Chapter_9_Occupant_Emergency_Procedures.pdf

Chapter 9

Occupant Emergency Procedures

ASC Standard Operating Procedures

Chapter 9: Occupant Emergency Procedures

2012 Edition

September 2012

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Introduction: This chapter provides standardized step-by-step occupant emergency procedures

(OEP) for each ASC. All ASCs shall implement the procedures established in this chapter.

Purpose. This chapter defines emergencies, establishes responsibilities, and provides guidance for ASC Immigration Services Officers (ASC ISOs) and Site Supervisors on how to respond to emergencies. Additionally, it establishes responsibilities and provides guidance regarding the selection and establishment of temporary ASCs and the reconstitution of a permanent ASC.

While primarily for stand-alone (SA) ASCs, those ASCs co-located in government space

(COLOs) should assure that the OEPs for the building they occupy account for the COLO staff and operations.

Concept. While establishing responsibilities and defining terms, the chapter is written primarily to serve as a guide for ASC ISOs and Site Supervisors to use in the event of an emergency or disaster situation. Many of the attachments referred to are stand-alone checklists that serve as planning or memory aides; while others, like the Telephonic Bomb-threat Checklist, should be copied and placed where they are readily available near each phone in the ASC.

Section A defines emergencies and relevant terms and establishes personnel responsibilities.

Section B provides the ASC ISO and the Site Supervisor guidance on how to respond to various emergencies. Section C defines and establishes reporting requirements for the ASC ISO and Site

Supervisors. Section D establishes personnel responsibilities for selecting and establishing a temporary site and reconstituting a permanent ASC.

The Office of Security and Integrity (OSI) has deployed Field Security Managers (FSMs) throughout the USCIS districts. The Field Security Managers are multi-disciplined security professionals capable of assisting with many security tasks. They support every operation within the district to include the District Office, Asylum Offices, Field Offices, Forms Centers, and

Application Support Centers.

FSMs can meet any specific requests for security assistance or support requested through chain of command and/or local ASC ISO in accordance with applicable DHS, USCIS, and OSI policy.

They also directly support the emergency preparedness program as needed in coordination with the USCIS Office of Emergency Management and Safety. OSI Field Security Managers and

OEMS Area Emergency Managers (AEM) may assist in the review of Occupant Emergency

Plans, Shelter-in-Place plans, and COOP plans as requested/required. They are a great resource that ASC ISOs and SSs should use in reviewing their emergency plans.

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Table of Sections

Section 9.A: General

Emergencies o Natural o Man-Made

Terminology

Responsibilities

Section 9.B: How to Respond to Emergencies

General

Selection of Rally Points and Evacuation Routes

Natural Emergencies

Man-made Emergencies

Section 9.C: Reporting

Initial Emergency Report

Site Supervisor’s Assessment Report

Final Emergency Report

Section 9.D: Reconstitution

Reconstitution o Selection of a Temporary Site o Establishment of Temporary Site o Relocation to Permanent ASC Location

Attachments

A – Personnel Roster

B – Selection Criteria for Evacuation Routes

C – Selection Criteria for Rally Points

D – Site Supervisor Actions at the Rally Point

D – 1: Example of a Personnel Notification Roster Card

D – 2: Example of Initial Emergency Report Card

D – 3: Example of a Site Supervisor Assessment Report Card

E – National Terrorism Advisory System (NTAS) Threat Alerts, Graduated Protective

Measures

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F – Severe Weather Warning Preparations Checklist

G – Earthquake Protective Actions

H – Treatment of Life-threatening Injuries

I – Examples of Suspicious Objects

J – Bomb Threat Checklist

K – Basic Firefighting Steps with Fire Extinguishers

L – Evacuation Checklist

M – Characteristics of Chemical and Biological Agents

N – Instructions for Shutting Down ASC BBSS Mail Server

9.A - 1

Section 9.A. General

Emergencies. For the purpose of these procedures, emergencies are categorized as natural or man-made. In an emergency, our focus is the protection of employees, customers, equipment, information, and facilities.

Natural Emergencies.

Weather. Weather is not always predictable, but in many cases we receive warnings and alerts and therefore can plan for its affects. There is advance warning of hurricanes, Nor’easters, severe thunderstorms, and to a certain degree, floods. Some areas are susceptible to tornadoes and technology currently only affords a few minutes of warning, if at all. Planning and execution in advance of severe weather will help protect employees, customers, equipment, and facilities from injury or damage. In dealing with weather, we are most concerned about water damage and debris driven by high winds. Section Two along with the appropriate attachments provide guidance for responding to emergency situations created by the weather.

Earthquake. Earthquakes are not predictable, and consequently, other than planning the positioning of equipment and furniture within the facility and constructing facilities to earthquake specifications in high-risk areas, we mainly react to the damage caused by an earthquake. In dealing with earthquakes, we are most concerned about damage caused by shifting and falling structures, and severed gas and power lines. Section Two and the appropriate attachments provide guidance for planning for and responding to emergency situations created by earthquakes. Offices located in earthquake prone areas should be familiar with the earthquake response plan and employees are encourages to exercise and drill at least once a year.

Man-Made Emergencies. There are many types of man-made emergencies, and while those listed below and addressed in Section 9.B are not all inclusive, the planning guidance and responses discussed in this plan should be sufficient to assist the ASC ISO and Site Supervisor to plan for and respond to most man-made emergencies.

