Emergency Manager/Coordinator:

The emergency manager supervises the emergency plan.

They train employees, hold meetings as necessary, coordinate evacuations and drills, oversee the maintenance of emergency equipment, etc. In an emergency they establish a command center through which all information is channeled until the arrival of the emergency services personnel.

In small organizations this person is usually the business manager or owner. Meetings/training are usually annual or bi-annual events because the Emergency Manager supervisory scope is small and manageable through daily hands on contact.

In large organizations this person is usually someone designated by management. This person coordinates training and meetings (usually on a quarterly basis) for Floor Captains, Assistants and Alternates who are directly responsible for the plan in their immediate work area. The Emergency Manager assists these individuals with needs and concerns specific to their work area and acts as a liaison to building management.

Floor Captains/Wardens/Marshals:

Floor Captains oversee the Emergency Plan for their floor. They are usually a central person who is accessible to employees at all times. They coordinate all emergency actions in an assigned area. They ensure that the fire department is made aware of emergency conditions (through the Emergency Manager/Coordinator). The Floor Captain/Warden conducts occupant searches and reports results to the command center.

In small organizations this person may be a department supervisor or the Emergency Manager may include these responsibilities in this list.

In large organizations they are responsible for coordinating assistants and alternates. This includes posting a list of these persons and providing them with instruction in proper emergency procedures. They also report safety concerns and violations to the Emergency Manager so they can be corrected.

Depending on the size of the building and organization, the Floor Captain/Warden may need to choose Stairwell and Elevator Monitors as well.

Assistants/Zone Wardens and Their Alternates:

Assistants carry first-line responsibility for the safety of all people present in their area during an emergency. This responsibility begins with maintaining a current list of these employees and instructing them in how to respond when an emergency arises. Assistants should be familiar with any special emergency procedures required in their individual work areas. In the event of an emergency it is their responsibility to ensure that all persons present, employees and visitors in their area, follow the proper evacuation procedures. They should complete an evacuation report upon return to their work area and submit it to the Employee Manager. A sample report is attached for your use.

It is suggested that one Assistant be assigned to every 7-12 employees. Daily activities in each area, the number of potential visitors and square footage of the work area should all be taken into consideration when deciding on a ratio. It is suggested that each suite have at least one Assistant assigned to them despite ratio for the rest of the building.

An Alternate would be responsible for all the Assistant duties in the event of their absence.

Stairwell Monitors and Elevator Monitors:

A Stairwell Monitor determines if the stairs are a safe means of egress during an emergency. If so, they hold the stairway door open and directs an orderly evacuation of building occupants. In addition, this person makes sure all stairwell doors are closed and not held open when they are not actually being used for egress.

It is suggested that this person's normal work area be located near the stairwell.

An Elevator Monitor ensures that the building occupants do not wait for or use the elevators during an evacuation until the fire department has declared the elevator(s) safe. The Elevator Monitor instead directs people to the nearest available stairway.

It is suggested that this person's normal work area be located near the elevator.

Building Management:

The Building Management should be informed in the event of any emergency. During most emergencies, Building Management should be available to assist emergency services personnel and help with evacuation if necessary. They should provide instructions on re-entering the building when the fire department personnel give clearance to do so.

All questions asked by the press during an emergency should be directed to and handled by Building Management and/or the fire department Public Information Officer.