Provision of Personal Emergency Evacuation Plans (PEEPs) (Fire Safety) Health and Safety

Health and Safety
Performance Standard HSPS 012
Provision of Personal Emergency
Evacuation Plans (PEEPs) (Fire Safety)
HSPS.012/SHE Unit/ACB/November 2011
1
Safety, Health and Environment Unit
Title
Provision of Personal Emergency Evacuation Plans (PEEPs) (Fire
Safety)
Reference
Number
HSPS 012
DOCUMENT HISTORY
Issue
Date
Details
1
May 2009
Issued
Amendments to this Draft Performance Standard: see Fire Safety
Document Control Log held in the SHE Unit
2
November
2011
Final version issued
Author
Andrew Briggs
Signature
Date
Reviewer
Bernard Angus
Signature
Date
Signature
Date
Signature
Date
Authorised by
Issued by
SHE Unit
HSPS.012/SHE Unit/ACB/November 2011
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Contents
Page
1. Purpose of Draft Performance Standard
4
2. Scope of Draft Performance Standard
4
3. Details of Draft Performance Standard
3.1 Introduction and outline
3.2 Responsibilities – sources of information
3.3 Responsibilities – providing and implementing PEEPs
3.4 Specific procedure for individual PEEPs
3.5 Training and competence
4
4
5
5
5
6
4. Effects and Actions in case of non-conformance
7
5. Relevant legislation and official guidance
7
6. Associated documents
8
Appendix A
Appendix B
Appendix C
Appendix D
Personal Emergency Evacuation Plan
– Standard letter
9
Personal Emergency Evacuation Plan
– Information sheet
11
Personal Emergency Evacuation Plan
– Initial Questionnaire
13
Personal Emergency Evacuation Plan form
14
HSPS.012/SHE Unit/ACB/November 2011
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1. Purpose of Draft Performance Standard
In the event of a fire evacuation or other emergency, to ensure the safety of persons who require
assistance to escape safely, and to ensure that their evacuation does not impede other persons’
escape.
2. Scope of Draft Performance Standard



All buildings and facilities used by the University.
All University schools and departments.
All staff, students and visitors with disabilities and/or needs for assistance as defined
within this Performance Standard.
3. Details of Performance Standard
3.1 Introduction and outline
a) Disabilities and other conditions may affect a person’s ability to evacuate promptly and
safely in an emergency. In the event of a fire alarm signal, installations and equipment
which facilitate access at other times (e.g. lifts) may be unavailable.
b) Planning is therefore necessary to ensure the safety during emergencies of any person who
may require assistance to escape promptly – or who, whilst evacuating slowly, might be at
risk from the flow of other evacuating persons.
c) Planning may also be necessary to ensure the safety of other persons such as those
rendering assistance, and/or to ensure that the flow of evacuating persons is not impeded.
d) In addition to people with mobility disabilities including wheelchair users, others who may
need assistance include those with hearing or visual disabilities; conditions such as
epilepsy or Parkinson’s disease; and autism, Asperger syndrome or other cognitive or
psychological disabilities which, for example, may cause them to become confused,
challenged or disorientated.
e) The elderly or infirm, heavily pregnant women, persons with sports injuries or broken
limbs, persons recovering from operations or other treatment, and persons with other
relevant medical conditions may also require assistance to escape safely.
f) Examples of ‘assistance’ in this context range from the simple prior supply of information
by various means to nominating and training persons and/or specifying equipment to
physically effect an evacuation.
g) A range of typical, generic Emergency Evacuation Plans is described in the Fire
Emergency Plan for each building.
h) Visitors may require one or more of the options shown. On making themselves known to
local staff (e.g. Reception or school/departmental management) they should receive
information and guidance on what to do in an evacuation – fully written-up PEEPs are
normally only provided for regular building users, unless there is a particular need.
HSPS.012/SHE Unit/ACB/November 2011
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i) Regular building users may require closer individual consideration and discussion of their
needs. If required, pre-planned arrangements are devised, agreed, recorded and
implemented according to their needs: these planned arrangements are referred to as
PEEPs. In many cases these will simply choose from and identify Standard options; in
others, individual strategies will be devised.
j) Individuals may need separate PEEPs for different buildings or locations.
k) Individual PEEPs are communicated to those who will provide assistance, to the person
themselves, and to relevant management where strictly necessary.
