Emergency Action Plan (EAP)

Introduction

An Emergency Action & Evacuation Plan (herein referred to as an EAP) covers designated actions employers and employees must take to ensure employee safety from emergencies. Cal-OSHA regulations require employers to establish, implement and maintain an EAP. The program must be in writing and include the following elements:

  • The preferred means of reporting fires and other emergencies
  • A system to alert and notify employees of an emergency
  • Evacuation types, procedures and emergency escape routes
  • Procedures for employees who remain to operate critical plant operations before they evacuate
  • A procedure to account for all employees after an emergency evacuation is completed
  • Rescue and medical duties for those employees who are able to perform them
  • Names or regular job titles of persons or departments who can be contacted for further information or explanation of duties under the plan

How to Complete This Plan Successfully:

This document includes a template for creating a departmental EAP, as well as additional incident and emergency response training that should be incorporated into the annual training for the EAP. As you read through the document, click on the gray shaded areas and type in the information requested.

Example: Interdisciplinary Center for Plasma Mass Spectrometry

This template was designed to help the Department Safety Coordinator (herein referred to as “DSC”) create an EAP, with the understanding that not all departments will have the same structure or protocols during an emergency. As the creator of your department’s plan, you have the flexibility to adjust it to fit your needs to best assure the safety of your colleagues in an emergency.
EAPs are often lengthy documents filled with explanations of the intended actions of every conceivable building occupant. When an event actually occurs, such plans are seldom used efficiently for three reasons: 1) people lack knowledge of the plan, 2) people do not understand the plan, or 3) the plan fails to address the varied physical locations where it must work.
In order for your EAP to be successful, there are essential elements that need to be implemented. These essential elements are detailed on page 8, Responsibilities of the Department Safety Coordinators.
If you have questions or suggestions regarding this document, please direct those to the UC Davis Office of Emergency Management and Mission Continuity at [email protected].

Contact Information

Earth and Physical Sciences (EPS) Building Room 3236, Phone Number: 530-754-7770
Plant Sciences (PES) Building Room 3223, Phone Number: 530-754-4839
[email protected]

This EAP will be reviewd annually in February.

Emergency Protocols-Alert and Notification

Reporting Emergencies

In the event of an emergency, UC Davis employees should contact UC Davis Dispatch by dialing 9-1-1 from a land line or from a cell phone call 530-752-1230.

You should call 9-1-1:

  • In the event of a medical emergency
  • To report all fire incidents, even if the fire is extinguished
  • To report criminal or suspicious behavior
  • If you are in doubt about the seriousness of a situation, such as any possible situation that you believe may be serious and that may result in injury, death, loss of property, apprehension of a suspected criminal or prevention of a crime that is about to occur.

Provide the following information to UC Davis Dispatch upon calling

  • Where you are
  • The address or location of the event

Alert and Notification of Employees

The university has a variety of ways to alert employees and students to emergencies and provide direction. These include:

  • Audible alarms
  • Visual alarms/signals
  • Verbal notification
  • UC Davis WarnMe / Aggie Alert
  • Social media

  • Campus e-mail

    Examples of notification methods include: fire alarm system, PA system, phone tree, bullhorn, even just flashing the lights can be a way to let people know there is an emergency happening.

The department itself will use the following methods to provide alerts and notifications to its employees:
Primary Method: Fire alarms (audible and visual)
Additional notifications: Verbal notification & UC Davis WarnMe

Emergency Protocols-Evacuation

Evacuation Procedures & Routes

Many incidents (e.g. building fire, police response) could require an evacuation of all or part of the campus. All employees must evacuate the building when notified to do so. The type of evacuation or protective measure may be specified as part of the notification. Please refer to Policy & Procedure 390-10 for more information on Campus Emergency Policy.

Evacuation Types

  • Evacuation: Evacuation is total building or partial building evacuation due to conditions making it no longer safe to remain inside a building or a specific area in a building. This level of evacuation requires occupants to move out and away from the building being evacuated.
  • Controlled Evacuation: Controlled evacuation is total building or partial building evacuation due to safety conditions or an armed intruder making it no longer safe to remain inside a building or specific area in a building. This level of evacuation requires occupants to move out and away from the building once notified.
  • Shelter-in-Place: Shelter-in-place means selecting a small interior room, with no or few windows, and taking refuge there; it does not mean sealing off your entire office. Shelter-in-place is used in emergency situations where hazardous materials have been released into the atmosphere or in emergencies related to civil unrest or violent demonstrations.
  • Lock Down: Lockdown is the temporary sheltering technique utilized to limit exposure to an armed intruder or similar incident. When alerted, occupants of a building within the area of concern will lock all doors and windows, not allowing entry or exit to anyone until the all clear has been sounded. If you are in a ground floor office or common area, take precautions and move away from glass windows or doors and seek shelter in a locked room of office.

Prior to Exiting
After being notified to evacuate, stop all work activities and evacuate immediately. Securely close departmental and office doors behind you. You may choose to lock your doors to prevent property theft (the UC Davis Fire Department has keys to campus buildings and rooms if access is necessary). Remember that you may not be allowed back into the building for an extended time.

