Emergency Reference Guide

 

Call 911 to report the incident and provide your location.

 

R.A.C.E.
  • RESCUE
  • ALARM
  • CONFINE
  • EVACUATE

If You Hear a Fire Alarm —

  • Evacuate using the nearest exit or stairwell.
  • Wait outside at least 75 feet from the building.

If You See Fire or Smoke —

  • Never put yourself in danger.
  • Remove any person in immediate danger if safe to do so.
  • Pull the fire alarm and alert people in your area.
  • Close the door behind you, if it is safe to do so.
  • Evacuate the building using the nearest exit.

Never attempt to fight a large fire or one that blocks your escape route.

Fire Extinguishers – P.A.S.S.
  • PULL: Pull the pin.
  • AIM: Aim the hose at the base of the fire.
  • SQUEEZE: Squeeze the handle.
  • SWEEP: Sweep slowly from side to side.

Site Specific Instructions —

  • Location of nearest exits?
  • Location of nearest pull box stations?
  • Location of fire extinguishers?

Natural causes, accidental, suicide or homicide

Faculty or Staff’s Responsibility

  • Identify the problem and the location.
  • Call UT Dallas Police at 972.883.2222 or call 911.
  • Wait for police to arrive.
  • Give emergency responders any critical information.

Note: Do not speak to the media, and limit the media’s access to the scene.

If You Receive a Bomb Threat by Telephone
  • Remain calm.
  • Do not activate the fire alarm.
  • Keep the caller on the line as long you can and attempt to get as much information as possible.
  • Ask for the message to be repeated to confirm it. Write down all information received. If possible, record the message.
  • Ask for the location of the bomb and the time of possible detonation.
  • Inform the caller that the building is occupied and the detonation of a bomb could result in death or serious injury to many innocent people.
  • Pay attention to background noises, which may give a clue as to the location of the caller. Listen closely to the voice for:
    • Gender: male or female.
    • Attitude: calm or excited.
    • Distinguishing features: accents or speech impediments.
  • Report the threat immediately to UT Dallas Police at 972.883.2222 or call 911.
  • Wait for instructions from UT Dallas Police, EH&S, local police and/or bomb squad.
If You Receive a Suspicious Letter or Package
Bomb Threat Checklist

Record your experience for reporting purposes; Retain a copy for the University.

  • Date of call?
  • Exact time of call?
  • Exact words of caller?
  • Questions to ask:
    1. When is the bomb going to explode?
    2. Where is the bomb?
    3. What does the bomb look like?
    4. What kind of bomb is it?
    5. What will cause it to explode?
    6. Did you place the bomb?
    7. Why?
    8. Where are you calling from?
    9. What is your address?
    10. What is your name?
  • Threat Language:
    • Well-spoken (educated)?
    • Incoherent?
    • Taped?
    • Foul language?
    • Irrational?
    • Message scripted by threat maker?
  • Background Sounds:
    • Street noises?
    • Phone booth?
    • Voices?
    • PA system?
    • Music?
    • Long distance?
    • Office machinery?
    • Factory machinery?
    • Animal noises?
    • Clear?
    • Static?
    • House noises?
    • Local call?
    • Motor?
    • Other?
    Use additional space to describe sounds, if necessary
  • If voice is familiar, whom did it sound like?
  • Remarks?
  • Person receiving call?
  • Telephone number call received at?
  • Date?
  • Caller’s voice:
    • Gender?
    • Age?
    • Accent?
    • Normal?
    • Calm?
    • Slow?
    • Crying?
    • Slurred?
    • Stutter?
    • Deep?
    • Loud?
    • Broken?
    • Sincere?
    • Giggling?
    • Angry?
    • Rapid?
    • Stressed?

If you become aware of a threat of violence, notify UT Dallas Police at 972.883.2222 or call 911 immediately.

