flagflagChapter 9
EMERGENCY MANAGEMENT

Contents

Approved by Allen Benitez
Revised 09/13


9.1 Policy
9.2 Scope
9.3 Applicability
9.4 Exceptions
9.5 Roles and Responsibilities
9.6 Definitions
9.7 Required Work Processes

Work Process A. General Requirements for Emergency Management
Work Process B. Plans & Procedures
Work Process C. Training
Work Process D. Drills & Exercises
Work Process E. Emergency Response & Coordination
Work Process F. Hazard Mitigation
Work Process G. Continuity of Operations
9.8 Source Requirements
9.9 Reference Documents



NOTE:
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9.1 Policy

Berkeley Lab’s Emergency Management Program maintains an emergency-management system designed to minimize the consequences of all emergencies, protect the health and safety of all workers and the public from hazards associated with the Laboratory’s facilities, and prevent damage to the environment in compliance with DOE Order 151.1C.

9.2 Scope

This program provides requirements and guidance related to Berkeley Lab’s Emergency Management Program, which includes emergency preparedness, response, recovery, and mitigation.

9.3 Applicability

This program applies to all Laboratory employees, affiliates, and contractors.

9.4 Exceptions

None

9.5 Roles and Responsibilities

Role

Responsibilities

Laboratory Director

  • Approves policy and provides Lab-wide emergency-management priorities
  • Supports divisional participation in Emergency Management Program requirements

Divisions

  • Support employee involvement in training, drills, and exercises
  • Ensure division meets Laboratory requirements for employee emergency preparedness
  • Support efforts to maintain Continuity of Operations Plans for the division

Protective Services Department

  • Leads planning effort required to prepare for and coordinate emergency operations
  • Provides Lab-wide emergency response training
  • Provides Lab-wide emergency drills and exercises
  • Ensures the readiness of the Laboratory’s Emergency Response Organization (ERO)

Building Emergency Teams (BET)

  • Members are Laboratory employees who volunteer to receive training in response operations.
  • BETs are trained to assist and direct fellow employees in implementing building protective actions; coordinating field response between building occupants, first responders, and Berkeley Lab response personnel; and communications

Laboratory Executive Duty Officer (LEDO)

A Berkeley Lab senior manager or leader who serves as the Laboratory Director’s representative, with authorization to take or direct measures necessary to ensure the safety and security of Berkeley Lab’s people, facilities, and the environment

Emergency Management Team (EMT)

  • Includes the command and general staff positions identified in the Incident Command System (ICS) and mirrored by the five functions identified in the Standardized Emergency Management System (SEMS)
  • Team positions are represented at the Emergency Operations Center and form the core for the EMT.
  • Additional functional positions may be activated as the incident evolves.

Employee

  • Participates in training as required
  • Participates in drills and exercises as required
  • Assists co-workers and colleagues with building a prepared and resilient community

 

9.6  Definitions

Term

Definition

After Action Report (AAR)

Developed at the conclusion of exercises or actual events. AARs have a threefold purpose:

  • Identify areas in the current emergency operations plans that are in need of improvement.
  • Make recommendations to improve it.
  • Capture key lessons learned.

Continuity of Operations (COOP) Plan

The Berkeley Lab COOP is maintained by the Protective Services Department. The plan:

  • Focuses on identifying and managing risks and threats associated with disruption and interruption to operations
  • Identifies steps to control and reduce the risks
  • Assesses the impact on the organization if the risks should materialize

Emergency Operations Center (EOC)

A facility that serves as a central point for:

  • Coordination of Berkeley Lab’s emergency response and recovery operations
  • Coordination and support of Berkeley Lab’s Division Operations Centers
  • Coordination with other levels of government, jurisdictions, and external partners
  • Information collection, analysis, and dissemination
  • Establishing and sustaining reliable communications between responders and incident-management personnel
  • Resource allocation and tracking

Emergency Operations Plan (EOP)

  • Defines the scope of preparedness and emergency-management activities necessary for the Laboratory to maintain a comprehensive Emergency Management Program
  • Facilitates prevention, protection, response, and short-term recovery, which sets the stage for successful long-term recovery
  • Assigns responsibility to groups and individuals charged with carrying out specific actions that exceed routine responsibility during an emergency
  • Sets forth lines of authority and organizational relationships and shows how all actions will be coordinated, in particular the preservation of life, property, and the environment

