SAMPLE POLICY WORK

1. Monitor regional flood warnings through the agency’s emergency notification system. 2. Secure all critical electronic and paper records before evacuation if possible. 3. Follow pre-determined routes that lead to elevated areas or temporary shelters. 4. For clients who are unable to evacuate independently, direct support and transport services are activated. 5. Regroup at an identified safe zone and conduct a headcount. d. Communication Protocols During Emergencies Effective communication is paramount during emergencies to ensure that information flows quickly, accurately, and securely among staff, clients, families, and external emergency responders.

Internal Communication Protocols

• A public address system and digital messaging system are integrated into the building’s security infrastructure, ensuring that all staff and clients are immediately notified of emergencies. • Standardized emergency notification templates are prepared for different scenarios; these templates include instructions for evacuation, sheltering, or secure lockdown. • Internal emergency contacts are maintained in an electronic directory that is accessible 24/7. • During an emergency, assigned Incident Commanders are responsible for communicating regular updates every five minutes, ensuring that the status and any changes in instructions are clearly communicated.

External Communication Protocols

• A dedicated line of communication is established with local emergency services, including fire departments, medical emergency services, and law enforcement agencies. • The designated Security Liaison or Compliance Officer is responsible for external communications and provides detailed situation reports to emergency responders. • All external notifications are logged in a central system that tracks time of contact, the nature of the communication, and follow- up actions. • Pre-arranged notification processes include secure email and encrypted messaging systems to safeguard sensitive operational information.

Communication During Evacuations

• Clear signage and floor markings assist in guiding individuals along safe evacuation routes. • Team leaders are assigned to each floor and are responsible for carrying portable two- way radios for immediate communication. • Electronic update boards placed in central locations display real-time evacuation progress, so that supervisors and Incident Commanders can monitor all exits and assembly points accurately.