3.2 Responsibilities – sources of information
a) The following functions are required, within the remit of their own operations and as far
as reasonably practicable, to actively identify persons who may require PEEPs. This
information should be brought to the attention of all relevant Heads of
Schools/Departments as specified at 3.3(b) below and reported to the Safety, Health
and Environment Unit.





Accommodation Office
Human Resources (recruitment etc.)
All schools/departments (in relation both to students and to staff)
DDSS
Occupational Health
b) Whilst the University will endeavour to identify buildings likely to be used regularly by
each person, there is a requirement on individual persons themselves to request PEEPs
should they expect to be using a building more than occasionally and/or are aware of a
specific need. This is brought to their attention during the PEEP process.
3.3 Responsibilities – providing and implementing PEEPs
a) Responsibilities are as specified within building Fire Emergency Plans (and individual
PEEPs).
b) It is the responsibility of all relevant Heads of School/Department to ensure that
requirements for producing, resourcing and implementing PEEPs are identified and acted
upon. The responsible persons are variously, or severally and jointly



The Head of School/Department responsible for the building
The Head of School/Department occupying the location and/or
The Head of School/Department under which the person is employed,
studies or visits.
c) Where occupancy of certain areas is shared between schools/departments, those
schools/departments must cooperate and coordinate with building management (as above)
to ensure between them that suitable provisions are made and the relevant staff informed,
instructed and/or trained accordingly.
d) The Fire Safety and Environment Adviser oversees and coordinates all PEEPs, holds all
records and will provide advice and assistance on request.
e) Campus Watch will provide assistance as necessary insofar as possible during an incident.
HSPS.012/SHE Unit/ACB/November 2011
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3.4 Specific procedure for individual PEEPs
a) Each person identified as potentially requiring a PEEP is invited to complete a brief
questionnaire [see Appendix A], in relation to each building they are likely to use
regularly. A standard explanatory letter and information accompany the questionnaire,
which in most cases when returned will determine their need for a PEEP or otherwise.
The letter clearly indicates that should they not return the questionnaire, they confirm that
they are able to escape promptly and unaided in an emergency. (If the need for a PEEP is
obvious, this step may be omitted.)
b) If their response indicates possible requirements, a meeting is arranged. Suitable staff (see
3.5 a) review and discuss their needs, match these insofar as possible to the Standard
Emergency Evacuation Plans available, and develop an escape plan strategy. This is
carried out in close collaboration with the person, whose own wishes and suggestions are
accommodated as a priority wherever safe and practicable. Any further needs are
identified and addressed, reasonable adjustments made, and the person is familiarised with
all aspects of the PEEP.
c) Wherever practicable, local resources (i.e. staff and/or equipment within buildings, close
to specific locations as necessary) will be utilised.
d) Key aspects of PEEPs must be confirmed as reliably practicable. For example:



If an “Evac” chair is to be used, it must be determined in every case that the
person is able to transfer to it safely;
Equipment and persons designated to assist must be available at all relevant times;
PEEPs must not rely on mobile phones.
PEEPs must also take account of variations in a person’s condition and allow for ‘worstcase scenarios’ (see also 3.4(h) below).
e) Discussions and resulting PEEPs must include consideration of potential effects on other
persons evacuating. In some cases, persons with disabilities will be expected to wait until
the main flow has passed, so as not to impede it or cause danger to themselves or others.
This is made clear to them.
f) Resulting PEEPs are documented via the standard form [see Appendix D] and
communicated to relevant persons or functions. It is essential that all relevant persons,
including the disabled person themselves, are sufficiently familiar with the content and
implementation of the PEEP. Persons designated to render assistance may require
appropriate training (see 3.5(b).
g) PEEPS should be incorporated into fire drills and/or specific exercises wherever possible,
in order both to test emergency procedures and to enhance familiarity and training of all
concerned. A test evacuation should ideally be conducted at least once a year for each
PEEP. Individuals should be invited and encouraged to participate, but are at liberty to
decline.
h) All PEEPS should be reviewed at least annually and in the event of significant change.
This is especially important in the case of progressive conditions.