Emergency Response Guide

Posted in all Laboratory buildings and provides employees, affiliates, and contractors information needed to properly respond to and report emergencies

Emergency Response Organization (ERO)

Includes all personnel who may be needed to perform duties beyond those of first responders during a response to any of a broad range of emergencies

Employee Preparedness Guide

  • Available on the Protective Services Department Web page. This document was previously provided to employees as the All Hazard Awareness Employee Pocket Guide
  • Provides employees with an understanding of the preparedness and response actions they can take when faced with a hazard or emergency

Emergency Plan Implementing Procedure (EPIP)

Describes the operational use and criteria for implementing the EOP

Hazards Survey

Documents the identification and qualitative assessment of facility hazards (i.e., assessment of site-specific and associated emergency conditions)

Incident Command System (ICS)

The combination of facilities, equipment, personnel, procedure, and communications operating within a common organizational structure, with responsibility for the management of assigned resources to effectively accomplish stated objectives pertaining to an incident

Laboratory Scale Quantity (LSQ)

Any purchase, receipt, or use of a chemical with an NFPA Health Hazard rating of 3 or 4 in a bulk quantity of >5 gallons (liquid), >40 pounds (solid), or >10 pounds (gas). A purchase, use, or storage that exceeds the LSQ requires advance notification to the Protective Services Department.

National Incident Management System (NIMS)

  • A flexible framework of doctrine, concepts, principles, terminology, and organizational processes used to manage incidents and emergencies. It is utilized by federal, state, and local agencies as well as private sector and nongovernmental organizations.
  • The use of NIMS by federal agencies is mandated by Homeland Security Presidential Directive 5 (HSPD 5).

Standardized Emergency Management System (SEMS)

  • Required by the California Emergency Services Act (ESA) for managing multiagency and multijurisdictional responses to emergencies in California
  • Unifies all elements of California’s emergency-management community into a single, integrated system and standardizes key elements
  • Incorporates the use of the Incident Command System (ICS), California Disaster and Civil Defense Master Mutual Aid Agreement (MMAA), the Operational Area(OA) concept, and multiagency or interagency coordination. State agencies are required to use SEMS.

 

9.7 Required Work Processes

Work Process A. General Requirements for Emergency Management
Work Process B. Plans & Procedures
Work Process C. Training
Work Process D. Drills & Exercises
Work Process E. Emergency Response & Coordination
Work Process F. Hazard Mitigation
Work Process G. Continuity of Operations

Work Process A. General Requirements for Emergency Management

Work Process B. Plans & Procedures

Berkeley Lab’s Emergency Management Program is built on a foundation of comprehensive emergency planning. These features are documented in the Hazards Survey. Berkeley Lab has developed an Emergency Operations Plan (EOP) that defines the scope of preparedness and emergency-management activities necessary to address the hazards and threats identified in the Hazards Survey. The EOP is further supported by Emergency Plan Implementing Procedures (EPIPs).

Plans and procedures are reviewed, revised, and tested at intervals predetermined by DOE contract requirements, exercises, actual events, or on an as-needed basis.

Work Process C. Training

To ensure an efficient and effective response to emergencies at Berkeley Lab sites and facilities, the Protective Services Department has adopted national training standards set forth by the National Incident Management System (NIMS) Training Program of 2011. In addition, Protective Services has developed specific training courses focused on developing Berkeley Lab’s core response capabilities and skills required to execute the overall emergency program set forth in the Laboratory’s Emergency Operations Plan (EOP).

Protective Services’ Training Program ensures that Berkeley Lab personnel and first responders receive appropriate training for their anticipated or assigned level of emergency response participation.

Work Process D. Drills & Exercises

Drills and exercises help to build and maintain employee confidence, knowledge, and understanding of personal roles and responsibilities during an emergency. Drills provide supervised, hands-on training; exercises are formal, evaluated demonstrations of the integrated response capabilities of an emergency-management program. 