Evacuation Routes/Exiting the Building
During an emergency evacuation, use the nearest door or stairway if available. Each employee needs to be aware of at least two exit routes in their main building in the event one is compromised. All campus buildings over one story high must have building evacuation signs posted on every floor. The signs must be posted at all stairway and elevator landings and immediately inside all public entrances to the buildings. More information on this is available in the SafetyNet 504 Emergency Evacuation Signs.

Persons involved with developing the EAP need to address how to evacuate colleagues with special needs that are unable to evacuate on their own. More information and guidance on this topic can be found in the SafetyNet 534 Guidelines to Emergency Evacuation Procedures for Employees/Clients with Disabilities.

Assembly Area EPS & PES
After exiting the building, all employees, students, volunteers, and visitors should follow the evacuation route to the pre-arranged assembly area.

Assembly Area Guidelines have been developed to help DSCs choose the safest location to assemble.

The Department Director/Dean/Chair should assign an Assembly Area Manager to each evacuation location. List all buildings in which department members are assigned space and the corresponding assembly areas and manager.

EPS Primary Corner of LaRue & Crocker (see map) Levi Lewis
EPS Secondary Grass area west of Facilities (see map) Paul Waterstraat
PES Primary In front of Wickson Hall (see map) Austin Cole
PES Secondary Grass area Northeast of Hoagland Hall (see map) TAD Doane

The Eucalyptus Grove is NW of Hoagland Hall, the area on the map is a grass area
All employees should stay within your respective group at the Assembly Area. No one should leave the area until notified by the First Responders, Assembly Area Manager, or Responder Liaison.

Assigned Job Responsibilities

Assembly Area Manager Duties:
It is recommended that the senior employee or their designee acts as the Assembly Area Manager. The Assembly Area Manager should be responsible for taking roll call and therefore it is imperative that prior to an emergency the Department Safety Coordinator (DSC) and Assembly Area Manager work together to ensure an updated employee roll call sheet is available and accessible at the time of the emergency. Ideally, the person responsible for roll call will take a personnel list (use attached form or alternate) before leaving the building. The Assembly Area Manager should report any injuries in need of immediate care to First Responders. Any other minor injuries should be documented and reported through the proper chain of command Levi Lewis, Director Interdisciplinary Center for Plasma Mass Spectrometry.

The Assembly Area Manager is responsible for sharing information as it becomes available to the evacuated persons. The Assembly Area Manager should not leave the assembly area; therefore it is suggested the Assembly Area Manager assign a liaison to the First Responders.

Responder Liaison Duties:
The Responder Liaison ensures important communication and information exchange between the First and Second Responders (e.g. Fire, Police, Facilities), and the Area Assembly Manager. The Responder Liaison (whom may be the DSC if present) is responsible for informing the on-scene Incident Commander of the status of department employees and visitors. Responder Liaisons should be prepared to provide the following information (if known)

If needed, the Responder Liaison should recruit volunteers to help direct and contain evacuees to the Assembly Area.

  • Nature of the emergency (e.g. fire)
  • Location of the emergency
  • Number of persons trapped
  • Number of persons hurt
  • Number of persons unaccounted for

After a major incident, building occupants may not re-enter buildings until cleared by a campus official.

Procedures for Employees Who Remain to Operate Critical Operations

Safety is a top priority at UC Davis, and there are no critical operations worth risking one’s welfare to perform. If you believe your department has critical operations requiring an employee(s) to remain in the building during an evacuation (most departments will not), please contact UC Davis Office of Emergency Management and Mission Continuity to develop this section of the plan.

AED / CPR Training

UC Davis relies on the UC Davis Fire Department and partnering agencies to provide rescue and medical assistance. It may be useful to document employees in your department who have specialized medical training.
Nobody has specialized medical training or duties.

Responsibilities of the Department Safety Coordinator

Levi Lewis and Austin Cole are responsible for implementing essential elements including planning, evaluating, and implementing the EAP. The following duties must be performed to maintain an effective EAP:

  • Review and update the EAP annually or as needed.
  • Update and submit the Emergency Call List to the UC Davis Dispatch Center.
  • Train employees on the location of emergency exits, fire extinguishers, manual pull stations, first aid kits, and AEDs if applicable.
  • Ensure evacuation routes are posted and walkways remain clear at all times.
  • Train employees annually on the EAP, including the “Additional Training” sections. Ensure all new hires are familiar with the procedures and a copy of the plan is made available. Document all training.
  • Train the Assembly Area Managers, Responder Liaisons, and Alternate Department Safety Contact. Confirm they understand their duties as assigned in the plan.
  • Exercise your department’s EAP annually. It is recommended you exercise your plan in the following order:
  1. Conduct a Tabletop Exercise. This will allow departments to use their training on the EAP, as well as to work through any inefficiencies prior to an emergency. Contact the UC Davis Office of Emergency Management and Mission Continuity for training or assistance with your tabletop exercise.
  2. Schedule a Building Evacuation. The UC Davis Fire Department can perform a limited number of building evacuations each month. Advanced notice and coordination between the departments that share your building before the exercise is critical. The Fire Department will not conduct the exercise if coordination between department DSCs has not occurred. Please contact your Department Safety Coordinator to schedule an exercise. Evacuations will be scheduled on a first come first serve basis and times and dates will be decided based on the Fire Department’s availability. To schedule a fire drill, please contact the UC Davis Fire Department.

