Emergency Procedures

If you discover a utility failure, call the Physical Plant at 434.544.8276 during normal business hours, Monday – Friday, or after hours, please contact Campus Safety and Security.

Be prepared to provide:

• Building name:
• Floor:
• Room number:
• Nature of problem:
• Person to contact and phone number:

Electrical/Light Failure

If the hallway lights are out, locate the exit stairs or doors and evacuate the building while the emergency lights are on. Do not enter the building or use the laboratories until power is restored. Emergency lighting should be considered temporary and will not support building operations. If you are in a laboratory equipped with a fume hood and/or biosafety cabinet, close all hoods and biosafety cabinets’ sashes.

Plumbing/Floor/Water Leak

If you discover leaking water or know the source of a water leak, contact the Physical Plant 434.544.8276 during normal business hours, Monday – Friday, or Campus Safety and Security after hours.

Do not walk through standing water due to the potential of electrocution.

Natural Gas Leak

If you discover a natural gas leak, leave the area immediately and contact the Physical Plant 434.544.8276 during normal business hours Monday – Friday or Campus Safety and Security.

Network/Telecommunications

If you discover a telecommunications failure, with or without electricity, in the building, call the ITR Help Desk (434.544.8350) during normal business hours, Monday – Friday, or after hours, call Campus Safety and Security.

If you discover a fire or smoke in a building, activate the nearest fire alarm pull station and evacuate immediately, following the procedures in this booklet. Warn others as you exit. Notify Campus Safety and Security and 911. Always call from a safe location. Do not use elevators unless authorized emergency personnel direct you to do so.

When a fire alarm sounds, Virginia law requires complete evacuation of the building. Follow the Evacuation steps below, your building’s evacuation plan, and the instructions of your resident assistants and building emergency coordinators.

If smoke, heat, or flames block your exit routes, stay in the room with the door closed. If there is a telephone in the room, call Campus Safety and Security and 911 to alert them of your location.

Report all fires, even those that have been extinguished, to Campus Safety and Security. Never attempt to put out a fire yourself unless you have been properly trained, and only after someone has notified the authorities.

If the fire is small enough to be extinguished by one fire extinguisher and you have had extinguisher training, use a portable fire extinguisher to put out the fire. If you have any doubts about the size of the fire or your ability to extinguish it, do not try; evacuate!

Report potential hazards to Campus Safety and Security. This is for non-emergencies only; in the event of an actual emergency, call 911.

Evacuate to your designated meeting place if:

• The fire alarm has activated.
• There is the presence of fire, smoke, or the odor of burning in the building.

Threats targeting individuals or departments can frequently be mitigated through screening materials and following the procedures listed below. Responding public safety agencies have plans in place to deal with these types of threats. Following the procedures below will activate those plans and promote the highest level of safety while minimizing the disruption associated with these incidents.

Mail and package delivery to each department should be screened for suspicious letters and/or packages. Common features of threat letters/packages are:

• No return address
• Handwritten or poorly typed address
• Misspelling of common words
• Restrictive markings such as “Confidential” or “Personal.”
• Unattended packages, mail, bags; seems out of place
• Feel of powdery or foreign substance
• Excessive weight

What to do if you are suspicious of a package:

• Stay calm, do not panic.
• Do not move or handle a suspicious package.
• Evacuate the area and call Campus Safety and Security and 911. Tell them exactly what you have done and any information you have regarding the threat.
• Do not clean up a suspicious powder.
• Turn off local fans or ventilation units in the area if you suspect that a device has been activated, and the fan/ventilation switches are quickly and easily accessible.
• Wash your hands with soap and water.

Public safety responders can evaluate the risk to those in the room at the time of potential exposure, as well as any impact on the remainder of the building. Based upon that risk assessment, further emergency measures may be implemented as necessary. If the risk is found to be minimal, other areas of the facility will not be disrupted, and any necessary actions to return the area involved to normal activity will begin as soon as possible.

Accidents and Injuries

In an effort to maintain a safe and healthy campus and work environment, illnesses and injuries that occur on campus or during employment at Lynchburg must be reported to your supervisor and to Campus Safety and Security immediately. It is the intent of Lynchburg to minimize illnesses and injuries by correcting identified causes when appropriate and feasible.