Smoke and/or fire in the ASC or in an adjacent structure.

Loss of electrical power or HVAC in the ASC resulting in dangerously high temperatures (no air conditioning) or low temperatures (no heat) in the ASC.

Suspicious or dangerous objects in or near an ASC. For the purposes of these procedures, a suspicious object is defined as an object found to be out of place in the ASC or possibly left behind by a customer and is suspected to be one or more of the following:

Improvised Explosive Device. This could be in the form of a container (cardboard, wood, metal, plastic, etc.), an envelope of any size, or simply a bundle of small pipes or

9.A - 2 tubes, small circular- or box-shaped putty-like material with electrical wires and / or a battery. See Attachment I “Examples of Suspicious Objects” for examples and descriptions of improvised explosive devices (IED).

Weapon. The weapon may be a firearm or knife. It may or may not be in a case.

Flammables. Flammables are defined as gasoline, diesel fuel, various cleaning fluids, or containers of compressed gas.

Hazardous Material. This would include any chemical or biological agents that may pose a threat to the personnel and visitors at the ASC.

Bomb Threat. A bomb threat is a threat received telephonically, electronically, in writing, or verbally directly or indirectly. A written bomb threat can be on a note, letter, or written on a piece of furniture or wall (restroom stall or wall) of the ASC. Threats of any type against the

ASC, its personnel, or facility should be treated seriously. All threats will be reported to law-enforcement and USCIS.

Civil Disturbance. For the purpose of these procedures, a civil disturbance is defined as a demonstration (peaceful or violent) that takes place at or in the immediate vicinity of the

ASC. The demonstration may be a protest directed specifically at the ASC or may be totally unrelated to ASC business, but because of its proximity to the ASC causes an emergency situation at the ASC.

Intruder (armed/unarmed) in the ASC. For the purpose of these procedures, an intruder is defined as a person (not a customer or applicant) who forces her/his way into the ASC and may be carrying a weapon. The intent of the intruder(s) may not be known at first.

Intruders, especially armed persons, have the potential for taking either employees or applicants hostage or committing other forms of workplace violence.

Unruly USCIS Applicant. For the purpose of these procedures, an unruly USCIS customer is defined as a customer who may be unhappy and refuses to obey the directions of the staff, guard, or ASC management and who poses a risk to other employees or customers.

Explosion at the ASC or in the immediate vicinity of the ASC.

The presence of chemical or biological agents at or in the immediate vicinity of the ASC.

The agents could have entered the ASC as a result of a civil disturbance (riot control agents) or explosion at or in the immediate vicinity of the ASC. Attachment M provides characteristics of various chemical and biological agents.

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Terrorist Threat. Terrorist threats are defined and established by the Department of

Homeland Security and are issued through the National Terrorism Advisory System (NTAS).

Terrorist threats may be either eminent or elevated and applied to geographical areas that effect ASCs.

Terminology

Evacuation. Evacuation is the process of moving all ASC staff and applicants from the ASC to another safe location (rally point) in the most expeditious manner possible due to an existing emergency. Evacuation of an ASC differs from closing an ASC due to a pending emergency

(weather) in that an evacuation will take place during or immediately after an emergency.

Evacuation Route/Strip Map. Evacuation Route is the route the staff and applicants will take to get from the ASC to another safe location (rally point). For emergency planning, there should be at least two evacuation routes planned (from the front and rear exits). Evacuation routes are depicted on a strip map. A strip map is a simple line drawing that shows the evacuation routes from the ASC to the rally point.

Rally Point. A rally point is a location where the ASC staff assembles immediately after evacuating the ASC due to an emergency. The rally point is an important location in that it has to be close enough for the staff to reach quickly (on foot), but not so close that it would also be effected by the emergency. Ideally, the rally point would be an indoor location with a telephone and large enough to accommodate the ASC staff. In those areas where tornadoes are common, the staff may not evacuate the ASC if there is a basement in the building. If there is no basement in the ASC, a basement should become part of the Site Supervisor’s selection criteria for the rally point. See Attachment C, Rally Point Selection Criteria, for guidance on selection of a rally point. The senior manager/supervisor present should use Attachment D – 1, Example of ASC Personnel Notification Roster Card, to account for staff personnel and make an initial report to PMO Operations in accordance with Attachment D – 2, Example of Initial

Emergency Report Card. Attachment D, Site Supervisor Actions at the Rally Point, provides such directions.

National Terrorism Advisory System. The Department of Homeland Security (DHS) through its NTAS has defined two threat levels. Attachment E, Threat Levels – Graduated Protective

Measures, specifies protective measures that may be implemented under each of the threat conditions for specified locations.

Elevated Threat Alert: Warns of a terrorist threat against the United States.

Imminent Threat Alert: Warns of a credible, specific, and impending terrorist threat against the United States.

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Life-threatening Injuries. Life-threatening injuries are defined as injuries that even if treated immediately may result in death. Examples of life-threatening injuries and basic treatment procedures are shown at Attachment H, Identification and Treatment of Life-threatening

Injuries.

Reconstitution. For the purposes of these procedures, reconstitution is defined as the selection and establishment of a temporary ASC; the refurbishment and reoccupation of a damaged

ASC; or the selection, establishment, and occupation of a new ASC.

Responsibilities. While the personnel listed below have many responsibilities relating to the operations of the ASC, the following relates only to their responsibilities in planning for and responding to emergencies.