  • The first step in personal safety is to maintain awareness of the situation and environment around you.
  • Be prepared to take appropriate action if a threat presents itself.
  • Evacuate the area, whether inside or outside a building, if you know that it is safe to do so.
  • Seek shelter in a nearby building if the threat is outside a campus building.
  • If a threat presents itself, seek cover and barricade yourself (with others if possible) by placing as much material between you and the threat.
  • To make the area appear unoccupied:
    • Remain quiet.
    • Turn off lights.
    • Silence cell phones.
  • As soon as it is safe to do so, notify UT Dallas Police at 972.883.2222 or call 911.
  • Do not approach emergency responders; let them come to you.
  • Remain under cover until the threat has passed or you have been advised by law enforcement that it is safe to exit.

To Obtain Emergency Medical Care

Call 911 for emergency, medical services, and transportation to the nearest hospital or emergency room.

The employee’s supervisor must obtain an Accident Report Form [English (PDF, 161KB) | Español (PDF, 67KB)] and a Supervisor’s Report Form (PDF, 124KB). Fax the completed report to 972.883.6115 as soon as possible.

Falls and Other Impact Injuries
  • If injury occurs, minimize movement.
  • Obtain medical attention, if necessary.
Minor Cuts and Wounds
  • Remove all jewelry, belts and tight clothing.
  • Vigorously wash injury with soap and water for several minutes.
  • Apply pressure to stop bleeding.
  • Obtain medical attention, if necessary.
Fire/Burns
  • STOP, DROP, and ROLL, if clothing is on fire.
  • Remove burnt clothing.
  • If clothing adheres to the skin, cut or tear clothing around affected area to preserve good skin tissue.
  • Run cool water over the burnt area for at least 5 to 10 minutes.
  • Do not pack the burnt area in ice.
  • Remove all jewelry, belts and tight clothing from the burnt area.
  • Cover burns with soft, clean, dry dressing or sheet.
  • Keep victim warm.
  • Obtain medical attention.

Tornadoes

Tornado season in North Texas is from March to May.

Definitions:

  • Tornado Watch means to remain aware of approaching storms.
  • Tornado Warning means a tornado has been spotted on radar. Move inside immediately.

Look out for the following danger signs: dark greenish sky, hail, low-lying clouds or loud roar.

What to do:

  • Seek shelter inside in an interior room, closet or stairwell without windows (some buildings on campus have pre-designated severe weather shelter areas.)
  • Crouch down on knees and cover your head.
  • If outside with no shelter available, take cover in a ditch or on low ground. Be aware of potential flooding.
  • Do not go under an overpass; it can become a wind tunnel.
  • Never try to outrun a tornado; get inside.
  • Watch for flying/falling debris.
  • Do not call 911 unless you need to report an emergency.
Flooding / Flash Flood
  • Major storms or water main breaks can cause flooding.
  • Flash floods can develop quickly— sometimes in just a few minutes and without any visible signs of rain.
  • Listen for information from media, public safety or facilities.
  • Move vital records, equipment and hazardous materials to higher ground.
  • Move personnel to a safe area and assist those with special needs.
  • Do not walk through moving water.
  • A foot of water will float most vehicles.
Under Extreme Heat
  • Summers are often long and hot in Texas. Take precautions to avoid heat exhaustion and heat stroke.
  • Keep a supply of water handy. Drink plenty of water even if you do not feel thirsty.
  • Limit intake of alcohol.
  • Stay inside during the warmest hours and limit sun exposure.
  • Protect face and skin by wearing a hat and light clothing.
  • Muscle pains and spasms are the first indicator of heat exhaustion.
Winter Weather
  • Listen for weather and closure information.
  • Be careful if walking or driving during or after a snow or ice storm to avoid physical injury.
  • Be aware of black ice.
  • Keep safe distances while driving.
  • For UT Dallas closure information, visit www.utdallas.edu.
UT Dallas DART Bus

The Comet Cruiser (DART Bus Route 883 & McCallum Non-Stop Express) operates on a regular schedule during inclement weather. In the event of severe weather, the service may experience delays.