Obtaining Medical Treatment (Students)

HornetCare (University of Lynchburg Health and Counseling Services)

• Location: Terrace level, Hundley Hall
• Phone: 434.544.8357
• Obtain medical attention from HornetCare during normal working hours: 8:30 a.m.–5 p.m., Monday-Friday
• Walk-In Hours: 8:30 a.m.-12:30 p.m. and 2-4:30 p.m., Monday-Friday
• Winter Term and Summer Hours: 10 a.m.-2 p.m., Monday-Friday
• Closed during scheduled breaks

Emergencies – 911

If the injury is an emergency, the patient should be taken to the Lynchburg General (Centra) Emergency Room.  If an ambulance is needed, the patient will be transported to the Lynchburg General (Centra) Emergency Room.

Non-Emergency Medical Treatment

Employees who are injured on the job have the option of medical treatment, depending on the nature of the injury, by visiting one of these non-emergency facilities:

Alternate Non-Emergency Medical Treatment Facilities

• Central Virginia Family Practice – Immediate Care 2137 Lakeside Drive, Lynchburg, VA 434.845.4175
• Health Works – 1905 Atherholt Road, Lynchburg, VA 434.200.6933
• Physicians Treatment Center – 2832 Candlers Mountain Road, Lynchburg, VA 434.239.3949

1. Emergency – If the injury requires emergency medical treatment, the employee must go to Lynchburg General (Centra) Emergency Room. Emergencies include but are not limited to: difficulty breathing, loss of consciousness, chest pains, chemical spill exposures, broken bones, and severe cuts.
2. Immediate Treatment – If the injury requires immediate medical attention, employees must seek treatment at Lynchburg General (Centra) Emergency Room.
3. Next Business Day – If the injury is minor and can be tolerated until the next business day, employees must go to one of the Alternate Non-Emergency Treatment Centers listed above.

Evacuate:

Leave your building immediately when an alarm sounds or if you are instructed to do so by authorized emergency personnel; this is required by Virginia law. If there is enough time, safely attempt to secure and safeguard your area.

• Turn off the equipment.
• Secure hazardous operations if possible.
• If you are in a laboratory equipped with a fume hood and/or a biosafety cabinet, close hoods and sashes.
• Notify others on your way out.
• Close doors behind the last person out.
• Walk quickly to the nearest safe exit, or follow the instructions of authorized personnel.
• Do not use elevators unless authorized emergency personnel direct you to do so.
• Report any missing or trapped persons to authorized emergency personnel, including first responders and building emergency coordinators.
• Move away from the building and go to your evacuation meeting site.
• Do not re-enter the building until authorized emergency personnel give the “all clear” signal.

If You Cannot Evacuate (because of disability, injury, or obstruction):

• Go to the rescue assistance area or to the nearest area with no hazards. Notify your resident assistant or other individual of your location.
• Notify Campus Safety and Security and 911
• Signal out the window to emergency responders if possible.
• Remain calm, responders will arrive.

Persons with Access and/or Mobility Needs:

Persons who may require assistance to evacuate a building must be provided that assistance by those trained to do so, if possible. Persons in wheelchairs should not use the elevator unless instructed to do so by the fire department. These individuals must be protected in a safe place while awaiting rescue by the fire department if they cannot evacuate the building. They should normally be safe in a designated area of rescue assistance or in an interior room near the stairwell if no area of rescue assistance is designated. If an alternate stairway is available, it should be used in this event. Persons with access and/or mobility needs as well as those who have been identified (Buddies) to assist them should be familiar with the exit locations.

Notify Responders: The locations of all persons remaining in the building should be relayed to resident assistants, building emergency coordinators, and responding emergency personnel.

• Do not move a seriously injured person unless they are in a life-threatening situation.
• Know your street address so you can give that to the emergency services:
• In the event of a serious injury or illness, immediately call Campus Safety and Security and 911. Give as much information as possible regarding:
  • Nature of the illness or injury,
  • Victim’s location,
  • Is victim conscious, breathing, bleeding,
  • Victim’s injuries,
  • Chemicals or radioactive materials involved.
• Send someone to the building entrance to meet the ambulance.
• Only trained personnel should provide first aid or CPR. If first aid or CPR training is desired, contact Campus Safety and Security.
• Location of nearest Automated External Defibrillator (AED):
• For student injuries that do not require urgent attention, go to HornetCare during their normal working hours or call Campus Safety and Security after hours. For employee injuries, see the Employee Work-Related Injuries tab.

