Fire Marshals
Fire Marshal Guide
How will I know when a fire alarm has activated?
If you are in a building whose fire alarm has activated you will hear the building alarm in the normal way. However, because you often work in different buildings it is possible that you might not necessarily hear the building alarm.
The University have set up their alarm system so that, wherever a fire alarm activates on campus, a signal is sent automatically to the security control room in York House. Once Security receive this signal they will activate the "University Emergency Pager System". This system automatically alerts all pagers. When activated, the pager vibrates and also emits an audible alarm. The text screen at the top of the pager will give details of the building where the alarm is. Pagers are only issued to key individuals such as fire marshals and any staff or students that have a hearing impairment which may prevent them from hearing the alarm bells.
When do I need to carry the pager?
Because you won't always be working in the buildings which you provide cover for, it is important that you always carry the pager at all times whilst you are on duty. The pager has a clip which can attach to a belt or, alternatively, it can be carried in your pocket. You will also have been issued with a high visibility armband and tabard. You should always keep yor armband with you - again this can easily be attached to your belt or kept in a pocket. We advise that you keep yours in your building's porters' lodge.
How do I work my pager?
Full information on how the pager works is provided in your clipboard. If there is anything that you don't understand or need further information on let the Support Services Manager know.
How do I know if my pager is working?
Pagers will be tested every Wednesday between 11:45 and 12:15. You will receive a message indicating a fire alarm in the HASTINGS BUILDING. If you don't receive a message then contact the Support Services Manager.
What do I do if my pager requires a new battery?
New batteries will be supplied by the Support Services Manager.
What do I do when I hear the building's fire alarm?
If, when you hear the alarm, you are in the area which you normally provide fire warden cover for, you should first check that your area is clear. Once you are happy that this is the case you should go, as soon as possible, to your building control point. If it is safe to do so you should collect your high visibility tabard before you leave the building. If you are NOT in the area which you provide fire warden cover for then, unless this area is on your evacuation route, you won't be able to carry out your fire warden duties. Instead, you should evacuate the building and proceed directly to the building control point.
What do I do if I am alerted to a fire only by the pager?
If you are alerted to a fire only by the pager then you must be in a different building to the fire! Stop what you are doing and check the pager; if the alert is in a building not covered by your team then you should ignore the signal and go about your normal duties. However, if the building is one that has been assigned to your team then you will need to respond.
You should make your way as quickly as you can (without putting yourself at risk) to the relevant building control point . Before you go to the building do take the time to make sure that whatever you were doing has been left in a safe state; for example items shouldn't be left where they could cause a hazard to other building users whilst you are gone.
What happens if I am at lunch or too far away to respond to the alarm?
You don't have to interrupt your lunch breaks to respond to the alarm. Wherever possible we have asked that lunch breaks be staggered so that some one is always available. We know that some of you work in small teams and that this will not always be possible. We also know that some of your duties can take you away from your buildings. To get over this issue we have asked the Rescue Team to provide fire marshal cover if they arrive on the scene and no PA's are available. If you get to the control point after the rescue team then they may ask you to take over particularly if they have to help get people out of the building.
Where are the "Building Control Points"?
Building control points are normally located immediately outside the building entrance where the building's main fire alarm panel is situated. Note - this is NOT always the building's main entrance. If you are not sure where your control points are then you should check at: http://www.sussex.ac.uk/hso//hso/documents/uos-map-fire-assembly-points09.pdf .
If you are still unsure speak to the Support Services Manager.
What do I have to do when I get to the "Building Control Point"?
When you arrive at the control point you should firstly put on your arm band (and tabard if you have it with you) so that you can be clearly identified by the Fire Wardens. Fire Wardens will then report to you to advise you that their areas are clear. You should then record this on your fire warden sheet. A list of fire wardens should be kept close to the fire panel, probably on a clip board, so that you can easily record this information.
You are NOT responsible for:
- checking the fire panel to locate the exact position of the alarm;
- investigating the cause of the alarm;
- clearing the rest of the building;
- helping to evacuate people stuck in the building;
- Resetting the alarm;
- Giving the "all-clear" to re-occupy the building;
- Providing the Fire Brigade with building information.
What if my clipboard is inside the building?