When you call 911, you will be asked:
  • The nature of the emergency.
  • The specific location of the emergency.
  • Your name and contact information.
  • Listen for instructions and get clarifications as needed.
  • Do not hang up until you are told to do so.
  • You may be put on hold while the dispatcher alerts officers of the call; please stay on the line.
  • Follow the dispatcher’s instructions.
  • Ask questions if anything is unclear.
Violent / Aggressive Individuals
  • Take threats seriously.
  • If possible, leave the area to notify (or have your co-workers notify) UT Dallas Police.
  • If you cannot leave the area, call for help.
  • Do not attempt to subdue the person yourself.
  • Stay out of range of a violent person’s hands and feet.
  • Maintain a distance of at least 2-3 arms’ length.
  • Do not get backed into a corner; leave room for escape.
  • Keep other people away from the incident.
  • Report the incident to your supervisor.

The smell of chemicals or smoke should be immediately reported to UT Dallas Police at 972.883.2222 or EH&S at 972.883.4111.

Air Quality
  • Notify EH&S at 972.883.4111 or Energy Management Services at 972.883.2147 if you begin to experience health symptoms that you believe is related to poor indoor air quality.
  • Notify EH&S if you begin to experience health symptoms you believe to be related to temperature, humidity and/or insufficient or stagnant air.
Temperature

Contact Energy Management Services at 972.883.2147 if office building temperatures fall outside the desired range of 68 to 79 degrees Fahrenheit for an extended period of time.

Renovation and Construction
  • Facilities Management will notify EH&S, affected personnel and their school or unit administrations at least 24 hours in advance (or promptly in emergency situations) of work to be performed on a building that may introduce air contaminants into the employees’ work area.
  • Employees with medical conditions or special concerns about potential exposures during renovation, construction or repair work should alert their supervisor and request to be relocated while the work is being conducted.
  • Employees who experience symptoms are encouraged to complete the UT Dallas Safety Office Accident Report Form [English (PDF, 161KB) | Español (PDF, 67KB)] and seek medical attention.

Evacuation Procedures
  • Evacuate the building immediately when you hear the fire alarm or are instructed by a first responder.
  • After everyone has exited the area, close the door behind you.
  • Take personal belongings, such as keys and purse, if safe to do so.
  • Use stairways, not the elevator.
  • Remain calm and help others if necessary.
  • Wait outside in the designated assembly areas or at least 75 feet from the building.
  • If the primary evacuation assembly area (EAA) is deemed unsafe, department personnel should report to the secondary area.
Evacuation of Special Needs Individuals
  • Each department is responsible in identifying their special needs individuals.
  • Persons with special needs should have at least one “Response Partner.” This partner is a co-worker or peer who would assist with evacuation and sheltering of a special needs individual.
  • Guide or assist in positioning the person in a designated area of refuge if available, or in a stairwell if safe to do so. Otherwise, the person should stay in the office and call responders for information.
  • Wait in a stairwell only if the designated waiting area is close to the fire hazard or if there is immediate danger in the hallway.
  • Do not attempt to evacuate the special needs individual to another floor unless the person is able to ambulate.
  • Do not use the elevators unless helped by the fire department.
  • You may also call UT Dallas Police at 972.883.2222 to report any special needs individual in the building.
  • Stay in touch with the special needs individual and your other response partners periodically if phone contact is available.

Note: If your personal safety is at risk, position the special needs individual inside the stairwell landing and evacuate to report this information.

Site Specific Instructions
  • Primary exit route?
  • Secondary exit route?
  • Designated meeting place?
  • Alternate designated meeting place?