If trained personnel are not available in your area or if an ambulance is needed, call:

• 911
• Campus Safety and Security: 434.544.5555

Mental Health

If you are concerned about a member of the Lynchburg community, call HornetCare at 434.544.8616. HornetCare is not a 24-hour facility. Please contact Campus Safety and Security for after hours assistance.

All bomb threats are to be taken seriously. Notify Campus Safety and Security 24/7 and 911 immediately. If you receive a bomb threat by phone, remain calm, write down the caller’s exact words, and note the time of the call.

• Time of Call:
• Length of Call:
• Person taking call:
• Exact wording of the threat: 

Ask the caller:

• When will the bomb explode? How much time remains?
• Where is the bomb located?
• What does it look like?
• What kind of bomb is it?
• What will cause it to explode?
• What building is it in?
• What floor is it on? 
• Why was it placed there?
• Did you place the bomb? Why?
• Who are you? 
• What is your name? 

Background sounds:

☐ Clear ☐ Cell Phone ☐ Restaurant ☐ Traffic ☐ Animal Noises / Wildlife ☐ Conversation / Talking ☐ PA system ☐ Music / TV ☐ Static ☐ Weather ☐ Factory machinery

Caller’s Voice:

☐ Accent ☐ Angry ☐ Cracking voice ☐ Crying ☐ Distinct ☐ Nasal ☐ Soft ☐ Excited ☐ Ragged ☐Stutter  ☐ Calm ☐ Deep ☐ Laughter ☐ Rapid ☐ Clearing throat ☐ Deep breathing ☐ Lisp ☐ Raspy ☐ Coughing ☐ Disguised ☐ Loud ☐ Slow

Threat Language:

☐ Incoherent ☐ Message read ☐ Taped  ☐ Irrational ☐ Disguised ☐ Well-spoken

If you receive a bomb threat in written form, notify Campus Safety and Security 24/7 and 911.

• Do a quick visual inspection of your area. Do not touch or move suspicious objects.
• Do not use two-way radios or cellular phones as they can trigger an explosive device.
• Follow your buildings evacuation procedures.

Severe Thunderstorm/Tornado Watch

Severe thunderstorms are possible, continue normal activities and monitor the situation.

Severe Thunderstorm Warning

Severe thunderstorms are occurring.

• Keep people indoors and away from windows until the severe storm passes. If you are outside, seek shelter immediately.
• Report injuries and damages on campus to Campus Safety and Security and 911. Notify your departmental administrative office.

Tornado Warning

An actual tornado has been identified in the area by spotters and/or radar.

• If in the warning area, seek shelter immediately. Stay away from windows and exterior doors. Basement, interior hallways on the lower floors and small interior rooms on the lower floors offer the best shelter.
• The nearest shelter is location.
• Do not open windows; this can increase damage to the building.
• Report injuries and damage to Campus Safety and Security and 911. Also notify your departmental administrative office.
• If in a vehicle, get out and seek shelter in a sturdy building. If a building is not available, lying flat in a depression such as a ditch or ravine offers some protection.

In the event of an emergency which urgently threatens the safety of persons outdoors, Lynchburg may sound the Crisis Emergency Alert Siren. The siren tones are designed to be quite loud and distinct, and the sound will carry throughout the campus and should be easily heard by those outdoors on campus.

Thunder and Lighting

If you hear thunder less than 30 seconds after seeing a flash of lightning, seek safe shelter immediately. Suspend activities until the call is given after 30 minutes without thunder and lightning.

Winter Weather

Winter storms (snow, sleet, freezing rain, extreme cold) can quickly affect vehicular and pedestrian travel across campus. Physical Plant will attempt to pre-treat ground surfaces to the best of their ability to remove snow and ice following winter storms.

• Report dangerously slick ground surfaces or blocked building entrances to Campus Safety and Security.
• Report frozen/broken water lines to Campus Safety & Security.

Weather Closing Information

Weather closing information is available from the sources listed on the Emergency Information Resources section, which includes primary information sources such as lynchburg.edu and the Weather Hotline, 434.544.7669.

Hazardous Gas Leaks or Release (e.g. oxygen, flammable, irritant, toxic, cryogenic, etc.)