3.5 Training and Competence
a) Information, instruction and training for persons providing PEEPs must include
 Fire and Safety Awareness course, or equivalent
 Fire Emergency Response course, or equivalent
HSPS.012/SHE Unit/ACB/November 2011
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



Disability equality and awareness training
PEEPs course or equivalent
Knowledge of the relevant building Fire Emergency Plan and arrangements
Awareness of general Campus provisions (e.g. Evac Chair carry-downs)
b) Competence for persons assisting disabled evacuation (unless the assistance is brief, trivial
and does not increase risk to the assister) should include
 Fire and Safety Awareness course, or equivalent
 Personal safety related elements of Fire Emergency Response course, or equivalent
 Disability equality and awareness training
 PEEP-specific knowledge of individuals’ requirements, and relevant features of the
building
c) Competence for persons providing information and guidance to visitors (e.g.
Receptionists and relevant departmental staff) must include
 Fire and Safety Awareness course, or equivalent
 Preferably, Disability equality and awareness training
 Knowledge of the relevant building Fire Emergency Plan including PEEPS
 Knowledge of the University’s general arrangements for disabled evacuation
 Knowledge of sources of information, e.g. Safety, Health & Environment Unit
d) At all times, all persons involved must exercise appropriate care to observe the dignity
and, where required by law, the confidentiality of persons with disabilities.
4. Effects and Actions in case of non-conformance
If this Performance Standard is not applied it may or will result in:
 A person with a disability or other condition being at significant, intolerable risk of injury
or death in the event of fire
 Other persons being at significant, intolerable risk of injury or death in the event of fire
 A non-compliance with fire safety and/or disability legislation
 Potential prosecution
Non-conformance with this Performance Standard must be brought to the attention of both the
school(s)/department(s) concerned and the Fire Safety and Environment Adviser who will advise
on corrective and preventive action, which the relevant manager(s) must expedite.
5. Relevant Legislation and Official Guidance





Regulatory Reform (Fire Safety) Order 2005
DCLG Fire and Resilience Guides, in particular:–
DCLG Fire Safety Risk Assessment: Means of Escape for Disabled People
(Supplementary Guide, 2007)
BS 9999:2008
University policy and guidance (Safety, Health and Environment Unit website)
6. Associated Documents
HSPS.012/SHE Unit/ACB/November 2011
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






Individual PEEPs Letter (template)
Information sheet – typical Emergency Evacuation Plans available
Individual PEEPs Initial Questionnaire
Individual PEEPs Discussion Outline
Individual PEEP form
Building Fire Emergency Plan (and Fire Risk Assessment)
Individual PEEPs database
HSPS.012/SHE Unit/ACB/November 2011
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Appendix A
Personal Emergency Evacuation Plans
Standard Letter
Dear Mr/Ms
Personal Emergency Evacuation Plans
All persons must be able to leave buildings safely in the event of a fire or other
emergency, and the University is committed to ensuring this. We understand that
many people with disabilities (or medical or other conditions) will be able to
escape unaided; however, some may require assistance. Therefore, we are
writing to ask you to review emergency arrangements with us in relation to your
own needs. If necessary we will draw up a Personal Emergency Evacuation Plan
(PEEP) with you. A PEEP might, for example, specify the emergency assistance
you need, any precautions necessary, the use of equipment we may issue to you,
and/or simply record the action you need to take in an emergency.
We do not expect you to make any extraordinary effort to exit safely in the event
of an emergency. Some of the main types of assistance or equipment typically
used and available are outlined on an information sheet enclosed. These may
vary in different locations (more details can be found in building Fire Emergency
Plans) and therefore different PEEPs might be needed for different buildings.
We do not expect you to conform exactly to any of the examples given; the
objective of a PEEP, should you need one, is to ensure that your individual needs
are met – and if necessary, to devise ways of achieving that.
Please complete and return the enclosed questionnaire as soon as possible.
If you need a PEEP or would like to discuss these matters further, we will
arrange a meeting with you. The staff involved in reviewing your requirements
and drawing up PEEPs will have received training on disability and equality
issues and will work with you to find the best solutions. Please note that if you
do not reply, you accept that you are able to respond to fire alarms and make
your own way out of the building(s) promptly, unaided and without impeding any
other person’s emergency escape. This does not affect any of your statutory
rights.