Your clipboard should be kept next to the fire alarm panel at the building control point. Panels are located in "safe areas" with very little fire risk and will usually be easily accessible. Because these are usually at final exits from the building you may have to wait for people to evacuate before you can retrieve your clipboard. If for any reason you do not believe that you can safely retrieve your clipboard and tabard then you should ask security if they can get it for you. Once you get your clipboard you should record fire warden reports in the normal way (see below). If for any reason the clipboard cannot be retrieved then you should ask fire wardens to wait at the control point so that they can verbally confirm that their areas are clear.
What information do I need to record?
Your main role is to record that the building is clear. Fire Warden lists have been issued in a clipboard for each building. You should keep your clipboard in a safe place adjacent to the Building Control Point.
If a fire warden, or anyone else (e.g. security, rescue team or an evacuee), is able to give you further information about the fire alarm then this information should be recorded on the form in the space(s) provided. Anyone providing further information should be asked to stay at the control point so that they can liaise with Security. This is VERY important because this will help Security to quickly determine whether the incident is a false alarm or real and, most importantly, whether anyone is unaccounted for or requires assistance to evacuate the building. Security will liaise with the Rescue Team and the Fire Brigade.
In addition to this information, it would be useful, once the incident is complete, for you to record any relevant information that might enable the University to prevent a re-occurrence. This will include information such as the cause and location of the alarm. It would also be helpful to record the name of the senior attending fire officer so that we may, if necessary, discuss the incident with the Fire Brigade at a later stage. This is particularly useful if the Brigade wis h to raise any issues with the University regarding the incident.
Am I responsible for making sure the building is fully evacuated?
No. All occupants have a duty to get themselves out of the building. Fire Wardens help to oversee this process and will report to you to tell you that the building is clear. Security and the Rescue Team will check with you to make sure all area have been reported as clear. You are not responsible for chasing after fire wardens; they should come to you!
Am I responsible if someone is stuck in the building?
No. All you have to do is tick off your list when fire wardens report that their areas are clear and to then pass this on to security when they ask. If a fire warden reports that people are stuck in the building or are refusing to evacuate then you should draw this to the attention of security and / or the rescue team as soon as possible. You should get the fire warden to wait at the control point so that they can tell security / rescue team exactly what the problem is. Security / Rescue Team will then make arrangements to deal with the issue.
How will I recognise members of the Rescue Team?
The rescue team will be issued with high visibility tabards just like yours. Their tabards will have a badge on the back saying "RESCUE".
What do I do if one of my colleagues is already at the control point and is acting as the fire marshal?
If one of your colleagues is already at the building control point and is acting as the fire marshal then you should provide cover at fire exits to make sure that people do not re-enter the building. Fire Marshals are not required to forcibly keep people from re-entering buildings; avoid any arguments or confrontations. If someone does re-enter the building let a representative of either Security and / or the Rescue Team know and they will deal with this.
How will I know when the incident is over?
When the incident has been fully investigated (this could be by either by Security or the Rescue team, or by the Fire Brigade, if they attend site) a decision will be made as to whether the building can be re-occupied or not. Often, the brigade will ask for the alarm to be silenced whilst they investigate the cause of the activation. To avoid confusion, only when you have been officially told that it is safe to go back in the building should you tell people that they can re-enter. Until you have been given this information you should ask occupants to wait at the assembly point. This official notice may only be given by a member of Security, the Rescue Team or the Fire Brigade.
What do I do next?
Once the incident is over you can remove your tabard and arm band. The completed forms should be put in an envelope and posted, via the internal mail, to the Health, Safety and Environment Office. They may contact you for a chat particularly if you have highlighted any problems associated withy the evacuation.
Anything else I need to know?
The responsibility for co-ordinating and managing the emergency response does not fall on Fire Marshals. We are very keen that you understand that your role is to record information about the emergency and to pass that information on to others who may need it. In particular, we need to know if anyone is unaccounted for, or may be trapped within the building so that we can concentrate our efforts on guaranteeing the safety of those persons. We also need to make sure that those persons outside the building stay outside until it is safe to go back in.
Any other information you are able to record on the forms is a bonus. We understand that emergencies can be very busy and recognise that, as far as the Fire Marshal role is concerned, the most important thing to be recorded is the reporting in of the fire wardens.
As with everything you do, we want you to be safe; you should not take any unnecessary risks when carrying out your duties.
If you have any questions contact the Building Support Services Manager in the first instance and they will arrange to personally talk through the procedures with you or will arrange a meeting with a representative of the Health and Safety Office if you require further training, advice or guidance.