If a compressed gas cylinder or gas piping is leaking or is suspected of leaking or if there is any other known or suspected gas release, and if a person knowledgeable about the source decides that it is hazardous to them or to other building occupants, the following steps should be taken:

1. Immediately notify building occupants to evacuate the areas using general evacuation procedures.
2. Contact Campus Safety and Security and 911 and be prepared to provide the following information:
   1. Building name
   2. Floor and room number
   3. Specific chemical name of involved gas
   4. Source of the gas

Unusual or Abnormal Odors (e.g. natural gas, rotten eggs, sewer smell, etc.)

When reporting an unusual or abnormal odor, be prepared to provide the following information:

• Description of odor (e.g. natural gas odor).
• Time(s) of detection
• Abnormal condition, activities, or materials at the time of detection (e.g. construction activities).

If the source associated with the odor is potentially hazardous to person in the area (e.g. natural gas), contact Lynchburg Emergency Services at 911. For other common or unknown odors, follow the specific procedures listed below:

Natural gas smells

Immediately leave the area and contact Campus Safety and Security and 911.

Rotten egg or sewer smells – These odors typically occur when a drain trap dries out. If the odor is moderate, run water down nearby sinks and check to see if the odor dissipates. If the odor is strong or persists after refilling drain traps, the employee should contact Campus Safety & Security to report the odor.

Fishy or musty smells – These odors often result from leaks in the HVAC system. The employee should contact Campus Safety and Security to report odor.

Exhaust or diesel smells – These odors typically enter a building through air intakes when motor vehicles or construction equipment are left idling nearby. These odors are normally dependent on the wind direction and typically last for a short duration. If this type of odor persists, the employee should contact Campus Safety and Security and 911.

If the employees have additional concerns or questions about these or any other unknown odors during normal business hours they may contact the Physical Plant 434.544.8276.

LiveSafe and Email is a collection of emergency notification systems used by University of Lynchburg to inform students, faculty, and staff of any safety concerns requiring immediate attention. Individuals need to take steps to verify that their phone, email, and text message (SMS) information for notification is correct. Make a point of checking your selected notification systems on your devices once a semester and update them immediately if any of your contact information has changed.

Important Information

• These sources will only be used for emergency and urgent notifications.
• Registering will not sign you up for anything other than emergency messages
• Your contact information will not be given out.

CRISIS EMERGENCY ALERT SIREN

In the event of an emergency which urgently threatens the safety of persons outdoors, Lynchburg may sound the Crisis Emergency Alert Siren. The siren tones are designed to be quite loud and distinct, and the sound will carry throughout the campus and should be easily heard by those outdoors on campus.

These siren/public address units are designed to be heard OUTDOORS ONLY. While some personnel on campus may be able to hear the sirens indoors, that was not the primary intention. The pre-recorded and live public address announcements that will follow the siren tones are prone to echo among the buildings on campus. How well you will be able to understand the messages will depend on your location. All possible adjustments have been made to the system to improve the intelligibility of the voice messages, and we are aware that in some areas of campus the messages can be very difficult to understand.

Safety in your Classroom, Residence Hall, and Office

• If you receive an emergency notification, protect yourself! If the emergency notification is due to severe weather or tornado warning:
• If you are outside, seek cover in the closest building
• Stay in your classroom, room, or office if it is in the interior of the building
  • OR Go to an interior hallway of the building
  • OR Go to the lowest level possible
  • OR In a house or apartment, go to the center of the house or the bathroom
• Stay away from windows, glass doors, and glass walls
• Sit down and stay low
• Monitor the web and your email for updates and instructions
• Call Campus Safety and Security and 911 immediately if you have any information about damage or injuries
• Stay in your area until you receive the “all clear” message from an emergency notification system or a message from a Lynchburg official or emergency responder.

If the emergency notification is due to an intruder: (or if an intruder has been observed)

• Go to the closest classroom, room, or office and stay there
• Shut the door and lock it, if possible
  • AND If possible, place a desk or chair in front of the door
  • AND If possible, wedge a shoe or belt under the door to prevent it from opening
• Turn off the lights
• Keep yourself and others in the room as quiet as possible
  • AND Switch cell phones to vibrate
  • AND Mute all computers, projectors, CD players, and other machines
  • Stay away from windows, glass doors, and glass walls
• Monitor the Web and your email for updates and instructions
• One person call Campus Safety and Security and 911 if you have any information about the intruder or injuries
• Stay in your area until you receive the “all clear” message from an emergency notification system or a Lynchburg official or emergency responder.