Communication Outages
Power Outage
  • Notify department head or call Facilities Management at 972.883.2141.
  • If there is a threat to life, safety or property, notify UT Dallas Police at 972.883.2222 or call 911.
  • Disconnect all equipment that could be damaged by a power surge when electricity is restored.
  • Turn off lights, appliances, window air conditioners and other energy users to reduce power requirements for restoration.
Water Failure
  • Notify department head or designee and call Facilities Management at 972.883.2141.
  • Discontinue any work with hazardous materials in areas where the emergency shower and/or eye wash stations are disabled due to water failure.
Gas Leak
Sewage / Drainage Failure
Problems With Ventilation/HVAC, Hoods, and Temperature

Notify department head or designee and call Energy Management Services at 972.883.2147.

For All Other Utility Failures

Notify department head or designee and call Facilities Management at 972.883.2141.

Leased Facilities

Landlords are responsible for maintaining utilities in leased facilities. Any disruption of utilities should be reported to the school/unit administrator, who will then contact the landlord.

In the event that hazardous materials are detected, you may be asked to find an interior room with no windows and take refuge there.

Shelter in place (SIP) means taking refuge in a small interior room with no windows. Shelter in place is different from severe weather sheltering.

General guidelines in the event that hazardous materials were released
  • Follow directions given by police, fire department and UT Dallas responders.
  • Bring radios and first-aid kits.
  • Report to a pre-designated location or find an interior room to shelter in. If possible, it should be above ground level and have the fewest number of windows.
  • Secure all doors, windows and other openings to the outside.
  • Turn off all air conditioners, heaters and fans. University staff will turn off the HVAC systems as soon as possible.
  • Account for your employees, patients, students, volunteers and visitors.
  • It is best to have a cell phone available in case there is a life-threatening situation.
  • All UT Dallas employees, students, patients, volunteers and visitors are expected to remain in shelter until informed that it is safe to resume normal activities.
Resuming normal operations

After it has been determined that normal operations may be resumed:

  • Monitor the safety and security of employees, students, patients, volunteers and visitors.
  • File accident reports with EH&S for injuries and Facilities Management for property damage.
  • Notify employees’ families regarding their status.
  • Notify employees not present of the department’s status.
  • Keep detailed records, including photographs and video of the damage.
Site specific instructions

Primary SIP location?

Alternate SIP location?

Location of Supplies – SIP or Go Kit?

SIP or Go Kit

Note: Each department is responsible in preparing their own SIP or Go Kit. SIP or Go Kit may include:

  • a first-aid kit
  • flashlights
  • battery-operated radio
  • duct tape
  • non-perishable food
  • garbage bags
  • cards
  • bottled water or water tablets

Campus Mass Notification Alert System

In the event of an emergency or natural disaster, the campus community will be notified through several means of communication. This includes campus alert emails, the University’s website, campus and local media, text messaging (UTDAlert), fire alarm systems, indoor warning system and outdoor warning system. (Cell phone numbers are protected by applicable privacy laws. Standard messaging rates may apply.)

Subscribe to Text Alerts

If a closure or change in campus operations is necessary, UT Dallas will inform students and employees of the University status via several communication channels:

  • Closure information will be posted on the University website.
  • An email announcement will be sent to all faculty, staff and students.
  • A recorded telephone message will be available at 972.883.7669.
  • Local media outlets will be informed.
  • An announcement will be sent via the University text message system (UTDAlert.)
  • For more information, visit the campus News Center.

Depending on the campus location and the severity of a situation, UT Dallas Police or a housing staff may ask occupants to evacuate the building or to “shelter in place.” UT Dallas Police officers may also utilize their in-car loudspeaker to provide announcements and emergency commands to large crowds either outside or near doors and windows of a building. Some buildings may not have a central intercom system, so it is important to listen for other instructions that may be delivered by police.

Outdoor Warning System
  • Outdoor warning sirens are used to warn the public of an approaching hazard.
  • UT Dallas has installed an outdoor warning system (OWS) to warn the campus of impending or current dangerous situations.
  • The system has siren and voice capability.
  • The system is tested the first Wednesday of each month at noon to ensure that it is functioning properly.
Indoor Warning System
  • This system enables UT Dallas emergency services to have the capability to communicate with most buildings or each building individually.
  • Most buildings are outfitted with equipment that can communicate live and with recorded messages.
  • Fire alarm pulls are used to warn occupants of an emergency within the building.