Protective Services plans, coordinates, and conducts evaluated tabletop, functional, and full-scale exercises. Drills and exercises are coordinated through the use of a five-year exercise plan. Following each exercise, the Emergency Management Program develops an After Action Report (AAR) that outlines the successful completion of exercise objectives and identifies areas for future improvement. The AAR is a critical element to applying the concept of continuous improvement to the Emergency Management Program.

Work Process E. Emergency Response & Coordination

The Protective Services Department has developed a set of core capabilities that function as interdependent solutions to complex emergency-management issues. They serve to unify functional planning, preparedness activities, training and exercises, and resource acquisition. These capabilities, documented in the EOP, are used as targets to identify desired outcomes and define the tasks necessary to obtain them.

The Berkeley Lab Emergency Response Organization (ERO) serves to support and facilitate the execution of core capabilities. The ERO is structured around pre-identified personnel, teams, and facilities necessary for initial and ongoing emergency response and mitigation. The ERO is responsible for carrying out the procedures outlined in the EOP and receives training and functional support through the Laboratory’s drills and exercise program.

The Protective Services Department maintains and supports the Laboratory’s Emergency Operations Center (EOC) and Department Operations Centers (DOCs). The EOC and DOCs are activated to support on-scene response during an escalating incident by relieving the burden of external coordination and securing additional resources. Both facilities provide coordination, direction, and support to emergency responders during incidents.

Work Process F. Hazard Mitigation

“Hazard mitigation” is any action taken to reduce or eliminate the long-term risk to human life and property from natural and man-made hazards. “Mitigation” includes activities that prevent the occurrence of an event or lessen its impact. The value of hazard mitigation to Berkeley Lab in relation to emergencies and disasters includes:

Berkeley Lab maintains a mitigation strategy that identifies ways to prevent and reduce potential losses. The strategy identifies hazards such as earthquake, wildland fire, and hazardous-material release.
To mitigate the potential for a hazardous-materials release, Berkeley Lab uses a fixed minimum screening value for chemicals. For any chemical, the overriding emergency-management concern is the acute human toxicity of the substance by the airborne pathway (inhalation, dermal contact, absorption through eyes and mucosa, etc.). The screening process examines potential chemical hazards and eliminates materials from further consideration if they are commonly found in public use, are not readily dispersed in the atmosphere, are not hazardous (toxic) to humans, or exist in limited quantities. For such materials, response to any accidental release should be within the management scope and technical capabilities of ordinary workplace safety and hazard-control programs.

Berkeley Lab has adopted a Laboratory Scale Quantity (LSQ) to ensure chemical inventories remain at or below an acceptable level. From the definitions in 29 CFR 1910.1450, Occupational Exposure to Hazardous Chemicals in Laboratories, “laboratory scale” means work with substances in which the containers used for reactions, transfers, and other handling of substances are designed to be “easily and safely manipulated by one person.” An LSQ is further defined as “any purchase, receipt, or use of a chemical with an NFPA Health Hazard rating of 3 or 4 in a bulk quantity of >5 gallons (liquid), >40 pounds (solid), or >10 pounds (gas).” Chemical procurement, use, or storage in quantities that exceed the LSQ require notification to the Emergency Management Program office.

Work Process G. Continuity of Operations

Berkeley Lab recognizes that service interruptions caused by an adverse event could affect the Laboratory’s strategic, operational, scientific, financial, and stakeholder support services. Therefore, it is important for the Laboratory to maintain viable support capabilities with minimal impact to research and operations in case of such an event. The Emergency Management Program provides policies and plans necessary for protecting the Laboratory’s business and research operations as well as its reputation for quality, should such an interruption occur.
Each directorate/division is responsible for identifying essential functions and for developing, maintaining, and testing its Business Continuity Plan (BCP). Each BCP, developed by using the UC Ready business continuity planning tool, will document the resources, actions, tasks, and data required by a scientific or Operations division to recover its essential functions. Each BCP must be approved and signed by the appropriate division director or designee.

9.8   Source Requirements

DOE Order 151.1c, Comprehensive Emergency Management System, Attachment 2, Contractor Requirements Document

Other Driving Requirements

9.9  Reference Documents

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