ASC ISO. Responsible for:

Reading, understanding, and being able to implement the Occupant Emergency

Procedures.

In coordination with chain of command, determining when to close the ASC due to a pending emergency.

Making a decision to evacuate the ASC due to an existing emergency.

Reporting the closure or evacuation of ASC to local field office and region headquarters.

Coordinating the implementation of graduated protective measures with the Site

Supervisor during periods of increased level of terrorist threat.

Coordinating the implementation of the checklist procedures for emergencies shown in the attachments.

Being familiar with the use of the mobile duress alarm.

Site Supervisor. The Site Supervisor has primary responsibility for tasks listed below with assistance from Assistant/Backup Site Supervisor; if the Site Supervisor is absent, Assistant/Backup Site Supervisor is responsible for tasks below. Responsible for:

Reading, understanding, and being able to implement these Occupant Emergency procedures.

Safety for staff employees.

Selection of evacuation routes.

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Selection of the rally point.

Being familiar with Site Supervisor duties at the rally point, Attachment D.

Being familiar with Attachment I, Examples of Suspicious Objects, and being able to identify improvised explosive devices (IEDs).

Ensuring there is a copy of Telephonic Bomb-threat Checklist (Attachment J, Telephonic

Bomb-threat Phone Call Checklist) readily available at each telephone in the ASC.

Maintaining a current list of staff home phone numbers for use during emergencies on

ASC Personnel Notification Roster, Attachment D – 1.

Being familiar with information required in the Initial Report for Emergencies, Attachment D – 2, and Site Supervisor Assessment Checklist, Attachment D – 3, (3 x 5 cards with the report formats).

Being familiar with chemical and biological agent characteristics in Attachment M.

Ensuring all employees are able to operate fire extinguishers available in the ASC;

ensuring all employees know what to do if trapped in a room, caught in smoke or forced to advance through flames (Attachment K – Basic Firefighting Steps with Fire

Extinguishers).

Being aware of the daily weather forecast during periods of inclement weather and being proactive in coordinating with the ASC ISO those actions that may be required by anticipated or pending weather emergencies.

Guard. In addition to the responsibilities listed below, the guard(s) may have responsibilities specified for different types of emergencies discussed in Section B and in the attachments. Responsible for:

Reading and understanding these Occupant Emergency procedures.

Being familiar with the evacuation routes and location of the rally point.

Being familiar with Attachment I – Examples of Suspicious Objects and being able to identify IEDs.

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Being familiar with Attachment M – Chemical and Biological Agent Characteristics.

Being able to identify and treat life-threatening injuries, Attachment H

Being able to operate a fire extinguisher.

Providing current telephone contact information to the Site Supervisor for emergency notification purposes.

ASC Staff. Responsible for:

Reading and being familiar with these Occupant Emergency Procedures.

Being familiar with the evacuation routes and location of the rally point.

Being able to identify and treat life-threatening injuries.

Being able to operate a fire extinguisher.

Providing current telephone contact information to the Site Supervisor for emergency notification purposes.

Reporting problems, emergencies, or suspicious activity to the appropriate person(s).

Knowing how to activate the building fire alarm.

Contractor Project Management Office Operations (PMO Ops). PMO Ops is the staff proponent for this plan. Responsible for:

Keeping information for these procedures current.

Receiving Initial Emergency Site Supervisor Assessment and Final Emergency Reports and passing information to On-Site Manager and senior management as appropriate.

Coordinating implementation of graduated protective measures for Terrorist Threat

Alerts with HQISD and issuing direction regarding implementation to ASCs.

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Ensuring ASCs have evacuation routes and rally points identified.

Including these procedures as an auditable item during ISO 9000 audits.

Assuming lead staff responsibility for reconstitution (Section D) of damaged ASC.

Contractor Project Management Office Facilities (PMO Facilities). Responsible for:

In regions where earthquakes are common, ensuring earthquake building codes are considered during the selection and or construction of ASCs.

As current leases expire or there is a requirement for new ASCs, ensuring blast mitigation and personnel protective measures are considered in the location selection process and during the subsequent build out of the facility.

Assuming lead staff responsibility for restoration of power to the ASC.

USCIS On-Site Manager. Responsible for:

Receiving Initial Emergency Site Supervisor Assessment and Final Reports from PMO

Ops and passing information to HQISD.

Providing information from HQISD to PMO Ops.

Contractor Region Managers. Responsible for:

Approving evacuation routes from the ASC to the rally points.

Approving the rally point location.

Training Site Supervisors in the implementation of these procedures.

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Section 9.B. How to Respond to Emergencies

General. While most of the guidance that follows is directed to stand-alone (SA) ASCs, much of the discussion particularly in the preparedness phase also applies to co-located (COLO) ASCs.

It is understood that the decision to close or evacuate the COLO ASC rests with the GSA leaser

(USCIS OIC) or Federal Designated Official. The Site Supervisor is still responsible for the safety and protection of staff employees, USCIS customers, and equipment. Consequently, the co-located building may remain open, but the co-located ASC may be closed or evacuated.

Selection of the Rally Point and Evacuation Routes. Upon receipt of these procedures, Site

Supervisors should immediately begin the process of selecting a rally point and evacuation routes from two of the ASC exits (preferably the front and rear exits), using the selection criteria in Attachments B, Evacuation Route Selection Criteria, and C, Rally Point Selection Criteria.