Chemical Exposure

A coworker should assist the exposed individual with the following:

  • Remove contaminated clothing.
  • Flood exposed area with running water for at least 10 minutes.
  • If chemical has splashed in the eye, immediately flush the eyeball and the inner surface of the eyelid with water for at least 15 minutes. Hold the eye open to ensure effective flushing behind the lid.
  • If you inhale chemical vapors, move to an area where fresh air is available.
  • Contact UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911 and seek medical attention immediately.
Radioactive Material Contamination
  • Remove contaminated clothing and store for evaluation by Radiation Safety Officer.
  • Rinse the exposed area thoroughly with mild soap and lukewarm water.
  • Do not abrade the skin surface. Be especially careful when flushing out wounds.
  • If contamination remains, induce perspiration by covering the area with plastic. Wash the affected area again to remove any further contamination.
  • Contact UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911 and seek medical attention immediately.
Blood/Body Fluid Exposure
  • Remove contaminated clothing.
  • Vigorously wash the exposed area with germicidal soap and water for one minute.
  • If blood/body fluid has splashed in the eye, immediately flush the eyeball and the inner surface of the eyelid with water for at least 15 minutes.
  • Hold the eye open to ensure effective flushing behind the lid.
  • Notify your supervisor immediately in the event of a needle stick injury. Information about the sharp object which caused the injury should be obtained and documented.
  • Contact UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911 and seek medical attention immediately.

In the event of a spill which involves the release of a type or quantity of a chemical that poses an immediate health risk or involves an uncontrolled fire or explosion:

  • Evacuate the building by activating the nearest fire alarm.
  • Give accident details including location, types of hazardous materials and bodily injuries.
  • Call UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911.
Major Chemical Spill
  • If someone is injured, move the victim from the immediate area of fire, explosion or spill (if this can be done without further injury to the victim or you.)
  • Locate the nearest eyewash or safety shower.
  • Remove any contaminated clothing from the victim and flush all areas of the body contacted by chemicals with large amounts of water for at least 15 minutes.
  • Call UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911.
  • Administer first aid as appropriate and seek medical attention.
Minor Chemical Spill
  • Notify lab personnel and neighbors of the accident.
  • Isolate the area. Close lab doors and evacuate the immediate area.
  • Remove ignition sources and unplug nearby electrical equipment.
  • Establish ventilation. Vent vapors to outside of building only (open windows and turn on fume hoods.)
  • Lab personnel should locate appropriate spill kit.
  • Choose appropriate personal protective equipment (goggles, face shield, impervious gloves, lab coat, apron, etc…)
  • Confine and contain spill. Cover with appropriate absorbent material. Neutralize prior to cleanup.
  • Sweep solid material into a plastic dustpan and place in a sealed 5-gallon container.
  • Wet mop spill area. Be sure to decontaminate broom, dustpan, etc…
  • Put all contaminated items (gloves, clothing, etc…) into a sealed 5-gallon container or plastic bag. All waste should be disposed of through EH&S.
  • Call EH&S at 972.883.4111 if a special pickup is necessary.
Report It Immediately If The Spill Is:
  • Greater than 1 gallon.
  • Very toxic.
  • Poses a fire hazard.

Note: If a respirator is required for your job, the respirator must be fit tested through EH&S. Contact EH&S at 972.883.4111 for more information.

A minor radioactive spill is one that laboratory personnel are capable of handling safely without the assistance of safety and emergency response staff. All other radioactive spills are considered major.

Major Radioactive Spill
  • Clear the area: Notify all persons not involved in the spill or clean up to vacate the room.
  • Prevent the spread: Cover the spill with absorbent pads, but do not attempt to clean it up. Confine the movement of all personnel contaminated to prevent spreading.
  • Shield the source: If possible, the spill should be shielded, but only if it can be done safely.
  • Close the door: Leave the room and lock the door(s); secure the area to prevent entry.
  • Call for help: Call UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911.

