) systems, which officers can use to provide instructions to pedestrians during emergencies.

Siren System This system is tested around noon on the first Wednesday of every month and delivers a siren warning and public address in the event of certain outdoor emergencies. Read more about the siren system.

Telephone Tree Individual units within the SSB should consider developing and utilizing a telephone tree to contact staff members within their unit during emergency situations.

Text Alerts An emergency text messaging service through a third party provider allows university officials to disseminate important information via text message directly to the cell phone of users subscribed to the service. Sign up for campus text alerts online.

University Group E-mail During emergencies, UT Safety Alert sends an "urgent" group e-mail to every student, faculty and staff member. The e-mail directs individuals to the emergency website for additional information and instruction.

University Emergency Information Line — 512-232-9999 Students, faculty and staff can call this main number for information about campus closures.

Voicemail to Office Telephones This tool leaves a voice message on every faculty and staff member's office phone on campus.

Campus Closure Guidelines and Decision Considerations - Weather Related

Decision to Close All Day or in the Morning

This decision will be made by 5:00 a.m. for an all-day or morning closure. This will stop most university employees from reporting to work for the typical day shift (Monday through Friday). The shuttle service starts at 6:30 a.m. and a 5:00 a.m. closure decision will stop the service from bringing passengers to campus. The unlock crew may already be en route or on campus at this time, but notice of the closure will reach them at least before they start working. In order to notify all employees in a timely manner, it is best to make the decision as soon as possible.

Decision to Close in the Afternoon

This decision will be made by 11:00 a.m. for a 2:00 p.m. or later closure. This will stop the evening crew from coming to campus, and notify students and faculty in advance of afternoon/evening class cancellations. Note: campus event venues (i.e., the Frank Erwin Center, LBJ Library, and PAC) close at their own discretion and do not necessarily adhere to university closures.

Decision elements

The university will consider the following questions when deciding whether to close:

Release Guidance

Upon releasing the campus, the university may consider giving the campus this guidance:

Incident Planning and Response

Emergency Evacuation

If there is a need to evacuate the Student Services Building (SSB), occupants will be alerted through either the fire alarm system (for fires), or through the intercom system (for other emergencies requiring evacuation of the area). Upon hearing the fire alarm and/or evacuation instructions over the intercom, building occupants should put on appropriate clothing for outside weather conditions and proceed to the nearest stairwell or building exit to evacuate the building. Do not use elevators for evacuation. Upon exiting the building, proceed to a designated assembly area away from the building and remain in the assembly area until an "all clear" is given.

Assembly Areas - The designated assembly areas for the occupants of SSB are:

Note: Your unit may have specific instructions for assembly and checking in during an emergency evacuation

During an evacuation the building manager will assume a command post in the southeast entrance vestibule on the first floor to monitor evacuation and communicate with emergency personnel. Floor managers will report to this area once they have evacuated their area of responsibility.

Evacuation Assistance

Evacuation Management

Evacuation management is established to ensure occupants safely evacuate the building. Evacuation management involves dividing the building into manageable units, physical inspections to verify evacuation, and assembly areas for occupants to gather once outside the structure.

Floor managers are responsible for evacuation management during the hours of 8am-5pm Monday-Friday. Floor managers are encouraged to recruit and train volunteers from their work area to aid with evacuation management.*

Floor Number Department / Area Responsible for
Ground floor 1 person Office of the Ombudsperson Evacuate office area and ground floor bathrooms
Ground floor 1 person CMHC Evacuate office area and public meeting rooms.
Ground floor 1 person UHS Material Management Evacuate material management area. Put “Building Closed Due to Emergency” signs on north double doors by loading area.   
First floor 1 person Campus Environmental Center (CEC) Evacuate the CEC office area.
First floor 1 person Forty Acres Pharmacy Evacuate pharmacy area. Place “Building Closed Due to Emergency sign on west entrance doors.  
First
Floor
2 people UHS Patient Access Evacuate Patient Access, Central Triage and first floor waiting area and public restrooms. Place “Building Closed Due to Emergency” signs on north exit doors
First floor 1 person UHS Physical Therapy Evacuate the Physical Therapy Department areas
First floor 1 person UHS Radiology Evacuate the Radiology Department areas
First floor 2 people UHS Urgent Care Clinic Evacuate the Urgent Care Clinic areas
First floor 2 people UHS Sports Medicine Cilnic Evacuate the Sports Medicine Clinic areas
First floor 1 person UHS Urgent Care/Sports Medicine Check-In/Waiting Area  