Field Security Managers may be able to assist ASC staff in selection of the rally point and evacuation routes. Once selected, the location of the rally point and evacuation routes require approval of the contractor’s Regional or Deputy Regional Managers. Semi-annual review of approved rally points and evacuation routes must be done to ensure that the rally point and evacuation route remain viable. Construction or other factors could impact the access to or use of other facilities. This requirement applies to both stand-alone and co-located ASCs.

Natural Emergencies.

Weather.

Preparation. Site Supervisor should be aware of the weather forecasted for their particular area.

When severe weather is forecasted, Site Supervisors should begin executing the preparation phase of this plan (Severe Weather Warning Preparations Checklist, Attachment F). Site

Supervisors can obtain current weather forecasts by watching the TV weather channel, checking local weather on the Internet (e.g. www.weather.com), reading the newspaper, calling local weather service for updates, and/or consulting with local government emergency management organizations or law enforcement agencies. Once severe weather has been forecasted:

ASC ISO will:

Notify her/his local office and region office that severe weather has been forecasted and services may be interrupted at the ASC.

Coordinate with the Site Supervisor on appropriate preparatory measures for the ASC

(Attachment F).

Assist the Site Supervisor in the execution of preparatory measures.

9.B - 2

Site Supervisors will:

Check the rally point to see if its use is still feasible. If it cannot be used any longer as a rally point, immediately select a new rally point and submit the location to the contractor

Regional Manager for approval. If approval of the new rally point is not received prior to the onset of severe weather and use of the rally point is anticipated, use the new rally point location.

Check both evacuation routes to make sure they are clear and useable. If they are not useable, select new evacuation routes and submit them to the contractor Regional Manager for approval. If approval of the new evacuation routes is not received prior to the onset of severe weather and use of the evacuation routes is anticipated, use the new evacuation routes.

Using the checklist at Attachment F, Severe Weather Warning, Preparations Checklist, ensure appropriate protective material and equipment is on hand. If more supplies and material are required, contact the contractor PMO Logistics immediately and request immediate delivery or approval for local purchase. Complete all actions to prepare the site for closure or evacuation (Attachment F).

Guard will assist the Site Supervisor in checking the rally point and evacuation routes and perform any other duties required by the Site Supervisor.

ASC Staff will assist the Site Supervisor as requested.

Emergency/Severe Weather. The decision to close an ASC does not have to come during the actual arrival of emergency weather. The decision to close an ASC because of severe weather can be made at any time, and it would not be unusual to decide to close the ASC based on the predicted path of a hurricane or predicted rising floodwaters. However, if the ASC is still open at the onset of emergency/severe weather:

Coordinate with the Site Supervisor regarding closure the ASC. If the Site Supervisor and

ASC ISO conclude closing the ASC is necessary, the ASC ISO will contact the local office and recommend closure.

Assist the Site Supervisor in closing the ASC.

Site Supervisor will:

Coordinate with the ASC ISO regarding closing the ASC. If USCIS concurs with closing the ASC, begin ASC closure procedures. Depending on the severity of the weather and

9.B - 3 time of day, the Site Supervisor and ASC ISO will be required to make the following decisions:

Whether to close the ASC using normal procedures or whether to evacuate the ASC and move the staff to the rally point. If the Site Supervisor and ASC ISO choose to evacuate the ASC, they should follow the procedures in Attachment L, Evacuation

Checklist. If the Site Supervisor and ASC ISO choose to close the ASC, they should ensure that all preparatory measures were completed prior to closing the site.

Whether to dismiss the staff for the remainder of the day. Or whether to have the staff check back with the Site Supervisor later in the day (the Site Supervisor should ensure s/he has valid contact numbers for each of the staff and that each staff member understands when they are next to return to work).

If USCIS does not agree to close the ASC and the Site Supervisor feels the emergency/severe weather threatens the safety of ASC staff, the Site Supervisor should immediately contact her/his contractor Regional Manager and discuss the issue. If contact cannot be made with the contractor regional management, contact PMO Operations and speak with the Operations Manager, Deputy PM/On-Site Manager, or the PM. If the Site

Supervisor is unable to contact any of the senior managers listed above, the Site Supervisor has the authority to close the ASC to protect the safety of the ASC contract staff.

Inform any remaining applicants that due to severe weather the ASC is closing. Inform any remaining applicants of when to return to the ASC and that they will receive priority service upon their return.

Guard will assist the Site Supervisor in closing the ASC. If the decision is made to evacuate, the guard will follow the procedures in Attachment L, Evacuation Checklist.

ASC staff will assist the Site Supervisor in closing the ASC. They will ensure they have provided the Site Supervisor current telephonic contact numbers.

Tornadoes. Although weather conditions that may spawn tornadoes can be predicted, the actual appearance and path of tornadoes are not predictable. Site Supervisors should be aware of forecasted conditions that may spawn tornadoes and be familiar with the tornado warning and watch procedures for their local area (if Site Supervisor is unfamiliar with local warning signals, call the local government emergency management office and ask what warning signals are used).

In those areas of the country where tornadoes are common, the selection of ASC facilities should depend on the availability of basements or nearby tornado shelters.