During a major earthquake, you may experience a shaking that starts out to be gentle and within seconds or two grows violent and knocks you off your feet. You may be jarred first by a violent jolt-as though the building was hit by a truck. A second or two later you’ll feel the shaking and, as in the first example, you will find it very difficult (if not impossible) to move from one room to another.

DURING THE EARTHQUAKE

If you are indoors:

• Drop to the floor under a sturdy desk or table, Cover your head and face with your arms, and Hold onto something sturdy.
• If suitable furniture is not nearby, sit on the floor against an interior wall and cover your head and face with your arms.
• Say clear from windows, bookcases, shelves, mirrors or other loose furniture.
• Do not use elevators!
• If possible, extinguish any open flames or sources of ignition immediately.

If you are outside:

• Get into an open area away from trees, buildings, walls and power lines.
• If driving, pull over to the side of the road, stop, and stay inside the vehicle until the shaking is over.
• Avoid overpasses, bridges, and power lines.
• If the earthquake has been severe, do not attempt to cross damaged bridges, overpasses, or damaged sections of road.

AFTER THE EARTHQUAKE

1. Check for injuries starting with yourself. Do not move seriously injured individuals unless they are in immediate danger. Help people who are trapped by furniture or other items that do not require tools to move. Rescue and emergency medical crews may not be readily available.
2. Keep phone lines open. Do not use except for genuine emergency calls, such as a serious injury, fire, or gas leak.
3. If you suspect or know that someone is trapped in the building call Campus Safety and Security and 911.
4. Check for gas and water leaks, broken electrical wiring, and broken sewage line in your area. Check building for cracks and damage. If there is a gas leak, extinguish all source of ignition and do not turn on or off any electrical switches in the area. Call Campus Safety and Security for assistance immediately. If there is damage, report it to Campus Safety and Security and 911.
5. Attempt to block off damaged areas to keep people away from the hazard until additional help can arrive.
6. Do not touch downed power lines or damaged building equipment.
7. Check for hazardous material spills and releases. If any are discovered, follow the procedures in this guide.
8. If the building is damaged, evacuate and attempt to secure the building against entry. Notify Campus Safety and Security and 911 of the damage and evacuation. Do not re-enter damaged buildings.
9. If you have to evacuate, post a message in clear view stating where you can be found. List reunion points so that others looking for you later can find you. If you have a university radio or cellular phone, take them with you along with chargers if available. This may be your only method of communication for several hours.
10. Do not use your vehicle unless there is an emergency. Keep the streets clear for emergency vehicles.
11. Be prepared for aftershocks. Aftershocks are usually smaller than the quake but may be large enough to do additional damage to structures weakened during the main shock.

Criminal Activity

Call Campus Safety and Security and 911 if you feel threatened or observe a crime in progress. Do not approach or attempt to apprehend person(s) involved.

Report information, including:

• Direction of travel when last seen
• Location
• Physical and clothing description
• Vehicle description, license plate number
• Weapons or tools involved
• What the person is doing

If you believe you are safe, stay on the phone with the dispatcher until instructed otherwise.

Active Shooter

The following recommendations are all options to be considered and should not be thought to be sequential. Select the best course of action according to the situation in which you find yourself.

Run

• If a safe path is available, run
• Always try and escape or evacuate even if others insist on staying
• Encourage others to leave with you, but don’t let their indecision slow down your escape
• Try to prevent others from entering the danger zone
• Keep your hands visible for law enforcement
• Call Campus Safety and Security and 911 to report the incident and description/location of shooter(s)

Hide

• If you can’t escape, find a place to safely hide and be silent
• Turn out lights, close window blinds/curtains, lock doors if possible and silence your cell phone
• Barricade doors and windows if able to with furniture and other objects
• Stay low to the ground but don’t sit down-be prepared to move
• Be prepared to fight by developing a plan if the shooter should enter your area
• Gather items to use for self-defense
• Identify other methods of evacuating should the opportunity to escape occur (other doors, stairwells or windows)
• Render first aid to the injured if safely able to do so
• If unable to evacuate, remain in place until the “All Clear” is released through Campus Safety and Security, University Administrator or by law enforcement in the area.
• If safe to do so, call Campus Safety and Security and 911 and report your location. If shooter is in the area and able to be heard, call and keep the line open for dispatcher to listen.