HSPS.012/SHE Unit/ACB/November 2011
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Appendix A
Your confidentiality will be fully respected and your PEEP(s) will only be
disclosed where strictly necessary, as follows:
 Security or Support Services staff
 Your carer(s) or volunteer worker(s), if applicable
 Any person assigned specific duties in providing assistance to you under
the PEEP (this may include relevant managers where necessary)
 The University’s Fire Safety and Environment Adviser (confidential
records are held in the Safety, Health and Environment Unit).
PEEPs should be reviewed at least annually – if you have had one before, we will
need to verify that it is still adequate.
Please let me know if you require this letter or any other related documentation in
an alternative format.
Thank you for your co-operation in these important matters, and for the
opportunity to optimise our fire safety arrangements.
Yours sincerely,
Andrew Briggs
Fire Safety and Environment Adviser
Encs:
HSPS.012/SHE Unit/ACB/November 2011
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Appendix B
Some typical Emergency Evacuation Plans and assistance available to persons with disabilities
Mobility: most buildings have disabled refuges on the upper floors, in locations such as staircases and lobbies. These
are protected from fire for at least 30 minutes. An intercom telephone (wall-mounted panel) connects to Security staff,
who are automatically aware of your location even if you cannot hear them over the noise of the fire alarm; you are
immediately a top priority. They are also aware of exactly where the incident is located, and therefore the risk to you. In
many cases they will decide you should remain safely where you are; they may “horizontally evacuate” you to another
safe location in the building; or it may be necessary to assist you to leave the building. One method is the “Evac chair”;
we will need to ensure via your PEEP (Personal Emergency Evacuation Plan) that you can safely transfer to it, or find
other ways to meet your needs. Note that on your way a refuge point, you may find automatic fire doors shut which you
normally encounter held open.
Visual: some staircases have colour-contrasted markings on the steps; some do not yet. If you require assistance, one
possibility might be a “buddy system” whereby designated people nearby will assist you; another option might be to use a
disabled refuge as above.
Hearing: some locations have flashing beacons in addition to fire alarm sirens or bells; some do not yet. Vibrating
pagers or pillows, which respond to the fire alarm system, can be issued. “Buddy systems” as described above might
also be suitable.
Student residences on campus: Campus Watch are aware of all rooms allocated to persons with disabilities. In the
event of a fire or other incident, you and your room are immediately a top priority (as for disabled refuges – see above).
You can be certain that if you are in any danger, a Security Officer will arrive very rapidly. If there is no danger to you
(e.g. false alarms) they will visit or contact you whenever possible for reassurance – but please note that so long as you
are safe, they may have other immediate priorities. In the case of specifically adapted study bedrooms, the room itself is
a fire-protected enclosure and you are safe remaining in your room (with the door closed) for at least 30 minutes.
Medical conditions, injury, pregnancy etc: the elderly, heavily pregnant women, persons with sports injuries, broken
limbs etc, persons recuperating from operations/treatment, or those with certain medical conditions etc might also need
assistance (and therefore a PEEP) in order to evacuate safely.
Fire marshals & Security staff: as additional reassurance: please note that many areas of University buildings are
provided with fire marshals. In an evacuation, they will “sweep” designated areas of a building to ensure that no persons
remain. They may be able to offer you assistance; at the very least, they will rapidly inform Security staff who will then
assist you.
In nearly all cases a Security Officer proceeds immediately to investigate the location of a fire alarm activation – i.e.
where the potential danger is. Having found the cause, they will then “sweep” the immediate area as above.
Therefore, if you are having difficulty evacuating or have not found your way to a refuge, and if you are in immediate
danger from a fire, you will rapidly be found and assisted. However, a properly planned PEEP will greatly reduce the risk
to you and those assisting you still further.
Safety, Health & Environment Unit Oct 2011
HSPS.012/SHE Unit/ACB/November 2011
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Appendix B
TYPICAL STANDARD EMERGENCY EVACUATION PLANS
for persons with disabilities
The following list is based on HM Government guidance ‘Means of Escape for Disabled people’ and gives an outline
indication of types of escape arrangements/methods to consider, and the types of assistance typically available. These
can vary widely in different locations – more information can be found in building Fire Emergency Plan and obtained from
building management or the Fire Safety & Environment Adviser (Safety, Health & Environment Unit. In most cases the
options set out below will form the basis of individual Personal Emergency Evacuation Plans, according to each person’s
needs and, insofar as possible, preferences. In many cases a combination of several of these options will apply.