Rally Point. The selection of a rally point for ASC located in areas of the country where tornadoes are common should be based on availability of a tornado shelter. Even if the ASC has a tornado shelter/basement available in the building, the rally point should also have one

9.B - 4 available (the basement/tornado shelter will have to be large enough to accommodate the ASC staff and applicants present at the ASC).

Tornado Watch. A “Tornado Watch” is issued when atmospheric conditions are favorable for the formation of tornadoes in a given area. Under these conditions, Site Supervisors will keep informed of weather conditions by listening to local radio or television weather channels.

During tornado watch conditions Site Supervisor should begin taking appropriate measures as outlined in Attachment F, “Severe Weather Warning Preparations Checklist”.

Tornado Warning. A “Tornado Warning” indicates a tornado has been sighted and poses a definite threat to a given area. The National Weather Service requires warnings for a tornado.

Site Supervisors must be familiar with the warning signals (including the all-clear signal) for their local area. Upon declaration of a Tornado Warning for the local area:

Coordinate the movement of the ASC staff and customers to the tornado shelter/rally point with the Site Supervisor.

Notify her/his local office and region office that the ASC is closing due to a Tornado

Warning in effect for their local area.

Move ASC staff and customers remaining in the ASC to the tornado shelter/rally point and complete those actions shown on Attachment D, “Site Supervisor Actions at the

Rally Point”.

Notify PMO Ops of ASC closure; submit the Initial Emergency Report (Attachment

D – 2).

Keep ASC staff and customers in the tornado shelter/rally point until the all-clear signal is given.

Once all-clear signal is given, return with the staff to the ASC and resume operations or, if conditions warrant (ASC is damaged), submit a Site Supervisor’s Assessment

Report in accordance with Section C and Attachment D – 3, “Example of Site

Supervisor Assessment Report Card.” If site is damaged to the extent that it is not operational, dismiss the staff and inform them to be ready to begin work the next day at a temporary site. Establish a time you will contact them with instructions on where to report for work.

9.B - 5

Guard will assist:

The Site Supervisor in moving the staff and customers to the tornado shelter/rally point.

The Site Supervisor in maintaining crowd control and keeping customers calm.

All: If a tornado strikes without warning, take the following actions:

Get to the lowest floor; use the stairs.

Do not use elevators.

Seek shelter in an interior corridor or interior room.

Go to the wall farthest away from windows or glass.

Crouch down against the wall.

Protect your head with your arms.

Stay away from windows and exterior doors.

Once the all-clear signal is given, follow instructions of the Site Supervisor.

Earthquakes. Unlike severe weather discussed above, earthquakes are unpredictable. We react to earthquakes much as we would to a blast or explosions at or in the vicinity of the ASC.

Earthquake protective actions are discussed at Attachment G, “Earthquake Protective Actions”.

Rally Point. For ASC located in areas of the country where earthquakes are common, the Site

Supervisor should select a rally point specifically for an earthquake in addition to a rally point for other contingencies. Specifically, the earthquake rally point should be in a more open area away from other structures (selection criteria is at Attachment C, “Rally Point

Selection Criteria”).

Once tremors have ceased:

The Site Supervisor will:

In coordination with the ASC ISO, make personnel injury and damage assessments and determine if the ASC staff and applicants should be moved to the rally point; or if there are no injuries or obvious damage and power and telephone services have not been interrupted, direct the ASC staff to resume normal operations. In either case, notify PMO Ops and contractor region management in accordance with Section C and Attachment D – 3, Example of Site Supervisor Assessment Report.

If there are personnel injuries, the Site Supervisor will utilize the Guard and other uninjured staff to treat life-threatening injuries. Assign the task of getting medical assistance to the

Assistant or Back-up Site Supervisor.

9.B - 6

If the Site Supervisor determines the ASC staff and applicants should be moved to the rally point, the Site Supervisor should follow the procedures in Attachment D, “Site Supervisor

Actions at the Rally Point” and Attachment L, “Evacuation Checklist.” If the Site is damaged to the extent that it is not operational, dismiss staff from the rally point and inform them to be ready to begin work the next day at a temporary site. Establish a time you will contact them with instructions on where to report for work.

Man-Made Emergencies.

Smoke/Fire.

Detection. Smoke/fire may be detected by anyone (staff or applicants) in the ASC or even pedestrians passing by outside of the facility. Occupants of the ASC may be made aware of smoke or fire by hearing a fire alarm in the ASC or adjacent building. Anyone detecting smoke or fire, or anyone being told about smoke or fire, should immediately notify the Site

Supervisor and activate the nearest fire alarm if possible.

Evaluation. Once notified about the presence of smoke or fire in the ASC or vicinity, the Site

Supervisor will evaluate the magnitude of the threat. Notification can be verbal, notification from someone in the ASC or immediate vicinity, or it may be the sound of a firm alarm in an adjacent building or another floor of the building. In either case, the Site

Supervisor in coordination with the ASC ISO must evaluate the threat.

Minor Threat in or Adjacent to the ASC. If the Site Supervisor determines the threat of smoke or fire is relatively minor (can be handled with a portable fire extinguisher), the Site

Supervisor in coordination with the ASC ISO will:

Direct the guard to extinguish the fire with a fire extinguisher (if the threat is coming from an electrical source, cut the electrical power before extinguishing the smoke or fire). The Site Supervisor will ensure all staff knows how to operate the fire extinguishers located in the ASC (see Attachment K for training requirements).

