Health & Safety Programs

Emergency Preparedness

Department Emergency Preparedness Requirements for FY2009

It is time to review and update your department emergency plan for FY 2009.

There are two required actions for this fiscal year: implementing exercise recommendations and review/update your department emergency plan. These elements are part of the newly implemented Health & Safety TRACE Verification Program (

1) Exercise Recommendations

Goal: Show progress on implementing exercise recommendations listed on your Corrective Action Tracking Tool
Submit to HSPO: Updated Corrective Actions Tracking Tool showing progress
Due Date: July 31, 2009

The Corrective Actions Tracking Tool shows recommendations from your department's participation in the 2008 tabletop exercise and the Earthquake Exercise on February 5, 2009. Although some recommendations may not be completed by the end of July, it is important to show progress toward implementation.

The HSPO will hold training sessions via conference call/MedMeeting on how to use your Corrective Action Tracking Tool on the following dates and times. Connection information below.

5/7/09 11:00 - 11:30 am
6/11/09 1:30 - 2:00 pm
7/9/09 11:00 - 11:30 am

2) Department Emergency Plan

Goal: Review and update (as necessary) the department emergency plan
Submit to HSPO: Completed Verification Checklist
Due Date: September 11, 2009

Please review your hard copy and online department emergency plan for accuracy and update any outdated information. The online plan can be found at

The HSPO will be hosting a refresher training via conference call/MedMeeting on how to use the Online Emergency Plan on the following dates and times. Connection information below.

5/27/09 10:00 - 11:00 am
6/23/09 3:00 - 4:00 pm
7/24/09 1:00 - 2:00 pm

Conference Call/MedMeeting Instructions

The Conference Line is 1-866-642-1665 and the participant passcode is 111483. I will be using MedMeeting to show a presentation and other documents via the web. The website is:

For any additional information, please contact Lisa M. Johnson at 650-721-6269 or at

Emergency Preparedness for Laboratories -
Sensitive Information in Your Emergency Plan

The Health and Safety Programs Office received an excellent question today regarding who should have access to sensitive information contained in your department's emergency plan. Since this quarter's topic for the Self Inspection is Emergency Preparedness for Laboratories, we wanted to provide clarification on what information should be provided to all personnel.

The online portion of your department's emergency plan should only be available to those with key emergency preparedness and/or response functions. Chairs, DFAs, Emergency Coordinators and other selected personnel should know your department's unique password to the online portion of the emergency plan. That said, all personnel should be aware of the general contents of the plan. Basic emergency procedures, floor plans, SoM overview information and emergency checklists are non-sensitive items that you can provide. Most of this information is available on the Health and Safety Programs Office website at

For any additional information, please contact Lisa M. Johnson at 650-721-6269 or at

Emergency Preparedness for Laboratories - Weekly Tip
SoM Basic Emergency Procedures

This week's emergency preparedness tip for laboratories focuses on basic emergency procedures for the School of Medicine.

As part of the Q2 Self Inspection, we are requesting that laboratory managers spend 5 to 10 minutes reviewing emergency procedures with their personnel. The Health and Safety Programs Office has developed general emergency procedures (flow charts) that are included with all Department Emergency Plans. By providing this information to your personnel, you are able to check the 'yes' box for question #22 of the Q2 Self Inspection Checklist.

The Emergency Flow Charts cover emergencies such as fires, medical emergencies, power outages, earthquakes, hazardous materials spills, etc. Please print these flow charts out and post them in your laboratory. Also, verify that all personnel are aware of these procedures and can access them during emergencies.

In addition, we encourage departments to have specific emergency procedures when warrented. If your department, division or laboratory has its own procedures, verify that personnel understand these procedures and can active them without trouble.

For any additional information, please contact Lisa M. Johnson at 650-721-6269 or at

Thank you for your continued support of Emergency Preparedness at the School of Medicine! Next week's tip will provide tips for electronic and hard copy data preservation.

Emergency Preparedness for Laboratories - Weekly Tip
Evacuation and Emergency Assembly Points

Continuing our blog to assist laboratories in completing the Q2 Self Inspection Checklist, this week's tip is regarding Evacuation and Emergency Assembly Points.

Personnel (regardless of if they work in a laboratory or not) should be familiar with Stanford University Evacuation Procedures. This quarter during your self-inspection checklist, verify that all lab staff members are familiar with the following:

  • Appropriate Emergency Number to call for help
    • School of Medicine Buildings - Call 286
    • Stanford Hospital, Clinics and LPCH Buildings - Call 211
    • Payphones, cell phones, on- an off campus - Call 911

  • Location of the fire alarm pull box

  • Location of ALL emergency exits from the building

  • Location of your building's assigned Emergency Assembly Point (EAP)

  • Individual's responsibilities during evacuations

The Health and Safety Programs Office recommends providing staff with a 10 minute refresher training on these procedures. If needed, a fire drill can be scheduled for your building.

For any additional information, please contact Lisa M. Johnson at 650-721-6269 or at

Emergency Preparedness for Laboratories - Weekly Tip
Personnel Rosters and Emergency Phone Trees

For the next few weeks, the Health and Safety Programs Office (HSPO) will be posting emergency preparedness tips on our blog to assist laboratories in completing the Q2 Self Inspection Checklist . This week's tip is regarding creating and maintaining lab/department personnel rosters and emergency phone trees.