The use of mobile phones should not be discounted (Reception and/or building Security should ask for and record phone
numbers) but emergency evacuation provisions must not rely on them.
Category
Option
1
2
3
4, 5,
12
6
7, 8, 9
10
11
13, 14
15
16
17
18
19
20
21
22
23
24
25
26, 27
28
29
30
Type of escape
Use of lift
Meet assistance at refuge
Meet assistance at
workstation
Make own way down stairs
slowly after main flow, on
foot or on bottom
Use Evac chair or similar
Carry-down 2, 3 or 4 people
Travel down in own chair
with support
Cannot transfer readily
Needs assistance to walk
down stairs, 1 or 2 people
Needs orientation
information
Needs tactile map of
building
Needs colour contrasting on
stairways
Needs step edge markings
Needs showing escape
routes
Needs assistance for
person and dog
Needs doors opening
Needs large print
information
Identification of escape
route
Provision of flashing
beacons
Buddy system
Provision of vibrating pager
or alternative alarm
Additional checks by fire
marshals/security officers
Horizontal evacuation
Comments
N/A, no firefighting or evacuation lifts except in Jarman building – and
most lifts automatically descend to ground/exit level with fire alarm
Probably only safe and practicable with a buddy system (25) – otherwise
(2) will be necessary
Not implemented due to high risks both to person and to assisters
Risks to person and possibly to assisters are likely to be high – safe
method must be devised
Discuss and devise solution as possible
Could be as buddy system (25)
Could be as buddy system (25)
Not currently available – use other options
Some buildings/locations are provided; check whether contrast meets
person’s needs
Some buildings/locations are provided; check whether markings meet
person’s needs
Could be as buddy system (25)
Could be as buddy system (25)
Can be provided as necessary
Assess/predetermine most suitable escape route(s) from intended
location
Some buildings/locations are provided
Companion and/or person(s) nearby will be nominated; note, this is on a
voluntary basis, and not always feasible
Can be provided as necessary
Automatically provided in most but not all buildings/locations/incidents
Will be implemented wherever possible - i.e. retreat to another safe
refuge on same level within building, remote from the incident location
(your safety continues to be actively monitored)
Needs taped information (or Will endeavour to provide this on request
Braille)
HSPS.012/SHE Unit/ACB/November 2011
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Appendix C
Personal Emergency Evacuation Plans
Initial Questionnaire - CONFIDENTIAL
Please return to:
Fire Safety and Environment Adviser
Safety, Health and Environment Unit
Keynes College
University of Kent
Canterbury
CT2 7NP
Name______________________________________
Date______________
Building_________________________________________________________
Telephone_______________________
EMail_______________________
Please read the letter and information sheet accompanying this questionnaire.
1. Do you consider yourself able to perceive the fire alarm signal, to respond to
it and to leave the building without assistance within 5 minutes? YES / NO
2. If ‘YES’ to question 1, is there a possibility that you might impede the escape
of other persons evacuating (for example, if descending a staircase slowly)?
YES / NO
3. Do you, or might you at certain times, require some form of assistance in
order to evacuate safely?
YES / NO
Please list any other University buildings you use regularly, or are likely to in
future – we will address these with you in due course.
Thank you for your co-operation.
HSPS.012/SHE Unit/ACB/November 2011
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Appendix D
CONFIDENTIAL
PERSONAL EMERGENCY EVACUATION PLAN FOR:
Name
Department
Building
Floor(s)
Room(s)
Dates from/to
Awareness of the alarm signal, response to it, and evacuation or other planned action will
be ensured by the following standard, generic methods (as per DCLG fire safety guidance
and Appendix B of the building Fire Emergency Plan): ____________________
Persons Designated to Assist
The following have been designated to provide evacuation assistance:
Name/function
Contact details
Type of assistance
Name/function
Contact details
Type of assistance
Name/function
Contact details
Type of assistance
Assistance Methods and Cautions (transfer methods, contra-indications, etc.)
HSPS.012/SHE Unit/ACB/November 2011
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Appendix D
Equipment (including communication)
Action to take on entering Premises/Area/Room
Action to take on Alarm Signal
Safe Route(s)
Signed (all relevant persons):
date)
HSPS.012/SHE Unit/ACB/November 2011
(Print names and
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