After the fire has been thoroughly extinguished ventilate the ASC as required by opening the front and rear doors of the ASC.

Notify the local Fire Department.

Submit a Significant Incident Report in accordance with the USCIS ASC SOP.

The Guard will:

Notify the Site Supervisor upon detecting smoke/fire or hearing a fire alarm.

9.B - 7

Assist the Site Supervisor in evaluating the threat from smoke/fire.

Extinguish smoke/fire using the fire extinguishers in the ASC.

ASC Staff will notify the Site Supervisor upon detecting smoke/fire or hearing a fire alarm.

Examples of Minor Threat Smoke/Fire (Non-electrical):

Smoke/fire in a trash receptacle inside the ASC or restrooms.

Smoke/fire in a receptacle outside but close/adjacent to the ASC.

Trash smoke/fire outside but along an adjacent wall of the ASC (front or rear of the building).

Vehicle fire outside but along an adjacent wall of the ASC.

Examples of Minor Threat Smoke or Fire (Electrical).

Smoke/fire coming from an electrical outlet.

Smoke/fire coming from workstation, printer, server, router, or biometrics workstation.

Smoke/fire coming from microwave, coffee machine, or refrigerator.

Major Threat in or Adjacent to the ASC. If the Site Supervisor determines the smoke/fire threatens the safety of the ASC staff and applicants, the Site Supervisor in coordination with the ASC ISO will:

Activate the fire alarm and tell the applicants that the ASC is closed due to an emergency.

Evacuate the ASC staff to the rally point and follow the instruction in Attachment D, “Site Supervisor Actions at the Rally Point” and Attachment L, “Evacuation Checklist.”

Call the fire department.

If the Site is damaged to the extent that it is not operational, dismiss staff from the rally point and inform them to be ready to begin work the next day at a temporary site.

Establish a time you will contact them with instructions on where to report for work.

9.B - 8

Examples of a Major Threat:

A fire with a base of three feet and flames in excess of three feet high along an exterior wall of the ASC.

A fire in adjacent offices/buildings where the fire department has been called or responded.

A fire in the ASC that is quickly generating smoke.

A fire that is burning on or in an interior wall of the ASC.

An electronic piece of equipment (workstation, printer, fax, server, router, microwave, refrigerator, etc.) that is engulfed in flames.

Notify the Site Supervisor upon detecting smoke/fire or hearing a fire alarm.

Assist the Site Supervisor in evaluating the threat from smoke/fire and assist in the evacuation of the staff to the rally point.

ASC Staff will move to the rally point upon the direction of the Site Supervisor and provide current telephonic contact numbers. The staff will be prepared to work the next day at a temporary location.

Loss of Utilities (Power/Water/HVAC/Telephone/LAN).

Planned/Announced Outages. If the Site Supervisor has been notified that either or both power and water service will be interrupted during normal ASC operating hours, the Site

Supervisor should begin coordination with PMO Facilities and Logistics Departments to arrange for back-up power (both portable power generation and heating ventilation and air conditioning [HVAC] equipment) and/or water service (hand-washing and drinking water and restroom facilities). Early and timely coordination with PMO is the key.

Unannounced Power or Water Outages.

Interrupted Power. The Site Supervisor in coordination with the USCIS ASC ISO will:

Contact the local utilities company and determine the cause of the outage and the estimated time to restore power.

9.B - 9

Contact PMO Facilities and coordinate the lease of power generation and/or HVAC equipment. Based on the information provided by the utilities company and PMO

Facilities, the Site Supervisor must decide whether to recommend closure of the ASC.

The Site Supervisor and ASC ISO should consider several factors when developing their recommendations:

Temperature within the ASC. With no heating or AC in the ASC, the temperature can rise or drop quickly. The temperature should be between 66 and 86 degrees. If leased HVAC equipment cannot be on scene within four hours and the temperature is not within the 66 to 86 degree band, the Site Supervisor, in coordination with the

ASC ISO, should recommend the ASC be closed.

If power will be out for more than a day and leased power generation and HVAC equipment is on site, the ASC should continue to operate.

Loss of HVAC. The considerations discussed in the paragraph concerning interrupted power above apply to conditions where the ASC has no power but the HVAC unit is operable. In situations where the ASC has power but the HVAC is inoperable, the Site Supervisor will:

Notify (telephonic) contractor region management and PMO Operations and submit a

Significant Incident Report in accordance with the USCIS ASC SOP.

Begin coordination with PMO Facilities immediately to obtain back up HVAC as required when the ASC HVAC becomes inoperable.

Operations. When a loss of power occurs, the Site Supervisor will:

Immediately switch to manual fingerprinting and determine if Form I-90 processing must cease until power is restored.

Inform I-90 applicants that a power outage has occurred and they will be served as soon as power is restored or they can return at another time (Site Supervisor can provide an estimated time when power is to be restored).

Loss of Water Service. When water service has been interrupted during ASC hours of operations, the Site Supervisor will:

Contact the local utilities company and determine the cause of the interruption and the estimated time to restore water service.

9.B - 10

Contact PMO Facilities and coordinate the purchase of drinking water and hand-washing water.

In coordination with the ASC ISO, determine if the placement of portable toilets is feasible at the ASC. If the use of portable toilets is feasible, coordinate their procurement with PMO Facilities. If not, begin coordination with adjacent businesses for use of their restrooms for the ASC staff. Inform applicants that due to an emergency situation, restrooms are no longer available for their use.