It is vitally important to have accurate emergency contact information for all personnel working in your laboratory/department. Information should be collected for all faculty, staff (full and part time), students and contractors. Here are a few emergency situations to illustrate the need for accurate contact information.

Situation 1:
A power outage has occurred early Saturday morning. The event is expected to last longer than 8 hours. Your laboratory is currently conducting research where loss of power would cause major issues with the equipment and/or specimens. A key person on the project changed his/her cell phone number last month and you do not have the updated information. You are unable to reach that person and have no clue about emergency shut down procedures.

Situation 2:
There was a major fire in your lab the night before. You need to advise staff to telecommute from home for the day. You thought you were able to contact everyone, but you missed the part-time contractor that comes in only a few times a month. That person just commuted from San Francisco and has no way of contacting you for instruction.

As shown above, not having the right contact numbers for personnel can be a major issue. The HSPO recommends the following actions to improve your laboratory/department's preparedness:

- Take five minutes during every quarterly self-inspection to update your roster and provide that information to key personnel.

- Develop an emergency phone tree, train personnel and practice making phone calls at least once a year.

- Develop a department Emergency Hotline, train key staff on how to leave messages, provide call-in information to all personnel and practice posting/receiving messages at least once a year.

- Make sure that all personnel know the School of Medicine Emergency Hotline at 3-(SAFE) or (650) 723-7233.

For any additional information, please contact Lisa M. Johnson at 650-721-6269 or at

Quarter 2 2008 Self-Inspection:
Emergency Planning for Laboratories

The health and safety topic for all laboratory research staff in the School of Medicine to review this quarter is EMERGENCY PLANNING FOR LABORATORIES. Please complete the Self-Inspection process for this quarter by June 30, 2008.

Emergency planning is essential to any organization. It increases our ability to effectively respond to and recovery from a myriad of emergencies including earthquakes, fires, floods, infectious disease outbreaks, power outages, etc. Within the School of Medicine, emergency planning needs to occur at all organizational levels (school-wide, department, division and laboratory). By preparing at all levels, the School of Medicine's resiliency during and after emergencies is enhanced.

Training on emergency procedures is a key component to laboratory preparedness. All laboratory personnel should be aware of basic emergency procedures (such as evacuation and emergency notification) contained within each department's emergency plan. An effective emergency plan is not a 'shelf warmer'. It is a document known and understood by all personnel in the organization.

Use this opportunity to determine, if your laboratory personnel know the basic information contained in your department's emergency plan. Do they know who to call in case of emergency? Do they know where your Emergency Assembly Point is located? Do they know how to shut down important equipment or what to do with valuable specimens? Training and awareness among all personnel is key to continuing our important mission after a major emergency.

Updating Your Department Emergency Plans

The deadline to review and update your on-line Department Emergency Plan is May 15.

Please provide any updates/changes to the "Dept Emergency Info" and "Building Information" sections of your plan to Lisa Johnson ( or Don Rust ( Also, provide any updated information from the "Admin Area Info" or "PI Research Preservation" sections, if available.

There are several ways to get your changes to us.

-Print the pages out from the on-line plan, mark it up with changes, mail (MC 5459) or fax it (736-0179)
-Use the "Notify Us of Changes" button on the web interface
-Send an email
-Call Lisa Johnson 721-6269 or Don Rust 725-7325

The instructions and link to the new online plan can be viewed at the following website. We will be reviewing the emergency plans, as they are made available.

In an effort to assist your department in testing the updated Emergency Plan, the Health and Safety Programs Office has also developed a Tabletop Exercise. The scenario of the exercise will be a long-term power outage. We will be providing two training sessions on how to conduct and evaluate tabletop exercises for those that are interested. The sessions are scheduled for Thursday, May 15 from 2 - 3 pm and Wednesday, May 21 from 10 - 11 am. Both sessions will be held at MSOB Room X169.

Please email Lisa Johnson if you plan on attending a session. If you are unable to attend and have questions, please do not hesitate to contact Lisa.

Personal Preparedness is Key to Dealing with Any Emergency or Disaster

It's amazing, but true! The San Francisco Chronicle on April 15, 2008 reported that there is a 99% probability that California will experience an earthquake with a magnitude of 6.7 or greater.

Meaning, Californians will experience an earthquake equal or greater to the destructive nature of Loma Prieta and possibly the 1906 Earthquake within our lifetime. The 1989 Loma Prieta Earthquake, with strong shaking lasting 15 seconds, was responsible for 67 deaths and about 7 billion dollars in damage. This was the second most costly natural disaster after Hurricane Katrina.

Although these statistics are alarming, it is important to promote awareness of Personal and Family Emergency Preparedness. The key to dealing with major disasters (or even minor emergencies) is to plan for these events. Planning gives us a 'head start' on dealing with the situation. We can anticipate how best to respond and what we need to recover. In the aftermath of a large earthquake, we may not be able of access basic services such as food, water, power, communications, shelter, transportation, medical care, etc. The rule of thumb is self-sufficiency (personal, family, and at Stanford) for 72 hours. The following websites contain resources and information to help you develop or update your personal/family emergency plan.

Please contact Lisa Johnson at (650) 721-6269 or at

Stanford Medicine Resources:

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