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Emergency Procedures

SMCCCD Home Emergency Management Emergency Procedures Accounting for All Persons

Accounting for All Persons

The purpose of this annex is to establish a comprehensive framework for accounting for the safety and whereabouts of students, faculty, staff, and visitors during an emergency evacuation on an institution of higher education campus. The primary objective is to ensure the prompt and accurate identification of individuals who may be missing or unaccounted for, thereby ensuring their safety and well-being.

Challenges in Higher Education Settings: Emergency evacuations on a college or university campus come with unique challenges due to the diverse and independent nature of the campus community. Unlike controlled environments, the campus is inhabited by adults who have the autonomy to move independently, and their presence on campus may not be constant. This presents challenges in accurately tracking individuals during an emergency.

Accounting Process:

  1. Pre-Evacuation Preparation:

    • Develop and communicate clear emergency evacuation procedures to all members of the campus community.
    • Maintain up-to-date contact information for students, faculty, staff, and visitors in a secure and accessible database.
    • Assign and train designated personnel responsible for accounting and tracking during evacuations.

  2. Emergency Notification and Evacuation:

    • Activate the emergency notification system to alert the campus community of the evacuation.
    • Provide clear and concise instructions for safe evacuation routes and assembly areas.
    • Designate assembly areas for different buildings or zones to facilitate accounting.

  3. Accounting Procedures:

    • Designate accounting personnel at assembly areas to check in evacuees and compare the counts with pre-evacuation data.
    • Utilize technology tools, such as electronic check-in systems or mobile apps, to streamline the accounting process.
    • Collaborate with Public Safety Officers and Building Captains to report any missing individuals promptly.

  4. Missing Persons Protocol:

    • If an individual is missing, initiate a standardized protocol to determine their last known location and potential evacuation route.
    • Coordinate with campus security, local law enforcement, and emergency responders to conduct searches and ensure proper communication.

  5. Re-Establishment of Accountability:

    • After the evacuation is complete and the situation is deemed safe, conduct a thorough review of the accounting data to identify any discrepancies.
    • Reconcile discrepancies and investigate any unresolved missing persons cases.

  6. Continuous Improvement:

    • Conduct regular drills and exercises to practice the evacuation and accounting procedures.
    • Review and update contact information and procedures on a regular basis to ensure accuracy.