Consideration must be given to the loss of fire suppression systems (sprinklers) during periods of loss of water to facilities. Employees and supervisors should be assigned as fire monitors. Evacuation for minor fire and /or smoke conditions would be prudent.

Unknown or Suspicious Objects in the ASC.

Suspicious Object. A suspicious object is defined in Section A as an object that is found to be out of place in the ASC or possibly left behind by a customer and is suspected to be an explosive device, weapon, or flammable substance. Examples of suspicious objects are shown in

Attachment I, “Examples of Suspicious Objects”.

Suspicious objects may be discovered by anyone in the ASC or by pedestrians passing by outside of the ASC. The Site Supervisor will (the Second/Back-up Site Supervisor must also be trained to do the tasks below):

Inspect the area outside of the front and rear of the ASC each morning as a matter of routine when opening the site. Become familiar with what material, furniture, mailboxes, benches, vehicles, etc. are routinely present. Be able to identify a new object.

Each morning, inspect the interior of each room in the ASC. Know exactly what is supposed to be in the rooms and where it is supposed to be located. This includes each restroom, the computer-room, break room, inside the microwave, refrigerator, cabinets, and trash receptacles.

Identification of a Suspicious Object. Once a suspicious object has been identified, the Site

Supervisor in coordination with the ASC ISO will activate the duress alarm (activating the security camera) and:

Explosive Device. If the Site Supervisor determines the suspicious object to be an explosive device based on her/his evaluation of the criteria at Attachment I, s/he will notify the police immediately.

9.B - 11

Inform the applicants that the ASC is closing due to an emergency and to return at a specific time (give the applicants your best estimate as to when the ASC will be operational).

Evacuate the ASC staff to the rally point and hold the staff in place until the police arrive and evaluate the situation. Follow the instructions in D and D – 2, “Site Supervisor

Actions at the Rally Point” and “Example of Initial Emergency Report Card”. When evacuating the site (see Attachment L, “Evacuation Checklist”):

Do not turn the lights out.

Direct all staff to cease operations (no keystrokes) on all workstations and technology equipment.

Direct staff not to logoff machines.

Do not turn off TV or radios.

Do not open microwave or refrigerator.

If bomb detonates, evaluate the condition of the ASC from a safe distance only – do not re-enter the building. Regardless if the ASC is damaged, it will not be operational for the remainder of the day or until fire department and federal authorities authorize re-entry.

Supervisors should dismiss the staff from the rally point and inform them to be prepared to report to work the next day at a temporary site. Establish a time when you will contact them. Submit Site Supervisor’s Assessment Report in accordance with Section C and

Attachment D – 3, “Example of Site Supervisor Assessment Report Card”.

If the device is not a bomb or fails to detonate and the authorities (Fire and Police

Departments) say it is safe to occupy the ASC, move the staff back to the site and resume operations. Submit Site Supervisor’s Assessment Report in accordance with Section C and Attachment D – 3, “Example of Site Supervisor Assessment Report card”.

Non-Explosive Device. If the Site Supervisor determines the suspicious object is a non-dangerous object, such as trash or a discarded item, the Site Supervisor will pick up the object and dispose of it (outside trash).

Weapon. A weapon is defined in Section A as a firearm or knife. If the Site Supervisor finds an object s/he believes to be a firearm or knife, the Site Supervisor will:

Pick up the firearm or knife and lock it in the ASC safe. Do not attempt to clear or unload the firearm.

Notify the local police immediately. If the police will not pick up a knife, dispose of it in accordance with local USCIS policy.

9.B - 12

Flammables. Flammables are defined in Section One as gasoline, diesel fuel, various cleaning fluids, or compressed gas (butane, nitrogen, etc.). If the Site Supervisor finds an object s/he believes to contain flammables, the Site Supervisor will:

In coordination with the ASC ISO, evaluate the object. If the object simply contains liquid or gas and there is nothing else attached to it, pickup the container and place it outside the rear of the ASC. If it contains gasoline, diesel fuel, or cleaning solvent, dispose of it in accordance with local USCIS policy. If it contains compressed gas, call a local distributor and ask them to pick it up. If the local distributor is not interested in the container, dispose of it in accordance with local USCIS policy.

If the object has anything attached to the container and you cannot tell what it is, treat the object as a suspected explosive device and follow the procedures discussed above.

Bomb Threat. Bomb threats can come from many sources. Regardless of the source, all threats must be treated seriously. When the Site Supervisor is made aware of a bomb threat, the Site

Supervisor in coordination with the ASC ISO will activate the duress alarm (activate security camera) and:

Telephonic Bomb Threat. Ensure that copies of the telephonic bomb threat checklist at

Attachment J are available and ready for use at each telephone in the ASC.

Ensure the guard, receptionist, and staff members have been trained and are familiar with how to complete the checklist.

Notify the police immediately. Inform the police that you are evacuating the ASC and give them the location of the rally point and telephone contact number. When the police arrive, provide them a copy of the completed Bomb Threat Checklist, Attachment J.

Evacuate the ASC. Hold the Staff at a rally point at least 500 feet from the ASC until the police have cleared the scene and declared it safe to resume operations. If a bomb detonates, do not re-enter the ASC until cleared by the Fire and Police Departments. If the

ASC is damaged to the extent operations cannot be resumed at the ASC, dismiss the staff from the rally point and tell them to be ready to report to work at a temporary site the next day. Establish a time to contact each staff member.