Fight

• As a last resort, act with aggression and use improvised weapons to distract and or/disarm the shooter
• Throw objects at the shooter’s head-aim for their eyes
• Work together as a team if others are present
• Upon use of distraction device, immediately attempt to escape or take down the shooter
• Commit to action as your life is at risk
• Remove the weapon from the shooter’s reach and safely hide it-do not handle it as law enforcement may perceive you to be the threat
• If taking down the shooter, immobilize all limbs (arms legs, head) until law enforcement arrives

Under all circumstances, if you decide to flee during an active shooting situation, make sure you have an escape route and plan in mind. Do not attempt to carry anything while fleeing; move quickly, keep your hands visible, and follow the instructions of law enforcement officers you may encounter. Notify authorities of the location of the wounded people as soon as possible. Do not try to drive off campus until advised it is safe to do so by law enforcement or campus administrators.

For all chemical spills, follow steps 1 through 3 of E.S.C.A.P.E.

1. Exit the area – Immediately after a hazardous chemical is spilled you must exit the area. If the spill occurred in a laboratory and access to the fume hood is not blocked by the spill and/or hazardous vapors are not present in the area then raise the sash on the fume hood and increase the airflow.
2. Shut the doors and secure the area – Shut the doors to the area where the spill is located and secure the area if possible. Most laboratories are under pressure which will pull air from the hallway into the lab, keeping potentially hazardous vapors from spreading into other areas.
3. Call Campus Safety and Security or 911 from a safe location and give the following information:
   1. Building name
   2. Room number
   3. Type of incident
   4. Name of chemical spilled or description of odor if unsure of chemical
   5. Estimate the volume of chemical spilled
4. Assess the situation – Determine if the spill is Immediately Dangerous to Life or Health (IDLH). IDLH incidents are those that pose a significant and immediate threat to building occupants due to extreme toxicity, imminent explosion, or other life threatening scenario. These types of incidents are rare. If the spill does not pose a threat to the building occupants then remain outside the entrance of the laboratory until the spill response team arrives. If you determine that the situation is Immediately Dangerous to Life and Health, then proceed to the next step.
5. Pull the fire alarm – After determining that the spill poses an immediate danger to the building occupants, pull the fire alarm. Activating the fire alarm will evacuate the building occupants and will also notify Campus Safety & Security.
6. Exit the building – Once the fire alarm has been activated, exit the building. Remain at a safe distance from the main entrance of the building. Give your information to the emergency response teams that will be arriving.

Chemical Contamination

Remove any contaminated clothing immediately and flush all areas of bodily contact with copious amounts of water. This should take place while someone else makes the appropriate phone calls and is in a safe location.

Ensure that medical assistance is obtained for those injured or exposed (safety shower, medical attention, etc.). Continue to rinse body contact areas with copious amounts of water for at least 15 minutes unless directed otherwise by appropriate emergency medical personnel. (Physician, nurse, paramedic or emergency medical technician).

Visit Lynchburg General Hospital (Centra) Emergency Room for medical care and evaluation. If possible, take applicable Material Safety Data Sheets (MSDS) with you.

Biological Spills

If the biological spill poses an inhalation hazard, do not attempt to handle the spill. Emergency responders will assume responsibility for the situation. If the microorganism does not pose an inhalation threat and you are qualified and comfortable cleaning up the spill, proceed to the next step. If you are unclear if the spill represents an inhalation hazard, always treat it as it is an inhalation hazard.

Cover the area of the spill with absorbent pads or towels, and carefully pour disinfectant around the spill. Because the volume of the spill will dilute the disinfectant, a concentrated disinfectant should be used. Allow at least 20-minute contact time.

Note: Pick up any visible sharp objects with tongs and discard in a sharps container (Never use your hands to pick up sharp items).

All spills of biological materials, regardless of biosafety level, shall be reported to Campus Safety and Security. You may also need to complete an Incident Report if you were exposed. Extremely large spills should be initially reported to Emergency Assistance at 911.