Evacuate the check-in areas for Urgent Care and Sports Medicine

First floor 2 People UHS Health Promotion Evacuate Health Promotion  area. Place “Building  Closed Due to Emergen” sign on south doors
Second floor 2 people UHS Administration Evacuate UHS office administration area
Second floor 2 people UHS HR and Public Information Team Evacuate the UHS HR and Public Information Team areas
Second floor 2 people UHS Cashier/ Insurance Evacuate office area and 2nd floor atrium area. Deactivate the escalators
Second floor 2 people UHS Laboratory Evacuate the Laboratory and lab waiting areas
Second floor 2 people UHS Allergy/Immunization Clinic Check-in Evacuate the Allergy/Immunization Check in and waiting areas
Second floor 2 people UHS Allergy/Immunization Clinic   Evacuate the Allergy/Immunization clinical and shared break room with the Laboratory
Second floor 2 people UHS Health Information Management and HITS Evacuate the HIM/HITS areas and the shared HITS/General Medicine break room
Second floor 8 people (2 people/area)
UHS General Medicine Nursing Areas A, B, C, and D
Evacuate all rooms associated with each nursing area
Second floor 2 people UHS General Medicine Check-In Area Evacuate the UHS General Medicine Check-in area and public restrooms
Third floor 2 people UHS Women's Health Clinic Evacuate Women's Health Clinic area
Third floor 1 person New Student Services Evacuate office area, 3rd floor public bathrooms and 3.406 meeting room
Third floor 2 person Office of Student Financial Services Evacuate office area, OFSA lobby and 3rd floor atrium area
Fourth floor 2 people Office of the Dean of Students Evacuate DoS office area,
Fourth floor 1 person Division of Diversity and Community Engagement Evacuate DDCE office area, 4.212 meeting room and the 4th floor public bathrooms
Forth Floor 1 person Texas Recruitment + Interview Services Evacuate the TRIS area
Fifth Floor 3 people Counseling and Mental Health Center Evacuate CMHC office and lobby areas

Floor Manager responsibilities

The purpose of the floor manager is to manage the evacuation of his/her assigned floor with the goal of ensuring all occupants have safely evacuated and have been accounted for. Departments will assign their own floor managers. Alternate floor managers should be assigned to perform emergency functions when the primary manager is not available.

Each floor manager is responsible for ensuring the following functions are performed during an evacuation of their floor:

Each floor manager is responsible for the following planning activities:

Note: The building emergency plan is intended to be flexible with the ability to expand or contract according to situational needs. Each floor manager should evaluate the circumstances on their floor with the building manager and assign sufficient personnel to perform the necessary functions.

Building Manager Responsibilities

The building manager is a designated building occupant responsible for developing and implementing the building emergency plan. During an emergency, the building manager is responsible for managing the building evacuation and ensuring all occupants are evacuated and accounted for.

Emergency Functions
During an evacuation, the building manager is responsible for ensuring the following functions are performed:

Status Reports
During an evacuation the building manager will establish a check-in point in the southeast entrance vestibule on the first floor to receive status updates from floor managers.

Assisting Emergency Responders
The building manager should be prepared to provide emergency responders with information regarding the building, nature of the incident, and status of the building evacuation.

Planning Functions
The building manager is responsible for the following planning activities:

Shelter-in-Place

The directive "shelter-in-place" is used in weather related incidents and environmental incidents. UT officials will use the siren system to notify of shelter-in-place. All personnel are directed to:

Shelter in Place – Weather Related

Room use for shelter-in-place has priority over all room reservations in the SSB. When shelter-in-place for weather related incidents is directed, SSB occupants should seek shelter in ground floor conference rooms, the hallway of UHS Material Management, and the vending area and hallway area leading to the ground floor restrooms.

If occupants cannot shelter-in-place on the ground floor, occupants on upper level floors of the SSB should seek shelter in internal hallways and other rooms without windows.

SSB north, southeast and west stairwells are protected areas for weather related shelter-in-place incidents.

Shelter in Place – Environmental – biological, chemical or radiological

Lockdown

The directive "lockdown" is used to stop access to or egress from all or a portion of the buildings on campus and is intended to secure and protect occupants who are in proximity of an immediate threat. By controlling entry/exit and movement within a facility, emergency personnel are better able to contain and resolve any threat. When feasible, the "lockdown" announcement will indicate specific buildings. If no specific directions or locations are given, all buildings will initiate the "lockdown" procedures below.

If you are inside the building

Should you discover that there is a violent or potentially violent person in your building or area, take the following steps:

If the threat is outside your building

If you are outside the building when lockdown is initiated

Building manager responsibilities

Note: University of Texas Police Department (UTPD) or a designated Campus Security representative can also contact Information Technology Services (ITS) Security Operations to initiate building(s) lockdown.

Bomb Threat

University Vehicle Relocation to Parking Garage

During threat of tornado or severe inclement weather, Parking and Transportation Services will open all garages so that university vehicles can be relocated to a garage.

Each unit within the SSB that owns a university vehicle should establish internal protocol to move university vehicles inside a parking garage during inclement weather.

Emergency Resources