EPS Emergency Assembly Area

Graphic site map of Earth & Physical Sciences building with paths, parking, and landscaping.


PES Emergency Assembly Area

Map showing layout of a campus area with buildings labeled such as Gross Hall, Food Science & Technology, and Plant & Environmental Sciences. Two red ovals highlight designated Secondary Assembly Area near Haugland Hall and Primary Assembly Area near Wickson Hall, indicating emergency gathering points.

 

Roll Call Sheet

Interdisciplinary Center for Plasma Mass Spectrometry

Office Location: 

  • Earth and Physical Sciences (EPS) Building Room 3236
  • Plant and Environmental Sciences (PES) Building Room 3223

Krasen Kovachev is responsible for maintaining a current list of personnel in the department. This form can be used, or, if your department currently has a directory, you can format it into a roll sheet with room and building location and attach it to the EAP. Assembly Area Managers and DSCs should have a copy to complete roll call during an emergency.

Earth and Physical Sciences (EPS) Building Room 3236, Phone Number: 530-754-7770
Plant Sciences (PES) Building Room 3223, Phone Number: 530-754-4839

Additional Training: 

Communications for Campus-Wide Emergencies

In the event of a major emergency, there are multiple ways to distribute life-saving and other important information. Familiarize the individuals in your department with these communication methods:

  • Sign up in advance to receive UC Davis WarnMe messages 
    This emergency notification service provides students and employees with timely information and instructions during emergencies. UC Davis WarnMe can send alerts by e-mail, text, telephone and cell phone messaging. To deliver messages, WarnMe uses employees’ work contact information from the university’s online directory, students’ e-mail addresses and personal contact information you voluntarily provide. Register and update your information at http://warnme.ucdavis.edu.
  • Check the University homepage www.ucdavis.edu  
    UC Davis posts information about emergencies and other major news on its home page at www.ucdavis.edu. News can also be found at www.news.ucdavis.edu 
  • Check official UC Davis social media channels
    UC Davis posts emergency information on its official social media channels. These channels include twitter, Facebook, Instagram and Snapchat. You can subscribe to updates from UC Davis by liking or following the channels. You can find all of the University’s official social media channels at https://www.ucdavis.edu/social-media.
  • Call the Emergency Status Line (530) 752-4000
    The Emergency Status Line provides a brief recorded telephone message about the status of the Davis campus in an emergency. Messages will indicate the emergency’s nature, and provide brief instructions. As more information becomes available, messages will point to additional information sources, such as the UC Davis home page.
  • Follow reports in the news media
    UC Davis works with the news media to share information about emergencies and provide direction to the university community. KFBK Radio in Sacramento (93.1 FM / 1530 AM) is the primary station for the federal Emergency Alert System for several area counties.

In a campus-wide emergency, the campus may communicate using one or all of the above methods of communication depending on the incident.
You will not be notified of every incident to which the UC Davis Polive or Fire Departments

Sheltering-in-Place

One of the instructions you may be given in an emergency is to shelter-in-place. Shelter-in-place is used mainly for hazardous materials incidents and sustained police action, or when it is more dangerous to venture outside than to remain indoors in your current location. This means you should remain indoors until authorities tell you it is safe or you are told to evacuate. The following are guidelines that should be shared with your department’s employees.

General Guidelines on how to Shelter-in-Place

  • Select a small, interior room, with no or few windows, ideally with a hard-wired telephone (cellular telephone equipment may be overwhelmed or damaged during an emergency).
  • Close and lock all windows and exterior doors.
  • Review your EAP, inspect your workplace emergency kits if you have them.
  • Do not exit the building until instructed to do so by campus officials.
  • Check for status updates using the resources detailed in the section, “Communications for Campus Wide Emergencies."

Specific Shelter-In-Place Guidelines for a Hazardous Material Incident

  • Turn off all fans, heating and air conditioning systems.
  • If possible, seal all cracks around the door and any vents into the room.
  • If you are in your car, close windows and turn off vents and air conditioning.

Community Survival
The UC Davis Police Department hosts workshops for members of the campus community on strategies to increase the likelihood of surviving an active shooter incident. The workshop covers five steps for increasing your chances of surviving an active shooter incidents and also provides demonstrations for attacking the attacker.


It is recommended departments allow two hours release time for employees. Community presentations are available on the Davis and Sacramento campuses throughout the year. To locate or schedule a workshop visit the UC Davis Police Department website.

In the training, Community Survival Strategies for an Active Shooter participants should be aware that the presentation deals with a very sensitive subject and uses actual audio tape from the 9-1-1 call at the Columbine shootings. Participants will also have the opportunity to see different types of firearms and should be prepared to hear what an actual gunshot sounds like.

 

Implementation Date: February 4, 2026