Note: There are no radiation sources at UT Dallas that produce contamination and radiation exposure risks large enough to prevent first aid from being given.

Minor Radioactive Spill

Lab personnel should:

  • Notify: Notify persons in the area that the spill has occurred.
  • Prevent the spread: Cover the spill with absorbent paper.
  • Clean-up: Use disposable gloves, absorbent paper/pads, shoe covers and remote-handling tongs.
  • Carefully fold the absorbent paper/pads with clean side out and insert into a plastic bag for disposal in the radioactive waste container.
  • Survey: Conduct a contamination survey using appropriate wipe sampling procedures. Repeat clean up until contamination is no longer detected.
  • Check the area around the spill as well as hands, clothing and shoes for contamination using an appropriate survey meter.
  • Report: Report incident to the radiation safety officer at 972.883.4111.

Biological Safety

The following procedures are provided as a guideline for lab personnel regarding biohazardous spill cleanup:

  • Notify room occupants of the spill. If working above a biosafety level 1, all persons should leave the laboratory immediately.
  • Close the door and post a sign on the door to keep people out.
  • If clothing is contaminated, remove the clothing with care, folding the contaminated area inward. Place the clothing into a red bag for autoclaving.
  • Wash all potentially contaminated body areas as well as the arms, face and hands. Shower if necessary.
  • Any exposed persons should seek medical advice or treatment.
  • No one should enter for approximately 30 minutes so that aerosols can be cleared by the ventilation system or allowed to settle.
  • During this time, notify the principle investigator (PI) or lab supervisor.
  • Notify the biosafety office for large spills, for those you are uncomfortable handling, those involving BSL-3 agents or those involving select agents.
  • It should be noted that UT Dallas does not currently have the facilities for BSL-3 work, and we are not authorized for select agents work.
  • Protective clothing should be worn when entering the laboratory to clean the spill area: latex or nitrile gloves, autoclavable or disposable footwear, safety glasses and an outer garment.
  • Take the “bio spill kit” into the laboratory room, and place paper towels, spill pillows or other absorbent materials around and on the spill.
  • Carefully pour a fresh 1:10 dilution of household bleach (0.5% sodium hypochlorite) over the spill as a disinfectant solution; avoid splashing and work from the outside toward the center.
  • Let disinfectant solution sit for 30 minutes.
  • Use paper or cloth towels to wipe up the disinfectant and spill, working toward the center of the spill.
  • Discard clean up materials into a discard container/red bag.
  • Wipe the outside of the discard containers, especially the bottom, with a towel soaked in a disinfectant.
  • Place the discarded container and other materials in an autoclave and sterilize.
  • Remove shoes or shoe covers, outer clothing and gloves and sterilize by autoclaving.
  • Wash hands, arms and face; shower if necessary.
  • Call UT Dallas Police at 972.883.2222, EH&S at 972.883.4111 or 911.
Site specific instructions

Location of biohazard spill kit?

Individuals who discover suspicious packages, powders or liquids should take the following steps:

  • Do not shake or empty the contents of a suspicious package or envelope.
  • Do not carry the package or envelope.
  • Do not show a suspicious substance or package to others, or allow others to examine them.
  • Do not sniff, touch, taste, or look closely at the package or suspicious substance.
  • Put the package or envelope on a stable surface.
  • Wash hands with soap and water to prevent spreading potentially infectious material to face or skin.
  • Alert others in the area about the suspicious package or envelope. Leave the area, close any doors, and take actions to prevent others from entering the area.
  • Call UT Dallas Police at 972.883.2222 or call 911 and describe the situation.
  • Isolate, in a safe area, individuals who may have been exposed until they are cleared to leave by law enforcement, public health, or emergency response personnel.
  • Create a list of persons who may have been exposed to the substance.