Written Bomb Threat. A written threat can come in many forms: a note left on a chair in the waiting room; written on the back of an appointment notice or AIW; written on a mirror in the restroom; written inside a toilet stall in the restroom; e-mail; etc. Regardless of the source, treat the written threat seriously. The Site Supervisor in coordination with the ASC

ISO will follow the procedures covered in the discussion of “Telephonic Bomb Threat”.

For other types of threats to do harm, Site Supervisors and ASC ISOs should determine if an evacuation is appropriate. All threats will be reported to law-enforcement.

9.B - 13

Verbal Bomb Threat (Delivered in Person). If an individual delivers a bomb threat in person in the ASC, the Site Supervisor should activate the duress alarm and attempt to talk to the individual in full view of (facing) the security camera. The Site Supervisor should attempt to find out as much information as possible regarding the bomb, using (from memory) the topics of the Telephonic Bomb Threat Checklist as a guide.

If the individual has a suspicious object with her/him, inform the individual you are going to close the ASC. Direct the Assistant/Back-up Site Supervisor/guard to evacuate the ASC using the procedures previously discussed. The Assistant/Back-up

Site Supervisor/guard should be trained to immediately call the police in this situation.

If the individual tells the Site Supervisor not to evacuate the ASC (threatens to detonate the bomb), then the situation should be handled as a hostage situation (see the discussion on “Intruder in the ASC”.) Direct the guard not to admit any more customers into the ASC.

If the individual does not have a suspicious object with her/him, the Site Supervisor should try to keep the individual talking until the police arrive. An attempt should be made to protect the majority of personnel and visitors by either isolating the individual or determining if it is possible to evacuate.

At the first opportunity, the Site Supervisor should submit an Initial Emergency Report in accordance with Section C and Attachment D – 2.

Civil Disturbance. As defined in Section A, a civil disturbance warrants care when in proximity to the ASC or because it is directed at the government (USCIS).

Protest Directed at USCIS at the ASC. If the protest is announced in advance, the Site

Supervisor will:

Notify the ASC staff of the planned demonstration.

Direct the staff to enter and exit the ASC from the rear of the ASC.

Coordinate with the ASC ISO for a federal guard, if necessary.

Coordinate with contractor region management for a detail guard or additional biometrics technician to act as a guard, if necessary.

If operationally feasible, delay scheduled deliveries to another day.

Check all fire extinguishers to see if they are operational.

9.B - 14

On the day of the protest, keep blinds drawn or steel shutters down.

If the protest turns violent, coordinate with the ASC ISO regarding closure of the ASC. If the police are not present, notify police immediately.

Unannounced Protest at the ASC or Demonstrations in Close Proximity to ASC. (For announced demonstrations in close proximity to the ASC, the considerations above apply).

For unannounced protests against CIS policy at the ASC, the Site Supervisor will:

Direct the staff to enter and exit the ASC from the rear of the ASC.

Direct all staff to remove any visible physical identification prior to leaving the facility.

Coordinate with the ASC ISO for a federal guard, if necessary.

Coordinate with contractor region management for a detail guard or additional biometrics technician to act as a guard, if necessary.

If operationally feasible, delay scheduled deliveries to another day.

Keep blinds drawn or steel shutters down.

For violent, potentially violent, or very large protests, coordinate with the ASC ISO regarding closure of the ASC. If the police are not present, notify police immediately.

Intruder in the ASC. For the purposes of these procedures, an intruder is defined as an uninvited person with no legitimate ASC business. They may have entered the facility to confront a staff member, customer, or to protest an USCIS policy. To gain entry into the ASC, the intruder has disregarded the guard’s or other employee instructions. An intruder may be armed. All staff should be trained to immediately call 911.

In the event an intruder enters the ASC, the Site Supervisor in coordination with the ASC ISO will:

Activate the duress alarm, and move towards the intruder and ask if you may help her/him, trying to find out what the intruder wants. Try and position the intruder so s/he is facing the security camera. While the Site Supervisor is talking with the intruder, the Backup Site supervisor, ASC ISO, guard, or staff member should immediately call the police/911.

9.B - 15

If the intruder threatens violence, inform the intruder that you intend to close the ASC. If the intruder does not object, begin evacuating the ASC as rapidly as possible. Use all exits and move staff to the rally point. If the intruder objects to closing and or evacuating the

ASC, follow the instructions of the intruder. Surreptitiously, the Assistant/Backup

Supervisor, ASC ISO, and/or guard should attempt to move as many personnel as possible out of ASC through other than the main entrance.

Continue to talk to the intruder and attempt to keep the intruder calm until police assistance arrives. Do not help the intruder identify whoever s/he may be looking for.

Stay calm.

Listen attentively.

Maintain eye contact.

Be courteous. Be patient. Be respectful.

Keep the situation in your control.

Don’t risk harm to yourself or others.

Never try to grab a weapon.

If the intruder is not armed but still threatens violence, the considerations above still apply.

The goal is to keep the intruder calm, prevent violence, and protect the staff and customers.

If the intruder threatens violence, Assistant/Backup Site Supervisor will surreptitiously begin to move personnel out of the ASC through other exits if possible.

The guard will assist the Site Supervisor in talking to the intruder and attempting to calm the intruder.